Document № 04 — Commercial Service Agreements
A commercial HVAC service contract is a written agreement defining which equipment gets maintained, how often, who pays for parts and labor, and what happens when something fails outside a scheduled visit. Below: three tiers, scoped to the equipment in your building — not a generic template.
| Feature | PM-Only | MSA + T&M | Full-Coverage |
|---|---|---|---|
| Scheduled PM visits | Quarterly / semi-annual | Quarterly / semi-annual | Quarterly / semi-annual |
| Emergency dispatch | T&M billed separately | Priority routing, T&M w/ NTE auth | Included in contract |
| Parts coverage | Not included | Consumables included; major parts T&M | All covered parts included |
| Refrigerant log (EPA 608) | Included | Included | Included |
| Monthly reporting | Per-visit report | Per-visit + dispatch log | Full portfolio dashboard |
| Billing model | Fixed monthly retainer | Retainer + T&M for emergencies | All-inclusive annual fee |
| Best fit | Newer buildings, low criticality | Mixed-age equipment, budget control | Mission-critical, older equipment |
Contract clients receive priority dispatch routing over non-contract calls. Dispatch priority is classified at the time of call based on system criticality and occupancy impact.
Active chiller trip with tenant occupancy, walk-in cooler failure with product at risk, server-room cooling loss, kitchen MUA failure during service. Dispatched immediately to the first qualified technician available.
RTU failure in occupied space, VRF zone loss in office building, walk-in cooler above 41°F but below food-safety threshold. Scheduled within the same business day when possible.
Deferred maintenance from PM report, equipment operating at reduced capacity, scheduled belt or filter replacement outside PM cycle. Scheduled at mutually agreed time within the service window.
We do not publish fixed response-time guarantees. Dispatch time depends on technician availability, equipment class, and travel distance from our Birmingham base. What we commit to: an honest dispatch-or-decline answer within minutes of your call so your team can plan.
Coverage scope is defined per unit at the time of the site walk-through. Equipment in poor condition at contract start is noted in the pre-contract inspection report and may be excluded from full-coverage tiers until remediation is complete.
| Equipment Class | PM-Only | MSA + T&M | Full-Coverage |
|---|---|---|---|
| Packaged RTUs (3–75 ton) | PM tasks only | PM + T&M emergency | Full coverage |
| Chillers (air- & water-cooled) | PM tasks only | PM + T&M emergency | Full coverage (excl. tube replacement) |
| VRF / VRV systems | PM tasks only | PM + T&M emergency | Full coverage |
| Commercial refrigeration | PM tasks only | PM + T&M emergency | Full coverage |
| Boilers | PM tasks only | PM + T&M emergency | Full coverage (controls + pumps) |
| Make-up air units | PM tasks only | PM + T&M emergency | Full coverage |
| Building automation (BAS) | Communication check | Communication + setpoint audit | Full BAS point verification |
Exclusions: structural building components, ductwork fabrication, electrical service panels, refrigerant charge increases caused by leak events in pre-existing deteriorated piping, equipment operating outside design parameters at contract start. Full exclusions list is in the Master Service Agreement.
Sources: EPA Section 608 · EPA AIM Act · ASHRAE Standard 180 · BOMA operations benchmarks.
Names redacted. Format and clauses representative of what facility managers receive after the site walk-through is complete and the proposal is accepted.
CLIENT: [Property Manager / Building Owner], located at [Building Address], Birmingham, AL.
SCOPE: Provider shall furnish labor, materials, tools, and supervision necessary to perform Preventive Maintenance and on-call emergency dispatch for the equipment inventory documented in Schedule A — Equipment Register, attached.
TERM: Initial term of one (1) year, commencing on the Effective Date. Auto-renewing for successive one-year periods unless either party provides written notice of non-renewal at least thirty (30) days prior to the renewal date.
REFRIGERANT COMPLIANCE: Provider shall log all refrigerant additions and recoveries on a per-unit basis in accordance with U.S. EPA Clean Air Act Section 608. Provider shall notify Client in writing if any system on Schedule A approaches or exceeds the federal annual leak-rate threshold.
EXCLUSIONS: Capital replacement, ductwork modifications, structural roof work, electrical service modifications upstream of equipment disconnect, asbestos remediation, and refrigerant leaks resulting from pre-existing deterioration documented in the Schedule A baseline inspection.
Signed in counterpart this ___ day of __________ , 20___ .
60 to 90 minutes for a typical commercial building. We inventory the equipment, note condition, confirm refrigerant types, identify access constraints. Written proposal within five business days. No obligation.
Commercial HVAC only. Submit the form and a dispatch coordinator follows up by email. For active outages, call (205) 206-6606.
We email confirmation within business hours. For active outages, call the line above.