HVAC bid compliance review, Silver Junction Office Building

Four subcontract bids for Bid Package 23 – HVAC on the five-story office building in Silver Junction, Texas, checked against 63 current requirements from every file in the bid documents. No bid meets every requirement. SJ Sheet Metal has the fewest exceptions (4) and Redbud Air Systems the most (20).

Bid Package 23 – HVAC, subcontract on modified AIA A401–2017Bid documents: 8 files, 63 current requirements4 bids, due Oct 19, 2026Prepared Nov 5, 2026

Summary

Addendum 2 · Harlan-Voss

Harlan-Voss priced Addendum 1 and missed Addendum 2

The proposal (p. 2) acknowledges Addendum No. 1 only. Addendum No. 2 of Oct 7, 2026 revised Addendum 1, and 6 of the bid’s 7 exceptions trace to it: AHU-2 is priced at 36,000 CFM instead of 42,000 CFM, VAV covers 6 rooms instead of 14 conference rooms, and Milestone 1 is Sep 30, 2027 instead of Aug 31, 2027. The other 56 of 63 requirements are met.

Get Addendum 2 acknowledged with a price adjustment before leveling the bid.

M-101 keynote 3

The grease duct is only in a sheet keynote, and no bid covers it in full

Keynote 3 on M-101 requires a grease duct from the restaurant hood connection to the roof via shaft S3, with a listed 2-hour enclosure and cleanouts per IMC Section 506. Division 23 and Exhibit B are silent. Three bids say nothing and SJ Sheet Metal (p. 7) includes the riser but excludes the enclosure. Which IMC edition and enclosure rating apply, and whether NFPA 96 is adopted, depend on the codes the local AHJ has adopted; confirm with the fire marshal before the scope is priced.

Send the same scope clarification to all four bidders and carry the grease duct into Exhibit B at award.

Terms and Conditions · Redbud

Redbud states no exceptions, but its attached terms override the subcontract

The cover letter (p. 1) says no exceptions and the Bid Form lists none. Paragraph 1 of the attached Standard Terms and Conditions gives them precedence over other documents, and paragraphs 6–12 require a 30% equipment deposit, remove liquidated damages, exclude extended warranties and cap liability at 15% of the price. Six requirements in the bid instructions, subcontract form and Division 23 become exceptions and one is partial.

Require written withdrawal of the terms and conditions before award.

Compliance matrix and scope clarification questions

Each row is a requirement from the bid documents with file and page or item. Click a cell to see the requirement next to the quote from the bid, the assessment and the question for the bidder. Filter by bid, status and source file. The Questions tab collects every partial, exception and unclear item by bidder.

Status

Sources and method

Bid documents

    Bids

      Method

      1. Requirements were taken from all eight bid document files: "shall" statements in the bid instructions and subcontract form, Division 01 and Division 23 sections, keynotes and notes on the M-sheets, HVAC lines in the Exhibit B scope matrix and the items in Addenda 1 and 2. 67 requirements in total.
      2. Addendum 2 revises Addendum 1, Items 2 and 3, and reissues M-601. The Addendum 1 items and the original values it changed were marked superseded (4 requirements) and are not counted, leaving 63 current requirements.
      3. Each bid was read in full, including attachments. For each requirement the matching statement in the bid was recorded with file and page, or line for the SJ Sheet Metal checklist.
      4. Compliant: the bid meets the requirement expressly. Partial: meets part of it or with conditions. Exception: the bid states something that conflicts with it. Unclear: the bid is silent or cannot be read either way.
      5. Where a bid attachment claims precedence over other documents, the requirements were assessed against that attachment.
      6. Scope clarification questions were written for every requirement marked partial, exception or unclear.

      Assumptions and limitations

      • Base bid amounts are shown as submitted. No bid leveling or pricing of exceptions has been done.
      • Unclear means the bid is silent, not that the work is missing from the price.
      • A requirement repeated in several files is counted once, under the governing file.
      • Only Exhibit B lines assigned to HVAC were included.
      • The review of the attached terms and liability caps is not a legal review; have counsel review before award.
      • Grease duct requirements (IMC Section 506, the 2-hour enclosure, NFPA 96) are taken from M-101 keynote 3. The governing code edition and enclosure rating have not been confirmed with the AHJ/fire marshal.