Expert advice for facility managers in need of HVAC assistance.
Creating a comfortable environment for customers is a basic, yet essential, goal of every business. Walking into a building, consumers expect to enjoy a comfortable, controlled environment. However, people take for granted the amount of work involved — and the complexity of the equipment needed — to create a pleasant atmosphere for customers. As a facility manager (FM), understanding the ins and outs of your store’s HVAC (heating, ventilation and air conditioning) system is a must.
Two HVAC experts — Frank Bacchetta, Founder, President and CEO of Total Comfort Group, and Walt Jacobe, York National Accounts Sales Manager with Johnson Controls — shared tips for FMs to consider when evaluating the health of a store’s HVAC system, how to select a good supplier, and what to look for during the installation and maintenance process.
Defining Your Scope
The first thing an FM should consider when managing HVACs is how the system will be used and the scope of the needs. “As a facility manager, defining your exact needs and precise requirements is necessary to determining how you should proceed regarding HVAC systems,” Jacobe explained.
“Different facilities will require different lines of thought when evaluating needs. What exactly are the wants and demands of your customer base? Humidity and temperature control are two potential factors that require different HVAC technologies. The hours your business operates is also a significant variable. For example, 24-hour fitness clubs have different requirements than a standard 9-5 business.”
Identifying a Supplier
After determining your property’s needs, FMs should look closely at their desires. Businesses and retailers come in all shapes and sizes, based on location, number of properties managed, building dimensions and layouts. One FM may have significantly different needs from another, and thus significantly different options to consider when planning HVAC systems.
Not only are specific services provided important, but the supplier’s general operations are also important. Not all suppliers provide the same coverage. “Specialization of services is common in the industry. So, FMs must research HVAC suppliers to identify their range of services,” Bacchetta said. “Are they filling a niche role in the industry, like exclusively dealing with filters, or are they providing broader maintenance? Or, are they a full-service company?”
Identifying the logistics of supplier coverage is essential to the search. “Understanding coverage areas, or service radius, is also necessary,” he added. “While some HVAC companies service small geographic areas, others may provide services across many states or regions. Our company currently does business in 17 states, which could be an enticing benefit for FMs who have storefront responsibilities across several states.”
Transparency and Trust
Once a supplier is selected, FMs need to stay engaged regarding both maintenance and installations. Verification of services rendered should be the primary concern for any service. “For an HVAC supplier, providing photo documentation of conditions prior to service, along with after the services have been rendered, is necessary to ensure transparency,” Bacchetta said. “The client needs to be aware of and be assured they are receiving exactly what they’re paying for, while validating the work the HVAC company has performed.”
He also stressed the importance of permits. “Permits must be secured for any installation, whether electrical, fire, plumbing or mechanical, to ensure all maintenance or equipment installment is being performed according to industry standards. Third-party inspections certify all work done meets permit standards. This assures the FM of the quality of services received,” he added. “Getting that stamp of approval is necessary, so FMs aren’t spending more later in the process for other services that should have been completed from the start,” Bacchetta continued. “It’s not a trust issue, but rather due diligence performed by all parties. This ensures everyone involved in the work is well-informed and fully transparent.”
When in doubt, always ask for opinions of other industry experts. “Don’t be afraid to ask for other HVAC contractors’ opinions. Be wary of whom they represent, but typically they are a good judge of character and will steer FMs in the right direction,” Jacobe said. “Soliciting other industry viewpoints not only ensures reliability and quality, but provides evidence that an HVAC supplier has a good reputation and is easy to do business with.” 
Five Searching Tips
Several factors may influence what type of HVAC supplier is best for your business. Walt Jacobe, York National Accounts Sales Manager with Johnson Controls, offered these five tips to help you with your search:
- Equipment—“Depending on variables like space constraints or hours of operation of your business, you may decide for or against a certain HVAC model.”
- Utilities—“Do you have gas? Electric? What are the utility rates relating to the hours of operation of your storefront?”
- Savings/Rebates—“Select equipment based on efficiency. You may spend more for efficient equipment, but your return on investment will be greater in the future.”
- Risk factors for equipment location—“Depending on where your system is located, there may be additional risks involved. Having your HVAC on the roof, as opposed to indoors, requires planning and adds safety concerns when performing maintenance, as well as potential exposure to the elements.”
- Parts/Availability—“Are parts available locally, allowing for quick repairs, or will they have to be shipped?”
