Homeowner Education — Scope of Work
You've received a quote for $12,000 — but what exactly are you getting? HVAC replacement quotes vary wildly in what they include, and the lowest number often has the most missing pieces. This checklist walks you through every component, service, and line item that should be in a complete, professional HVAC replacement so you can compare quotes apples-to-apples.
Use this as your reference when reviewing quotes. Every item below should be explicitly addressed in a professional HVAC replacement proposal. Download it, print it, bring it to your estimates.
The main outdoor unit. Confirm the exact model number, tonnage (capacity), and SEER2 rating on the quote. You should receive the manufacturer's spec sheet for this exact model. Verify it's new factory-sealed equipment — not a scratch-and-dent or returned unit.
The coil that sits on top of or inside your furnace/air handler. It must be an AHRI-matched coil for your outdoor unit to achieve the rated SEER2. Confirm the coil model number is listed. A TXV (thermal expansion valve) should be specified — not a fixed orifice.
The indoor unit that houses the blower and (for furnaces) the heat exchanger and burners. Model number, BTU input/output rating, and AFUE efficiency should be listed. For variable-speed outdoor units, the furnace/air handler must have a compatible ECM blower motor.
The copper lines that carry refrigerant between indoor and outdoor units. A full replacement includes new line set unless the existing lines are properly sized, accessible, and can be thoroughly flushed. Old R-22 line sets should never be reused for R-410A systems without replacement or professional flushing. Confirm this on the quote.
The safety disconnect box near the outdoor unit and the flexible conduit (whip) connecting it. Building code requires a new disconnect within sight of the unit. Old, rusted, or undersized disconnects should be replaced — confirm this is included.
The drain line that carries condensation away from the indoor coil. A modern installation includes a float switch or wet switch that shuts the system off if the drain clogs — preventing water damage. This is code-required and should be listed. Confirm both primary and secondary drain connections.
The concrete or composite pad the outdoor unit sits on. Old pads crack, sink, or settle. A new pad ensures the unit stays level (critical for compressor longevity) and meets code height requirements. Confirm pad replacement is included — not an add-on.
The old condenser, coil, furnace/air handler, and line set must be removed from your property and disposed of properly. Refrigerant must be recovered (not vented) per EPA regulations. Confirm removal and disposal are included — some low-ball quotes exclude disposal and leave the old equipment in your yard.
A mechanical permit from your city or county is required for HVAC replacement in California. The quote should include the permit fee and the contractor's time to schedule and meet the inspector. Permits protect you — they ensure the installation meets safety and code standards. Any contractor who suggests skipping permits is not operating legally.
California requires independent HERS verification for HVAC replacements. A third-party rater tests refrigerant charge, airflow, and duct leakage — confirming your system meets its rated efficiency. The fee ($300-$500) should be included in the quote. This is not optional in California.
After installation, the technician should run the system through all modes (cooling, heating, fan-only), measure refrigerant pressures and temperatures, check airflow, verify thermostat operation, and confirm safety controls function. A commissioning checklist should be completed and left with you. This is the difference between "we installed it" and "we verified it works properly."
New equipment connects to existing ducts — but are those ducts adequate? The installer should evaluate supply and return duct sizing, condition, and leakage. Minor transition modifications and sealing of accessible duct connections should be included. Full duct replacement or major modifications are separate but should be discussed if needed.
Many older Sacramento homes have undersized return air — a common cause of system inefficiency. The installer should verify enough return air capacity for the new system. If your home needs an additional return or a larger filter grille, this should be identified during the estimate and priced transparently.
A new compatible thermostat should be included. Modern two-stage and inverter systems require communicating thermostats to achieve full efficiency. The thermostat model should be named in the quote. If you want a specific smart thermostat (Ecobee, Nest, Honeywell), confirm compatibility and whether there's an upcharge.
You should receive: manufacturer parts warranty (typically 10 years when registered), manufacturer heat exchanger warranty (20+ years for furnaces), and contractor labor warranty (minimum 1 year, ideally 2-5). Confirm all warranty terms are in writing. Ask specifically about labor warranty — parts warranties don't pay for the service call and labor to replace a failed component.
