Heating, ventilation, and air conditioning (HVAC) systems installed in commercial buildings are subject to heavy use, often operating round the clock to maintain comfortable indoor environments. As a result, regular maintenance is required to keep these systems running effectively and efficiently.
Rather than being reactive and waiting for equipment failures to occur, it’s highly advisable to invest in Planned Preventative Maintenance (PPM).
These contracts ensure regular upkeep and testing of HVAC components to proactively identify and address potential issues before they escalate.
If you’re in the process of securing a new PPM contract, there’s several factors to consider before you sign on the dotted line. Taking the time to do so will ensure you get the best value and service for your needs.
Understanding the scope of service offered in a commercial HVAC maintenance contract is crucial for ensuring that all your needs are covered. It also allows you to hold the maintenance provider accountable and ensures transparency in the services provided.
A comprehensive scope should include regular inspections, cleaning of components, lubrication, calibration, and testing.
Check that any contract offered outlines these specifics, keeping an eye out for red flags like vague language or exclusions that may leave critical components of your HVAC system unprotected.
Regular maintenance intervals ensure that any emerging issues are promptly addressed, preventing costly breakdowns and improving the performance and longevity of your HVAC system.
Be sure to double check the frequency of visits the provider is suggesting and why.
A competent contractor will propose a schedule aligned with the manufacturer's recommendations and the specific needs of your system based on factors such as usage and environment.
A reliable HVAC maintenance contract should outline policies regarding replacement parts and warranties.
Ensure that the contract specifies the use of genuine manufacturer-approved parts to maintain the integrity of your system, and look for warranties on both parts and labour to provide protection against unexpected failures.
Beware of contracts that offer subpar parts or lack clear warranty terms, as this could result in additional costs and compromised performance.
Whilst regular maintenance will prevent many issues, system failures can still occur. In the event of an HVAC emergency, you want a contractor you can rely on to provide timely and effective repairs.
When assessing contracts, look for those that prioritise emergencies with guaranteed fast response times. This will help minimise downtime and any associated disruptions to your business.
The qualifications and experience of the maintenance provider significantly impact the quality of service you receive, and ensure compliance with relevant regulations.
With that in mind, be sure to check the certifications of the technicians who will be servicing your HVAC system. Crucially, make sure that your chosen HVAC contractor is F-Gas certified, as this is a legal requirement.
You should also look for providers with extensive experience in commercial HVAC maintenance and a track record of satisfied clients.
Avoid contracts with unqualified or inexperienced providers at all costs as this could result in subpar service, potential damage to your HVAC system, and legal ramifications.
To avoid any surprises or hidden fees down the line, take the time to carefully review the contract terms and conditions - paying particular attention to the contract duration, termination clauses, and renewal terms.
It’s also important to understand the process for renegotiating the contract and any associated costs or penalties.
Additionally, ensure that it includes provisions for adjustments based on changes in your facility's needs or equipment. The last thing you want is to be tied into a contract that no longer meets your requirements.
It goes without saying that cost is something to consider when entering into a commercial HVAC maintenance contract.
It’s important to prioritise value over price here, so evaluate the overall cost relative to the scope of service and quality of maintenance provided. You also want to make sure that all pricing is transparent, with no hidden fees.
Always be wary of contractors offering excessively low prices, as you’re likely to find yourself subject to unexpected costs and/or inadequate service quality.
At Loughborough Air Conditioning, we’ve been providing commercial HVAC maintenance services to clients across the East Midlands for over 20 years.
Our team of experienced technicians are all fully qualified, friendly and professional, so you can rest assured that your maintenance needs are in safe hands.
Importantly, our PPM contracts are always bespoke, tailored to the specific requirements of your HVAC system and delivering exceptional value for money.
