Commercial HVAC Service Contracts.
Scheduled maintenance programs with documented reporting, client-portal access, and a structured approach to keeping your commercial HVAC systems running.
At a glance
Service contracts at a glance
Scheduled visits
Maintenance intervals set by equipment type, manufacturer guidance, and season.
Documented reports
Each visit produces an inspection and service report with findings and recommendations.
Client portal access
Service history, work orders, and upcoming visits in one place.
Emergency intake priority
Contract holders' emergency calls are handled under the agreement's response target. Response times are targets, not guarantees.
What's Included
Icebox service contracts are structured around scheduled preventive maintenance, documented inspection reporting, and ongoing equipment oversight. Each contract is tailored to the building's equipment inventory and operational requirements.
- Scheduled preventive maintenance visits per contract terms
- Documented inspection and service reports for each visit
- Filter, belt, and consumable replacement per maintenance schedule
- Coil cleaning, refrigerant checks, and control calibration
- Safety device testing and documentation
- Access to the Icebox client portal for service history and work-order tracking
How a program is built
A maintenance program is a calendar, an inventory, and a record
The contract starts with an equipment inventory: every unit, its model, age, and condition. From that inventory comes a maintenance calendar, with spring and fall visits for most equipment and shorter intervals for kitchens, server rooms, and other heavy-duty spaces.
Each visit produces a report in the client portal. Over a year, that record becomes the basis for capital planning: which units are aging out, which are consuming parts, and which are running as designed. Contract scope is adjusted by mutual agreement as the building changes.
- Equipment inventory and condition baseline
- Seasonal changeover and readiness visits
- Filter, belt, coil, and refrigerant service
- Safety device testing and control calibration
- Report and recommendation after every visit
Client Portal
Contract holders receive access to the Icebox client portal at app.iceboxhvacr.com. The portal provides visibility into service history, equipment records, completed work orders, and upcoming scheduled maintenance. All service documentation flows through the portal so building owners and managers have a centralized record of their HVAC maintenance program.
Portal features and availability may change over time.
Scheduling
Maintenance visits are scheduled based on contract terms, manufacturer recommendations, and seasonal requirements. Icebox coordinates scheduling with building management to align visits with operational needs and minimize disruption to tenants and building operations.
Emergency Response for Contract Holders
Contract holders can reach Icebox through our 24/7 emergency intake line for urgent HVAC situations. Icebox targets a 3-hour response for emergency calls from contract holders.
Response times are not guaranteed and depend on technician availability, travel distance, and current call volume. The 3-hour target is a procedural benchmark, not a contractual guarantee.
What a contract typically covers
- Rooftop units
- Split and VRF systems
- Air handlers and fan coils
- Make-up air and exhaust
- Cooling towers
- Pumps and hydronic loops
- Boiler service (existing units)
- Controls and thermostats
- Filters, belts, and consumables
Specific inclusions are defined in each agreement.
Where we do this work
Contracts across Long Island and the five boroughs
Maintenance routes are planned by area so contract visits across Nassau, Suffolk, and New York City fall on predictable days. Travel availability is subject to project scope, schedule, and site requirements.
Scope of Work
What We Handle
- •Scheduled preventive maintenance for commercial HVAC
- •Documented inspection and service reporting
- •Client-portal access for service history and work-order tracking
- •Emergency intake access with 3-hour response target
- •Contract adjustments by mutual agreement
Outside Our Scope
- •Residential HVAC service contracts
- •Guaranteed response times — all response times are targets
- •Fire-suppression systems
- •Boiler installation (new units)
Frequently Asked Questions
Ready to set up a service contract?
Contact Icebox Mechanical Corp to discuss a maintenance program for your commercial HVAC equipment.