You've been told your system needs replacing, and now you're holding a quote with a big number on it. Maybe two quotes that don't look anything alike. It's normal to wonder whether the price is fair, whether you even need a new system, and how to compare one company's offer to another's.
Ace Mechanical has been fixing and replacing heating and cooling systems in Hampton Roads since 1986. We're family-owned, run by Kevin Clarke, and we give free second opinions on quotes from other companies. Here's how we'd look at your quote, and how you can too.
Short answer: what makes a quote fair
A fair HVAC replacement quote is itemized, sized to your house, and priced for the same scope you'd get from other licensed contractors. It tells you exactly what equipment you're getting, how the size was chosen, what happens to your ductwork, and what's included in the installed price. If a quote can't answer those questions in plain English, you can't judge whether the number is fair.
A fair quote also comes with an honest answer to the first question: does this system really need to be replaced? Sometimes it does. Sometimes a capacitor, a contactor or a clogged drain line is the real problem.
What a complete HVAC replacement quote should list
When you line up quotes side by side, look for these items. If one quote lists them and another doesn't, you're not comparing the same job.
Equipment model numbers and efficiency
The quote should name the brand and the model numbers of the outdoor unit, the indoor unit (air handler, furnace or coil) and the thermostat. It should also show the efficiency rating. Two "3-ton systems" can be very different machines. Model numbers let you compare apples to apples and look up the equipment yourself.
How the system was sized
Ask how the contractor chose the size. The right size depends on your home: square footage, insulation, windows, sun exposure and the condition of your ductwork. It shouldn't simply match the old unit, and bigger isn't better in Hampton Roads. An oversized system short-cycles, leaves the house clammy and wears out early. At Ace, we size systems to your home's actual cooling load and humidity, not just the label on the old unit. Learn more on our AC installation and replacement page.
Ductwork
The quote should say whether your existing ducts are being reused, repaired or replaced. A new system on leaky or crushed attic ducts won't perform the way it should. If one quote includes duct repair and another doesn't, that alone can explain a big price gap. See ductwork and air quality for the signs of duct problems we see most in local attics.
Permits, removal and installation details
Look for permits (pulled when required), removal of the old equipment, a new pad or stand, the refrigerant line set (flushed or replaced), a new condensate drain and float switch, and electrical work if it's needed. In flood-prone parts of Norfolk, Poquoson, Hampton and Virginia Beach, ask whether the outdoor unit will be raised on a stand.
Labor and warranty terms
The quote should spell out what labor is included and what warranty terms apply to the equipment and the installation, in writing. If it's not on paper, don't assume it's included.
Why quotes for the same house vary so much
Replacement quotes in Hampton Roads can vary by thousands of dollars for the same home. Usually there's a reason, and it's worth finding:
- Different scope. One company replaced only the outdoor unit; another replaced the whole system, the line set and part of the ductwork.
- Different efficiency tier. A higher-efficiency system costs more up front. That can be worth it, but you should know which tier you're being quoted.
- Access and install conditions. Tight attics, crawlspaces, units that need to be raised, or electrical upgrades all add labor.
- Different sizing. If one quote is a size bigger than another, ask why. A load-based size is the one to trust.
- Sales markup. Some quotes are simply high. That's what a second opinion helps you find out.
The fix for all of this is the same: get every quote itemized, then compare line by line.
Red flags in an HVAC replacement quote
Be careful if you see any of these:
- Pressure to sign today. A "today only" price or being told your system is "unsafe" and must be replaced right now. A real safety problem can be shown to you and explained.
- No itemizing. One total price with no model numbers, no sizing method and no mention of ductwork or permits.
- Replacement when a repair would work. You were told the compressor or coil failed on a system under 10 years old, or the diagnosis was never explained in plain English.
- Sizing by the old unit alone. "You had a 4-ton, so you need a 4-ton" isn't a load calculation.
- A price much higher than you expected with no clear reason why.
If any of those sound familiar, a second look before you spend thousands is a good idea.
Should you repair instead of replace?
If your system is under about 12 years old, a repair is usually the better value. Most central air conditioners in coastal Virginia last about 12 to 15 years, and salt air, long cooling seasons and skipped maintenance can shorten that. Replacement is worth a serious look when an older system has weak cooling that repairs haven't fixed, several repairs in the last couple of years, rising bills, or a refrigerant leak on a system that uses R-22, which is no longer produced. Replacing instead? See what drives the cost of a new system.
We walk through the trade-offs in more detail in Repair or Replace AC in Hampton Roads?. If you have a heat pump, see heat pump replacement.
Get a free second opinion from Ace
If you've been quoted a replacement or a major repair and you're not sure it's fair, we'll look at it for free. Here's how it works:
- Call or send the quote. Call (757) 495-7782 and tell us what you were quoted.
- We inspect your system. A licensed technician tests the system and checks the diagnosis you were given.
- You get an honest answer. We tell you whether we agree, and if there's a repair option, what it costs.
- It's your call. If you want Ace to do the work, you get our flat-rate price in writing. If not, no hard feelings.
Have the written quote ready, plus the age and brand of your current system if you know it, and what's been going wrong. If the other quote is fair, we'll tell you that too. Full details are on our free second opinions page.
Our quote-match policy
Ace will match or beat a written quote from another licensed Virginia contractor for the same scope of work and comparable equipment. Show it to us. If we can't match it, we'll explain honestly why the jobs aren't the same.
Our pricing works the same way on every job:
- Estimates on new heating and cooling equipment are always free.
- Replacements get a written quote with options, usually good, better and best, with the full installed price for each.
- The price you approve is the price you pay. Nothing gets done until you say yes.
See how our pricing works for the full details, including our $75 diagnostic for home repair calls, which is waived when you approve the repair.
Frequently asked questions
Is my HVAC replacement quote too high?
It might be, but you can't tell from the total alone. Compare itemized quotes for the same equipment, size and scope. If yours is much higher with no clear reason, or you were pressured to sign, get a free second opinion.
What should an HVAC quote include?
Brand and model numbers, efficiency rating, how the system was sized, what happens to the ductwork, permits, removal of old equipment, installation details, and labor and warranty terms in writing.
Do I need new ductwork when replacing a system?
Not always. Ducts in good shape can often be reused. Crushed, disconnected or leaky attic ducts should be repaired or replaced, or the new system won't perform as it should. A good quote tells you which applies to your house.
Should the contractor do a load calculation?
Yes. The size should be based on your home's actual cooling load, including insulation, windows, sun exposure and ductwork, not just the size of the old unit. An oversized system short-cycles and leaves the house clammy.
How many quotes should I get?
Enough to compare the same scope side by side, which for most homeowners means two or three itemized quotes from licensed Virginia contractors.
Will Ace match a competitor's quote?
Yes. If you have a written quote from a licensed Virginia contractor for the same scope of work and comparable equipment, we'll match or beat it or tell you honestly why we can't.
Is it better to repair instead of replace?
Often, if the system is under about 12 years old. A repair is usually the better value on a younger system. On an older system with repeated breakdowns or an R-22 refrigerant leak, replacement is worth a serious look.
Send us your quote for a free second opinion
Before you sign, let Ace take a look. Call (757) 495-7782 or request service online. Family-owned since 1986, licensed and insured in Virginia (license #2705120886), open 7 days, 7 AM–8 PM, serving all of Hampton Roads.
Written by the Ace Mechanical team. We've been fixing heating, cooling, refrigeration and plumbing across Hampton Roads for more than 30 years. Questions about your own system? Call (757) 495-7782.
