HVAC Estimating Services

We take off ductwork by linear foot by size and pressure class, then convert to pounds using the gauge and density. This gives you both the installed length and the sheet metal weight. The weight drives material cost and hanger requirements, while the linear foot drives fabrication and installation labor. We show both in the estimate so you can compare to your supplier quotes and your own historical productivity. Fittings are counted separately because they carry more labor per pound than straight duct.

Typical waste factors are 5–10% for rectangular duct, 7–12% for spiral duct, and 3–5% for hydronic pipe. These are applied as separate lines in the estimate so you can adjust them to match your purchasing and fabrication practices. Waste covers cuts, offcuts, and scrap. Fitting waste is already included in the fitting counts. If your project has many size changes or complex routing, we may use the higher end of the range. We state the applied factor in the scope letter.

When the controls specification is performance-based, we estimate from a typical point count for the system type. For example, a VAV air handler might have 20–30 input/output points, and each VAV box might have 3–5 points. We list the assumed point count in the scope letter so you can adjust if the final sequence of operation differs. We also flag whether the BAS head-end and network are in Division 23 or Division 25, because that affects the division split and who carries the cost.

Yes, we include TAB and commissioning as lump sum line items when they are specified. TAB is typically priced by system count and complexity, and commissioning by the number of systems and the level of documentation required. These items are often specified in Division 01 but estimated with the mechanical scope. We note the specification section and whether the cost is carried by the mechanical contractor or the owner. If the scope is not clearly defined, we state our assumptions.

Division 23 covers HVAC equipment, ductwork, piping, and controls that are part of the mechanical system. Division 25 covers building automation and integration, including the BAS head-end, network, and sometimes the field controllers. The split varies by specification. We read both divisions and flag any overlap so items are priced once. If the spec places field controllers in Division 25, we estimate them there and note the interface with Division 23 equipment. This prevents double-counting and scope gaps.

We estimate seismic restraints and vibration isolation when they are required by the specification or local code. We take off spring isolators, snubbers, and additional hanger bracing by equipment type and duct/pipe size. Requirements vary by jurisdiction, so you must confirm the adopted code with the local building department. These items are sometimes shown only on structural sheets or in Division 23 05 48. We cross-check the mechanical and structural drawings and list them as separate line items so they are not overlooked.

Yes, we can estimate from schematic plans, design-build documents, or a program with square footages. When details are missing, we use typical industry ratios and clearly state the assumptions in the scope letter. For example, we might estimate ductwork at 1.5–2.5 LB/SF of floor area for a standard office, or equipment tonnage at 400–500 SF/ton. These ratios are for budgeting only and should be replaced with a detailed takeoff when plans are available. We flag the gaps that will drive cost as design progresses.

We measure refrigerant line sets by diameter from the outdoor unit to each indoor unit, including insulation. We take off copper line sets, branch controllers, and refrigerant charge. The cost driver is the total length and the number of branches. For VRF systems, we also count the branch selector boxes and the controls interface. We check the manufacturer's limitations on line set length and elevation difference, because exceeding them may require additional components or a different layout. We note these constraints in the scope letter.

Our turnaround is 24–48 hours for most projects, with rush available. To start, we need the mechanical plans, equipment schedule, specifications, reflected ceiling plan, sequence of operation, and the project ZIP code and bid date. If you have a scope sheet or a previous estimate, send it so we can match your format. Send files through the get an estimate page. We will confirm scope and delivery time before we begin.

We provide both. A quantity takeoff lists the items and quantities without pricing, which is useful if you want to apply your own labor and material rates. A full estimate includes material, labor, and equipment pricing adjusted to your ZIP code using RSMeans data. We can also separate material and labor so you can see the breakdown. Most clients request the full estimate with marked-up plan sets. We deliver in Excel and PDF, organized by CSI MasterFormat division.

Roof curbs and flashing sit between Division 23 and Division 07. We list them as a separate line item in the estimate and note the coordination required with the roofing contractor. We take off curb dimensions, height, and flashing based on the equipment schedule and roof details. If the structural support is not shown, we flag it as a question. In some specs, the curb is furnished by the equipment manufacturer, and in others it is field-built. We read the spec to determine the responsibility.

When plans and specifications disagree, we flag the conflict and use the more conservative quantity for pricing. We list the discrepancy in the questions and clarifications section of the estimate. For example, if the plan shows a 24x12 duct but the spec requires a higher pressure class, we price the higher class and note the conflict. This approach protects you from underbidding. We recommend resolving conflicts with the design team before bid day, and we can provide a revised estimate once clarifications are issued.

HVAC takeoff services focus on quantifying materials and equipment from the drawings: ductwork by size and pressure class, pipe and fittings, terminal units, and equipment counts. A full estimate adds pricing, labor units, and overhead. We provide both, but if you only need quantities for your own pricing, we can deliver a takeoff in Excel with a marked-up plan set. We measure ductwork in linear feet and by weight, and count each fan coil unit, air handling unit, boiler, and condenser. This is useful for subcontractors who want to verify their own numbers or for general contractors doing bid leveling.

As an HVAC estimating company, we work as an extension of your team. For outsourced HVAC estimating, you send us the plans and specs, and we return a line-item estimate organized by CSI Division 23, with quantities and pricing. We use takeoff software like PlanSwift and Bluebeam Revu to measure ductwork, piping, and equipment. We also flag scope gaps, such as controls under Division 25 or testing and balancing under Division 01. This lets subcontractors bid more projects without adding estimating staff. Turnaround is 24–48 hours for most projects.

HVAC bid preparation services include a complete takeoff of ductwork, hydronic piping, refrigerant lines, equipment, and controls; pricing with ZIP-code-adjusted material and labor; and a proposal-ready estimate in Excel and PDF. We also review the specifications for addenda, request for information items, and unusual requirements like seismic restraints or vibration isolation. If you are bidding multiple projects, we can help you prioritize. Our estimates are organized by CSI MasterFormat Division 23, so you can drop them into your bid form. We also offer bid leveling support when you receive subcontractor quotes.