When comparing HVAC replacement quotes, watch for these warning signs that a quote is incomplete or the contractor is cutting corners.
If the quote doesn't mention permits, ask directly. "We'll pull permits" with no line item means it may or may not actually happen. A legitimate quote lists the permit cost. "We don't need permits" or "permits aren't required" are red flags — HVAC replacement absolutely requires a mechanical permit in Sacramento County and the City of Sacramento.
California Title 24 requires HERS verification. Quotes that omit this are either uninformed or deliberately cutting costs. HERS testing isn't just paperwork — it independently verifies your system's refrigerant charge and efficiency, protecting your investment.
"3.5-ton 16 SEER unit" without a model number is a red flag. You have no way to verify what you're actually getting. A professional quote lists specific model numbers for the condenser, coil, and furnace/air handler — along with AHRI certification numbers confirming the match. "Or equivalent" language means the contractor can substitute cheaper equipment.
"It's fully warrantied" with no written terms is worthless. Get the labor warranty duration in writing. Confirm the manufacturer parts warranty registration process — it must be registered within 60-90 days of installation to get the full 10-year coverage (unregistered, it often defaults to 5 years).
Here's exactly what you get with every complete HVAC replacement from Fresh Air. No surprises, no hidden fees, no line-item games.
AHRI-matched condenser, evaporator coil, and furnace/air handler with specific model numbers on your quote. Factory-fresh, never scratch-and-dent or returned units.
New line set (or professional flush if lines are accessible and properly sized), new electrical disconnect and whip, new condensate drain with float safety switch, new equipment pad, new filter, and new compatible thermostat.
Removal and disposal of old equipment, installation of all new equipment and materials, ductwork transition modifications, system commissioning on all modes, and a full walkthrough with you when the job is complete.
Mechanical permit pulled in your city/county, HERS testing by an independent certified rater, and coordination of all inspections. We handle the paperwork — you get the peace of mind.
Manufacturer 10-year parts warranty (registered), manufacturer limited lifetime heat exchanger warranty on furnaces, and our 2-year labor warranty. Extended labor warranties available.
Deposit to schedule, midpoint payment at equipment set, final payment only after walkthrough and your complete satisfaction. No financing fees, no credit checks.
Compare quotes line-by-line: equipment model numbers (not just "3-ton unit"), what materials are included (line set, pad, disconnect, thermostat), whether permits and HERS testing are included, warranty terms (both parts and labor), and whether removal/disposal of old equipment is covered. The lowest price quote almost always has the most exclusions. Request everything in writing before signing.
Yes — ductwork replacement is typically separate from equipment replacement. However, the quote should address ductwork condition and any needed modifications for the new equipment. If your ducts are in poor condition, a quality contractor will flag this during the estimate. Minor sealing and transition work should be included; full duct replacement is a separate scope.
You don't need to be present for every minute, but you should be available at the start (to confirm scope and answer any questions) and at the end (for the walkthrough). Fresh Air coordinates with you on timing and keeps you informed throughout. The install team needs access to the attic/crawlspace, electrical panel, and thermostat location.
Most complete residential replacements by Fresh Air are finished within 48 hours. Day 1 covers removal of old equipment, setting new equipment, and major connections. Day 2 covers finishing connections, commissioning, testing, and walkthrough. Larger or more complex homes may require a third day.
Equipment cost is typically 40-50% of the total job. The remaining 50-60% covers skilled labor, materials, permits, HERS testing, warranty backing, insurance, vehicle costs, and the expertise to get it right. Extremely low quotes (below $7,000 for a complete system) should raise concerns about cut corners, missing items, or unlicensed work.
Call (916) 416-8181 or request online for a free in-home assessment. Fresh Air Heating & Air provides a detailed written proposal with every line item spelled out — equipment models, materials, services, permits, warranties, and total price. No games, no hidden fees. Licensed CA Contractor #945361.
Fresh Air Heating & Air provides detailed, transparent proposals — every line item spelled out, every model number listed, every warranty in writing. Free in-home assessment. Licensed CA Contractor #945361, serving Sacramento since 2010.