Commercial HVAC Services: What Is Covered
Facility First manages commercial HVAC services at every location in a program, including the work below, with the same request, approval and record for each job.
- Rooftop unit and split-system repair
- Preventive maintenance and filter changes
- Refrigerant leak detection and repair
- Thermostat and controls troubleshooting
- Exhaust and make-up air systems
- Equipment replacement planning
Commercial HVAC Repair
Repair requests are submitted through the platform or by phone, triaged for priority and dispatched to a vetted HVAC provider in the location’s market. Common requests include:
- No cooling during trading hours. A rooftop unit that runs but blows warm air makes a sales floor uncomfortable within hours. The provider checks the compressor, condenser fan, refrigerant charge and controls.
- No heat or short cycling in winter. A gas-fired unit that will not light or keeps shutting off leaves the entrance cold and can put pipes near exterior walls at risk of freezing. The provider checks the igniter, flame sensor, limit switches and venting.
- Water leaking from a unit or the ceiling. A blocked condensate drain or cracked drain pan can drip through ceiling tiles onto merchandise or flooring. The provider clears the line, checks the pan and trap, and photographs any ceiling damage for follow-up.
- Unit tripping breakers. A unit that trips repeatedly often has a failing compressor, a shorted fan motor or a weak capacitor. The provider tests the electrical components rather than resetting the breaker and leaving.
- Thermostat or controls not responding. Set points that drift or schedules that run units all night waste energy and cause complaints. The provider checks wiring, sensors and the control schedule.
- Noise, vibration or a burning smell. A squealing belt, a rattling fan or a burning smell at the vents points to wear or an electrical fault. The provider shuts the unit down if it is unsafe and records what was found.
- Poor airflow or uneven temperatures. Hot and cold spots often come from dirty filters, closed dampers or disconnected ductwork above the ceiling. The provider checks airflow at the unit and the diffusers.
- Kitchen exhaust and make-up air problems. In restaurants, a weak exhaust fan or a failed make-up air unit can pull smoke into the dining room and make doors hard to open. The provider checks fans, belts and the balance between exhaust and supply air.
Every job is closed out with photos and notes, so the repair history for each location is kept in one place.
Commercial HVAC Maintenance
HVAC work runs both on a schedule and on demand. Planned work (sometimes called preventative maintenance, or planned preventive maintenance outside the U.S.) keeps small problems from becoming closures. A typical program includes:
- Scheduled filter changes and belt checks
- Coil cleaning and condensate line checks
- Seasonal start-up for heating and cooling
- Refrigerant and electrical checks recorded by unit
Schedules are set for each location and every visit is recorded against it.
Preventive Maintenance Schedule for HVAC
Rooftop units and split systems at commercial sites run long hours under heavy load, and most no-cooling and no-heat calls trace back to skipped filter changes, dirty coils, blocked condensate drains or worn belts. A planned schedule catches these before peak season, extends equipment life and gives each location a service record by unit for warranty claims, landlords and replacement decisions. The schedule below is a starting point that is adjusted for equipment type, hours of operation and site conditions.
| Task | Recommended frequency | Basis |
|---|---|---|
| Replace or clean air filters | Monthly during peak heating and cooling seasonsand at every scheduled visit | ENERGY STAR |
| Pre-season inspection and tune-up (heating before winter, cooling before summer) | Twice a yearunder an annual maintenance agreement | ENERGY STAR |
| Clean evaporator and condenser coils | At least once a yearmore often at sites with heavy dust, cottonwood or cooking exhaust | ENERGY STARInterval: Facility First default |
| Check, adjust or replace belts and pulleys | Quarterly | Facility First default |
| Clear condensate drains, traps and pans | Quarterlyand monthly during the cooling season for units with a history of overflow | Facility First default |
| Check thermostat calibration and seasonal set points | Twice a yearat seasonal changeover | ENERGY STARInterval: Facility First default |
| Inspect electrical connections, contactors and capacitors | Twice a yearat each tune-up | Facility First default |
| Inspect burners, heat exchangers and venting on gas-fired units | Once a yearbefore the heating season | Manufacturer instructionsInterval: Facility First default |
| Inspect insulation on refrigerant piping and ductwork | Once a year | ENERGY STARInterval: Facility First default |
| Repair refrigerant leaks and keep leak inspection and service records on appliances covered by EPA leak repair rules | When a covered appliance exceeds its leak rate thresholdwith follow-up leak inspections where the rules require them | U.S. EPA: Clean Air Act Section 608 rules (ozone-depleting refrigerants, appliances with 50 pounds or more) and the Emissions Reduction and Reclamation rule (HFCs and substitutes, appliances with 15 pounds or more, from January 1, 2026; residential and light commercial air conditioning excluded) |
Facility First default is the starting interval in each program, adjusted for each site.
The authority having jurisdiction, the equipment manufacturer and the property’s insurer can require more frequent service, and each location’s schedule is set in its program and recorded on every visit.
Urgent HVAC Requests
Urgent requests are flagged at intake and dispatched first. Where a failure leaves a location unsecured, McCray can post an officer until the work is complete. Facility First does not publish response-time guarantees; dispatch priorities are agreed in each client’s program.
