Commercial HVAC Scope of Work (SOW) Template

Commercial HVAC Scope of Work (SOW) Template

Fast-Fact Summary Box

• Template Type: Commercial Scope of Work (SOW) & Performance Integration Template
• Governing Framework: Ontario Construction Act & CCDC Standards
• Target Trade: Mechanical / HVAC Contractors
• Primary Operational Risk: Equipment liability, warranty terms, and performance commissioning boundaries

Scope Boundaries (Who/What it applies to)

This template governs the contractual and operational boundaries between the General Contractor, the Mechanical/HVAC Subcontractor, and the Prime Consultant. It applies specifically to the supply, installation, testing, and commissioning of commercial heating, ventilation, and air conditioning systems within Ontario commercial, industrial, and institutional (ICI) projects.

The scope explicitly covers all central air handling equipment, chillers, boilers, variable refrigerant flow (VRF) systems, distribution ductwork, and associated building automation system (BAS) integration. It establishes clear demarcation lines for electrical power connections, structural support curbs, and third-party Testing, Adjusting, and Balancing (TAB) services to eliminate gaps in equipment liability and protect manufacturer warranty terms.

Mandatory Deliverables & Administrative Windows

• Pre-Construction Submittals: Shop drawings, equipment datasheets, and coordination modelling (BIM) must be submitted for review within 14 business days of contract execution.
• Commissioning Plan: Draft commissioning and TAB protocols must be delivered to the consultant 30 days prior to scheduled equipment startup.
• Daily Log Submissions: Daily site progress reports, safety talks, and equipment delivery logs must be submitted weekly.
• Closeout Documentation: As-built drawings, operating and maintenance (O&M) manuals, manufacturer warranty certificates, and ESA certificates must be delivered within 15 business days of substantial performance.

Ontario Regulatory Compliance Notes

This template operates under the Ontario Construction Act & CCDC Standards. It directly manages risks associated with equipment liability, warranty terms, and performance commissioning boundaries.

• Proper Invoices: Invoices submitted by the contractor are legally deemed proper unless the owner delivers a formal written notice of deficiency within 7 days of receipt. Failure to issue this notice within 7 days forfeits the owner's right to dispute invoice structure and immediately initiates the 28-day prompt-payment timeline.
• Annual Holdback Release: For multi-year projects, owners must publish a Notice of Annual Release of Holdback (Form 6) on an electronic construction trade news website within 14 days after each contract anniversary. Payment of the accrued basic holdback must be executed between day 60 and day 74 post-publication, provided no liens have been preserved.
• Holdback Restrictions: The former section 27.1 notice-of-non-payment mechanism allowing owners to refuse holdback distribution due to deficient or incomplete work is repealed. Holdback retention is strictly limited to formal contract abandonment, termination, or preserved lien risk.
• Interim Adjudication: Dispute resolution regarding commissioning, equipment performance, or payment must be initiated within 90 days of contract completion, abandonment, or termination through ODACC or a qualified private adjudicator.

Form/Sign-off Requirements

• Authorized Signatures: Binding signatures from the Mechanical Contractor's Principal and the General Contractor's Project Director.
• Initialled Appendices: Mandatory initialling on Appendix A (Equipment Schedule & Performance Metrics) and Appendix B (Commissioning & TAB Boundaries).
• Change-Order Acknowledgement: Written sign-off required for any deviation from the approved engineering design prior to equipment procurement.
• Record Retention: All signed SOW documents, proper invoices, and Form 6 publications must be retained for a minimum of 7 years.

Official Verification Sources

• Ontario Construction Act, R.S.O. 1990, c. C.30
• O. Reg. 304/18 (Procedures and Forms)