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PREVENTIVE MAINTENANCE SCOPE OF WORK | HVAC, Mini-Splits & Rooftop Units
SCOPE OF WORK
Preventive Maintenance Services HVAC Systems | Mini-Split Units | Rooftop Package Units
SERVICE AGREEMENT DETAILS
| Client / Facility: |
| ___________________________________ |
| Site Address: |
| ___________________________________ |
| Contract Number: |
| ___________________________________ |
| Effective Date: |
| ___________________________________ |
| Contract Term: |
| ___________________________________ |
| Service Provider: |
| ___________________________________ |
| Account Manager: |
| ___________________________________ |
| Emergency Contact: |
| ___________________________________ |
1. PURPOSE & OVERVIEW
This Scope of Work (SOW) defines the preventive maintenance (PM) services to be performed on all HVAC equipment within the scope of the service agreement. The objective is to maintain equipment in peak operating condition, extend useful service life, minimize unplanned downtime, improve energy efficiency, and ensure compliance with manufacturer recommendations and applicable codes.
This document covers the following equipment categories:
1. Central HVAC Systems (air handlers, fan coil units, split systems)
1. Ductless Mini-Split Systems (single-zone and multi-zone)
1. Rooftop Package Units (heating, cooling, and heat-pump configurations)
2. GENERAL TERMS & CONDITIONS
2.1 Scheduling
All scheduled preventive maintenance visits shall be coordinated with the client at least five (5) business days in advance. PM visits will be performed during normal business hours (Monday–Friday, 8:00 AM – 5:00 PM) unless otherwise specified. Emergency service calls are available 24/7 per the terms of the service agreement.
2.2 Technician Qualifications
All technicians assigned to this contract shall hold current EPA 608 Universal Certification. Technicians performing work on refrigerant systems shall be qualified per applicable federal, state, and local regulations. Lead technicians shall have a minimum of five (5) years of commercial HVAC experience.
2.3 Safety & Compliance
1. All work shall be performed in accordance with OSHA standards, NFPA 70 (NEC), ASHRAE guidelines, and local codes.
1. Technicians will follow lockout/tagout (LOTO) procedures before servicing any electrical components.
1. Personal protective equipment (PPE) will be worn at all times while on site.
1. Refrigerant handling will comply with EPA Section 608 regulations. No venting of refrigerants is permitted.
2.4 Documentation & Reporting
Upon completion of each PM visit, the technician shall provide a written service report documenting: all tasks performed, equipment readings and measurements, materials and parts used, deficiencies observed, and recommended repairs or replacements. Reports will be submitted electronically within 48 hours of service completion.
3. CENTRAL HVAC SYSTEMS — PM CHECKLIST
The following tasks apply to central air handling units (AHUs), fan coil units (FCUs), split systems, and associated components.
3.1 Air Handling Unit / Indoor Coil
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Inspect and replace air filters (per MERV rating on record) |
| Monthly / Quarterly |
| ___________ |
| ☐ |
| Clean evaporator coil — inspect for fouling, mold, or corrosion |
| Semi-Annual |
| ___________ |
| ☐ |
| Inspect and clean condensate drain pan and drain lines; flush with biocide treatment |
| Semi-Annual |
| ___________ |
| ☐ |
| Check and tighten all electrical connections; inspect wiring for damage |
| Annual |
| ___________ |
| ☐ |
| Measure and record supply/return air temperatures (delta-T) |
| Each PM Visit |
| ___________ |
| ☐ |
| Lubricate blower motor bearings (where applicable) |
| Annual |
| ___________ |
| ☐ |
| Inspect blower wheel — clean if necessary; check belt tension and wear |
| Semi-Annual |
| ___________ |
| ☐ |
| Verify operation of all safety controls (high limit, freeze stat, smoke detector) |
| Annual |
| ___________ |
| ☐ |
| Inspect insulation on refrigerant suction line — repair if damaged |
| Annual |
| ___________ |
| ☐ |
| Check for unusual noises or vibration; investigate and document |
| Each PM Visit |
| ___________ |
3.2 Condensing Unit / Outdoor Section
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Clean condenser coils — use approved coil cleaner; rinse thoroughly |
| Semi-Annual |
| ___________ |
| ☐ |
| Inspect condenser fan blades and motor; check amperage draw |
| Semi-Annual |
| ___________ |
| ☐ |
| Clear debris from around unit; ensure 24-inch minimum clearance |
| Each PM Visit |
| ___________ |
| ☐ |
| Check and record refrigerant pressures (suction and discharge) |
| Each PM Visit |
| ___________ |
| ☐ |
| Inspect refrigerant lines for leaks using electronic detector |
