How to find the right preventative maintenance provider for your commercial HVAC system

How to find the right preventative maintenance provider for your commercial HVAC system

Table of Contents

Understanding who is responsible for HVAC Maintenance

The heating, ventilation, and air conditioning (HVAC) system in your leased commercial building is vital for maintaining a comfortable temperature and good air quality. This ensures employees can work effectively and avoid getting sick, and creates a welcoming atmosphere for customers and site visitors.

 

Responsibility for HVAC maintenance depends on whether you own your space or lease, and if you lease what your lease agreement states:

  • If you have a triple-net lease, you’re responsible for all the expenses associated with operating and maintaining your space
  • If you have a gross lease, the responsibility typically lies with the landlord
  • On occasion, you may have a hybrid agreement
  • The bottom line is to read your lease!

If you’re responsible for HVAC maintenance, you need to pay close attention to your system to keep it in full working condition.  Waiting to fix a problem until after it occurs can be very expensive. Instead, it’s a lot cheaper and more efficient to partner with a trusted commercial HVAC contractor and follow a thoughtful preventative maintenance plan.

 

Working with a local specialist like DMC Service is a great way to minimize system downtime and make your HVAC system last as long as possible before it needs to be replaced. As your HVAC partner, we can help you optimize your energy usage to keep costs low, as well as maintain your warranty and comply with state and federal regulations.

 

In this comprehensive guide, we explore the value of HVAC preventative maintenance and give you the tools to choose a reliable partner. Topics covered include:

  • What is HVAC preventative maintenance, and why is it important?
  • The benefits of preventative maintenance
  • Assessing your preventative maintenance needs
  • How to find a commercial HVAC partner you can trust
  • Asking the right questions
  • Complementary services
  • Building a long-term relationship

Read on, and get ready to meet a commercial HVAC partner who can keep your  commercial building in top shape!

Understanding HVAC preventative maintenance for commercial buildings

Long story short, HVAC preventative maintenance is all about fixing things before they break.

Your commercial HVAC partner will visit your building on a regular basis to carry out a comprehensive health check and address any potential risks. This ensures optimal performance and prevents unexpected failures.

The components of your HVAC preventative maintenance program will change depending on the size of your system and building, the intensity of use, and even the season. But you can typically expect your commercial HVAC contractor to:

  • Clean and replace filters
  • Check heating, cooling, and ventilation components
  • Replace worn parts
  • Inspect and lubricate moving parts
  • Replace batteries and inspect electrical components
  • Inspect your ducts and vents
  • Look for signs of blockages in the drain lines
  • Clean your unit from top to bottom

If they spot any signs that your system isn’t performing optimally, they’ll either recommend fixing them immediately or help you create a cost-effective plan for repair or replacement.

These simple and affordable preventative maintenance checks have huge benefits for your commercial building, such as:

  • Lower energy costs: A well-maintained HVAC system works much more efficiently, helping you reduce electricity usage and cut your energy bills
  • Fewer emergency repairs: Fixing small problems early keeps them from getting bigger, making it much less likely that your commercial HVAC system will fail
  • Longer equipment lifespan: Regular preventative maintenance can add years to your HVAC’s lifespan, meaning you can save thousands of dollars on premature replacement
  • Improve health and safety: Your commercial HVAC partner will identify potential fire risks and ensure clean air filtration to promote the safety and well-being of employees and site visitors

Accessing Your Preventative Maintenance Needs

All commercial HVAC systems need regular maintenance to perform at their best for the longest possible time. But if you notice any of these signs, it’s time to find a reliable maintenance provider right away:

  • Unusual noises (buzzing, banging, etc)
  • Poor airflow
  • Inconsistent temperatures
  • Frequent cycling on and off
  • Strange smells (musty, burning, etc)
  • Weak or no heating/coolingHow frequently you use your HVAC system will also impact your preventative maintenance needs.

For example, if you manage a small building that’s operational from 9:00 AM to 5:00 PM Monday to Friday, you’ll need less maintenance. But a large building that’s open 24/7 will need much more attention.

