Heat Pump Services LLC

1. Site Access & Safety

• Worksite Accessibility: It is the homeowner’s responsibility to provide safe and clear access to the worksite. This includes ensuring driveways and walkways are plowed, sanded, and clear of obstructions. HPS reserves the right to refuse or reschedule service at any time if site access is deemed unsafe for our technicians or vehicles.

• Work Area Clearance: Homeowners must clear the area around indoor and outdoor units prior to our arrival. If an excess amount of material must be moved by HPS to perform the work, a Time & Materials (T/M) charge will be applied at our standard hourly rate.

• Property Security: Upon delivery of materials or parts to the property, the Client assumes full responsibility for their security. HPS is not liable for theft or loss of materials once delivered, except in cases of proven direct negligence by our staff.

 

2. Payment Terms & Collections

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• Deposits: A 50% deposit is required for all new installations before work commences.

• Final Payment: All balances are due in full within 15 days of project completion.

• Late Fees: Past-due invoices (those unpaid after 15 days) will accrue interest at a rate of 1% per month (12% per year). The Client agrees to pay all reasonable attorney fees and costs of collection incurred by HPS to recover unpaid balances.

• Right to Terminate: HPS reserves the right to terminate a signed estimate or ongoing project at any time if the environment is deemed unsafe or unfit for completion.

 

3. Scope of Work & Liability

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• Permits & HOAs: The Client is solely responsible for obtaining and paying for all necessary permits, zoning approvals, or HOA/landlord consents unless specifically listed in the HPS quote. HPS is not liable for delays or damages resulting from the Client’s failure to secure these documents.

• Electrical Requirements: Electrical work is included in the installation only when explicitly specified in the written estimate.

• Structural Improvements: HPS is not responsible for structural repairs or improvements to the property (e.g., roofing, carpentry) necessary to complete the HVAC installation. Any such work discovered during the project must be completed by the Client at their own expense.

• Liability Limitation: HPS shall not be liable for any damages, losses, or expenses arising from the use of the system, except those resulting directly from HPS’s gross negligence or willful misconduct.

 

4. Warranty & Post-Installation Support

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• Labor Warranty: All HPS installations include a one-year limited labor warranty commencing on the date of installation completion. This contract does not hold HPS liable for any future service work or labor costs once this 12-month period has expired.

• Strict One-Year Limit: The labor and workmanship provided by HPS are covered for a period of exactly one (1) year starting from the date of installation completion.

• No Exceptions: Upon the expiration of this 12-month period, HPS shall not be liable for any labor costs, travel fees, or diagnostic charges under any circumstances. This applies regardless of the cause of the system failure, the type of part required, or whether the failed component is still covered under a manufacturer’s parts warranty.

• Manufacturer Parts vs. HPS Labor: While a manufacturer may provide a replacement part at no cost (e.g., a 10-year parts warranty), the labor required to diagnose, remove, and install that part is a billable expense to the Client once the initial one-year HPS labor warranty has expired.

• Consumables and Supporting Materials: All materials not specifically provided by the manufacturer as a warranty replacement—including but not limited to refrigerant (gas), linesets, wiring, and mounting hardware—are the financial responsibility of the Client and are not covered under any labor warranty past one year.

• Responsibility to Register: Equipment warranties are provided by the manufacturer, not HPS. It is the sole responsibility of the Client to register their units to secure extended parts coverage during the allowed time (e.g. 60 days). Failure to register the unit does not extend the HPS labor warranty and could result in a lower warranty term by the manufacturer.

• Warranty Exclusions: All warranties are void in the event of improper use, unauthorized modifications by third parties, neglect, lack of maintenance, or "Acts of God" (storms, floods, etc.).

• Emergency Service: HPS does not offer 24-hour on-call emergency service. All service calls are handled in the order they are received during standard business hours. HPS reserves the right to deny future work at any time past the 1 year labor mark.

• Primary Heat Disclaimer: Heat pump systems that HPS installs are not designed to be a standalone primary heat source in Vermont. It is the responsibility of the customer to provide and maintain a functional primary heat source other than the heat pump system.