The Strategic Balance Between Quality Service and Cost Control

Building a strong HVAC preventive maintenance program is an essential part of maximizing the performance of heating and cooling equipment, keeping your facilities both safe and comfortable, and making sure that lease requirements are satisfied. Every facility manager wants HVAC PMs to be completed thoroughly, on time, and on budget. With all of those integral items also comes the ever-important element of cost competitiveness. What is true dollar maximization of HVAC PM, and what factors impact commercial HVAC preventive maintenance cost?

At CLS Facility Services, we’ve spent more than 50 years helping organizations answer these questions and optimize their HVAC preventive maintenance investments. Connect with our team to discuss how a strategic approach to HVAC PM can reduce your long-term costs while improving system reliability.

5 Questions Facilities Managers Can Analyze When Pricing HVAC Preventive Maintenance

  1. Do I have a uniform, written HVAC PM Scope of Work nationwide for all of my locations, and is there accountability for that scope and its thorough completion?
  • Standardized scopes eliminate service variability and ensure every location receives consistent, comprehensive maintenance regardless of which technician performs the work.
  1. Are belt changes and condenser coil chemical cleanings being done annually, or are those only being completed reactively if there is an issue?
  • Including these services in preventive visits costs significantly less than emergency replacements and prevents the cascading equipment damage that occurs when worn belts fail or dirty coils force systems to work harder.
  1. Is my HVAC vendor building an HVAC equipment list of all of the equipment at my facilities?
  • Asset tracking enables strategic capital planning, helps identify patterns across your portfolio, and ensures no equipment is overlooked during maintenance cycles.
  1. How much have my commercial HVAC preventive maintenance costs increased year-over-year, the past 5 years?
  • Tracking cost trends reveals whether increases reflect genuine market conditions or indicate it’s time to explore more competitive partnership options.
  1. What is my process for additional work found on HVAC PM work and for its quoting and approval?
  • Clear protocols for discovered issues prevent surprise costs while ensuring necessary repairs receive prompt attention before they escalate into emergencies.

A good HVAC vendor has full in-depth detail on HVAC PM work, from the detailed pricing and asset management, to the manner in which reporting is presented. With HVAC PM making up a large portion of facility maintenance annual spend — and strong PMs helping to reduce service calls — FM managers have the power and the right to hold vendors to a strong level of HVAC PM accountability.

6 Strong Attributes the Right HVAC Vendor Emphasizes

  1. Providing a detailed HVAC Equipment list — fully complete — whenever requested, and also having it available electronically as a point of reference.
  • Digital accessibility means you can verify coverage and review asset details instantly rather than requesting updates each time you need information.
  1. Minimal year-over-year cost increases.
  • While some annual adjustments reflect genuine market conditions, excessive increases often signal a vendor relationship that no longer serves your best interests.
  1. A detailed HVAC PM scope of work that assures all unit components are being serviced adroitly.
  • Comprehensive scopes prevent the common industry practice of offering low baseline pricing while charging separately for essential services that should be included.
  1. HVAC PMs are completed on time as outlined in the Agreement.
  • Timely completion demonstrates operational discipline and ensures your facilities maintain optimal comfort during peak seasons when system reliability matters most.
  1. Flexibility to make modifications to the PM program schedule to meet the FM manager and client budgetary needs and goals.
  • The right partner works collaboratively to adjust timing and frequency based on your operational realities rather than rigidly enforcing one-size-fits-all schedules.
  1. Preventive maintenance completion reporting and a strong quote follow-up process.
  • Transparent reporting with photographic documentation and clear communication about additional needs builds trust while giving you the visibility to make informed decisions.

Better Manage Commercial HVAC Preventive Maintenance Cost With CLS

CLS Facility Services is an industry leader in the customization of HVAC preventive maintenance programs. Our approach and decades of experience give partners the tools needed to limit commercial HVAC preventive maintenance costs while improving operational outcomes. Reach out to us today to discuss how we can build a partnership to meet your service and budgetary needs.