Heat pump replacement quote comparison worksheet
Use this worksheet to compare heat pump replacement bids against the same scope, assumptions, and project conditions.
Planning range $6,500 - $18,000 per project Use the range as context, then compare each bid line by line.
Keep every bid on the same assumptions
Start with the same project description, cost drivers, expected materials, access notes, and timeline for each contractor. The biggest drivers for this project are home size, heat pump system type, efficiency level, and ductwork or zoning scope.
Scope comparison
| Assumption | Question to ask | Bid 1 notes | Bid 2 notes | Bid 3 notes |
|---|---|---|---|---|
| Project scope | What is included in each heat pump replacement bid, and what would be billed separately? | |||
| Home size | How does each contractor account for home size? | |||
| Heat pump system type | How does each contractor account for heat pump system type? | |||
| Efficiency level | How does each contractor account for efficiency level? | |||
| Ductwork or zoning scope | How does each contractor account for ductwork or zoning scope? |
Bid terms to compare
| Bid item | What to compare | Bid 1 notes | Bid 2 notes | Bid 3 notes |
|---|---|---|---|---|
| Included work | Labor, standard materials, preparation, cleanup, and disposal included in the price. | |||
| Allowances and exclusions | Items priced as allowances, excluded work, or conditions that could change the final price. | |||
| Permits and code work | Permit handling, inspection requirements, code upgrades, and who pays for surprises. | |||
| Schedule and payment terms | Start date, timeline, deposit, progress payments, final payment, and cancellation terms. | |||
| Warranty and cleanup | Labor warranty, material warranty, site protection, cleanup, and haul-off responsibilities. |
Before you choose a contractor
Ask each contractor to price the same scope, materials, cleanup, warranty, and change-order rules. A low bid is only useful when you know what is included and what can change later.