1. What a commercial maintenance contract covers
A commercial HVAC maintenance contract is a written agreement assigning covered equipment, planned tasks, service windows, charges, exclusions and authority to approve additional work.
Use this PM-only matrix as a starting point. For the 50,000 sq ft office in section 4, list the six rooftop units, the boiler and the BAS by asset ID, and write that coil cleaning is included but compressor replacement is not.
| Work category | Usually included in this PM-only model | Usually excluded in this model | Write explicitly |
|---|---|---|---|
| Scheduled maintenance | Listed inspection and maintenance tasks | Unlisted assets or tasks | Asset IDs, task IDs, frequency, completion evidence |
| Return visits | Completion of an agreed unfinished task | An unrelated fault visit | Reason, charge, approval, booking window |
| Repairs | Reporting a defect found during PM | Corrective labor unless added | Diagnosis versus repair, rates, authorization |
| Parts | Named routine consumables, if priced | Unlisted parts and major components | Included part types, quantities, caps |
| Refrigerant | Inventory and agreed service documentation | Supply and corrective work unless priced | Who approves work and pays each charge |
| Temporary cooling | Nothing unless separately scheduled | Rental, delivery, power, monitoring | Capacity assessment, supplier, duration, payer |
| Existing faults | Recording the takeover condition | Correcting inherited defects | Baseline defect list and separate proposal |
| Emergency service | The stated contact and escalation process | Unlimited after-hours attendance or repairs | Coverage hours, four response milestones, rates |
For PM-plus-repair, list included corrective labor and chargeable work. For full service, resolve parts and refrigerant too.
ANSI/ASHRAE/ACCA Standard 180 addresses commercial-building HVAC inspection and maintenance. Name the premises, tenant access, report recipient and any required controls specialist.
Commercial vs residential maintenance
Most maintenance advice online is written for homes. Use this table to see where a commercial agreement needs more detail.
| Item | Commercial building | Single-family home |
|---|---|---|
| Equipment | RTUs, chillers, boilers, VRF, cooling towers, AHUs and a building automation system | One furnace or heat pump and one AC or air handler |
| Frequency basis | Standard 180 task tables and each model's manual, set per task | Manufacturer manual, usually one or two tune-ups a year |
| Contract form | Written agreement with an asset register, task schedule and coverage matrix | Membership plan with a fixed visit count |
| Price unit | Per square foot, per unit, per ton or fixed annual fee | Flat yearly or monthly plan price |
| Response terms | Four milestones by severity, with hours and time zone | Priority booking or a waived trip fee |
| Refrigerant rule | Chillers and commercial refrigeration with a 15 lb or larger full charge fall under 40 CFR 84.106 | Residential AC and heat pumps are in the exempt subsector |
| Building-law duties | Local audit and retro-commissioning laws such as NYC LL87 | Usually none |
| Records | Task results per asset, kept for audits, warranties and leases | A visit receipt |
2. Start with an equipment inventory
Download the blank worksheet and fill in one row per asset, per site: asset ID, type, brand and model, capacity with units, year, refrigerant, charge, location, access and controls. Match capacity units to the nameplate or equipment records, and write "unknown" for a year or charge you can't confirm. Section 4 has a filled-in example.
Keep serial numbers, manuals and condition notes in the register. Reuse each asset ID in the PM schedule, inspection report and repair quote; name the person who approves register changes.
Record refrigerant type, charge and each value's source. Charge and subsector determine whether section 5's leak-repair rule applies.
At takeover, distinguish “not inspected” from “inspected and defective.” Record locked areas, tenant-controlled equipment and other suppliers' systems beside each asset.
New equipment means a new service contract
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See buildings with new HVAC equipment3. PM schedule by equipment
A PM schedule lists preventive tasks, intervals, service windows and completion evidence by asset. In the section 4 office, filters and belts are checked every quarter but coils are cleaned once a year, so the calendar has four visits, not twelve.
