Preventive Maintenance Agreements for Commercial HVAC Systems
A well-executed preventive maintenance program reduces emergency repairs, extends equipment life, supports manufacturer warranty compliance, and gives facility teams documented system history. Vences Contracting Group develops and manages PM agreements tailored to each facility’s equipment inventory, operational requirements, and budget.
What's Included in Our PM Agreements
Scheduled Inspections
Quarterly, semi-annual, or annual inspection schedules based on equipment type and criticality. Each inspection follows a defined checklist calibrated to the specific equipment on site.
Filter Replacement
Filter inspection and replacement per scheduled intervals. Filter type and MERV rating maintained per design specifications or facility requirements.
Coil Cleaning
Evaporator and condenser coil cleaning to maintain heat transfer efficiency and prevent system degradation from fouling.
Refrigerant System Check
Refrigerant pressure and temperature readings to verify proper charge and identify early signs of refrigerant loss or system inefficiency.
Electrical Component Inspection
Inspection of contactors, capacitors, disconnect switches, wiring connections, and control boards. Identification of components approaching end of service life.
Belt & Mechanical Drive Inspection
Belt tension, alignment, and condition check on applicable equipment. Replacement scheduled before failure.
Controls & Thermostat Verification
Setpoint verification, sensor calibration check, and control sequence confirmation to ensure systems are operating as designed.
Documented Reporting
Full service report delivered after each visit with equipment readings, work performed, identified deficiencies, and recommended corrective actions.
Frequently Asked Questions
How often should commercial HVAC systems be inspected?
At minimum, twice per year — spring and fall — before peak cooling and heating seasons. High-usage facilities, critical environments, or systems with a history of issues may benefit from quarterly inspections.
Does a maintenance agreement affect equipment warranty?
Many manufacturer warranties require documented preventive maintenance to remain valid. Our PM programs are designed to meet standard manufacturer maintenance requirements. We recommend verifying specific warranty terms with your equipment documentation.
What happens when a deficiency is found during a PM visit?
We document the deficiency in the service report and provide a repair recommendation with estimated cost. Clients can authorize repairs immediately or schedule them based on priority and budget. Clients with active agreements receive preferred pricing on repairs.
Can you take over maintenance for a facility with equipment you didn't install?
Yes. We begin with a system assessment visit to document existing equipment, condition, and any deferred maintenance. From there we develop a maintenance plan appropriate to the system’s current state.
Do you provide multi-site maintenance agreements?
Yes. For clients with multiple commercial locations, we structure consolidated maintenance agreements with standardized reporting and coordinated scheduling across sites.