How to hire an HVAC contractor: 6 questions homeowners should ask
Key Takeaways:
It is mandatory for all HVAC contractors in Ontario to be TSSA-registered, have a gas technician fitter license, and carry WSIB coverage.
Being a manufactured-certified Pro isn’t mandatory, but it does come with benefits such as in-depth training, direct access to parts, and knowing about recalls and service bulletins.
There is no standard way to structure an HVAC quote; the level of detail may vary.
The City of Toronto requires permits for major HVAC installation and system work.
Fall is right around the corner and for Toronto homeowners, that means it’s time to think about your furnace. Turning your furnace on for the first time of the season can sometimes come with unwanted surprises. Signs that you may need a tune-up or repair include a burning smell that doesn’t go away, short cycling, strange noises or not booting up at all – and you’ll want to address them before colder weather takes hold.
For HVAC pros, these furnace service calls make for one of the busiest times of the year – between that and end-of-season air conditioning maintenance, their books fill up fast.
If you’re planning to hire an HVAC contractor this season, you may be wondering what kind of questions you should be asking. To help you make informed decisions, we’ve chatted with a few Toronto-area Pros for their tips.
Does your HVAC contractor have the required certifications?
First, the basics; anyone who services gas appliances, such as furnaces, water heaters, or indoor fireplaces, needs to have several registrations and licenses. Here’s what homeowners should ask about:
What is your Technical Standards and Safety Authority (TSSA) registration number?
This is mandatory under Ontario law for anyone who works with gas appliances. A registered HVAC contractor will be able to share their TSSA number with you, and you can look them up at tssa.org.
“I am a TSSA registered contractor, you can go to the TSSA website, you can look up both my personal license number and you can look up my company registration, which indicates in the province of Ontario, I'm legally eligible to work on your gas piping system or appliance,” says Kirk Narain from Perfect Flame Gas Services.
What level of Gas Technician Fitter License do you hold? G1, G2, or G3?
These are graded licenses that are issued through Skilled Trades Ontario or a TSSA-approved training program. A G1-license is the highest grade – these Pros can work on any type of residential, commercial, and industrial gas equipment, including high capacity systems over 400,000 British Thermal Units per Hour (BTUH), which are restricted at the G2 and G3 levels. G2-licensed pros are allowed to work independently on residential gas equipment, while G3 is entry-level; these technicians can install, inspect and repair gas appliances up to 400,000 BTUH, but must work under the supervision of a G2 or G1 licensed technician.
Specialized certifications and licenses your HVAC technician may also have:
In addition to the above TSSA and gas fitter license requirements, an HVAC Pro may also hold the following certifications for other types of projects.
Skilled Trades Ontario Refrigeration and Air Conditioning License (313A or 313D): This is required in order to work on air conditioners; 313A license covers full commercial and residential systems, while 313D is for residential projects only.
Oil Burner Technician (OBT): This is required if the Pro works on oil-fired heating, or older systems. It’s more commonly used for rural homes, which may have vintage HVAC systems.
Ozone Depletion Prevention (ODP) Card: This is required to work with refrigeration and freezing appliances; Pros must have this environmental training to handle and purchase refrigerants.
Are you insured and bonded?
It’s crucial that your HVAC Pro have sufficient insurance coverage in the case they are injured or hurt someone else while on site, or cause damage to your home or neighbouring properties. Pros should have:
General Liability coverage: This is protection for accidental property damage caused during the project, as well as third-party bodily injury. Quartermaster requires the Pros we work with to have a minimum of $2 million in general liability coverage.
Workplace Safety and Insurance Board (WSIB) coverage: This is mandatory for HVAC contractors in Ontario, as this type of work is classified as construction. WSIB coverage pays for medical care and lost wages if the contractor, and any subcontractors they bring into the job, gets hurt on your property. It's an important protection that keeps the homeowner from being sued.
Commercial auto insurance: This protects the contractor’s vehicle while being driven to and from the job site.
Are you authorized by any specific HVAC manufacturers?
Being an authorized dealer or service provider for a specific HVAC manufacturer isn’t mandatory, and it’s not a red flag if your Pro isn’t – but being one comes with some big perks. These can include additional training on specific models and the newest technology, faster access to required parts, and stronger warranty protection for equipment.
