By JLG Estimating · Published October 15, 2026
1. Match the quote to the equipment schedule
Create one row for each equipment tag and required quantity. Record the schedule issue and the supplier's quote date. Check model, capacity, electrical characteristics and the specified options against the supplied documents. Refer proposed substitutions or performance questions to the responsible project team.
Separate duplicate tags, alternates and owner-furnished equipment. A quotation covering one unit should not be compared with another supplier's price for a complete group unless the quantity basis is reconciled first.
2. Compare accessories and controls
Use the schedule, details and specifications to create a checklist for accessories. Items may include curbs or adapters, isolation, dampers, factory options, control interfaces and other scheduled components. Their inclusion depends on the actual quote and project scope.
Record who furnishes each item and who installs or connects it. An included controller does not automatically mean all controls wiring, programming and integration are included. Keep factory scope separate from field work and identify any unanswered coordination questions.
3. Identify delivery and commercial differences
Check freight, unloading, storage, taxes, payment terms and quotation validity. Record the supplier's stated lead time and its date; do not replace a current supplier response with an assumed industry-wide delivery window. Confirm whether the quoted delivery fits the project's procurement sequence.
Distinguish an allowance from a firm supplier quote. If a cost is not known, mark it as pending or show an explicitly assumed allowance with a source. A blank cell can be mistaken for a zero-cost inclusion, which changes the apparent comparison.
4. Keep startup and commissioning scope distinct
Review the documents and quotation for startup, testing, balancing, training, warranties and commissioning support. Establish whether these are vendor services, mechanical subcontractor obligations or separately contracted work. An equipment purchase price alone does not define the installed package.
Do not count the same service under both the equipment quote and a separate subcontract allowance. Use a responsibility column so the final reviewer can see why a cost appears once and where the supporting document is located.
5. Normalize scope without rewriting the supplier quote
Preserve the base quoted amount. Add comparison-only allowances in separate columns with their basis and approval status. This produces a planning total while keeping the supplier's actual offer intact. The comparison is provisional until missing items are priced or otherwise resolved.
The example below uses invented amounts to explain the arithmetic. It is not a current equipment price, a JLG fee or a recommendation to choose a supplier. A lower comparison total does not establish technical compliance or commercial suitability.
6. Hand off an auditable decision record
Keep the quote file, equipment tag, issue date and clarification correspondence together. Record any proposed alternate separately from the base specified scope. If an addendum changes the equipment, revisit the affected quotation and accessories before carrying the old number into the bid.
The contractor should review the final scope and purchasing decision. Estimating support organizes the information; it does not substitute for supplier confirmation, engineer-of-record approval or the contractor's acceptance of commercial terms.
- Equipment tag, quantity and document issue
- Base quote and supplier exclusions
- Accessories, controls and field connection scope
- Freight, taxes, startup and validity
- Provisional allowances and open clarification items
Like-for-like planning comparison
All dollar amounts are illustrative arithmetic inputs, not market prices or supplier offers.
| Supplier | Base quote | Missing-scope allowance | Planning total |
|---|---|---|---|
| A | $10,000 | $800 | $10,800 |
| B | $10,500 | $0 in this example | $10,500 |
The base quotes differ by $500, while the assumed scope-adjusted totals differ by $300. Verify exclusions before using either total; an unresolved allowance is not a confirmed purchase price.
Apply the guide to your bid package
Compare this checklist with your current drawings, specifications and agreed trade scope. For commercial hvac estimating, send the relevant documents and note any assumptions you want reviewed. The fee and scope guide explains questions to confirm before authorizing an estimate.
See the illustrative deliverable layouts for workbook organization. The examples in this guide are educational inputs, not verified client results or a substitute for the project team's design and bid decisions.
Discuss an estimating requestReferences and further reading
These publisher resources provide background on the named tools or classification methods. They do not establish the requirements for a particular bid set or certify this estimate.