Everyday Environmental Stewardship
HVAC Maintenance Contract
Andrew Siliski

Key issue:
Poor maintenance/inefficient operations
System failure at inopportune times
Stewardship Opportunity
Maintenance Contract
Keeping heating and cooling equipment in good condition is essential to maintaining their
long life and efficient use. Regular maintenance ensures that the HVAC systems will stay in
good condition and run reliably. AC failure during Yom Kippur or heating failure at the
Christmas Eve midnight service is just no fun. Maintenance contracts are particularly
important for houses of worship with old (5+ years) HVAC systems. Contracts free
congregations to focus on stoking other flames of faith!
Many New England houses of worship have old, steam heating systems. For reasons of both
age and intrinsic nature. these systems are at the greatest risk of breaking down. The steam
process (including introduction of “make-up water” which is often heavily oxygenated and
contains other contaminants) continually corrodes the pipes. The resulting “rusty” mixture
deposits into the boiler. Eventually the boiler breaks down. Another problem on any oilfired boiler (steam or hot water) is the build-up of soot on inner walls, keeping the heat from
reaching the water to create steam or hot water. Forced air furnaces have combustion
chamber problems. AC condensors and air exchangers have motor, fan and filter issues. The
sad fact is this: Old (15+ years) HVAC equipment without regular maintenance can and will
break down when the house of worship requires heavy use.
A volunteer or staff person can perform some maintenance on heating systems, “blowingdown” a steam system, for example. However, there are two problems with this approach: 1)
the person may either forget or not have enough time to perform regular maintenance and 2)
the person may not have the necessary skills to see if the system actually needs maintenance.
Under a maintenance contract, the HVAC professional will make regular scheduled visits
and can spot problems. The HVAC professional can then fix most problems on site
immediately. The proverb applies: An ounce of prevention is better than a pound of cure.
Since HVAC professionals deal with systems every day, they know how long boiler and AC
parts can last and what parts of the system need to be checked, and when. Most importantly,
a HVAC professional will learn your system. Think of going to the doctor. People generally
go to the doctor once a year to make sure they’re healthy and develop good health habits,
instead of going only for a medical emergency. Thus the doctor has a record of physical
factors and health history. The older one gets, the more risk of health complications there
are. Regular checkups and timely health interventions keep one health and happy. The same
is true for your HVAC system.
For an Excel version of the maintenance contract template, go to…
http://www.mipandl.org/congregation_energy.htm

Maintenance Contract
Template

(c) Massachusetts Interfaith
Power and Light

CONTRACT
MEP Systems Maintenance
1 — PARTIES
Client
Contact Person
Address
City/State/Zip
Phone
Email

(“

“)

(“

“)

Title

Fax

Provider
Contact Person
Address
City/State/Zip
Phone
Email

Title

Fax

2 — SERVICES TO BE PROVIDED
The provider is responsible for maintenance and service for the equipment identified in Exhibit A-1.
Exhibit A-2 identifies equipment for which maintenance and service will not be provided.
The services shall include routine, periodic and milestone maintenance and servicing to insure the
safe, continuous and efficient operation of the equipment. In general the meaning of routine,
periodic and milestone maintenance and servicing shall be as specified and/or recommended by
the manufacturer of the equipment or system. Failing such guidelines, recommendations and
standards of applicable industry organizations shall apply.

3 — TERMS FOR SERVICES TO BE PROVIDED
Exhibit B sets for the specific services to be provided for the equipment included in this contract.
The services will be provided during normal working hours. Exhibit B also sets forth the cost for services
Payment for services shall be within thirty (30) days of receipt of invoice.
Taxes:
Client is exempt from sales tax on products permanently incorporated into its facilities.
Provider will be provided a documentation of sales-tax exemption from the client, and will place
the number on invoices for services rendered. At the completion of the annual cycle of maintenance,
Provider shall file with Client a statement that all purchases made under the exemption were entitled
to be exempt. Provider shall pay legally assessed penalties for any improper use of the Client’s
tax exemption number.
Insurances: Provider shall purchase and maintain insurance providing the coverages and limits
designated in this Section. Insurance shall be provided by insurers licensed to transact business in the
Commonwealth. Provider shall not start to perform and furnish services, in whole or in part, or
continue to perform and furnish any part of the services, unless Provider has in full force and effect
all the required policies of insurance. Provider must provide the following coverage:
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Maintenance Contract
Template

(c) Massachusetts Interfaith
Power and Light

(a) General liability insurance with a combined single limit of not less than $1,000,000 for
injury to or death of any one person, for injury to or death of any number of persons in one
occurrence, and for damage to property, insuring against any and all liability of the Client and the
Provider including, without limitation, coverage for contractual liability and broad form property damage;
(b) Workers Compensation and Employers Liability Insurance providing statutory benefits to
all employees;
(c) Owned, Non-Owned and Hired Automobile Liability with a limit of not less than $1,000,000
combined single limit;
(d) Excess Liability Insurance shall provide the following protections: employer’s liability,
general liability and automobile liability. Excess Liability Insurance shall be at least as broad as the
underlying policies of liability insurance.
Client shall be named as an additional insured under Sections (a), (c), and (d). Client shall be provided a
Certificate of Insurance, which shall also provide a 30-day notice of cancellation.
Hold Harmless: Provider shall indemnify, defend and hold harmless Client from any and all liability of
whatever kind and character for loss, actual or claimed, to persons or property arising by virtue of
the activities of Provider, its agents, servants, employees or clients. Provider shall properly
notify Client of any claim involving the services or the Client.
Duration:
The contract shall commence on
and shall remain in
force for twelve (12) months, subject to extensions and renewals. The contract shall automatically
terminate if no extension is formally agreed to within thirty (30) days of the end date of the current contract.
Termination other than at end of contract requires a thirty (30) day notice, to be provided in writing addressed
to the signators of the contract. The notice of termination is to be delivered by United States Postal Service
using certified mail, return receipt requested.

SIGNATORS
For Client

For Provider

Signature

Signature

Title

Title

Date

Date

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Maintenance Contract
Template

(c) Massachusetts Interfaith
Power and Light

EXHIBIT A-1
Equipment Covered
#

Location

Component

Manufacturer

Size

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Model

Serial #

Date

Maintenance Contract
Template

(c) Massachusetts Interfaith
Power and Light

EXHIBIT A-2
Equipment Not Covered
#

Location

Component

Manufacturer

Size

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Model

Serial #

Date

Maintenance Contract
Template

(c) Massachusetts Interfaith
Power and Light

EXHIBIT B
Services to be Provided, with Costs
When?

Component

Service

Cost

NOTES
1 Cost for all services described above includes labor and materials.
2 Hourly rate for additional services is
$0.00 Regular
$0.00 Emergency
Materials for additional services will be charged at cost plus
0.00%
3 Client to be provided with report of work for each service call, whether in contract or additional
4 Report for Fall and Spring scheduled service is to include recommendations on future work, timing and cost

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