Commercial HVAC & refrigeration scopes of work, written plainly.

Most change orders start as a sentence that was missing from a scope. Who pulls the permit, who disconnects the old gas line, who owns the crane, who tests and balances, who closes out the paperwork: when those answers are vague, the argument happens after the work starts, and it is never cheap.

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These guides lay out what a good scope covers for each kind of commercial mechanical project, in the order a bidder or a facility team actually needs it: what is included, what is commonly left out, what has to be submitted, how the work is scheduled and accessed, and which questions to settle before the number is final. Each one ends with sample scope language you can adapt.

Everything on these pages reflects how our own crew works. Davinci Mechanical performs the mechanical, refrigeration and controls work with its own UA Local 250 workforce and does not hand it to subcontractors, which is why we can write scopes that name a single responsible party for every task.

Writing and reading a scope

How to write a commercial HVAC scope of workA step-by-step method for writing an HVAC scope of work that bidders can price evenly: outcome, equipment inventory, responsibilities, exclusions and closeout.HVAC scope clarifications and exclusions checklistMore than 30 pre-bid clarification questions for commercial HVAC work, grouped by topic, plus the exclusions that most often turn into disputes.HVAC change orders: what triggers themThe five common triggers of change orders on commercial mechanical projects, how a clear scope reduces them, and how to document and approve a change.Alternates, allowances and unit pricing in HVAC bidsHow alternates, allowances, unit rates and contingencies work in commercial HVAC bids, when each fits, and how to compare bids on an equal basis.Self-performed vs subcontracted HVAC workWhat self-performed and subcontracted mean on commercial HVAC jobs, where subcontracting happens, and the questions owners should ask bidders about it.

Replacement and installation scopes

Rooftop unit replacement scope of workWhat a rooftop unit change-out scope should name: curb, crane, disconnects, gas, condensate, economizer, startup, roof protection and closeout documents.Split system replacement scope of workHow to scope an indoor and outdoor split system swap: line set reuse, nitrogen pressure test, evacuation, condensate safeties and ceiling access.Chiller replacement scope of workA scope guide for air-cooled and water-cooled chiller swaps: rigging path, hydronic isolation and flushing, controls, outage windows and commissioning.Boiler replacement scope of workScope a hydronic boiler replacement: venting, combustion air, primary and secondary piping, pumps, water treatment, permits and shutdown windows.Commercial water heater replacement scope of workScope a tank, tankless or recirculation water heater swap: venting, gas sizing, seismic strapping, expansion control, mixing valves and keeping hot water on.VRF system installation scope of workWhat a commercial VRF installation scope should spell out: outdoor modules, branch boxes, brazed piping, testing, charge, controls wiring, and commissioning.Ductless mini-split installation scope of workHow to scope commercial ductless mini-split installs: heads, line sets, condensate, penetrations, pads and brackets, the electrical handoff, and controls.Equipment removal, crane and rigging scope of workHow to scope HVAC equipment removal: refrigerant recovery, disposal, lift planning, crane logistics, lot closures, roof protection, and building coordination.

Refrigeration and kitchen scopes

Walk-in cooler and freezer installation scope of workA scope checklist for new walk-in coolers and freezers: panels, floor, door, evaporator, condensing unit, defrost, line sets, startup, pulldown, and code.Refrigeration rack and condensing unit scope of workScoping a rack or condensing unit replacement for grocery and multi-case sites: leak testing, refrigerant, controls, phased cutover, and product protection.Kitchen exhaust fan and make-up air scope of workHow to write a scope for replacing and balancing kitchen exhaust fans and make-up air units: interlocks, code items, dining-room pressure and who owns what.Ice machine installation and replacement scope of workWhat a commercial ice machine install or replacement scope should cover: water filtration, drains and air gaps, condenser type, bin, startup sanitation and clearances.

Institutional and specialty scopes

School HVAC modernization scope of workHow to scope a K-12 HVAC modernization that fits the summer window: DSA, phasing by building, certified payroll, controls, ventilation and closeout paperwork.Hospital and clinic HVAC scope of work: what it must coverWhat a scope for hospital and clinic HVAC work should contain: infection control risk assessment, HCAI, pressure relationships, after-hours work and shutdowns.Server room and IT closet precision cooling scopeHow to scope cooling for server rooms and telecom closets: CRAC, CRAH or ductless, redundancy, alarms, containment, raised floor and failure response.HVAC tenant improvement scope of workHow to write the mechanical scope for a commercial tenant improvement: duct and VAV changes, zoning, landlord approval, base-building limits and hours.Public works HVAC bid scope of workHow to read a public agency HVAC bid package: labor compliance, DIR registration, PLA, bonds, submittals, closeout, and how to scan for scope gaps.

Service agreements, controls and commissioning

On-call HVAC service agreement scope of workHow to write an on-call or task-order HVAC agreement: what it covers, response tiers, authorization, reporting, after-hours work, parts and refrigerant.Building automation controls upgrade scope of workWhat a building automation upgrade scope should contain: points list, sequences, graphics, integration, trending, training and ownership after turnover.Testing, balancing and commissioning scope of workWhat testing and balancing, startup and commissioning each include, how to name the responsible party, and how functional and seasonal tests are documented.

Performed by our own crew. No subcontractors.

The mechanical, refrigeration and controls work on our projects is done by our own UA Local 250 workforce. The people who price the job are the people who set the equipment, pipe it, charge it and start it up, so one team answers for every task in the scope. Rented equipment such as a crane truck is coordinated by us.

How self-performed work works

Common questions

What should a commercial HVAC scope of work include?

At minimum: the equipment and locations, the work to be performed and by whom, demolition and disposal, permits and inspections, electrical, gas, piping and controls tie-ins, startup and testing, submittals and closeout documents, schedule and access constraints, warranty terms, and a clear list of exclusions. A scope that names exclusions is easier to price accurately and harder to dispute later.

How concise can a scope of work be?

Short enough that every line is a task someone is accountable for. One to three pages covers most replacement projects, with drawings and specifications attached by reference. Length is not the goal: unambiguous responsibility is.

Who is responsible for permits, cranes and disposal?

Whoever the scope says. That is the point of writing it down. On our projects the permit, rigging coordination, equipment removal and refrigerant recovery are written into our scope as our responsibility unless the owner's documents assign them elsewhere.

Do you use subcontractors for the work in these scopes?

No. The mechanical, refrigeration and controls work described in these guides is performed by our own crew. Rented equipment such as a crane truck is coordinated by us and is not a subcontracted trade. See the self-performed work page for how that works on a project.

Send us the scope or the drawings.

If you are pricing a project or reviewing a bid, send the plans, the spec section or the equipment list. We will tell you what we would clarify before pricing it.

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