Standard 180 provides a commercial HVAC inspection framework, required tasks and frequency-adjustment guidance. DOE Better Buildings' commercial HVACR contracting guidance recommends equipment inventories and manufacturer-based tasks. ENERGY STAR's commercial-building checklist adds filter and operating checks.
| Equipment | Task prompts | Basis to record | Evidence requested |
|---|---|---|---|
| RTU | Filters, coils, drainage, fan assembly, controls | Standard edition/task and unit manual | Asset ID, task result, exceptions |
| Chiller | Operating readings, alarms, heat-exchange surfaces, applicable service checks | Applicable standard table and model manual | Conditions, readings, service findings |
| Boiler | Operating checks, applicable safety/control checks, service tasks | Applicable standard table and boiler manual | Findings and unresolved conditions |
| VRF | Indoor/outdoor unit tasks, filters, drainage, controls | Applicable standard table and system manual | Unit IDs and completed task record |
| Cooling tower | Mechanical inspection, surfaces, operating condition, water-program boundary | Applicable documents; identify separate water-program owner | Findings and responsibility handoff |
| AHU | Filters, coils, fan assembly, dampers, drainage, controls | Applicable standard table and AHU manual | Task record, observations, exceptions |
Enter each task's interval in the blank PM schedule worksheet, with its basis and the evidence you'll ask for. Section 4 shows a filled-in schedule.
One visit can cover tasks with different intervals. Build the calendar from task rows and consolidate visits when access permits. Give each task its own interval instead of a blanket “quarterly.”
Keep the three cycles separate
| Cycle | Question answered | Record before signing | How changes are made |
|---|---|---|---|
| Contract term | How long does this agreement run? | Start and end dates, and the renewal method | Notice and a written agreement |
| Payment cycle | When is each payment due? | Monthly, quarterly or annual, with due dates | Billing contact and a revised schedule |
| Service cycle | When does each task happen? | Task interval and visit window | An approved change and a completion record |
Monthly payment and monthly attendance are separate decisions. Separate annual price reviews from service changes, and include invoice administration in section 4 costs.
4. How to price a maintenance contract
Estimate task labor, access, travel, reporting and administration from the inventory and schedule. Then choose a customer-facing pricing unit.
Estimate a yearly maintenance price
Estimated yearly price
About $6,900 a year
- Published rate, $0.14–$0.22 per sq ft
- $7,000–$11,000 a year
- Published per-unit offers
- $1,200–$1,680 a year
- Among 717 federal contracts
- Below the 25th percentile ($22,299)
These are estimated ranges from published prices, not a quote. Federal contracts often cover several buildings.
Price the next contract on a real building
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Find buildings that fit this estimate| Pricing method | Consider it for | Specify in the offer |
|---|---|---|
| Per unit | Repeated assets with comparable task scopes | Covered unit types, included tasks, asset-change adjustments |
| Per ton or capacity | A defined equipment group with a stated capacity basis | Capacity source, included work, access and condition adjustments |
| Labor plus materials | A defined service scope with variable billable work | Rates, estimated hours, materials basis, approval limit |
| Fixed annual fee | A completed inventory and priced task program | Visits, consumables, reports, exclusions, adjustment mechanism |
Capacity pricing still needs a task schedule; equal-capacity assets may require different access or controls support.
How much is a service contract for HVAC?
Federal HVAC maintenance contracts had a median value of $63,400 a year. The middle half ran from $22,299 to $213,974 a year.
Based on 717 federal HVAC maintenance contracts (FY2023–FY2025, USAspending.gov). Each value is the award amount divided by the contract's years, with a one-year minimum.
| Agency group | Contracts | 25th percentile | Median | 75th percentile |
|---|---|---|---|---|
| Defense | 265 | $41,355 | $151,848 | $439,775 |
| Veterans Affairs | 233 | $24,786 | $65,506 | $176,653 |
| Interior and Agriculture | 86 | $16,453 | $29,838 | $72,100 |
| Other civilian agencies | 133 | $14,344 | $25,217 | $63,400 |
Published pricing from commercial service providers ranges from $0.14 to $0.22 per square foot a year. That covers a standard agreement with scheduled visits and labor.
Per-unit offers run $360 to $1,200 a year for one 3–5 ton rooftop unit, depending on visit count. Properties with four or more units are quoted at $200 to $280 per unit.
Federal contract values often cover several buildings or a whole base, so they are a range check, not a quote for one private building.
