PORTMAN COOLING
Important Terms, Assumptions & Conditions
1. Standard Inclusions
Unless otherwise stated, our air conditioning quotations include the following as standard:
Exclusions (Unless Specified or Selected)
The following items are not included as standard:
2. General
All prices shown are estimates only and are subject to a site survey. Final pricing may change following inspection of the property, access, electrical supply, structural requirements, installation conditions, and compliance with current regulations.
3. Standard Installation Assumptions
Prices are based on a standard installation, defined as:
Any deviation from a standard installation may result in additional costs following a site survey.
4. Works Not Included as Standard
(Chargeable if Required or Selected)
Unless specified or selected, the following works are not included as standard and will be quoted separately if required:
5. Access, Parking & Travel Costs
(Chargeable if Applicable)
Our quotations generally allow for standard travel costs, including parking, congestion and ULEZ charges where reasonably anticipated at the time of quotation.
However, Portman UK reserves the right to apply additional charges where unforeseen or excessive costs arise, including but not limited to:
All such costs will be identified and confirmed following the site survey.
6. Making Good & Decorative Works
(Optional / Chargeable)
The following are not included as standard but can be provided as additional works if required:
Pipe penetrations will be sealed for weatherproofing and safety purposes only unless additional making-good works are agreed.
7. Access & Working Conditions
Unless specified or selected, the following are not included:
If specialist access is required, this will be assessed and quoted separately following the site survey.
8. Electrical Works
Included
A standard local electrical isolator and basic final electrical connection only where a suitable existing electrical supply is already available within reasonable proximity of the installation location.
Chargeable if Required
Any additional electrical works or upgrades identified following the site survey will be quoted separately.
9. Refrigerant & F-Gas Compliance
All refrigerant handling works shall be carried out in accordance with current F-Gas regulations. Any refrigerant recovery, leak testing, or additional refrigerant requirements outside the agreed quotation may incur additional costs.
Where existing systems are found to contain contaminated refrigerant or unidentified refrigerants, additional works and charges may apply.
10. Condensate Drainage
Unless specified or selected, the following are not included as standard:
- Condensate pumps
- Major drainage alterations
- Core drilling for condensate routes
- External drainage modifications
Where gravity condensate drainage is not achievable, additional equipment or alterations may be required and will be quoted separately.
11. Existing Systems & Pipework
Unless specified or selected, quotations do not include:
- Alterations to existing refrigerant pipework
- Replacement of existing controls
- Repairs to existing systems
- Upgrades to existing ductwork or ventilation systems
Existing systems may not comply with current regulations or manufacturer requirements and additional remedial works may be required.
12. Noise, Vibration & External Locations
Whilst every effort will be made to minimise operational noise and vibration, final sound levels may vary depending on installation location, building construction, surrounding environment, and manufacturer tolerances. External condenser locations are subject to site suitability, planning considerations, and manufacturer clearances.
13. Warranty & Servicing
We provide a 12-month labour warranty on workmanship carried out by us unless otherwise stated. Manufacturer warranties apply to systems and components supplied and installed and vary depending on the manufacturer and product, subject to their terms and conditions. Manufacturer warranties may require routine servicing and maintenance in accordance with manufacturer requirements.
Warranty Exclusions
This does not cover faults arising from:
14. Variations & Additional Works
Any works requested outside the agreed scope, or identified as necessary during the installation or following a site survey, will be treated as a variation.
All variations will be discussed and agreed upon before work proceeds and may incur additional costs.
15. Delays Outside Our Control
We shall not be held liable for delays caused by factors beyond our reasonable control, including but not limited to:
Installation dates may be adjusted accordingly.
16. Client Responsibilities
We will take reasonable steps to protect the immediate work area during installation. The client is responsible for ensuring personal belongings within or near the work area are removed or adequately protected prior to commencement. The client is also responsible for ensuring suitable access and permissions are available for installation works.
17. Payment Terms
Acceptance of Quotation
Acceptance of this quotation confirms acceptance of Portman UK’s Terms & Conditions, together with the assumptions, exclusions, and payment terms detailed herein.
Deposit
Portman UK reserves the right to request a deposit of up to 50% of the quotation value prior to commencement of works.
Where a deposit is required, the amount will be clearly stated within the quotation. No materials will be ordered, and no installation dates will be secured until the required deposit has been received and cleared.
Final Payment
The remaining balance is due immediately upon completion of the works, unless otherwise agreed in writing prior to commencement.
Late Payment
Portman UK reserves the right to charge interest and reasonable debt recovery costs on overdue accounts in accordance with applicable legislation. Any costs incurred in recovering outstanding debts shall be payable by the client.
Ownership of Materials
All materials, equipment, and goods supplied by Portman UK shall remain the property of Portman UK until payment has been received in full.
Suspension of Works
Portman UK reserves the right to suspend works, withhold labour, delay attendance, and withhold commissioning, certification, warranties, manuals, and handover documentation where payments become overdue.
Variations
Any additional works requested by the client that fall outside the agreed scope shall be subject to a separate charge and may require written approval before commencement.
Access & Delays
The client shall provide suitable access, services, and permissions required to complete the works.
Delays caused by restricted access, third parties, building management, landlords, leaseholders, freeholders, managing agents, or other factors beyond Portman UK’s control may result in additional charges.
Quotations
This quotation is based upon the assumptions detailed within the quotation.
Any unforeseen conditions discovered during the works may require additional costs, which will be discussed and agreed before proceeding.
Validity
This quotation is valid for 30 days from the date of issue unless otherwise stated.
Terms & Conditions
This quotation is subject to Portman UK’s full Terms & Conditions, available at PortmanUK.com.
18. Cancellation or Postponement
Cancellations or postponements with less than 24 hours’ notice may be subject to reasonable charges to cover labour, materials, allocated time, or specialist equipment bookings.
19. Right to Amend or Decline Works
We reserve the right to amend pricing or decline work if an installation is deemed unsafe, non-compliant, structurally unsuitable, or not economically viable following a site survey.
