A commercial HVAC system replacement can be challenging for any facilities manager, but understanding the process can make planning, budgeting, and coordination smoother. Every step of the commercial HVAC replacement process can help reduce downtime, support occupant comfort, and keep the project organized. Knowledge about the commercial HVAC replacement process will enable you to plan appropriately and budget accordingly.

This is where partnering with an experienced contractor becomes beneficial. At Comfort Plus LLC, you have decades of experience in commercial HVAC replacement services, including equipment knowledge of AAON and turnkey project management from start to finish.

What Is the First Step of the Commercial HVAC Replacement?

The first thing that needs to be done before anything else is conducting an evaluation of the current system. A technician evaluates the existing system and assesses its performance as well as the state of the ductwork and the electrical capacity of the building. In addition, he or she calculates the heating and cooling load your property needs.

After the evaluation is conducted, the contractor prepares a proposal, including information about the equipment, cost, and permits that may be necessary according to the local regulations. At this stage, you can negotiate your preferences regarding the equipment manufacturer and energy efficiency requirements.

What Does HVAC Replacement Planning Involve?

Well-planned HVAC replacement project planning is what differentiates a good project from a bad one. This planning process entails planning for lead time on equipment, crane scheduling for rooftop HVACs, and coordination with your team to help reduce disruption.

Proper planning will also entail considering any disruptions to the business that will come as a result of replacing the system. For most businesses, downtime costs are not sustainable; therefore, many contractors plan the installation at night or by phases. The need for temporary HVACs will be determined depending on the type of operation that the business conducts.

How Are Old HVAC Units Removed?

The first step toward installing a new unit involves the safe removal of the old one. The process of HVAC equipment removal involves de-energizing the unit and properly recovering refrigerant before the equipment is disconnected and removed.

After this, technicians disconnect ducts, electrical wiring, and condensate drain lines prior to the removal of the actual unit. In most cases involving rooftop installations, a crane needs to be used. In addition, the old mounting may require alteration to fit the new unit size.

What Is a Rooftop Unit Replacement?

The rooftop unit replacement process can be quite a complex task for any commercial HVAC project, primarily because of the size of the equipment and the necessity to have access to a crane. This includes the following tasks:

• Evaluation of the structural capacity of the roof in order to handle the load of the new equipment.
• Scheduling of the crane and site access, mostly in the early morning hours.
• Removal of the old equipment and modification of the curb if needed.
• Installation of the new equipment and all weatherproofing and flashing
• Electrical and refrigeration connection.
• Checking of the startup.

Due to high dependence on weather conditions and the availability of cranes, the process is usually scheduled with some flexibility.

How Long Does a Routine HVAC System Replacement Take?

HVAC system replacement in most commercial buildings takes between a few days and several weeks, based on the size of the system and the complexities of the building structure. An individual rooftop unit replacement of a small commercial building could be done in just a couple of days, but a multi-zone system replacement may take much longer.

There are a number of factors that contribute to the HVAC system replacement timeline, which includes manufacturer’s lead time for the equipment, weather conditions (if replacing rooftop systems), and the requirement for any ductwork and electrical work along with the HVAC replacement.

What Factors Affect Replacement Cost?

The cost is obviously something that comes up immediately when facility managers ask about this topic, although it may change more than people realize. Commercial AC unit replacement cost can be very different depending on whether your work requires any ductwork or control systems.

Some of the important factors are:

• Size and tonnage of the unit you need for your facility
• Whether any changes to your ductwork or curb are necessary
• Control system integration
• Costs related to crane rentals and difficulty accessing the site
• Labor expenses and complexity of work
• Dismantling and disposal of the old unit

It’s important to have a detailed estimate to understand what you are paying for.

What Can You Anticipate on Installation and Commissioning Day?

The installation process usually consists of installing the new equipment, connecting the electrical and refrigeration lines, and reconnecting the control system into your existing building system. The next step would be testing the system and making sure that airflow, temperatures, and safety systems are all working properly.

