AC Condenser & Air Handler Replacement

This proposal covers replacement of the existing split-system air conditioner at {{client_address}} with a new {{system_tonnage}} {{seer_rating}} {{equipment_brand}} system using {{refrigerant_type}} refrigerant.

Removal & recovery

• EPA-certified refrigerant recovery from existing system (logged per EPA §608)

• Disconnect and remove existing condenser, evaporator coil, and refrigerant lines if non-reusable

• Haul-off and recycle old equipment

Install

• Set new condenser on new composite or rubber isolation pad, level

• Install new matched evaporator coil (or air handler) per manufacturer spec

• Flush or replace refrigerant line set if incompatible with new refrigerant type

• Install new filter drier and factory-supplied line set fittings

• New thermostat wire (if needed) and disconnect whip at condenser

• Condensate drain with float switch and proper slope

• Electrical disconnect, whip, and breaker at panel (upsize if required; panel work itemized below)

Commissioning

• Pressure test and evacuate to 500 microns per manufacturer spec

• Charge per manufacturer weigh-in; verify subcooling/superheat per nameplate

• Start up, verify static pressure, supply/return temperature split, and thermostat operation

• Submit manufacturer registration for extended parts warranty

**Included thermostat:** programmable or smart thermostat per {{client_name}}'s selection; premium thermostats (Ecobee SmartSensor, Nest Learning) priced as upgrade line item.

Estimated duration: 1 working day for most swaps; 2 days if line set replacement or electrical panel work is required.

• **Morning:** Recovery, removal, electrical disconnect

• **Midday:** Set new condenser and coil, connect line set

• **Afternoon:** Pressure test, evacuate, charge, commission

Start date: {{start_date}}. Home may be without cooling for part of the day during equipment swap; fans and windows recommended in summer.

Total contract price: {{total}}

Fixed-price payment schedule:

• **Deposit: {{deposit}}** — at signing (reserves start date, covers equipment order)

• **Balance: remainder** — due same-day upon commissioning and walk-through

**Financing available** through {{contractor_name}}'s third-party finance partner (separate application).

Balance due same-day upon commissioning. Credit card payments accepted (3% surcharge applies). Financing available through pre-approved third-party lender.

Invoices are due upon receipt. Payments more than ten (10) calendar days past due accrue a service charge of one and one-half percent (1.5%) per month on the unpaid balance, or the maximum rate permitted by law, whichever is less. {{contractor_name}} reserves the right to stop work and preserve lien rights if any progress payment is not received within five (5) business days of the due date. All retained mechanic's lien, stop notice, and bond rights under applicable state law are preserved.

The following items are specifically NOT included in the contract price and are the responsibility of {{client_name}} unless added by written Change Order:

• Permits, plan-review fees, and jurisdictional inspection fees unless explicitly itemized above

• Repair or remediation of pre-existing code violations discovered during the work

• Asbestos, lead paint, mold, or other hazardous material abatement

• Structural engineering, architectural drawings, or third-party design services

• Finish selections, fixtures, or appliances not listed in the itemized scope

• Work on concealed systems (electrical, plumbing, HVAC, framing) beyond the points of connection identified

• Landscaping restoration beyond returning disturbed areas to rough grade

• Post-completion cleaning beyond construction broom-clean

• Duct repair, replacement, or modification (priced separately; see duct-replacement template)

• Electrical service upgrade or sub-panel work

• Gas-line work (for heat pump + gas furnace dual-fuel conversions, priced separately)

• Rebate paperwork processing beyond one utility rebate (additional paperwork billable hourly)

• Zoning dampers, bypass dampers, or variable-speed airflow upgrades

• Relocation of condenser from existing pad to new location

• Indoor air quality add-ons (UV lamp, media filter upgrade, dehumidifier) unless itemized

This proposal is based on the following assumptions. If any assumption is incorrect, the contract price and schedule are subject to adjustment by Change Order:

• Site access is available during normal working hours (7am–5pm, Monday–Saturday)

• Adequate parking is available within 100 feet of the work area

• Electrical power and potable water are available on-site at no cost to contractor

• Existing structural elements, waste lines, water supply, and electrical service are in serviceable condition unless noted

• {{client_name}} will remove personal property, artwork, and valuables from the work area prior to start

• Work is based on a single mobilization; re-mobilization required due to delays outside contractor's control will be billed at current rates

• Existing refrigerant line set is sized for new equipment and free of restrictions or leaks

• Existing electrical disconnect and breaker are sized correctly for new unit; upgrade priced separately if needed

• Existing condensate drain is clear and properly routed

• {{client_name}} understands the replacement is like-for-like tonnage unless a Manual J load calculation was performed

Any modification to the scope, specifications, materials, or schedule set forth in this agreement must be authorized in writing as a Change Order signed by both parties before the work is performed. Each Change Order will describe the modified scope, any adjustment to the contract price, and any impact on the schedule. Verbal instructions do not modify this agreement. Additional time and cost associated with unforeseen conditions — including but not limited to concealed rot, asbestos, mold, faulty prior installation, unmarked utilities, or code-required upgrades triggered by the work — will be documented as a Change Order and billed at the rates stated in this proposal or at {{contractor_name}}'s then-current published labor rates, whichever is in effect at the time the condition is discovered.

{{contractor_name}} warrants the workmanship of the installed work for a period of one (1) year from the date of substantial completion. Manufacturer warranties on materials and equipment pass through to {{client_name}} as provided by the manufacturer and are the exclusive source of any material warranty. This warranty does not cover normal wear, abuse, neglect, acts of God, subsequent work performed by others, damage from settlement or movement of the building, or modifications to the installed work performed without written consent. To make a warranty claim, {{client_name}} must notify {{contractor_name}} in writing within thirty (30) days of discovering the alleged defect and allow reasonable access to inspect and repair.

This proposal is valid for 30 days from the proposal date ({{proposal_date}}). Pricing is subject to change after that date due to material market fluctuations and scheduling availability. Acceptance requires signature below and receipt of the deposit amount stated in Payment Terms. Upon acceptance, this proposal, together with any attached specifications and subsequent written Change Orders, constitutes the complete agreement between the parties and supersedes any prior oral or written discussions.

**{{contractor_name}}** — License {{contractor_license}}

By: ________________________ Date: ______________

Print Name: ________________________

**{{client_name}}** — Owner / Authorized Representative

By: ________________________ Date: ______________

Print Name: ________________________

Property Address: {{client_address}}