| Semi-Annual |
| ___________ |
| ☐ |
| Check compressor oil level (scroll compressors with sight glass) |
| Annual |
| ___________ |
| ☐ |
| Inspect contactor contacts for pitting or burning; replace if worn |
| Annual |
| ___________ |
| ☐ |
| Check capacitors (run and start) — test with capacitor meter |
| Annual |
| ___________ |
| ☐ |
| Verify crankcase heater operation (on applicable equipment) |
| Annual |
| ___________ |
| ☐ |
| Inspect electrical disconnect box and fuses/breakers |
| Annual |
| ___________ |
3.3 Heating Components (Gas / Electric / Heat Pump)
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Inspect heat exchanger for cracks, corrosion, or deterioration |
| Annual |
| ___________ |
| ☐ |
| Clean and inspect burners; check flame pattern and color |
| Annual |
| ___________ |
| ☐ |
| Check ignition system — hot surface igniter, spark igniter, or pilot |
| Annual |
| ___________ |
| ☐ |
| Inspect and clean flue and vent system; verify proper draft |
| Annual |
| ___________ |
| ☐ |
| Check gas pressure at inlet and manifold; verify proper combustion |
| Annual |
| ___________ |
| ☐ |
| Test and verify operation of all safety limits and rollout switches |
| Annual |
| ___________ |
| ☐ |
| Check electric heating elements and sequencers for continuity |
| Annual |
| ___________ |
| ☐ |
| Measure and record temperature rise across heat exchanger |
| Annual |
| ___________ |
3.4 Controls & Thermostat
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Test thermostat/BAS setpoints — heating, cooling, and fan modes |
| Each PM Visit |
| ___________ |
| ☐ |
| Check economizer damper operation and linkages |
| Semi-Annual |
| ___________ |
| ☐ |
| Verify demand-controlled ventilation (DCV) sensors if applicable |
| Annual |
| ___________ |
| ☐ |
| Inspect control wiring for loose connections or damage |
| Annual |
| ___________ |
| ☐ |
| Calibrate temperature and humidity sensors where applicable |
| Annual |
| ___________ |
4. DUCTLESS MINI-SPLIT SYSTEMS — PM CHECKLIST
The following tasks apply to all ductless mini-split systems including single-zone and multi-zone configurations (indoor air handlers and outdoor compressor/condenser units).
4.1 Indoor Air Handler (Evaporator)
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Remove and clean washable air filters — use mild detergent; allow to dry fully |
| Monthly |
| ___________ |
| ☐ |
| Clean evaporator coil fins with appropriate coil cleaner and rinse |
| Semi-Annual |
| ___________ |
| ☐ |
| Clean indoor unit housing — exterior and interior panels |
| Quarterly |
| ___________ |
| ☐ |
| Clean and flush condensate drain tray and drain line; apply biocide |
| Semi-Annual |
| ___________ |
| ☐ |
| Check and clean blower wheel; inspect for mold or biofilm growth |
| Semi-Annual |
| ___________ |
| ☐ |
| Test louvers and swing vanes — verify full range of motion |
| Each PM Visit |
| ___________ |
| ☐ |
| Inspect refrigerant piping connections and insulation at wall penetration |
| Annual |
| ___________ |
| ☐ |
| Check for odors — treat with UV or antimicrobial spray as needed |
| Semi-Annual |
| ___________ |
| ☐ |
| Record supply air temperature and verify unit reaches setpoint |
| Each PM Visit |
| ___________ |
4.2 Outdoor Condenser Unit
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Clean condenser coil with low-pressure water and coil cleaner |
| Semi-Annual |
| ___________ |
| ☐ |
| Inspect fan blade for cracks or imbalance; check motor amperage |
| Semi-Annual |
| ___________ |
| ☐ |
| Check and record refrigerant pressures — suction and discharge |
| Semi-Annual |
| ___________ |
| ☐ |
| Inspect all refrigerant line connections at unit for leaks |
| Semi-Annual |
| ___________ |
| ☐ |
| Check capacitors and contactors; replace if outside tolerance |
| Annual |
| ___________ |
| ☐ |
| Tighten all electrical connections in control and power panels |
| Annual |
| ___________ |
| ☐ |
| Verify unit mounting bracket is secure; check for rust or corrosion |
| Annual |
| ___________ |
| ☐ |
| Clear debris from unit base pan; check for standing water |
| Each PM Visit |
| ___________ |
4.3 Multi-Zone Specific Items
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Verify refrigerant charge per manufacturer specs for total connected zones |
| Annual |
| ___________ |
| ☐ |
| Check communication wiring between indoor and outdoor units |
| Annual |
| ___________ |
| ☐ |
| Test simultaneous operation of all zones — verify no conflicts |
| Annual |
| ___________ |
| ☐ |
| Inspect branch selector boxes (VRF/multi-zone systems) if applicable |
| Annual |
| ___________ |
5. ROOFTOP PACKAGE UNITS — PM CHECKLIST
The following tasks apply to single-package rooftop units (RTUs) including gas-electric, electric-electric, and heat pump configurations.
