HVAC maintenance agreement, Ironworks Gym
HVAC maintenance agreement with a visit checklist and a parts cap
Planned maintenance contracts usually fail in the gap between the scheduled visit and the breakdown nobody priced. This one fixes the checklist for both visits, sets a 48 hour response, and gives the contractor a $300 ceiling to fix small things on the spot instead of booking a second trip.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Parties and key terms
- Contractor and client, then the annual fee, the visit count, the parts cap and the response time.
- 1. The equipment
- Six units by capacity and location, and the baseline condition record taken on the first visit.
- 2. The visits
- When the two visits happen, the eight task checklist, and the filter and refrigerant rules.
- 3. Breakdowns and parts
- The 48 hour response, the same day heat rule, the $300 cap and the labour rates.
- 4. Fees
- The $520 annual fee itemised to $572 including GST, and what sits outside it.
- 5. Access, standard of work and general
- Roof and ceiling access, safety and cover, the honest limit of maintenance, term and notice.
- Signatures
- A block for the contractor and one for the client.
Clauses in this document
How to adapt this agreement
For a larger site, replace the equipment clause with an asset register as an annexure and price per unit rather than as a single annual fee, so adding or removing a unit does not need a new contract. For a critical environment such as a server room or a cool room, add a temperature alarm response time in hours, a requirement for after hours attendance, and a spare parts holding clause. For a strata building, move the access clause to name who holds the roof key and add a rule about working over occupied units, and raise the parts cap only if the committee can approve spending between meetings.
Who this is for
A small commercial site with a handful of split systems and no in house facilities team: a gym, a clinic, a cafe, a suburban office. At that scale the risk is not a catastrophic plant failure, it is a filter nobody changed for two years and a condensate line that finally blocked over a long weekend. A two visit programme with a written checklist and a modest parts cap handles almost all of it. A larger site with rooftop packaged units, a building management system or a critical environment needs a longer agreement with an asset register and an alarm response time, and the clause on what maintenance does not promise is worth keeping in either version.
What makes this document work
The checklist is the scope
Eight tasks run from filters and coils to bearings on the exhaust fans, each marked yes or no for March and September. A client comparing two maintenance quotes can line the checklists up instead of comparing two prices.
A $300 cap turns two visits into one
Clause 3.2 lets the contractor fit parts up to $300 without asking, so a failed capacitor or contactor is replaced on the spot. Every part fitted under the cap is listed on the invoice with its price, and anything above needs written approval.
Refrigerant is not quietly topped up
Clause 2.2 excludes gas from the fee, requires a leak test before anything is added, and says the repair is quoted first, because topping up a leaking system without finding the leak is neither legal nor useful.
Questions people ask
What should an HVAC maintenance agreement include?
The exact equipment covered, how many visits a year and what is done at each, which consumables are included, a breakdown response time, how parts and labour are charged, the annual fee, and what is specifically outside the agreement. All of those are clauses here.
How often should commercial air conditioning be serviced?
Twice a year for a small commercial split system suits most sites, timed before each season rather than at a fixed calendar date. This agreement books March and September, before the cooling and heating seasons end, and runs the visits outside trading hours.
Is refrigerant included in a maintenance contract?
Rarely, and it should not be. Clause 2.2 excludes it, requires a leak test when a system is found low, and has the gas and the repair quoted before anything is added. Refrigerant handling is done by a technician holding a current licence for it.
What is a parts cap?
A dollar limit the contractor can spend on a single visit without stopping to ask. Here it is $300, set high enough to cover the parts that actually fail in a small split system and low enough that nothing significant is spent without the client knowing.
What response time is reasonable for a breakdown?
Forty eight hours in business hours suits a site that is uncomfortable rather than closed. This agreement adds a same day rule when the gym floor has no cooling and the forecast is 32 degrees or above, which is when the difference actually matters.
What is not covered by a maintenance fee?
Breakdown labour, parts, refrigerant, non standard filters, duct cleaning, a system replacement and any equipment not listed in clause 1. Each is quoted before it is done, with the single exception of parts under the $300 cap, which are fitted on the spot and itemised.
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