Heat Pump Conversion Proposal Template
Standardized scope of work for converting legacy AC and gas systems to high-efficiency heat pumps. Covers AHRI certification, low-GWP refrigerants, and tax credit compliance.
Complete Scope of Work
Copy or customize these verbatim specifications into your contractor proposal.
1. Decommissioning & Environmental Recovery
Complete removal of existing HVAC equipment with EPA-certified refrigerant containment.
- Recover all remaining refrigerant into DOT-certified recovery cylinders per EPA Section 608 guidelines.
- Disconnect, dismantle, and legally dispose of existing condenser unit and evaporator coil.
- Inspect existing duct plenum, filter rack, and supply trunk for thermal integrity.
2. Heat Pump & Air Handler Installation
Furnish and install AHRI-matched variable-speed inverter heat pump system.
- Install high-efficiency heat pump outdoor unit (minimum 15.2 SEER2 / 8.5 HSPF2) on level composite equipment pad.
- Install matching multi-position air handler with auxiliary electric heat strip for emergency defrost backup.
- Install new vibration isolator pads and sound-dampening bracket assemblies.
3. Line Set, Electrical & Control Integration
Mechanical refrigerant piping, control wiring, and thermostat deployment.
- Flush existing copper line set with solvent and pressure test with dry nitrogen to 450 PSI, or replace as noted.
- Pull deep vacuum below 500 microns with 15-minute decay test to confirm moisture elimination.
- Furnish and wire communicating smart heat pump thermostat with outdoor ambient sensor.
4. Permitting, Testing & Warranty
Municipal sign-off, commissioning log, and warranty registration.
- Record static pressure, superheat, subcooling, and temperature split in final commissioning log.
- Coordinate all municipal mechanical and electrical permit inspections.
- 10-Year manufacturer limited compressor and parts warranty upon homeowner registration.
- 2-Year contractor workmanship warranty on all labor and materials.
Standard Line-Item Material Allowances
Clear material specifications that protect against ambiguous scope arguments.
| Component / Assembly | Standard Specification | Unit / Allowance |
|---|---|---|
| Inverter Heat Pump Condenser | 3-Ton 16 SEER2 / 9.0 HSPF2 Low-GWP A2L | 1 Unit |
| Matched Air Handler | Variable Speed ECM Blower with 10kW Heat Strip | 1 Unit |
| Smart Heat Pump Thermostat | Dual-fuel auto-changeover with Wi-Fi | 1 Unit |
| Refrigerant Line Set Flush/Purge | Dry nitrogen purge & solvent flush | 1 System |
| Electrical Disconnect & Whip | 60A non-fused outdoor rated disconnect with liquid-tight whip | 1 Assembly |
| Equipment Pad | Heavy-duty 36x36 composite pad with rubber risers | 1 Pad |
Scope-Gap Protections: 3 Clauses to Include
These contractual gotchas account for 85% of change-order arguments on heat pump conversion proposal templates.
The Risk: Existing 100A main service may not support the 30A-60A breaker demand of backup electric heat strips.
Protective Clause: Contract explicitly states that electrical panel capacity is subject to load verification; service upgrades are excluded and quoted as a separate addendum.
The Risk: Transitioning from R-410A to newer A2L systems often requires different vapor/liquid line diameters.
Protective Clause: Includes standard clause that hidden line sets inside finished walls found crimped or improperly sized will be replaced at a designated linear-foot rate.
The Risk: Inverter blowers can generate error codes or high noise if existing ductwork is restrictive.
Protective Clause: Duct modifications beyond the immediate 3-foot supply/return plenums are excluded unless specified in written change order.
Governing Building Codes & Standards
Frequently Asked Questions
What tax credits or rebates apply to this heat pump proposal template?▾
Under the Federal Inflation Reduction Act (Section 25C Energy Efficient Home Improvement Credit), qualifying heat pumps with CEE Tier 1 or Tier 2 ratings are eligible for a 30% federal tax credit up to $2,000, plus state-specific utility rebates.
How does this proposal handle the 2025/2026 EPA A2L refrigerant transition?▾
The scope specifications automatically declare low-GWP A2L refrigerants (R-454B or R-32), factory leak mitigation sensors, and nitrogen purge procedures required by modern mechanical codes.
Should dual-fuel systems specify gas furnace integration?▾
Yes. When keeping a gas furnace as auxiliary heat, the scope specifies an 'A-coil over furnace' installation with a dual-fuel thermostat locking out the heat pump below balance point temperature.
Related HVAC Proposal Scopes
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