Subcontractor Quotation Request for HVAC

The Subcontractor Quotation Request workflow supports HVAC contractors by creating a structured process for securing trade quotes. It includes preparing scopes, issuing RFQs, reviewing responses, and verifying qualifications. Managers reconcile pricing with budgets and negotiate favorable terms. By following this workflow, HVAC companies reduce estimating errors, protect margins, and improve efficiency. Clients benefit from transparent, reliable proposals. Teams gain accountability with documented approvals and reviews. With this workflow in place, HVAC contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably while ensuring accurate subcontractor pricing.

Identify subcontracted scopes of work from project plans and specifications

Prepare a clear RFQ package with scope description, drawings, and bid instructions

Include project details such as location, timeline, and bid due date

Select a list of qualified subcontractors based on trade and past performance

Send RFQ packages to selected subs with clear communication expectations

Track which subs received RFQs and monitor response status

Answer questions and issue addenda or clarifications as needed

Receive and log quotes by the specified deadline

Review each quote for scope completeness, exclusions, and conditions

Compare pricing, timelines, and terms across all subs

Clarify any discrepancies or scope gaps before selection

Select preferred subcontractor and notify them of intent to award or next steps

File quotes for future reference and estimating benchmarks