Any building owner that has the long-term value of the property in mind should take special note of the following best practices to maintain and manage your HVAC system.  The costs of dealing with HVAC problems can be quite significant, and implementing good practices will significantly mitigate the risk of something going wrong in a big way.  It will also transfer the decision-making around maintenance costs to the owner and his support team (which is often a property management company), thus making it a planned expense rather than a reactionary, fix-it-at-all-costs scenario.

Manage your HVAC system proactively and limit your risk for expensive repairs

Prevent disasters – manage your HVAC system proactively

Being vigilant in maintaining the equipment may prevent disasters from occurring, but may also stretch the owner’s budget and allow items to be dealt with ahead of time, and at the right time.  Having a professional property manager who knows the building and the equipment in your corner could significantly curtail your need for emergency expenses, if the procedures are handled correctly.
So read on and adapt your management style to incorporate these best practices.  It could save you tons of money, aggravation and stress in the future.

Steps to manage your HVAC system

1.    Audit your equipment

• Prepare an inventory of all HVAC Equipment with the Type, model, serial number and approximate age, life cycle etc.
• Note any major possible replacement needs or repair requirements
• Acquire a budget price for these fixes

By doing this you will have a clear understanding as to the state of the equipment and how it is changing over time.  You will also be in a position to budget for maintenance or replacement costs proactively.

2.    Preventive Maintenance

There are two types:

• Inspection Maintenance: This is the most common type of contract. It includes inspection of equipment along with a filter and belt replacement. Minor adjustments and cleaning are usually included. A written report is presented to the owner following the inspection, with any recommendations. These contracts are usually quarterly inspections.
• Comprehensive Maintenance: These contracts are most common in the condominium market, where the owners want to know what their monthly operating costs will be for a five-year term. These contracts include the inspections as in the preventative maintenance contract as well as emergency and planned repairs on a specific list of equipment. This equipment is usually the larger pieces of equipment such as chillers, air handling units and boilers. The costs associated with repairs to this defined list of equipment is covered under the terms of the contract. It acts as a type of insurance. These contracts are usually monthly inspections.

3.    Reporting and Communication with your service provider

Building a strong and loyal relationship with your service provider is essential in the care and up keep of your equipment.  Your arrangement with the contractor should include provision for:

• Regular reports on quarterly maintenance
• 24 hour service
• One contact to be responsible for your equipment

4.    Account  Process – simple, consistent and clear
Pay the contractor on time and treat them well – you never know when you will need them to be responsive to your needs.

5.    Annual update and review of Building Audit
Update your records every year so that you can budget for expenses.  Ignoring this has the potential for unexpected expenses and they tend to come at the most inopportune times.

Acknowledgement:  thank you to Ron Abernathy of Kelson Services for his input for this article.