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911Air-Care Terms and Conditions | Your Trusted Comfort Partner in Northern Virginia

Welcome to 911Air-Care, your trusted partner for HVAC services in Northern Virginia. We specialize in delivering top-quality heating, ventilation, and air conditioning solutions for residential, commercial, and industrial clients. Below are our Terms and Conditions for estimates and invoices, designed to ensure transparency and compliance with Virginia laws, including the Virginia Prompt Payment Act.

Why Choose 911Air-Care for HVAC Services?

At 911Air-Care, we are committed to providing exceptional HVAC services, including installation, maintenance, and repair, across Northern Virginia. Our terms ensure clarity for our clients while adhering to local regulations. Let’s dive into the details of our policies for estimates, invoices, warranties, and more.

1. HVAC Services and Payment Terms

Scope of Services

We offer comprehensive HVAC services, including:

  • Sales and installation of HVAC systems
  • Routine maintenance and emergency repairs
  • Solutions for residential, commercial, and industrial applications

Pricing Structure

Our pricing is transparent and based on either a flat-rate or hourly fee, as outlined in your estimate. Payments are due upon completion of services unless a written agreement specifies otherwise.

Late Payment Penalties in Virginia

Per the Virginia Prompt Payment Act (Virginia Code 2.2-4354), late payments on invoices will incur a 1% per month penalty (12% annually) on unpaid balances, starting from the 8th day after the due date. For example:

  • A $1,000 invoice unpaid 7 days past due incurs a $10 monthly penalty, prorated at $0.33/day.
  • Total penalty after 7 days: $2.31, making the new balance $1,002.31.

Disputed Invoices

If you dispute an invoice due to defective work or other issues, you must notify 911Air-Care in writing within 7 days of receiving the invoice. Interest will not accrue until the dispute is resolved.

2. HVAC Estimate Approval Process

Estimate Authorization

By signing or accepting an estimate, you authorize 911Air-Care to begin work and grant us permission to perform all necessary HVAC services. You also agree to the terms outlined in the estimate and any associated contract.

Project Timeline

The start and end dates of your HVAC project will be mutually agreed upon, unless specified otherwise in the proposal or contract.

Commencement of Work

We may start work as soon as possible, pending the completion of required approvals, permits, or preconditions. This authorization allows 911Air-Care access to your property to perform the agreed-upon services.

Estimate Validity

Estimates are valid for 30 days from the issuance date. Prices may be adjusted due to unforeseen project needs (e.g., material cost changes or scope adjustments), with prior notification.

Scheduling and Cancellations

To ensure smooth scheduling, please notify us at least 24 hours in advance of any changes or cancellations. Late cancellations (within 24 hours) will incur a $50 fee.

3. Invoice Payment and Acknowledgment

Service Acknowledgment

By submitting payment for an invoice, you confirm that the listed HVAC services have been completed or are in progress as per the agreed scope. You also acknowledge:

  • The invoice reflects partial or full payment for work performed per the initial estimate or agreed scope.
  • Additional work beyond the initial estimate may require a change order and extra charges, which will be communicated and approved in writing.
  • All balances must be paid per the agreed terms to avoid delays in project completion. Late payments will incur penalties under the Virginia Prompt Payment Act (1% per month on unpaid balances).
  • Payment confirms satisfaction with the work performed to date, unless you notify us in writing within 7 days of invoice receipt.

Retainage (If Applicable)

For projects subject to retainage under Virginia Code 2.2-4331, you may withhold up to 5% of the invoice amount until final completion, if specified in the contract. Retainage must be paid within 30 days of project completion, or interest will accrue at 1% per month.

4. HVAC Warranty Coverage

Warranty Details

  • New Installations: 911Air-Care offers a one-year warranty on new HVAC installations, covering labor costs for repairs due to workmanship defects.
  • Replacement Parts: A six-month warranty applies to replacement parts, also covering labor.
  • Manufacturer’s Warranty: Warranties on consumable parts (e.g., pumps, furnaces, belts) are managed by the manufacturer, and you are responsible for activating them.
  • Non-Warranted Services: Inspections and troubleshooting of non-warranted devices will be charged at our standard hourly rate.
  • Exclusions: Unauthorized modifications, misuse, or failure to maintain the system as recommended may void the warranty.

5. Insurance and Liability

Insurance Coverage

911Air-Care is fully insured for general liability and workers’ compensation. However, we are not responsible for damage to your property caused by unforeseen issues (e.g., hidden structural problems). We recommend maintaining personal property insurance to protect your belongings.

Limitation of Liability

911Air-Care is not liable for indirect, incidental, or consequential damages (e.g., loss of use or business interruption) unless caused by gross negligence or willful misconduct.

6. Access and Permits for HVAC Projects

Site Access

You must provide unobstructed access to the job site during agreed-upon hours. 911Air-Care is not responsible for removing or protecting personal belongings.

Permits

Per Virginia Code 54.1-1100 et seq., the cost of obtaining required permits is your responsibility. We will assist in identifying necessary permits but are not liable for delays due to permit issues.

Compliance with Virginia Codes

All work complies with the Virginia Uniform Statewide Building Code (VUSBC) and local regulations.

7. Cancellation Policy

Notice Requirement

A minimum of 24 hours’ notice is required to cancel a contract or scheduled service. Cancellations must be requested and confirmed via email.

Refunds

Refunds for cancellations will be based on orders placed and work completed. A $50 cancellation fee may apply for late cancellations.

Termination by Contractor

911Air-Care may terminate the contract if you fail to comply with payment terms or if site conditions pose a safety hazard, with written notice provided.

8. Privacy Policy

Data Protection

We value your privacy. Personal information collected will be used solely for service purposes and will not be shared with third parties without your consent, except as required by law.

Communication Consent

By agreeing to these terms, you consent to receive project-related communications via email, phone, or text.

9. Dispute Resolution

Mediation

In case of a dispute, both parties agree to attempt resolution through mediation before pursuing legal action, as encouraged by Virginia law.

Governing Law

This agreement is governed by the laws of the Commonwealth of Virginia. Disputes will be resolved in the courts of Fairfax County, Virginia, or the appropriate jurisdiction in Northern Virginia.

10. Force Majeure

911Air-Care is not liable for delays or failure to perform due to unforeseen circumstances beyond our control, such as natural disasters, labor strikes, or supply chain disruptions.

Virginia Regulations and Compliance Notes

  • Prompt Payment Act: Our 1% per month late payment penalty aligns with the Virginia Prompt Payment Act for public projects. For private projects, rates can be higher if specified in the contract, but we maintain 1% for fairness.
  • Contractor Licensing: Virginia requires HVAC contractors to be licensed (Virginia Code 54.1-1100 et seq.). 911Air-Care is a licensed contractor, and you can verify our credentials with the Virginia Department of Professional and Occupational Regulation (DPOR).
  • Consumer Protection: Under the Virginia Consumer Protection Act (Virginia Code 59.1-200), you’re entitled to clear pricing. Our terms ensure transparency in pricing adjustments and additional charges.
  • Dispute Resolution: Virginia encourages alternative dispute resolution (e.g., mediation) before litigation, which we’ve included in our terms.

Thank You for Choosing 911Air-Care

We sincerely thank you for trusting 911Air-Care with your HVAC needs in Northern Virginia. Your support inspires us to deliver outstanding service with integrity and care. We’re honored to serve you and look forward to ensuring your comfort.

For questions about our terms or to schedule HVAC services, contact us today