5.1 Rooftop Safety & Access
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Verify roof hatch, ladder, and walkway pad access is safe prior to work |
| Each PM Visit |
| ___________ |
| ☐ |
| Inspect unit curb and roof penetration for water intrusion or damage |
| Annual |
| ___________ |
| ☐ |
| Check unit leveling — verify condensate will drain properly |
| Annual |
| ___________ |
| ☐ |
| Inspect unit panels and cabinet — repair damaged or missing fasteners |
| Annual |
| ___________ |
5.2 Cooling Section
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Inspect and replace supply air filters (1", 2", or 4" as applicable) |
| Monthly / Quarterly |
| ___________ |
| ☐ |
| Clean evaporator coil — inspect for frost, fouling, or microbial growth |
| Semi-Annual |
| ___________ |
| ☐ |
| Clean condenser coil — inspect for bent fins (straighten if needed) |
| Semi-Annual |
| ___________ |
| ☐ |
| Check and record refrigerant pressures — suction, discharge, subcooling, superheat |
| Each PM Visit |
| ___________ |
| ☐ |
| Inspect refrigerant circuits for leaks using electronic detector |
| Semi-Annual |
| ___________ |
| ☐ |
| Check condenser fan motors and blades — verify amperage within nameplate |
| Semi-Annual |
| ___________ |
| ☐ |
| Inspect compressors — check amperage draw; compare to nameplate RLA |
| Each PM Visit |
| ___________ |
| ☐ |
| Flush condensate drain pans and drain lines; apply Pan Treat tablets |
| Semi-Annual |
| ___________ |
| ☐ |
| Check and test all cooling safeties (high pressure, low pressure) |
| Annual |
| ___________ |
5.3 Heating Section
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Inspect heat exchanger for cracks or deterioration — use camera if needed |
| Annual |
| ___________ |
| ☐ |
| Clean and inspect gas burners; check orifices and manifold |
| Annual |
| ___________ |
| ☐ |
| Test ignition system; verify proper light-off and flame verification |
| Annual |
| ___________ |
| ☐ |
| Check and clean flue; inspect flue discharge for obstructions |
| Annual |
| ___________ |
| ☐ |
| Measure inlet gas pressure and manifold pressure — record results |
| Annual |
| ___________ |
| ☐ |
| Verify operation of all heating safeties (high limit, rollout, draft) |
| Annual |
| ___________ |
| ☐ |
| Test electric heating elements (if applicable) — check element continuity |
| Annual |
| ___________ |
| ☐ |
| Measure temperature rise; verify within design range |
| Annual |
| ___________ |
5.4 Supply Fan / Blower Section
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Inspect belt — check tension, alignment, and wear; adjust or replace |
| Semi-Annual |
| ___________ |
| ☐ |
| Lubricate fan shaft bearings (non-sealed bearings) with correct grease |
| Semi-Annual |
| ___________ |
| ☐ |
| Check blower wheel for debris buildup; clean if needed |
| Semi-Annual |
| ___________ |
| ☐ |
| Measure blower motor amperage; compare to nameplate FLA |
| Each PM Visit |
| ___________ |
| ☐ |
| Check motor mounting bolts and vibration isolators |
| Annual |
| ___________ |
| ☐ |
| Direct-drive units: check motor capacitor and inspect motor windings |
| Annual |
| ___________ |
5.5 Controls & Economizer (RTU)
| ✓ |
| Task |
| Frequency |
| Initials/Date |
| ☐ |
| Test economizer damper — full open, full closed, and modulating positions |
| Semi-Annual |
| ___________ |
| ☐ |
| Inspect economizer linkage and actuator; lubricate pivot points |
| Annual |
| ___________ |
| ☐ |
| Check outdoor air and return air temperature/CO2 sensors (DCV) |
| Annual |
| ___________ |