Federal awards, square-foot rates and per-unit offers are three separate price checks
Federal contracts, a year
Per square foot, a year
Per rooftop unit, a year
Show the data
| Price basis | Published range |
|---|---|
| Federal HVAC maintenance contracts, a year (717 awards) | Middle half $22,299–$213,974; median $63,400 |
| Published commercial pricing, per sq ft a year | $0.14–$0.22 |
| One 3–5 ton rooftop unit, a year | $360–$1,200 |
| Four or more units, each, a year | $200–$280 |
Check that maintenance pays for itself
Download the blank cost worksheet and fill it with your own costs: task labor, materials, access setup, reports, travel, scheduling and invoicing, any included corrective work, and overhead. Compare the total with the proposed fee. Label any customer billing rate and don't count overhead twice. The worked example below fills in the same lines.
Repair-revenue stress test: Would the agreement still work if another vendor received every repair? If not, revise its fee or scope.
Worked example: 50,000 sq ft office
The example building is a 50,000 sq ft office with six rooftop units, one gas boiler and one building automation system. The tables below fill in the blank worksheets from sections 2–4.
Equipment inventory
| asset_id | Type | Capacity | Year | Refrigerant | Charge | Location | Access | Controls |
|---|---|---|---|---|---|---|---|---|
| RTU-01 to RTU-04 | RTU, gas heat | 10 tons each | 2017 | R-410A | 17 lb each, nameplate | Roof | Roof hatch, weekdays 7–5 | BAS-01 |
| RTU-05 to RTU-06 | RTU, gas heat | 15 tons each | 2021 | R-410A | 26 lb each, nameplate | Roof | Roof hatch, weekdays 7–5 | BAS-01 |
| B-01 | Hot-water boiler | 1,500 MBH | 2012 | Not applicable | Not applicable | Basement plant room | Key from property manager | BAS-01 |
| BAS-01 | Building automation system | 1 supervisory controller | 2019 | Not applicable | Not applicable | Plant room | Vendor login held by owner | BACnet controller |
All six rooftop units fall in the residential and light-commercial AC subsector, which section 5's leak-repair rule exempts.
PM schedule
| Asset | Tasks | Frequency | Frequency basis | Hours per year |
|---|---|---|---|---|
| RTU-01 to RTU-06 | Filters, belts, drain pans, fan assembly, refrigerant readings, controls | Quarterly | Unit manual, checked against Standard 180 packaged-unit tasks | 36 |
| RTU-01 to RTU-06 | Condenser and evaporator coil cleaning | Once a year, spring | Unit manual | 6 |
| B-01 | Pre-season service, combustion test, safety controls | Once a year, fall | Boiler manual | 4 |
| B-01 | Mid-season operating check | Once a year, January | Boiler manual | 2 |
| BAS-01 | Sensor, schedule and alarm check | Twice a year, at seasonal changeover | Standard 180 controls tasks | 6 |
Annual cost
| Cost line | Quantity or hours | Rate | Annual cost | Basis |
|---|---|---|---|---|
| Scheduled task labor | 54 h | $29.33/h | $1,584 | PM schedule above |
| Access setup | 4 visits x 1 h | $29.33/h | $117 | Roof hatch and plant-room keys |
| Reports | 4 reports x 1 h | $29.33/h | $117 | One report per visit |
| Travel time | 4 trips x 1 h | $29.33/h | $117 | Round trip within the metro |
| Scheduling and invoicing | 4 h | $29.33/h | $117 | Quarterly billing |
| Filters | 96 filters | $8 each | $768 | 4 filters per unit, 4 changes, example price |
| Belts | 6 belts | $25 each | $150 | One belt per unit, example price |
| Vehicle | 4 trips | $40 per trip | $160 | Example cost |
| Direct cost | 70 labor hours plus materials | Not applicable | $3,131 | Sum of the rows above |
| Burden, overhead and margin | 120% of direct cost | Not applicable | $3,757 | Example assumption |
| Proposed annual fee | One year, quarterly visits | Not applicable | $6,900 | Rounded |
The labor rate is the national median wage for HVAC mechanics and installers, $29.33 an hour (BLS OEWS 49-9021, May 2025). Payroll taxes, benefits and overhead sit in the burden line.
The $6,900 fee works out to $0.14 per square foot. That is the low end of the published $0.14 to $0.22 range, which fits a labor-only scope with filters and belts included.
