How to Request an HVAC or Chiller Quote: What Suppliers Need
The most common reason an HVAC or chiller quotation is slow, vague or not comparable is simple: the enquiry did not contain enough information. A supplier who has to guess will either ask many follow-up questions or price conservatively. This checklist lists what to send with an enquiry, whether you are a facility manager, a contractor or a procurement team.
1. The cooling (and heating) requirement
State the required capacity and how it was derived. Capacity is normally given in kilowatts or in tons of refrigeration (one ton of refrigeration is about 3.5 kW). If it comes from a load calculation by a consultant, say so and attach the summary. If it is only an estimate, say that too, because the supplier may then recommend confirming it before the equipment is ordered. Mention whether you need cooling only or cooling and heating.
2. Design conditions
Capacity only means something at defined conditions. Send the design outdoor temperature for the site, the target indoor conditions, and for chillers the chilled-water supply and return temperatures. Without these, two suppliers can quote "the same capacity" for very different operating points.
3. Type of system and the reason for it
If you have already decided between system types, say which and why. If you have not, describe the building (use, floor area, number of zones, operating hours) and let the supplier propose options. Our guides on choosing between VRF and chillers and air-cooled versus water-cooled chillers explain the trade-offs.
4. Electrical supply and site constraints
Give the available supply voltage, frequency and phases, and any limit on connected load. Describe the installation space: indoor plant room or roof, dimensions available, access route, and whether a crane is needed. These details can rule out a model entirely, and they are easy to overlook until after the quote.
5. Redundancy and part-load behaviour
Say whether the system must keep running if one unit fails (for example, two units each sized for part of the load) and what the typical part-load profile looks like. Most buildings run at partial load most of the time, so efficiency at part load can matter more than the headline full-load figure.
6. Controls and integration
If the equipment must connect to a building management system, name the protocol you need. Our article on HVAC controls and BMS integration explains what to specify.
7. Refrigerant, noise and standards
If you have a preference or restriction on refrigerant type, state it; see our note on the shift to low-GWP refrigerants. Add any noise limits at the site boundary or in occupied spaces, and any standards or certifications you require for the equipment.
8. Scope of supply and delivery
Be explicit about what the quote should include: equipment only, or also installation, commissioning, spare parts, training and warranty. Add the delivery address and the required delivery window. A quote that includes installation and one that does not cannot be compared directly.
A short template
- Project name, location and building type
- Required capacity, basis of calculation, cooling only or cooling and heating
- Design outdoor and indoor conditions; chilled-water temperatures if applicable
- Preferred system type, or a request for options
- Electrical supply and installation space
- Redundancy requirement and controls protocol
- Refrigerant, noise and standards requirements
- Scope: supply only or supply, installation and commissioning; delivery date
Summary
The more precisely the enquiry describes the load, the conditions and the scope, the faster you receive a quote that you can actually compare. If you already have part of this information, send what you have and we will tell you what is still missing. See the HVAC systems we supply or request a quote directly.
Related products: Chiller, AHU, Rooftop Package, Fan Coil