Robert Colonna of Top Tier Heating Cooling and Mechanical Inc. says he highly recommends that Pros get authorized by manufacturers because the training is in depth, and they’re kept in the loop on any recalls or service bulletins.
“When you're trained on the equipment, you know what to look for on the equipment, whereas if you're not trained, you're going in with a blank mindset instead of having a headstart,” he says.
Steve Brito from Superior Air Duct Cleaning says being an authorized dealer helps Pros develop deep expertise in specific brands, which offers “a lot of value” to consumers, and helps him better assess what’s needed during jobs. “I think when you're a dealer of a specific product line, you become very familiar and proficient in its maintenance requirements, as well as troubleshooting and diagnostics,” he says.
However, homeowners should keep in mind that there’s no standardization when it comes to manufacturer authorization – and having one does not necessarily make for a seasoned contractor, says Narain. Ultimately, experience in the field goes the longest way.
“I mean, it's good for technicians to know a little bit about the products they work on, " he says. “Sometimes some manufacturers offer some valuable insight to the maintenance and installation of their equipment.”
“[But], would I rather have a factory trained or a manufacturer certified technician, or would I rather have a guy that's worked on 30 of those things? Having the certification helps, it's a good starting point, but ultimately, experience trumps all.”
Are there any specific HVAC rebates you can apply for on my behalf?
It’s also worth asking whether the Pro supports any specific rebate programs, and if they can apply for them for you. Examples of these would be money-back programs for making energy-efficient upgrades, such as switching to a heat pump or smart thermostat. There are also a number of eligible HVAC upgrades under the Ontario Renovation Savings Program.
In many instances, these rebates must be applied for by a certified HVAC contractor on behalf of the homeowner, and there may be additional required steps, such as having an auditor from the program assess your project before the work starts to confirm you qualify. Your HVAC contractor should be able to provide guidance on this, and handle the process for you if needed. This may sometimes incur an additional fee, so it’s important to be aware of how it may impact your final quote.
How do you put together your HVAC service quote?
There’s no standardized way for HVAC quotes to be structured, and it is up to the Pro’s discretion what information they include.
Some may split costs out in a detailed, itemized list that includes specific model numbers of the equipment, and their various energy efficiency ratings. Certain brand names can also impact final cost, as does any included warranty details. Contractors may also include line items for their labour, required supplies and materials, location prep and cleanup, and any other required tasks, such as extra ductwork. Some may just provide a single price, without going into these specifics.
Regardless of what level of detail the quote has, Brito says the important thing is that the Pro is basing it on actual site conditions, rather than a general blanket price tier.
“I think it's important, if you're a professional, that you know what you're getting yourself into. That way you can provide pricing that is consistent with the lay of the land, and know the time it’s going to take to do a professional job,” he says. “Guys that are pricing just general price structures, they tend to cut corners when they come across a challenging situation.”
The bottom line for homeowners is, don’t be afraid to ask your contractor what goes into the quote you’re receiving, and whether there are other factors influencing the price you get.
What kind of permits are needed for an HVAC job, and will the contractor pull them?
In the City of Toronto, a permit is required for any new major HVAC installations or system alternations involving furnaces, boilers, air conditioners, and ductwork. A mechanical work application needs to be filed for these jobs through the Toronto Building Online Services portal by your HVAC Pro.
Permits aren’t needed for smaller jobs, such as minor fixes on existing HVAC parts and systems, or the replacement of an existing furnace; but they are required if the whole HVAC system is being updated or installed for the first time, new ductwork is added, or if there are any major changes made to gas lines or structural vents.
Other required permits include a TSSA Gas Authorization or Permit for any new gas line installation, appliance hookup or conversion, as well as an ESA Electrical Permit if the project involves any high-voltage wiring or dedicated electrical circuits tied to new heat pumps, air handlers, or furnaces.
Always have a conversation about necessary permits with your HVAC contractor, and confirm who must apply for them.
No matter the size of your HVAC project, it helps to be informed about the factors that can impact pricing, and what your contractor can, and can’t do, on your behalf. Any Pro should be happy to provide open communication and transparency, so your home’s systems can keep you in comfort, and worry-free.
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