Burden, overhead and margin is the largest line in the $6,900 example fee
$6,900proposed annual fee, rounded
- Scheduled task labor$1,584
- Access setup$117
- Reports$117
- Travel time$117
- Scheduling and invoicing$117
- Filters$768
- Belts$150
- Vehicle$160
- Burden, overhead and margin$3,757
Show the data
| Cost line | Annual cost |
|---|---|
| Scheduled task labor | $1,584 |
| Access setup | $117 |
| Reports | $117 |
| Travel time | $117 |
| Scheduling and invoicing | $117 |
| Filters | $768 |
| Belts | $150 |
| Vehicle | $160 |
| Burden, overhead and margin | $3,757 |
| Proposed annual fee (rounded) | $6,900 |
What is the $5,000 rule? This residential heuristic multiplies equipment age in years by quoted repair dollars. A result above $5,000 suggests considering replacement.
For commercial equipment, consult ASHRAE's service-life database. Compare life-cycle costs using NIST Handbook 135's method.
5. Terms that cause disputes
Set each milestone, service window and time zone by severity level. For the section 4 office, a failed rooftop unit serving occupied floors might get a callback within 1 hour and arrival within 4 hours, weekdays 7 a.m. to 6 p.m. Eastern.
| Milestone | Clock starts | Recorded event | Escalation or dependency |
|---|---|---|---|
| Report received | Report reaches the named channel | Ticket ID and receipt time | Backup channel if there is no receipt |
| Callback | The defined receipt event | A qualified person contacts the customer | Escalation role and trigger |
| Arrival | The defined dispatch or receipt event | Technician reaches the agreed site point | Access, escort and travel conditions |
| Restoration | The defined diagnosis or access event | Agreed operating condition restored | Parts, approval, specialist and a temporary plan |
Add each milestone's target, window and time zone in the blank response worksheet.
Define severity by affected load, occupied area and business impact, and name who may declare it. State how changes affect targets and who records and reports clock suspensions.
“24/7” may cover intake, callbacks, attendance or completed repairs. Specify which, and how unresolved faults are reported.
Charges and approvals to settle before signing
| Term | Decision to settle | Attachment or record |
|---|---|---|
| Included/excluded work | Task, labor, material and refrigerant boundaries | Coverage matrix |
| Existing defects | Separate corrective work, or explicit inclusion | Takeover register |
| Parts limits | Per-event and annual caps, exceptions, approval | Parts schedule |
| Emergency rates | Normal, after-hours, weekend and holiday rates; minimum charge | Rate sheet |
| Repair approval | Approver, backup, spending authority, approval channel | Authorization record |
| Price changes | Trigger, affected charges, notice, effective date | Price adjustment clause |
| Renewal | Written agreement or a specified renewal mechanism | Term and notice fields |
| Termination | Grounds, notice, final balance, record handoff | Exit clause |
Record each decision in the blank terms worksheet before signing.
The 2026 refrigerant leak rule: what the contract must assign
40 CFR 84.106 assigns leak-repair duties to owners or operators of qualifying appliances. The contract identifies who performs and pays.
| Applicability or trigger | Contract implication | Official basis |
|---|---|---|
| From January 1, 2026: full charge at least 15 lb; refrigerant contains a regulated substance or a qualifying substitute with GWP greater than 53 | Record refrigerant, full charge and subsector before assigning regulated work | 84.106(a) |
| Residential and light-commercial AC/heat-pump subsector exemption | Exempt RTU, split or VRF equipment stays outside this leak-repair section regardless of charge size; assess chillers separately | 84.106(a)(3)(ii); EPA final-rule subsector explanation |
| Annual leak-rate thresholds: commercial refrigeration 20%; industrial process refrigeration 30%; comfort cooling and other covered appliances 10% | Name the person calculating the rate and escalating an exceedance | 84.106(c)(2) |
| Repair normally within 30 days of refrigerant addition when above the threshold; 120 days if an industrial process shutdown is required | Define notification, approvals and repair/verification responsibility; document any applicable exception | 84.106(d) |
| Automatic detection: qualifying commercial/industrial refrigeration with at least 1,500 lb full charge | Check applicability and installation-date provisions separately; A2L safety sensors are a different requirement | 84.108(a) |
EPA Section 608 technician-certification requirements and refrigerant-handling rules still apply. Separate existing-equipment maintenance from new-equipment installation restrictions.
