By Eric Aiden
Key takeaways
- Start with a fleet audit: model numbers, voltage, heater size, controls and sleeve condition for each unit type.
- Settle like-for-like versus upgrade, brand strategy and controls before you ask for quotes, so every supplier quotes the same job.
- Agree phase quantities and release dates in writing before you book trades. AIDCO can store units and release them in phases.
A PTAC capital replacement is a planned changeover of a building's through-wall units, usually over one or more budget cycles. This guide sets out the steps property managers, owners, procurement teams and consultants use to keep a large changeover on budget and on schedule in Canada. For bulk PTAC orders, the same steps apply.
From single replacements to full buildings of 300+ units, AIDCO has supplied thousands of PTAC units across the GTA, and we ship orders across Canada every month. AIDCO supplies the equipment; the work on site stays with your contractor.
When should you plan a PTAC capital replacement?
Start planning when the fleet costs more to keep running than to change, or when another project is already opening the walls. You do not need to wait for failures. Planning a budget cycle ahead leaves time to compare brands, approve documentation and agree a delivery schedule before you commit to an order.
Common triggers:
- More frequent repair calls, and parts that are hard to find for an older fleet
- Mixed brands and generations that complicate spares and controls
- Comfort complaints concentrated in certain rooms or elevations
- Energy targets in the capital plan
- A renovation or envelope upgrade that opens the walls anyway
Step 1: How do you audit an existing PTAC fleet?
Build a simple inventory by room or room type, and photograph one nameplate for each unit type. The audit turns a large order into a short list of configurations a supplier can quote. Record model and serial, voltage and amperage, heater size, sleeve and grille condition, controls and known issues. A spreadsheet plus photos is enough.
| Field | Why it matters |
|---|---|
| Model and serial number | Identifies capacity, voltage, heat type and age |
| Voltage and amperage | The replacement must match the circuit |
| Heater size (kW) | Winter heating and circuit fit |
| Sleeve and grille condition | Reuse or replace |
| Controls | Unit-mounted, wall thermostat or energy management |
| Known issues | Rooms with complaints get a check from your engineer |
What to send once the audit is done: how to order replacement PTACs.
Step 2: What should you decide before requesting quotes?
Settle the main design choices with your engineer or consultant before you go to market, so every supplier quotes the same scope. The usual decisions are like-for-like versus heat pump, one brand versus an open specification, whether sleeves and grilles are reused, what happens to controls, and whether the existing circuits suit the heater sizes you want.
- Like-for-like or upgrade? Same heat type, or move to PTHP units? See PTAC or PTHP.
- One brand or open specification? One brand simplifies spares; an open specification ("or approved equal") widens availability.
- Sleeves and grilles: reuse all, replace all, or replace by condition.
- Controls: keep existing, or add occupancy-based thermostats. See occupancy-based PTAC thermostats.
- Electrical: your electrician or engineer confirms the circuits.
Step 3: What should a PTAC capital budget include?
A realistic budget includes more than the unit price. Build lines for units, sleeves, grilles and accessories, thermostats, freight, contingency, and the contractor's labour, disposal and refrigerant recovery, which your contractor quotes separately. Decide how many spare units the owner wants on hand for future failures, and budget for them as a separate line.
- Units, by configuration and quantity
- Sleeves, grilles and accessories
- Thermostats and controls, if changing
- Freight and delivery, including phased releases
- Contingency for sleeve or electrical surprises
- Contractor labour, disposal and refrigerant recovery (from your contractor)
- Spare units, if the owner wants them
AIDCO quotes in Canadian dollars. With draft budget lines in hand, request a quote in CAD at ptac@aidco.ca or through the quote form.
Step 4: How do you plan around availability?
There is no single lead time for a large PTAC order. Availability depends on manufacturer stock for your exact configuration, the quantity, the season, and how open the specification is. Documentation can also hold an order, because many projects wait for submittal approval before release. Plan for this by asking early and getting dates in writing.
The practical rule: request the quote early, approve submittals promptly, and confirm release dates in writing before you book trades.
Step 5: How should you phase the replacement?
Most large changeovers are released in stages to protect operations and cash flow. Agree the approach at quote stage so supply matches the work. Common approaches are floor by floor, by building exposure, by failure risk, in an off-peak season, or all at once in a vacant building. Your contractor's schedule should drive the choice.
| Approach | How it works | Suits |
|---|---|---|
| Floor by floor | Release and swap one floor or wing at a time | Buildings that can close sections temporarily |
| By exposure | Replace the hardest-working elevations first | Comfort-driven projects |
| By failure risk | Oldest or worst units first, the rest on a schedule | Tight first-year budgets |
| Off-peak season | Order ahead; swap before peak heating or cooling | Avoiding seasonal demand |
| All at once | Single release and mobilization | Vacant buildings or full renovations |
AIDCO has ample storage and can hold units and release them on your phase schedule. See also PTAC supply for renovation projects.
Step 6: What documentation does the project need?
Any project with an engineer, consultant or general contractor will usually need a submittal package before the order is released. It typically includes spec sheets, cut sheets, electrical and performance data, certification, accessory and controls data, and a warranty summary, organized against the equipment schedule. Spec sheets and submittals are available from AIDCO on request.
The full contents and an engineer's checklist are in PTAC submittal package.
Step 7: How do you manage delivery and receiving?
Large PTAC orders arrive palletized and take space, so plan receiving before the first release. Confirm the delivery address, hours and on-site contact, truck access and dock or tailgate limits, dry and secure storage for each release, and a receiving check that counts units and notes visible damage before anyone signs the delivery receipt.
- Delivery address, hours and on-site contact
- Truck access, loading dock or tailgate delivery
- Dry, secure storage for each release
- Receiving check: count, model numbers and visible damage noted before signing
AIDCO delivers anywhere in Canada and can label deliveries by room type on request, which helps your contractor stage units floor by floor.
Frequently asked questions
How far ahead should we plan a PTAC capital replacement? Ideally a budget cycle ahead. That leaves time to compare options, approve submittals and agree release dates.
Should we replace all PTACs at once or in stages? Most occupied buildings phase the work by floor, exposure or failure risk. Agree phase quantities and dates with your supplier at quote stage.
What should a PTAC project budget include? Units, sleeves, grilles, accessories, controls, freight, contingency, spare units if wanted, and your contractor's labour, disposal and refrigerant recovery.
Can AIDCO hold units until we are ready? Yes. AIDCO can store units and release them in phases, and can label deliveries by room type on request.
Can we mix PTAC brands on one project? Yes, but standardizing by configuration simplifies spares and controls. An open specification can widen availability.
Planning a capital replacement? Request a quote in CAD at ptac@aidco.ca or through the AIDCO quote form with your fleet list, and ask for a submittal package with the quote.