| ☐ |
| Test rooftop unit controller — cycle all stages of heating and cooling |
| Each PM Visit |
| ___________ |
| ☐ |
| Test all low-ambient lockouts and head pressure controls if present |
| Annual |
| ___________ |
| ☐ |
| Verify BAS/DDC integration and setpoint communication if applicable |
| Annual |
| ___________ |
6. PERFORMANCE STANDARDS & MEASUREMENTS
At each PM visit, the technician shall record the following system performance data and compare to baseline values established at the start of the contract:
| Measurement |
| Acceptable Range |
| Action if Out of Range |
| Supply/Return Delta-T (Cooling) |
| 16°F – 22°F |
| Check charge, airflow, coil |
| Supply/Return Delta-T (Heating) |
| 50°F – 80°F |
| Check heat exchanger, gas pressure |
| Refrigerant Subcooling |
| 8°F – 14°F |
| Check charge, condenser, TXV |
| Refrigerant Superheat |
| 8°F – 18°F |
| Check charge, TXV, evaporator |
| Compressor Amp Draw |
| Within 10% of nameplate RLA |
| Evaluate compressor health |
| Blower/Fan Amp Draw |
| Within nameplate FLA |
| Check motor, belt, static pressure |
| Gas Manifold Pressure |
| Per manufacturer spec (typical 3.5" W.C.) |
| Adjust regulator / contact gas co. |
7. MATERIALS & REPLACEMENT PARTS
Labor for all scheduled PM tasks listed in this SOW is included in the contract price. The following materials are also included:
1. Standard replacement filters (MERV 8 or as specified on equipment schedule)
1. Condensate drain treatment tablets / biocide flush solution
1. Belts (standard replacements — single belt per blower per visit)
1. Contact cleaner, coil cleaner, lubricants, and refrigerant leak detection solution
1. Wire nuts, electrical tape, and minor fasteners
Items NOT included in the base contract price (quoted separately with client approval):
1. Refrigerant (R-410A, R-22, R-32, R-454B, or other) — billed per pound
1. Non-standard or MERV 13+ specialty filters
1. Replacement capacitors, contactors, motors, compressors, or control boards
1. UV lights, IAQ accessories, or air purification systems
1. Any repair work resulting from equipment damage, vandalism, or acts of God
8. RECOMMENDED MAINTENANCE SCHEDULE
| Service Type |
| Monthly |
| Quarterly |
| Semi-Annual |
| Annual |
| Filter Inspection & Replacement |
| ✓ |
Coil Cleaning (Evaporator)
Coil Cleaning (Condenser)
Condensate System Service
| Refrigerant Pressure Check |
| ✓ |
Refrigerant Leak Inspection
Electrical Connections Check
Capacitor & Contactor Test
Belt Inspection & Replacement
Bearing Lubrication
Heat Exchanger Inspection
Gas Pressure & Combustion Test
Safety Controls Test
Economizer Damper Service
Full System Performance Test
9. EXCLUSIONS
This Scope of Work does not include the following unless separately authorized in writing:
1. Ductwork cleaning, sealing, or replacement
1. Refrigerant system retrofits or conversions
1. Electrical service upgrades or panel work
1. Building automation system (BAS) programming or software upgrades
1. Roof repairs or structural work related to unit curbs
1. Plumbing repairs beyond condensate drain at the unit
1. Equipment that is beyond economic repair — replacement recommendation will be issued
1. Equipment added to the site after contract execution without a written amendment
10. CONTRACT ACCEPTANCE & SIGNATURES
By signing below, both parties agree to the terms and scope defined in this document.
SERVICE PROVIDER
Authorized Signature
Printed Name & Title
Date
CLIENT / FACILITY REPRESENTATIVE
Authorized Signature
Printed Name & Title
Date
CONFIDENTIAL — FOR INTERNAL USE Page 1