Under 40 CFR 84.54(c)(1), qualifying non-VRF residential/light-commercial R-410A systems may be installed without an end date. This applies if specified components were manufactured or imported before January 1, 2025.
Assign leak-rate calculations, inspections, records, approvals, verification tests and charges per asset.
The R-410A installation exception does not cover every subsector.
Bid on work before the terms are set
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Find buildings starting new HVAC work6. How contractors win commercial maintenance contracts
Maintenance contracts can put commercial contractors in consideration for replacement work. A contractor servicing the six rooftop units in the section 4 office knows their age and refrigerant first, and is the natural bidder when two need replacing.
Open bids you can respond to
An open solicitation invites responses; award and early-stage notices describe other procurement events. Check the solicitation, amendments, deadline, scope and eligibility before responding.
Contracts ending soon
A current contract end is the recorded end of the present term; a potential final end includes later options. Compare both before outreach.
| Recorded situation | Useful next step | What remains unconfirmed |
|---|---|---|
| Current and potential end match | Research any follow-on procurement | Whether another option, modification or award will appear |
| Potential end is later | Check option terms and exercise status | Whether the possible extension has been exercised |
| An end date is missing | Obtain the source record before timing outreach | The next procurement window |
Check the option-exercise record separately.
In our October 24, 2026 snapshot of USAspending.gov awards, 1,679 federal HVAC contracts had a current end date in the next 12 months. 521 of them list a later potential end, so options could extend them.
Where FAR 52.217-9 applies, a preliminary notice does not commit the government to extend.
Buildings with compliance pressure — vendor unknown
New York City's LL97 and Boston's BERDO set emissions requirements for covered buildings. Use building records to discuss schedules, controls or commissioning; confirm intervention needs on site.
Keep the provider unknown unless another source identifies it. Ask who manages systems, whether they plan to change providers and whether an assessment fits the compliance plan.
Who's winning in your city
Use a published permit contractor field to research firms linked to recorded work. Preserve the permit and role; if the permit omits the contractor, leave the identity unknown.
Confirm the current maintenance vendor separately, since the installer on a permit may have handed the building to another firm. In New York, our NYC building permit search lists every DOB NOW permit on one building, with the contractor on each.
What to do after a rejection
| What you hear | Next step to ask for | Information to record | Stop or defer when |
|---|---|---|---|
| Front desk won't share the owner contact | Ask for the formal vendor-submission channel | Responsible role and permitted channel | Contact is declined |
| Tenant is not the decision-maker | Ask who procures service under the lease | Landlord/manager role, subject to confirmation | Tenant lacks authority to introduce you |
| We already have a provider | Offer a scope comparison at the next review | Review process and permission to follow up | Customer declines alternatives |
| Renewal is a long way off | Ask whether a later scope review is welcome | Agreed timing and scope question | No follow-up permission |
See permit signals in your city
HVACLookout tracks commercial HVAC permits by city, with the building, work type and listed contractor. Use them to find buildings with recent work and to see which firms are active. The five newest signals in each covered city are free to see.
Win contracts by getting there first
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See new commercial HVAC permits near you7. Compare bids on the same scope
Use these rows to explain proposal differences. The blank comparison worksheet has a column for each offer.
| Difference to resolve | What to compare in each offer | Ask both bidders |
|---|---|---|
| Equipment | Covered asset IDs | Is the entire register priced? |
| Tasks and intervals | Task schedule | Which task differs, and on which asset? |
| Materials | Included items and limits | Are filters and other consumables separately charged? |
| Corrective labor | Included or excluded | Does diagnosis include repair labor? |
| Parts/refrigerant | Boundary and caps | What requires an additional approval? |
| Response | The four response milestones | What event and clock does each target use? |
| Reports | Contents and delivery | Can completed work be matched to tasks? |
| Site attendance | Visit windows and access | Are access and return visits priced? |
Request each bidder's completed register, document-based task schedule, coverage matrix, extra-work rates, response table, assumptions and exclusions. List alternate scopes separately.
Price unnecessary work as an option and request costs for unresolved baseline tasks. In the section 4 office, a bid that drops the January boiler check looks cheaper but buys two fewer task hours a year. Judge each offer by the defined program it buys, using the worked example in section 4 as a cost check.
8. Is a maintenance contract worth it?
A maintenance contract is worth considering when its defined work meets the building's needs at an acceptable cost and responsibility is clear.
