A failed boiler in a school, a rooftop unit that quits in an office, or a chilled water system that will not start in a municipal building is more than an inconvenience. In learning and working environments, lack of heating or conditioned air quickly turns into:
- Lost instruction time
- Disrupted operations
- Safety and comfort complaints
- Potential code and regulatory issues
Traditional design bid build methods can take weeks just to get a contractor under contract. For public owners, that delay is often unacceptable in the middle of a school year or peak occupancy period.
Job Order Contracting, or JOC, offers a different path. By using a pre bid, unit price contract with a qualified contractor, owners can move from problem to solution much faster and still maintain competitive, transparent pricing.
This guide outlines what a JOC-based HVAC replacement timeline typically looks like for schools and commercial buildings.
1. Emergency Response and Initial Assessment
Typical duration: 1 to 3 days
When the system fails, the first step is stabilization.
- Facilities staff verify the issue and shut down unsafe equipment
- Temporary measures are considered
- Portable heaters, rebalancing remaining systems, relocating classes or staff
A JOC contractor is called for an onsite assessment
During the initial visit, the contractor will:
- Confirm the nature and extent of the failure
- Determine whether repair is feasible or replacement is required
- Review existing drawings and equipment data
- Identify immediate safety concerns
If the system is beyond economical repair or cannot be safely operated, the owner and contractor move quickly to define a replacement scope under the JOC contract.
2. Scope Definition and JOC Proposal
Typical duration: 3 to 7 days
With JOC, the procurement piece is already complete. The work focuses on defining what needs to be done and how much it will cost, using the pre-established unit price book.
Steps to follow:
Develop a clear scope of work
- Equipment to be removed and installed
- Associated piping, ductwork, electrical, controls, and structural work
Perform field measurements and confirm existing conditions
Select replacement equipment that meets performance and code requirements
Prepare a detailed JOC proposal
- Line item pricing from the unit price book
- Any approved non prepriced items with backup
- Schedule assumptions and milestones
Owners review the proposal, ask clarifying questions, and issue a notice to proceed once they are satisfied with scope, price, and schedule.
Compared to traditional bidding, this phase eliminates:
- Advertising and waiting for bids
- Multiple contractor walk throughs
- Bid review and award cycles
That time savings is one of the primary advantages of using JOC for urgent HVAC work.
3: Submittals, Permits, and Equipment Procurement
Typical duration: 1 to 4 weeks, depending on equipment lead times
Once the owner issues a notice to proceed, the project shifts into preconstruction and procurement.
Typical procedure:
Submittals
- Equipment cut sheets
- Control sequences
- Shop drawings for structural or support modifications
Permitting
- Mechanical, electrical, and building permits as required by the jurisdiction
Ordering equipment
- Rooftop units, boilers, pumps, air handlers, control panels
Lead times for HVAC equipment can vary widely. Standard rooftop units or split systems may be available in 1 to 2 weeks. Custom or large tonnage units can take significantly longer, especially during peak seasons.
During this time, the contractor and owner should:
- Plan any needed temporary heating or occupancy adjustments
- Coordinate shut down windows that align with school schedules or business operations
- Finalize safety and logistics plans for crane usage, deliveries, and access
A contractor experienced in education and public work, can often suggest phasing strategies that keep most of the building functional during this phase.
4: Demolition, Installation, and Commissioning
Typical duration: 3 days to several weeks, depending on system size and complexity
When equipment arrives and permits are in hand, physical work begins.
Typical sequence:
Demolition and removal
- Isolate and drain systems if needed
- Remove old units, ductwork, piping, and electrical components
- Protect occupied areas from dust and noise as much as possible
Installation
- Set new equipment
- Connect ductwork, piping, gas lines, and electrical feeds
- Integrate with existing or new control systems
Startup and commissioning
- Verify proper installation and connections
- Test sequences of operation
- Balance air and water flows
- Train facilities staff on new system operation and maintenance
For smaller, standalone units, this phase may be completed in a few days. For large central plants or complex control retrofits, it can extend into several weeks. The advantage of JOC remains that work starts as soon as equipment is available, not after a drawn-out bid process.
