For contractors and facility managers, sourcing commercial HVAC parts can be the difference between a smooth project and a costly delay. To get an inside look at how a specialized supplier navigates bids, product selection, and lead times, we spoke with Ethan Armour, President of Air Distribution Supplies, an Indianapolis-based manufacturers rep focused on commercial grilles, registers, louvers, dampers, and fans. Armour purchased the company from his family member Tim Armour, who founded Air Distribution Systems (doing business as Air Distribution Supplies) more than 25 years ago. Armour, who leads a team that handles bid requests daily, shared what contractors should know before sending a request and how his company works to keep projects on track.
Question 1: What should a contractor know before requesting a bid for a commercial HVAC project?
Armour emphasizes that the quality of the bid request directly affects the accuracy of the quote. He advises contractors to provide as much detail as possible upfront.
"The more information we have upfront, the better we can serve you. Ideally, we want the mechanical plans, specifications, equipment schedules, bid date, and any addendums that have been issued."
But he also understands that construction timelines are rarely perfect. "Send us what you have, and we’ll work through it with you. Our goal is to make the bidding process as simple as possible and help identify anything that may be missing before it becomes an issue later." This proactive approach helps avoid surprises during the quoting phase.
Question 2: How do you help contractors get the right grilles, registers, louvers, or dampers for a specific job?
Selecting the correct air distribution product goes beyond matching a part number. Armour explains that his team starts with the engineer’s intent and then works with manufacturers to match the product to the application.
"We start with the plans and specifications and make sure we understand what the engineer is calling for. From there, we work with our manufacturers to select the correct product based on size, performance, application, construction, and accessories."
He stresses that every project is unique, and his team is not afraid to ask questions. "If there is a question or something doesn’t look right, we would rather ask the question upfront than simply quote what is on the page. We want to be a resource for the contractor throughout the entire project, not just provide a price." This level of engagement is especially valuable when specifications are ambiguous or require value engineering.
Question 3: What sets your bid and quote process apart from ordering parts online?
In an era of e-commerce convenience, Armour believes the human element is what makes a bid process stand out. He contrasts his company’s service with the transactional nature of online ordering.
"For us, it comes down to service and accountability. When you send us a project, there is a real person reviewing the drawings, specifications, schedules, and requirements."
That person can help with product substitutions, submittals, and lead times, and they remain available if issues arise in the field. "If something changes or there is an issue in the field, you have someone you can call who knows the project." Armour adds that the goal is long-term relationships: "We want to earn their business by being responsive, accurate, competitive, and easy to work with."
Question 4: What common mistakes do you see contractors make when sourcing commercial HVAC parts?
Armour identifies two recurring pitfalls: focusing solely on price and waiting too long to confirm selections. Both can derail a project.
"One of the biggest issues is focusing strictly on price without looking at the complete product requirements. Two products may look similar but have different construction, performance, finishes, accessories, controls, or approvals." This is a critical point, as improper product selection can lead to performance issues that affect the entire system.
He also warns against delaying decisions. "Another common issue is waiting too long to confirm selections and lead times. A product that was available during bidding may have a different lead time by the time the project is released." To avoid these problems, Armour’s team looks beyond the part number to understand the full application, helping catch issues before they become costly.
Question 5: How do you handle lead times and availability when a project is on a tight schedule?
When schedules compress, communication becomes the most important tool. Armour explains that his team acts early and explores every option.
"If we know a project has a tight schedule, we communicate that with our manufacturers as early as possible and look at every available option. That may mean checking quick-ship programs, alternate products, different manufacturing options, or other solutions that can meet the project requirements and schedule."
Transparency is also key. "We would rather give a contractor an accurate lead time upfront than promise something we cannot deliver. If there is a problem, our job is to communicate it quickly and help find a solution." This honest approach builds trust, especially for a newer company. "As a newer company in the market, we know we have to earn our customers' trust. We do that by being responsive, following through on what we say, and being available when our contractors need us."
For contractors looking to streamline their sourcing, Armour’s advice is clear: provide complete information, ask questions early, and build relationships with suppliers who understand the commercial bid process. As HVAC design principles remind us, the right components are only part of the equation—how they are selected and sourced matters just as much.