The commissioning process is the last quality check before completing the installation. It will involve confirming that the system operates according to its design. Most contractors will even give an orientation to your maintenance personnel during the process.

What Permits and Inspections Are Needed?

Many jurisdictions require permits to be acquired prior to removal and installation of any heating and ventilation system, especially if there is going to be any electric work, installation of gas lines, and modification of the roof structure. This process is handled by the contractor, but it is good to confirm who will be doing this.

After installation of the system, an inspection by the local inspector is required in order for it to be put into operation. Including inspection time in your schedule can help avoid delays, especially when local approval is required before the system can be placed into operation.

How to Select the Right Replacement Equipment

Replacing the old equipment is not just a question of finding a piece of equipment that is the same size as the one being replaced. A proper load calculation accounts for insulation, occupancy, building use, ventilation needs, and other factors that may have changed since the original system was installed. In some cases, the replacement unit may need a different capacity than the existing equipment.

Energy efficiency should also be considered because higher-efficiency equipment may help reduce operating costs over the life of the system.

Questions to Ask Your Contractor Before the Project

Before approving the project, there are some direct questions that you should be asking your contractor regarding the project scope, schedule, and liability. Clarify with your contractor what is included in the project estimate, such as the removal of the old equipment, controls installation, or post-installation testing, so that you do not end up paying for something unexpectedly.

Moreover, you should always make sure to ask about contingency plans made by the contractor. Know how the contractor tackles unexpected things, like finding damaged ductwork while the project is being done or late equipment arrival, and who will pay for any extra time if the project goes beyond its scheduled period.

How Can You Prepare Staff and Building Occupants?

Communication among your people and building occupants plays a huge role in avoiding frustrations during the replacement process. Informing the staff and tenants about which parts of the building will be affected by the replacement process, as well as temperature variations and the time required to complete the process, will help avoid frustration well ahead of time.

What you also need to consider is assigning one person who will communicate with the contractor on a daily basis. This helps keep communication consistent, ensures access to areas such as mechanical rooms and roof hatches, and allows issues to be addressed more quickly.

What Comes Next Following the Installation of the New System?

The project does not end there after the installation of the new system. Almost every contractor will provide information about the warranty, manuals of the installed equipment, and a description of the process that was completed, and these records need to be stored in case there is any future inspection of the equipment.

It is also essential to establish an inspection period for the new equipment, and these inspections should be carried out on a routine basis during the first year following its installation.

Ensuring You Get the Proper Replacement from the First Day

An effective commercial HVAC replacement process is about more than restoring comfort. It can support building performance, improve planning, and reduce the likelihood of future issues. The fact that you know what to do during each step of the process gives you a much better chance to handle the whole project successfully.

If you are considering a system replacement for your facility, Comfort Plus LLC can support commercial HVAC replacement and turnkey project work for commercial, medical, institutional, and multi-tenant buildings, with AAON equipment knowledge and controls expertise when needed.

Request a quote today to get a clear picture of what your project will involve.

FAQs:

1. Can I run my building while the installation is done?

Usually, yes, contractors plan their work in phases and try to conduct the installation during the off hours to minimize the disturbance, since facilities that cannot afford to stop operating, like offices or clinics, are more common.

2. Is it necessary to replace the duct system when installing the new HVAC system?

No, sometimes it’s possible to use the current duct system if it’s properly sized and in good condition. If your new system requires some special modifications, then the duct system will have to be changed, but the process will be easier since you don’t need to install it from scratch.

3. What are the indications that my rooftop unit needs to be replaced instead of repaired?

Frequent breakdowns, rising energy bills, declining performance, and older equipment may indicate that replacement should be considered instead of continued repairs.

4. What will happen to the refrigerant in my old unit?

Refrigerant needs to be recovered by an authorized technician in compliance with environmental regulations rather than being vented out into the atmosphere before the removal of the old unit.

5. Should my new unit be connected to my current BAS?

In many cases, yes. Discussing BAS integration early helps determine whether the new unit can communicate properly with existing controls and may reduce compatibility issues during installation.