How to Find a Commercial HVAC Partner You Can Trust

There are plenty of commercial HVAC contractors out there waiting for your call. But don’t just go with the first one you find, or even the one that’s closest to your building.

Instead follow these tips for finding a reliable HVAC partner in your area to ensure you’re getting the best possible service at a competitive price.

CHECK LICENSES AND CERTIFICATIONS

Most states require training and licensure to legally install, repair, and maintain HVAC systems.

Kansas has no state board to oversee HVAC contractors. But mainly local jurisdictions — including Kansas City, KS, Kansas City, MO and Johnson County— enforce strict policies on HVAC licenses and certifications.

There are two main categories of HVAC technician licensure:

  • Journeyman: Requires two years of work experience supervised by a journeyman or master-levelHVAC technician, as well as to pass an exam
  • Master: Requires two more years of work experience at the journeyman level or 4 years of field experience, and to pass an exam

HVAC contractors in Kansas must also carry at least $500,000 in liability insurance.

The easiest way to evaluate the skill and experience of a potential commercial HVAC partner is to ask if they’re licensed and insured.

 

As a full-service mechanical contractor, DMC Service is fully licensed and insured with trained staff ready to meet your preventative maintenance needs. We carry federal, state, and city certifications. When you contact us for HVAC preventative maintenance or emergency repairs, you can expect fast and efficient service with a smile every time.

Find Out what sets us apart

ASSESS EXPERIENCE AND REPUTATION

As with any business, it’s important to research how long a potential HVAC partner has been in business and how well they’re reviewed.

After all, a business with just 2 years’ experience and 1.8 stars on Google is far less preferable to one with 10 years’ experience and a 4.5 star average.

DMC Service is a multi-award winning commercial HVAC contractor with over 20 years of field experience and a ton of verified 5-star reviews. From retail spaces and low-rise offices to manufacturing facilities, our clients know they can rely on us for fast, friendly, and affordable preventative maintenance.

See what our clients have to say

UNDERSTAND THE COMPANY’S SERVICES

Not all commercial HVAC contractors offer the same type of services.

Some might only be able to handle certain buildings or types of HVAC units. Or they might provide maintenance and repair but lack the skills to perform upgrades and extensions.

An easy way to find out about a contractor’s full-service offering is to check their website. But since ongoing maintenance is key to the success of your building, don’t be afraid to call them for a proper discussion.

As well as HVAC maintenance, repair, servicing, and installation, DMC Service also offers a full suite of commercial plumbing services. And we have a dedicated compressed natural gas (CNG) detection maintenance team. So when you partner with us, you can enjoy a well-rounded service that supports multiple areas of your business.

We’re available 24/7/365 to respond to your HVAC plumbing emergencies. And we’re happy to help with non-emergencies and maintenance recommendations, too.

Save our number in your contacts!

913-481-0505

LOOK FOR SPECIALIZED KNOWLEDGE

Any skilled commercial HVAC contractor should be able to demonstrate their knowledge even before you make the first contact.

 

Simply reading their website will give you a good idea of the different types of HVAC systems and commercial buildings they can support. But you can also look for additional resources that they produce for their clients.

 

A detailed yet accessible blog that receives regular updates is a great sign of a knowledgeable HVAC contractor who’s dedicated to supporting their partners. Take a look at their main social media page to see what kinds of updates and useful tips they give away for free, too.

 

Commercial HVAC contractors who are proud of their reputation and reviews also post about them on social media. So checking out their extra resources is a great way to know what potential partners want you to see — and what they don’t!

Follow DMC Service on social media!

Asking the right questions

By this point in your journey, you should have a few contractors in mind for your HVAC preventative maintenance. Now it’s a case of asking the right questions to dig deeper into their service and choose the right partner for your commercial building.

 

Here are a few useful questions that you might want to ask a potential HVAC partner.
(And to save you some time, we’ve included some short answers we’d give you, too!

What's included in your preventative maintenance program?

