This is a sample report showing what board members receive when bids are collected for a project.
425 Maple Street, Springfield, IL 62701
Generated: 9/29/2026
Bids received: 3
Category
Renovation / HVAC
Budget Range
$28,000 – $45,000
Bid Deadline
2026-03-20
Project Deadline
2026-05-01
Full replacement of the central HVAC units on floors 3–6 including ductwork inspection and thermostat upgrades.
$31,500
Total Bid
18 days
Timeline
24 months
Warranty
Included
Materials
Scope of Work
Full replacement of 4 rooftop HVAC units (Carrier 5-ton), new ductwork on floors 4–6, digital thermostat installation, and full system commissioning.
Vendor Notes
Work to be performed on weekdays 7am–5pm. Minimal tenant disruption guaranteed.
$27,800
Total Bid
25 days
Timeline
12 months
Warranty
Included
Materials
Scope of Work
Replace 4 HVAC units with Trane equivalents. Ductwork inspection included, repairs billed separately if needed. Thermostat upgrades included.
Vendor Notes
Price is contingent on ductwork condition. Additional costs may apply if significant repairs are needed.
$38,900
Total Bid
14 days
Timeline
36 months
Warranty
Included
Materials
Scope of Work
Premium Lennox HVAC units (4), full ductwork replacement on all affected floors, smart thermostat system with app control, 3-year full parts & labor warranty.
Vendor Notes
Includes annual maintenance visit for 3 years. All permits and inspections handled by our team.
Based on the three submitted bids, here is a summary analysis: RECOMMENDED: Arctic Air Systems presents the best overall value — competitive mid-range pricing at $31,500 with a solid 24-month warranty, fast 18-day timeline, and a reputable Carrier equipment choice. BUDGET OPTION: PrimeCool HVAC offers the lowest price ($27,800), but the shorter 12-month warranty and potential ductwork surcharges create financial risk. Timeline is the longest at 25 days. PREMIUM OPTION: Summit Mechanical Group is the highest bid ($38,900) but offers the strongest long-term value — 36-month warranty, fastest completion at 14 days, smart thermostats, and 3 years of maintenance included. KEY CONSIDERATIONS: • Budget range is $28,000–$45,000. All bids fall within range. • If minimizing disruption is a priority, Arctic Air's commitment to tenant communication is a plus. • If long-term maintenance savings matter, Summit's 3-year service package may offset the higher upfront cost.
I recommend proceeding with Arctic Air Systems based on their track record with us (3 prior completed projects, all on time), mid-range cost, and clear scope of work.
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