Planned maintenance costs less than waiting for breakdowns. The Department of Energy's federal O&M guide estimates it saves 12% to 18% over fixing equipment only when it fails (DOE FEMP, Release 3.0, section 5.3).
Compare the program with staff or provider responsibilities. Note shutdown consequences and whether response and service scope address them.
NYC LL87 requires covered buildings to undergo energy audits and retro-commissioning every ten years. Name who performs the study and filing.
Check each asset's warranty and maintenance documents before setting tasks. For leased space, confirm report recipients and purchasing authority in the lease.
A PM visit does not complete the LL87 obligation.
For property and facility managers: buy and run the contract
Before you ask for bids
Send every bidder the same pack. Include the equipment inventory from section 2, the last 12 months of service tickets and repair invoices, and open comfort complaints. Failure history shows bidders which units need more time, so every price covers the same risk.
Mark which HVAC costs your lease lets you recover from tenants, so the contract bills those lines separately.
Check each bidder before you compare prices
Check each bidder's license, technician certification and insurance. Then ask each bidder for a completed service report from a similar building, so you see what every visit will deliver.
Run the contract after signing
Every quarter, check the service reports against the PM schedule from section 3. Track two numbers: scheduled tasks finished on time, and repeat calls to the same unit. When repeat calls on one unit keep rising, start planning its replacement budget.
9. Free maintenance contract worksheets
This guide's six worksheets download as Excel (.xlsx) or CSV: equipment inventory, PM schedule, cost worksheet, response milestones, contract terms and bid comparison. Attach the inventory and PM schedule to the agreement so every bidder prices the same scope.
Complete each sheet, remove unused options and match version dates on the agreement and asset register.
Our HVAC service agreement template has clause text to pair with them.
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See free signals in your cityFAQ
Commercial agreements define tasks, completion records and approval for additional work.
How do HVAC service contracts work?
HVAC service contracts assign scheduled equipment tasks for an agreed fee and term, with separate repair, parts and emergency rules. Contractors record work and exceptions; customers approve extras. Compare inventory, tasks, response and renewal terms.
What does a commercial maintenance contract cost compared with on-call repair?
A contract pays for planned work; on-call repair charges for requested diagnosis or correction. Compare the same assets and period, including contract labor, consumables and excluded callouts. Use your failure history and actual reactive rates.
What should be included in an HVAC maintenance contract?
Include the asset register, task schedule, service windows, records, price, payment cycle, exclusions, approvals, response milestones and renewal or termination process. Define parts and refrigerant. Use Standard 180 for commercial inspection and maintenance scheduling.
How much does a commercial HVAC maintenance contract cost?
Published commercial pricing runs about $0.14 to $0.22 per square foot a year, or $200 to $1,200 per rooftop unit. Federal HVAC maintenance contracts had a median of $63,400 a year across 717 awards from FY2023 to FY2025. Price your own building from its asset list and PM schedule.
Is a commercial maintenance contract worth it?
Consider it when defined work fills a program gap at an acceptable cost. Compare shutdown consequences and current responsibilities. Check lease and warranty documents.
What is the $5,000 rule in HVAC?
It is a residential repair-versus-replacement rule of thumb: equipment age times repair cost. For commercial decisions, compare asset condition and life-cycle costs using ASHRAE service-life data and NIST Handbook 135. Price maintenance from contracted work.
How often should commercial HVAC be serviced?
Set each task and asset interval from applicable standards and manufacturer documents. Standard 180 provides the task and frequency-adjustment framework. Use its full text and model manuals to set intervals per system.
Who is responsible for refrigerant leak repair under the 2026 rule?
The owner or operator has the legal duty under 40 CFR 84.106; the contract assigns tasks and payment. Check full charge, refrigerant and subsector, including the residential/light-commercial AC and heat-pump exemption.
Can I cancel a maintenance agreement?
Check the termination clause, notice process and applicable law. Reconcile completed work and prepaid amounts, hand over service records, and confirm local cancellation and automatic-renewal requirements.
How do contractors find commercial maintenance accounts?
Search solicitations, award end dates and options; use building-performance or permit records to frame scope discussions. Distinguish solicitation, early-stage and award records. Check current and potential end dates, decision-maker and procurement route.