During inspections, DMC Service contractors identify rising issues like worn parts, ensure your system is fully optimized, clean components, and resolve potential fire hazards or safety issues.

When you call with an emergency, we immediately dispatch an HVAC technician to solve your problem. We’re available 24/7/365, meaning we’re always there when you need us.

DMC Service approaches every call with the urgency of an emergency room. We prioritize the most critical issues to ensure we reach you as quickly as possible.

Of course! We proudly feature many glowing client testimonials on our homepage, and you can check our Google reviews to see dozens more.

When you’re talking to a potential HVAC partner, pay attention to how informative their answers are. Transparent communication is vital for knowing what you’ll get from their service, and that you can rely on them in an emergency.

 

Your contractor should be able to explain your HVAC preventative maintenance needs in clear, simple language. And they should provide definitive cost and time estimates.

 

This ensures you’re getting good value for your money, and that your business operations can be planned around the contractor’s work.

 

Failure to communicate transparently doesn’t just cause problems for you. It also inconveniences your tenants, who likely won’t be inclined to blame a contractor they haven’t met.

What about preventative maintenance for plumbing?

When there’s an issue with your HVAC system, you can usually tell right away. It might
not be heating or cooling your building properly, and strange smells and sounds indicate
a problem.

But by the time you notice problems with your plumbing, chances are your pipes are already blocked, leaking, or burst. So preventative maintenance for commercial plumbing is equally (if not more) important.

 

Partnering with a trusted commercial contractor who provides HVAC and plumbing services lets you solve two big problems in one convenient and affordable package. That’s why the diamond-strong team at DMC Service also offers a full range of maintenance and repair services for plumbing, boilers, water heaters, and gas piping.

Building a long-term relationship

Regular visits from your commercial plumbing partner is a surefire way to fix potential problems before they grow, saving you significant time and money.

But to get the greatest possible value from your partnership, it’s in your best interest to actively build a long-term relationship with your contractor of choice.

ESTABLISH COMMUNICATION CHANNELS

Once you’ve chosen your preferred HVAC & plumbing partner, start by exchanging contact details. That way, they can remind you about your upcoming preventative maintenance appointments or recommend seasonal services.

When speaking to your contractor, always be honest about your needs and concerns. And pay attention to their expert advice for keeping your system in
top shape.

This mutual respect helps promote transparent communication, ensuring you both have the same expectations for regular preventative maintenance.

SCHEDULE REGULAR CHECK-INS

Keeping up with your preventative maintenance calendar is crucial for the long-term health and efficiency of your HVAC system.

Make appointments with your contractor well in advance based on their recommendations for the needs of your system. This helps you avoid unexpected failures and costly repairs, and contributes to your strong working relationship.

At DMC Service, we recognize that trust goes both ways. So we never try to sell you anything you don’t need.

Whether you would benefit from monthly, quarterly, or even annual checkups, our team will only recommend preventative maintenance on a basis that suits the needs of your system.

DISCUSS POTENTIAL UPGRADES OR EXPANSIONS

A skilled commercial HVAC contractor does more than keep your system ticking over. They can also help you upgrade your system to a newer, more efficient model, or extend it to a newly renovated zone.

Discussing the potential for future upgrades or expansions early gives your HVAC partner time to recommend new solutions to meet your changing needs. With their help, you can improve efficiency and cut costs even further!

By partnering with a trusted contractor and nurturing your ongoing relationship, you can have confidence in their guidance and enjoy quality installations.

PAY ATTENTION TO PARTNER UPDATES

As technology evolves, the types of HVAC systems and maintenance strategies also change. You need to know that your HVAC contractor is staying up-to-date with new innovations and undergoing regular training to better service your equipment.

Some contractors also send regular updates or newsletters to keep clients informed.
Consider signing up to these communications and taking an interest to ensure the best possible service from your HVAC preventative maintenance partner.

Sign up to our newsletter

You're ready to meet your new commercial HVAC partner!

