Terms and Conditions

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1. Introduction 

These Terms and Conditions ("Terms") govern the use of services provided by AMPM HVAC & Mechanical LLC ("Company", "we", "us", or "our"). By allowing us to service you, you agree to be bound by these Terms.  

2. Services Provided 

The Company provides heating and air conditioning (HVAC) services, including installation, maintenance, and repair. Services are performed based on the specifications outlined in the service agreement or contract.  

2.1. HVAC Installation 

The Company offers complete installation services for heating and air conditioning systems. This includes: 

• System Design and Consultation: We assess your specific needs and recommend suitable HVAC systems tailored to your property’s size and requirements. 

• New Installations: We install HVAC systems, including furnaces, air conditioners, and heat pumps. 

• System Upgrades: We upgrade outdated or inefficient systems to newer, more energy-efficient models.  

2.2. HVAC Maintenance 

Regular maintenance is crucial to ensure the longevity and efficiency of your HVAC system. Our maintenance services include: 

• Seasonal Tune-Ups: We offer spring and fall maintenance services to prepare your HVAC system for peak performance during summer and winter. 

• Filter Replacement: Regular replacement of air filters to maintain air quality and system efficiency. 

• System Inspections: Comprehensive inspections to identify and address potential issues before they escalate. 

• Cleaning Services: Cleaning of system components, including coils and vents, to improve system performance and air quality.  

2.3. HVAC Repair 

Our experienced technicians provide prompt and reliable repair services, including: 

• Diagnostic Services: Advanced diagnostic tools to accurately identify the root cause of any HVAC issue. 

• Component Replacement: Replacement of faulty components, including compressors, fans, motors, and thermostats. 

• Refrigerant Recharge: Inspection and recharging of refrigerant levels for air conditioning systems.  

2.4. Smart Thermostat Installation 

We install and configure smart thermostats, allowing you to control your HVAC system remotely and optimize energy usage.  

2.7. Commercial HVAC Services 

In addition to residential services, we provide a full range of HVAC services for commercial properties, including: 

• Commercial System Design and Installation: Custom HVAC solutions for businesses of all sizes. 

• Maintenance Contracts: Ongoing maintenance services to ensure reliable operation of commercial HVAC systems.  

3. Quotes and Estimates  

All quotes provided by the Company are estimates based on the information available at the time. Final costs may vary depending on unforeseen issues or additional work required. Any changes in costs will be communicated to the client promptly.  

3.1. Initial Consultation and Assessment 

Before providing a quote or estimate, we conduct an initial consultation and assessment to understand your specific HVAC needs. This may involve: 

• On-Site Inspection: A thorough inspection of your property to assess the current condition of your HVAC system, identify any potential issues, and evaluate the scope of work required. 

• Client Consultation: A detailed discussion with you to understand your comfort preferences, budget, and any specific requirements for the project. 

• Load Calculation: For installations and upgrades, we perform a load calculation to determine the appropriate system size, and specifications needed to efficiently heat and cool your space.  

3.2. Detailed Estimates 

After the assessment, we provide a detailed written estimate that includes: 

• Scope of Work: A clear outline of the work to be performed, including installation, repair, or maintenance tasks. 

• Itemized Costs: A breakdown of all costs, including labor, materials, equipment, and any applicable fees or permits. This ensures transparency and helps you understand where your money is being spent. 

• Timeframe: An estimated timeline for the completion of the project, including any milestones or phases. 

• Warranty Information: Details about any warranties provided on parts and labor, including the duration and terms of coverage. 

• Exclusions and Assumptions: A list of what is not included in the estimate and any assumptions made during the preparation of the quote.  

3.3. Validity of Estimates 

All quotes and estimates are valid for a specified period, typically 14 days from the date of issue. After this period, the estimate may be subject to adjustments due to changes in material costs, labor rates, or other factors. We recommend that clients review and approve estimates within this timeframe to lock in the quoted rates.  

3.4. Revisions to Estimates 

In some cases, revisions to the original estimate may be necessary. This can occur due to: 

• Scope Changes: If the client requests additional work or changes to the project scope, a revised estimate will be provided to reflect these modifications. 

• Unforeseen Conditions: During the course of the project, if unforeseen issues are discovered (e.g., hidden damage, unexpected code compliance requirements), we will notify you immediately and provide a revised estimate. 

• Material Availability: If specific materials or equipment become unavailable or increase in price after the estimate is issued, we will update the estimate accordingly.  

3.5. Client Approval 

Before any work begins, the client must review and approve the estimate in writing. This approval indicates that you understand and agree to the scope of work, costs, and terms outlined in the estimate. Any changes requested after approval may result in additional charges and an updated timeline.  

3.6. Binding Nature of Estimates 

While we strive to provide accurate and comprehensive estimates, actual costs may vary based on the final scope of work and any unforeseen issues that arise during the project. However, we commit to communicating any potential changes in costs as soon as they are identified, and no additional work will be undertaken without prior client approval.  

