HVAC and mechanical service RFP responses for school districts, counties and cities — done for you.
A maintenance schedule for every rooftop unit, technician certifications, response times, parts markups — mechanical service solicitations are built to be checked line by line. We write the response at a fixed price, entirely by email, so your technicians stay on calls.
100% in writing — no calls. We reply within one U.S. business day.
Last updated: September 2026
Built for contractors with trucks on the road.
- HVAC service companies bidding on preventive-maintenance and repair contracts for public buildings.
- Mechanical contractors answering replacement and retrofit solicitations.
- Controls and building-automation specialists bidding on service agreements.
- Incumbents rebidding a multi-year service contract.
The buyers
School districts — campuses, kitchens, gyms, portable classrooms.
Counties and cities — administration buildings, libraries, police and fire stations, recreation centers.
State agencies — office buildings and service centers.
What mechanical service solicitations typically require.
No two solicitations are identical. These requirements show up again and again in HVAC maintenance and mechanical bids from public agencies — your matrix lists exactly what yours asks for.
Sources, checked September 26, 2026: 40 CFR 82.161 · ASHRAE Standard 180 · CSLB C-20 · CSLB C-38 · TDLR air conditioning & refrigeration · California Education Code §45125.1 · 8 CCR §16000 · Cal. Labor Code §1771 · §1725.5. Rules vary by state and agency; the solicitation in front of you controls.
Where mechanical bids get thrown out.
Most of these surface before scoring starts, in the responsiveness and responsibility checks.
The eliminations to check before you submit.
- A response time you can't staff. Promising an emergency response time without the technicians to meet it; some contracts attach penalties or termination rights to missed response times.
- The wrong license classification. A license that doesn't cover the work in the scope — refrigeration, boilers, controls — can fail the responsibility review.
- Certifications not listed per technician. “All technicians are certified” where the form asks for each name and certification type.
- A blank on the price form. Parts markup, overtime or emergency rate left empty when the form asks for each.
- A missed mandatory walk-through. Equipment counts and access issues surface at the site visit; when it's mandatory, missing it can end the bid.
Fixed prices, printed on the page.
The same products and prices as our pricing page. Every order is quoted in writing and approved by you before we start.
| Product | Price | Turnaround | What you get |
|---|---|---|---|
| Compliance Matrix + Response Plan Entry product | $390fixed | 48–72 hrs | Every requirement in your solicitation mapped — number, page, what to provide, who provides it — the elimination traps flagged, a section-by-section response plan, and a submission checklist. |
| Full Proposal Draft Complete, submission-ready | $1,900from · quoted per RFP | Set to deadline | Everything in the matrix, plus a complete written draft answering every requirement in order, formatted to the solicitation, with cover letter and executive summary written to the evaluation criteria. |
| Bid Desk — monthly retainer For firms that bid every month | $990per month · 3-month minimum | Ongoing | One full proposal draft per month (solicitations up to 100 pages; larger ones quoted at a discount), a compliance matrix for up to three additional bids you pursue that month, weekly bid screening for your trade and service area with a one-paragraph go/no-go note, and an always-ready document vault — insurance certificates, licenses, W-9, references — with expiry alerts. Unused proposals don't roll over. |
| Out-of-scope work Anti-drift, published | $95per request | Quoted first | Anything beyond the agreed scope — an extra section, a new attachment, a requirement the agency adds by addendum — flat-rated and approved by you before we do it. |
All prices in U.S. dollars. Bid Desk is billed monthly in advance by card; cancel after the 3-month minimum with 30 days' notice. For a mechanical bid, the matrix also maps every piece of equipment, task and frequency the solicitation lists.
Every order includes
- 100% in writing — no calls. Questions, scope, drafts and revisions all happen by email.
- A reply within one U.S. business day — usually the same day — with a fixed price and a delivery date.
- On time or refund. Miss the delivery deadline we put in writing and you get a full refund.
- An editable file you own once it's paid in full — reuse it for the next bid.
What we don't do
- Hold, issue, or stand in for your licenses and certifications
- Set your prices or bill rates — you do; we check that the price form is complete and consistent
- Give legal advice or interpret contract terms
- Submit the bid for you or act as your authorized representative
Not legal advice. You review, sign, and submit.
Mechanical bids: short answers.
Who can write an HVAC maintenance bid for a school district?
We can — at a fixed price, by email. You supply your technicians, licenses, certifications, references and rates; we map every requirement, build the maintenance-plan section around the district’s equipment list, and check the response back against the solicitation.
Do you need each technician’s EPA 608 certification?
If the solicitation asks for certifications per technician, yes — names, certification types and numbers. We place them exactly where the agency asks for them; we don’t certify anyone.
Can you write a bid for a replacement project, not just maintenance?
Yes, when it’s a proposal-style solicitation with a written response. Plans, calculations and stamped drawings stay with your engineer or designer; we write the narrative, schedule and compliance sections around them.
Bidding on a mechanical service contract? Send us the solicitation.
Email the RFP, or a link to it, and the due date. We reply within one U.S. business day with a fixed price and a delivery date, in writing.