Financial and Operational Benefits Beyond Speed
While speed is the primary driver during a heating failure, utilizing JOC offers other significant advantages for schools and businesses.
Cost Control
Emergency repairs in the open market often come with “emergency pricing” premiums. Contractors know you are desperate and price accordingly. With JOC, the prices are fixed in the Unit Price Book. You pay the standard, pre-negotiated rate regardless of the urgency.
Reduced Administrative Burden
Your procurement team does not have to spend dozens of hours writing RFPs, answering vendor questions, or unsealing bids. This allows your staff to focus on managing the facility and communicating with stakeholders about the repair progress.
Quality Assurance
JOC fosters a long-term relationship between the facility owner and the contractor. Since the contractor wants to continue receiving work orders under the master contract, they are motivated to perform high-quality work and ensure client satisfaction. It is a performance-based relationship rather than a transaction based solely on the lowest bid.
How Owners and School Districts Can Prepare Before a Failure
You cannot predict exactly when a system will fail, but you can improve your position ahead of time.
Practical preparation steps:
- Maintain an updated inventory of major HVAC assets with age and condition
- Engage an engineer or contractor to identify likely replacement priorities
- Put a JOC contract in place before you need it
- Clarify internal decision making for emergency work authorizations
- Align your procurement, legal, and facilities teams on how JOC will be used
When a failure occurs, that preparation can reduce days or weeks from your replacement timeline.
FAQs
How fast can a failed school HVAC system be replaced using JOC?
For smaller units with readily available equipment, JOC can sometimes move from failure to replacement in two to four weeks, including assessment, pricing, procurement, and installation. Larger central systems or custom equipment may take longer due to lead times. The main time savings comes from skipping the separate bid process for each project.
Can classes continue while HVAC replacement is underway?
Often yes, with planning. Temporary heating or targeted relocation of classes may be needed in the most affected zones. Work can be scheduled during evenings, weekends, and breaks when possible. Phased construction is common in schools so that areas remain partially operational while others are under active work.
Does JOC still provide competitive pricing for emergency HVAC work?
Yes. JOC pricing is based on a competitively bid unit price book and a pre-negotiated adjustment factor. Because rates are established in advance through competition, owners receive transparent and consistent pricing even when work must proceed quickly. This framework is one reason many public entities rely on JOC for recurring and emergency projects.
What happens if the needed equipment has a very long lead time?
When long lead times are unavoidable, your contractor and design team can help you explore interim options. These may include temporary rental units, reconfiguring other systems to support critical areas, or partial replacement strategies. Early identification of lead times during the scope and submittal phase is key to making the best of a difficult situation.
How much design is needed for a HVAC replacement project?
It depends on the complexity of the system and jurisdiction. Some replacements, such as like for like rooftop units, may require minimal design beyond manufacturer data and connection details. Larger systems or significant changes to capacity, zoning, or controls often benefit from engineering design. JOC is flexible and can be used with both limited design and full engineering documents.
Is Job Order Contracting legal for public schools and municipalities?
Yes. JOC is a statutorily authorized procurement method in Texas and most other states. It meets competitive bidding requirements because the master contract (often held through cooperatives like BuyBoard, TIPS, or Choice Partners) was competitively bid and awarded according to state laws.
Can JOC be used for complex HVAC systems?
Absolutely. JOC is not limited to simple repairs. It’s routinely used for complex mechanical retrofits, chiller replacements, and boiler system upgrades. The Unit Price Book covers hundreds of thousands of construction tasks, including specialized mechanical and electrical work.
Is JOC more expensive than traditional bidding?
Data suggests that JOC is cost-neutral or often less expensive when looking at the total cost of the project. While the raw construction cost is comparable, the savings in administrative time, design fees, and the elimination of change orders often make JOC the more economical route.
Keeping Buildings Comfortable with a Proactive Plan, Not Panic
When a heating or cooling system fails in a school or commercial building, the pressure to act quickly is real. Job Order Contracting gives owners a proven framework to respond without sacrificing oversight or transparency.
If your organization operates multiple facilities or a campus, now is a good time to contact TF Harper for a review of your HVAC asset list, compose a JOC contact, and build relationships with contractors experienced in education and public work.