3.7. Price Matching and Competitive Offers 

The Company may offer price matching under certain conditions if you receive a lower quote from a competitor. However, the competitor’s quote must be for the same scope of work, using similar quality materials and equipment. We reserve the right to verify the competitor’s quote before offering any price adjustments.  

3.8. No Obligation 

Receiving a quote or estimate from the Company does not obligate the client to proceed with the project. You are free to seek other opinions or quotes, and we are happy to answer any questions or provide further information to help you make an informed decision.  

4. Payment Terms  

Payment is due as specified in the invoice or contract. A deposit may be required before work begins, with the balance due upon completion. Payment can be made by cash, credit card, or check. Late payments may incur additional fees or interest charges.  

4.1. Deposit Requirement 

A non-refundable deposit of 20% of the total estimated cost is required upon signing the service agreement. This deposit secures your booking and will be applied toward the final invoice. 

4.2. Payment Methods 

We accept the following payment methods: - Credit/Debit Cards (Visa, MasterCard, American Express) - Checks - Cash -Apple Pay  

4.3. Credit Card Processing Fees 

Payments made by credit or debit card will incur a processing fee. This fee covers the cost of processing credit card payments and will be added to the total amount due on the invoice. Clients will be informed of the processing fee in advance, and the fee will be clearly stated on the invoice.  

4.4. Payment Schedule 

Unless otherwise agreed in writing, the balance of the payment is due upon completion of the services. The completion date is defined as the date when the final inspection and client approval have been obtained.  For larger projects, payment may be divided into installments as follows: - 20% upon initial project commencement - 30% upon reaching a specified project milestone - Any outstanding balance upon project completion  

4.5. Invoicing 

Invoices will be issued upon arrival of the technician, the completion of each phase of the project, or upon full completion of services. Invoices are due the same day as the issue date. Failure to pay within this period will result in a late fee.  Warranty clients must pay invoices upon technician arrival.

4.6. Late Payments 

Payments not received within 1 day of the invoice date will incur a late fee of $20. Continued non-payment may result in suspension of services, collection services, and/or legal action to recover the outstanding balance.  

4.7. Disputed Charges 

If you dispute any charge on your invoice, you must notify us in writing within 1 day of the invoice date, specifying the nature of the dispute. We will work with you to resolve the issue as quickly as possible. Disputed amounts may be withheld while the dispute is being resolved, but all other amounts are still due by the original due date.  

4.8. Warranty Service Payments 

If the services provided are covered under a third-party warranty, we will work directly with the warranty company for payment. However, if the warranty company does not pay our full rates or declines payment altogether, the client will be responsible for any outstanding balance. The client agrees to pay any difference between the amount covered by the warranty and the total cost of the services provided.  

4.8.1 Customer Portion Payments 

For services covered under a homeowner's warranty, the member's payment portion must be made in full at the time of the technician's arrival on the scheduled installation, repair, and/or diagnostic date. Failure to provide payment at this time may result in rescheduling or delay of service.  

4.9. Refunds and Adjustments 

Refunds are generally not provided except in the case of overpayment or if the service cannot be completed due to factors beyond our control. Any agreed-upon adjustments or credits will be applied to the final invoice or refunded if applicable.  

4.10. Termination for Non-Payment 

The Company reserves the right to terminate any ongoing service agreements or projects if payment is not made in accordance with these terms. In such cases, the client will be liable for any work completed up to the termination date and any additional costs incurred due to early termination.  

4.11. Collection Costs 

In the event that payment is not received and legal or collection actions are necessary, the client will be responsible for all reasonable fees associated with the collection process, including attorney fees, court costs, and collection agency fees.  (See section 6)

5. Cancellations and Rescheduling  

Clients may cancel or reschedule services with at least 24 hours' notice. Cancellations made with less than 24 hours' notice may be subject to a cancellation fee.  

5.1. Client-Initiated Cancellations  

5.1.1. General Cancellations 

Clients may cancel scheduled services by providing written notice to the Company. The notice period required for a cancellation without penalty is 24 hours before the scheduled service date. Cancellations made within this notice period will not incur any cancellation fees.  

5.1.2. Short-Notice Cancellations 

If a client cancels a scheduled service with less than 24 hour notice, a cancellation fee of 50% of the total service cost may be charged to cover the loss of booked time and any preparatory work completed. This fee will be deducted from any deposit paid, and the remaining balance will be refunded, if applicable.  

5.1.3. Cancellations After Work Has Begun 

If a client cancels services after work has already commenced, the client will be responsible for paying for the portion of work completed up to the time of cancellation, including any materials or equipment already procured. In such cases, the Company will provide a detailed breakdown of the costs incurred.  