HVAC requests are prioritized by their effect on the location, the season and the equipment involved. Requests typically treated as urgent include:
- No cooling in hot weather, or no heat when outdoor temperatures are near freezing
- A gas smell near a gas-fired unit, which is reported to the gas utility first
- Water from a unit leaking onto the sales floor, electrical equipment or stock
- Smoke or a burning smell from supply vents
- Kitchen exhaust failure during service hours
Equipment Replacement Planning
HVAC equipment rarely fails at a convenient time. Each unit’s age, model, refrigerant type and repair history are recorded on every visit, so the facilities team can see which units generate repeat calls and which still have parts support. That record turns replacement from an emergency decision in peak season into a planned item in the capital budget.
When replacement is approved, the provider confirms the unit’s size, curb adapter, electrical supply and roof access, and the work is scheduled outside peak trading days. Crane lifts, permits and landlord roof approvals are arranged in advance, and the new unit’s model, serial number and warranty dates are added to the location’s record.
How HVAC Requests Are Handled
- Request. Submitted through the platform or by phone, with photos where available.
- Triage. Facility First confirms the scope, priority and any warranty.
- Dispatch. A vetted provider for this trade in the location’s market receives the work order.
- Completion. The provider checks in, documents the work with photos and closes out.
- Verification and invoice. The work is checked against the request and invoiced in one format.
What Affects the Cost of HVAC Work
- Equipment type, age and number of units. Older or less common units take longer to diagnose and may need parts that are harder to source.
- Roof and equipment access. Roof hatches, ladders, lifts or a crane for a unit replacement add labor time and coordination.
- Refrigerant type. Availability and handling requirements vary by refrigerant and affect the cost of leak repair and recharging.
- Parts availability. Common parts are often on the provider’s truck, while control boards, compressors and older components may need to be ordered.
- Timing of the call. After-hours, weekend and holiday dispatch, and peak-season demand, add to labor cost.
- Diagnosis and repair visits. A first visit may only identify the fault, with the repair quoted and completed on a return visit.
Approval limits set by the client decide what proceeds automatically and what is quoted first.
HVAC for Retail Stores, Restaurants and Offices
Heating and cooling needs vary by property type, and work is scheduled around each one’s hours and occupants.
- Retail Facility Maintenance. Sales floors, fitting rooms and stock rooms need steady temperatures through trading hours, so planned work is scheduled before opening or after closing.
- Restaurant Facility Maintenance. Kitchen exhaust, make-up air and dining room cooling work together, and repairs are scheduled outside service hours where possible.
- Corporate Offices. Comfort complaints, after-hours schedules and server room cooling are managed around the building’s occupancy.
- Commercial Real Estate. Rooftop units serving tenant spaces are tracked by tenant, so service records and repair costs follow the right lease.
- Distribution and Logistics. Office areas, break rooms and dock heaters run across shifts, and maintenance is scheduled around peak shipping periods.
One Standard in Every Market
Facility First manages HVAC work the same way in New York, London, Dubai or Sydney. Outside the United States, the same work is often searched for as air conditioning maintenance, planned preventive maintenance (PPM) or mechanical and electrical (M&E) services. Each market is served by vetted local providers who hold the licenses and insurance the work requires, and every location follows the same request process, approval limits and reporting.
HVAC by City
Each city page lists the local permits, licensing bodies and building conditions that affect HVAC work there.
Why Multi-Site Businesses Use Facility First for HVAC Work
- One request process for every location
- Vetted providers with the licenses and insurance the work requires
- Photos and notes on every job
- Approval limits set by the client
- One invoice format across markets
- Security through McCray when a site needs protection during or after the work
For HVAC Providers
Licensed and insured HVAC providers can apply to join the Facility First network for commercial work at multi-site retail and corporate locations. Apply to join the network
Frequently Asked Questions
Does Facility First Offer Scheduled HVAC Maintenance?
Yes. Preventive maintenance can be set up on a recurring schedule for each location, with service records kept for every visit.
How Often Should HVAC Maintenance Be Scheduled at a Commercial Site?
ENERGY STAR recommends pre-season tune-ups before the heating and cooling seasons and monthly filter changes during peak seasons. Belts, condensate drains and coils are added quarterly or yearly based on equipment and site conditions, and the schedule is set per location.
Is It Better to Repair or Replace an HVAC Unit?
The decision depends on the age of the unit, repair history, parts availability and energy use. Repair history is kept for each unit so the decision rests on records, not guesswork.
Does Facility First Manage HVAC Work Outside the United States?
Yes. Facility First runs HVAC work as a managed service in the same markets McCray serves worldwide, through vetted local providers, with the same request, approval and reporting process at every location.
How Is HVAC Work Priced?
Pricing depends on the scope, the location, the time of day and the materials required. Routine work proceeds within the approval limits set for the program, and anything above a limit is quoted for approval before it starts.
Can HVAC Work Be Combined with Other Trades Under One Program?
Yes. Most clients put every trade under one program, with one request process, one invoice format and one record for each location.
Who Is Responsible for Rooftop Units at a Leased Location?
Lease terms vary. Some leases make the tenant responsible for maintaining the units that serve its space, while others keep repair or replacement with the landlord. The responsibility for each location is recorded in its program so work is routed and billed correctly.
Can HVAC Maintenance Be Scheduled Outside Business Hours?
Yes. Filter changes, coil cleaning and seasonal tune-ups are commonly scheduled before opening, after closing or on quieter trading days. Roof work needs daylight and safe weather, and that is factored into the schedule.