There’s a lot to think about when it comes to choosing a preventative maintenance contractor. But it’s worth it for savings, security, and responsive support that an experienced and trustworthy partner can bring to your commercial building.

There’s a lot to think about when it comes to choosing a preventative maintenance contractor. But it’s worth it for savings, security, and responsive support that an experienced and trustworthy partner can bring to your commercial building.

To recap:
  • Preventative HVAC maintenance lets you catch growing problems early and avoid the costs of unexpected system failure
  • You can find a reliable contractor by checking the licenses, experience, reputation, and services of providers in your local area
  • Arrange an initial consultation and ask meaningful questions to see if they can satisfy 
your needs
  • It’s worthwhile to consider other vital services such as emergency commercial plumbing
  • Once you’ve settled on a contractor, be proactive in building a positive long-term relationship with them for maximum benefits

Now that you know how to identify a skilled and reputable partner for commercial HVAC preventative maintenance, it’s time to make your choice. And a great place to start is right here with DMC Service!

As leading HVAC and plumbing specialists, we’ve spent more than 20 years supporting businesses in the Kansas City metro area. We support all manner of commercial businesses and industries, including:

  • Retail spaces and shopping centers
  • Warehouses and manufacturing facilities
  • Low-rise office spaces and business centers
  • Multi housing complexes

Our highly qualified team is available 24/7/365 to provide emergency repair, as well as traditional maintenance, repair, installation, and replacement.

So get in touch with us today to schedule your free, no-obligation consultation or to ask us any further questions about commercial HVAC preventative maintenance.

Appendix

Checklist for selecting a preventative maintenance HVAC partner

Glossary of common HVAC terms

  • Air conditioner: A device that changes humidity levels, temperature, or air quality
  • Burner: The component that combusts air and gas
  • Capacity: The output of the heating or cooling unit, measured in British Thermal Units (BTUs) per hour
  • Compressor: A pump that increases the pressure of the refrigerant
  • Condenser coil: Removes heat from the refrigerant to convert it from vapor to liquid
  • Condenser fan: A fan that accelerates the movement of air over the condenser coil
  • Dehumidifier: A device that removes humidity (moisture) from the air
  • Diffuser: A grille over an air conditioning duct with vanes that directs cool air
  • Ductwork: A network of tubes that delivers air from the HVAC unit to different zones within a building
  • Energy Efficiency Ratio (EER): The ratio of electrical energy usage to heating and cooling output
  • Evaporator coil: Connected to their air outflow of the furnace. Removes temperature and humidity from the air to lower indoor temperature
  • Fan: A device consisting of a motor and blower wheel that creates airflow
  • Filter: Prevents contaminants, dirt, and other particles from entering the system
  • Flue: A vent that removes by-products of combustion from the furnace
  • Furnace: The component that combusts fuel and air to create heat
  • Heat exchanger: A component through which heat is transferred to a cool area of 
the building
  • Heating coil: A heat source for the heating system
  • Heat loss: The amount of heat lost from a particular zone
  • Heat pump: A component that transfers heat between two reservoirs to heat or cool 
a space
  • Heat transfer: The flow of heat lost from a particular zone
  • Humidistat: A device that measures humidity and controls the humidifier
  • Manufacturer Approved System: Identifies whether replacement components like a condenser or furnace are compatible with the existing HVAC system
  • Packaged System/Roof Top Unit (RTU): An HVAC system with one outdoor unit
  • Particulates: Fine particles, typically of dust or dirt
  • Refrigerant: Fluid used in air conditioners, heat pumps, and refrigerators to absorb heat
    Seasonal Energy Efficiency Ratio (SEER): The efficiency rating for air conditioners
  • Split system: An HVAC system with an indoor and outdoor unit
  • Thermostat: A device that monitors the temperature and controls the heating and 
cooling units
  • Zone: A particular area within a building

We’re diamond-strong and here for you!

Join hundreds of satisfied commercial property managers, business owners, and facility managers in choosing DMC Service as your HVAC and plumbing preventative maintenance partner.