5.1.4. Recurring Maintenance Plans 

Clients enrolled in recurring maintenance plans must provide 2 days' notice to cancel their plan without penalty. Early termination of a maintenance plan may result in a cancellation fee equivalent to 50% of the remaining contract value.  

5.2. Company-Initiated Cancellations  

5.2.1. Unforeseen Circumstances 

The Company reserves the right to cancel or reschedule services due to unforeseen circumstances, such as extreme weather conditions, safety concerns, or equipment failures. In such cases, we will notify the client as soon as possible and reschedule the service at a mutually convenient time without any additional charges to the client.  

5.2.2. Client Non-Compliance 

If a client fails to meet pre-service requirements, such as providing access to the property, ensuring a safe work environment, or fulfilling payment obligations, the Company reserves the right to cancel the scheduled service. The client will be notified of the cancellation and any steps required to reschedule. A cancellation fee may apply if the service is not rescheduled within a reasonable timeframe.  

5.3. Rescheduling Services  

5.3.1. Client-Initiated Rescheduling 

Clients may request to reschedule a service by providing at least 24-hour notice. We will do our best to accommodate rescheduling requests based on our availability. If the request is made within the required notice period, no rescheduling fee will be charged.  

5.3.2. Short-Notice Rescheduling 

If a client requests to reschedule a service with less than 24-hour notice, a rescheduling fee of 20% of the total service cost may be applied. This fee is intended to cover the costs of reallocating resources and adjusting the schedule.  

5.3.3. Repeated Rescheduling 

Repeated requests to reschedule a service (more than 2times) may result in additional fees or the requirement to pay in advance for the rescheduled service. This policy is in place to ensure efficient scheduling and resource allocation.  

5.4. Refund Policy for Cancellations  

5.4.1. Deposit Refunds 

For client-initiated cancellations, deposits are generally non-refundable, except under circumstances where the Company is unable to provide the agreed-upon services due to its own fault or failure. In such cases, the full deposit will be refunded to the client.  

5.4.2. Partial Refunds 

If a service is canceled after partial completion, a pro-rated refund may be provided for any portion of the service not completed. The refund amount will be calculated based on the work completed and any materials or equipment used up to the point of cancellation.  

5.4.3. Non-Refundable Items 

Certain items, such as custom-ordered materials, specialized equipment, or non-inventory items purchased specifically for the client’s project, may be non-refundable if the service is canceled. These items will be clearly identified in the service agreement or estimate.  

5.5. Notification and Documentation  

All cancellations and rescheduling requests must be made in writing, either via email or through the Company's official communication channels. Upon receipt of a cancellation or rescheduling request, the Company will confirm the request in writing and provide details of any applicable fees or next steps.  

5.6. Force Majeure  

Neither the client nor the Company shall be liable for any delays or cancellations due to events beyond their reasonable control, including but not limited to natural disasters, acts of war, pandemics, or government regulations. In such cases, both parties will work together to reschedule the service at the earliest possible opportunity without any penalties or fees.  

6. Collection Agency  

6.1 Referral to Collection Agency 

If a payment remains outstanding for 30 days or more from the due date, the Company reserves the right to refer the account to a third-party collection agency. The client will be notified in writing before such action is taken. 

6.2 Additional Fees 

Once the account is referred to a collection agency, the client is responsible for any additional fees or costs imposed by the agency for their services, in addition to the original outstanding balance and any accrued late fees.  

6.3 Credit Reporting 

Accounts referred to a collection agency may be reported to credit bureaus, which could affect the client’s credit score.  

6.4 Payment to Collection Agency 

After referral, all payments must be made directly to the collection agency. The Company will no longer process payments on the account.  

6.5 Dispute Resolution 

If the client disputes the outstanding balance, they must contact the collection agency directly to resolve the matter.  

7. Liability  

The Company is not liable for any indirect, incidental, or consequential damages arising from the use of our services. Our total liability is limited to the amount paid for the services provided.  

7.1 Warranties, and Guarantees 

The Company’s liability under any warranty is limited to the repair or replacement of defective parts or workmanship. The Company is not liable for any indirect, incidental, or consequential damages arising from the use of or inability to use the products or services provided.  

8. Client Responsibilities  

Clients are responsible for providing safe access to the property and ensuring that the work area is free of hazards. The Company is not responsible for delays or additional costs resulting from the client's failure to meet these responsibilities.  

9. Termination  

The Company reserves the right to terminate services if the client breaches these Terms or engages in conduct that interferes with our ability to provide services.  

10. Governing Law  

These Terms are governed by and construed in accordance with the laws of Illinois. Any disputes arising from these Terms will be resolved in the courts of Cook County.  

11. Changes to Terms  

The Company reserves the right to update or modify these Terms at any time. Clients will be notified of any significant changes.  

12. Contact Information  

For any questions or concerns regarding these Terms, please contact us at ampmhvacmechanicsllc@gmail.com.