HVAC Preventative Maintenance Contract

This Preventative Maintenance Contract (hereinafter referred to as the "Contract") is entered into on this day of [Date] (the "Effective Date") by and between [Service Provider Name], located at [Service Provider Address] (hereinafter referred to as the "Service Provider"), and [Client Name], located at [Client Address] (hereinafter referred to as the "Client").

I. Scope of Services

The service provider agrees to perform the following preventative maintenance services on the HVAC system located at the client's premises:

Regular inspection: Visually check HVAC components for wear or damage.
Filter maintenance: Clean or replace filters for efficient airflow and system protection.
Lubrication: Oil moving parts to reduce friction and prolong lifespan.
Belt and pulley inspection: Ensure proper alignment and tension for smooth operation.
Coil and drain cleaning: Remove debris for improved efficiency and prevent clogs.
Thermostat calibration: Adjust settings for accurate temperature control and energy efficiency.
System performance assessment: Evaluate overall system function for potential issues and optimization.

II. Service Schedule

Maintenance visits will be scheduled quarterly, with specific dates and times agreed upon by both parties. The client agrees to provide access to the HVAC system during scheduled maintenance visits, which will occur on the first Monday of January, April, July, and October from 9:00 AM to 12:00 PM. Any changes to the scheduled maintenance visits must be communicated and agreed upon by both parties at least 48 hours in advance.

III. Duration of Contract

The commencement of this contract will be effective from [start date] and it is agreed upon that it will maintain its validity for a duration of [duration]. Once the agreed duration lapses and the contract is due to expire, a potential renewal of the contract is possible but only through a reciprocal agreement involving all parties involved in the initial contract.

IV. Payment Terms

The client agrees to pay $150 for each maintenance visit, due quarterly in advance. Payment shall be made by bank transfer or credit card. In the event of late payment, the service provider reserves the right to suspend services until payment is received.

V. Terms and Conditions

The service provider shall not be liable for any damages resulting from the client's failure to provide access to the HVAC system or for any pre-existing conditions.
The client acknowledges that preventative maintenance cannot guarantee the prevention of all HVAC system failures and agrees to promptly report any issues or concerns to the service provider.
Any additional services requested by the client outside the scope of this contract will be provided at an additional cost, as agreed upon by both parties.

VI. Responsibilities of Each Party

6.1 Service Provider

Professionally perform maintenance services on the HVAC system according to industry standards.
Conduct thorough inspections, cleaning, lubrication, adjustments, and calibrations as outlined in the contract.
Notify the client promptly of any issues or recommended repairs identified during maintenance visits.
Adhere to the agreed-upon schedule for maintenance visits and ensure punctuality and reliability.
Maintain proper documentation of maintenance activities and provide reports to the client as requested.

6.2 Client

Provide unimpeded access to the HVAC system during scheduled maintenance visits.
Ensure that the service provider has access to all necessary equipment and areas required to perform maintenance tasks.
Cooperate with the service provider by providing relevant information about the HVAC system's history, any previous issues, or changes in usage patterns.
Promptly report any concerns or issues related to the HVAC system to the service provider.
Abide by the terms of payment outlined in the contract and promptly settle invoices for maintenance services rendered.

VII. Insurance and Indemnification

The service provider consents to maintain adequate insurance coverage and agrees to indemnify and protect the client from any claims, damages, lawsuits, or liabilities that may arise from the execution of services as per the terms and conditions of the signed legal contract.

VIII. Termination

Either party may terminate this contract upon [notice period] written notice to the other party. In the event of termination, the client shall pay for any services rendered up to the date of termination.

IX. Governing Law

This contract's terms, provisions, and conditions must comply with the laws of the specific state or country named herein. Any disagreements, conflicts, or disputes arising from or related to this contract shall be resolved through arbitration, following the procedural rules dictated by the arbitration organization which is specified, inferred, or directly referred to in this contract.

The parties hereto have executed this HVAC Preventative Maintenance Contract as of the date first written above.

[Service Provider Name]

[Client Name]