How can you build a strong relationship with your HVAC vendor?

Any supplier you partner with is a direct extension of your management company. There should be clear expectations on how they communicate (if at all) with any of your residents. Behaviors such as smoking, using the restroom, disposing of trash etc. should be addressed so all parties understand the requirements.

Building a strong relationship with HVAC vendor is done by having regular maintenance, communication, trust and reliability, education and knowledge sharing, feedback loop, emergency response plan and long-term planning.

Highlights: Building a strong relationship with your HVAC vendor is essential for ensuring reliable service and optimal performance. Key strategies include clear communication, mutual respect, and regular feedback. Specification: Open communication channels allow for sharing expectations, concerns, and feedback openly and constructively. Establishing clear guidelines and expectations regarding service delivery, response times, and pricing ensures alignment and accountability. Regular check-ins and reviews help address any issues promptly and maintain transparency. Showing appreciation for quality work and demonstrating trust fosters a positive working relationship.

Yes, we should have a written contract with an HVAC vendor along with all service level agreements like problem or incident response time, resolution time etc. and availability of spares within the SLA. Apart From that a process needs to set up like weekly MOM calls on the open points and discussed challenges if they are facing any operational or financial from their side or vice versa. An updated escalation matrix is also required to avoid any communication gap. We should understand their concern, if any and discussed mutually for a better outcome then only we can expect a healthy relationship with HVAC vendor.

Become knowledgeable on everything related to HVAC's-such as times to perform HVAC maintenance, freon levels, filters for HVAC-how often should they be changed, etc.

Feedback is the most important thing to monitor their performance which is based on their skills and problem resolution time within the time line which are agreed but sometimes they face challenges from their own management like unavailability of required parts and can lead escalation from the customer side so we should give a fair feedback either be positive or negative. Moreover, we should also recognize him for good work as well which will make a healthy relationship and motivate him for good work in future

Recognising and appreciating their efforts, demonstrating loyalty, and committing to long-term collaboration are vital. The importance lies in increased operational efficiency, cost savings, high-quality service provision, adaptability to changes, positive industry reputation, and effective risk mitigation.

One of the gaps with HVAC contracts and emergency repairs is most often the maintenance contract is for a basic filter change called test & inspect, but stops short of including important necessary maintenance. The tech then writes up a report and makes recommendations for additional work. The council/board of the building (not aware of mechanical maintenance) view these additional quotes as “make-work”. Items like taking apart the boiler and cleaning the heat exchanger, or replacing the condensate neutralizer should never be portrayed as options the council/board has to decide on. Those prices along with other important annual work should be baked into the maintenance contract.

Be flexible and cooperative with your HVAC vendor. Collaborate on scheduling, share relevant property information, and consider their professional insights. A cooperative approach fosters a positive working relationship, enhancing overall service efficiency.

I am not sure why specifically HVAC contractor but I believe this should apply to all your subcontractors if you want minimize some unforeseen delays. The advise and expertise seeking can go as far as to your bricklaying subcontractors. Every subcontractors has extensive experience in what they are doing as compared to us who are actually managing processes. It is always important to involve them when doing pre planning and during project life

For any contractor or service provider you work with this can apply. Trust on their knowledge, expertise when you want to change, improve your systems and the quality of work experience for your internal customers. Your contractor or service provider is the one who knows your installations the best. They have maintained them for you so they know what you are working with. See them as a partner that can help in improving the quality of the workplace, the partner to check if the engineering of architects and others is feasible and can be done. Take "advantage" of the knowledge that they have to get the best out of your assets and the best for the company. This doesn't only count for HVAC but for every aspect within facility management

100% get their perspective and expertise. They can help you prepare for any future issues and the consistency helps with future confusion.

One thing i find helpful is that communication with the Vendor. Their suggestions are very important. We can consider their suggestions and study. When we find it very helpful this could add to their energy savings, therefore minimize expenses on electricity. They will live happier in a well ventilated house/unit.

Promptly address and resolve HVAC issues by maintaining open communication with your vendor. Clearly communicate concerns, work collaboratively on solutions, and ensure timely resolution to uphold the efficiency of your property's systems.

We should periodically evaluate their performance along with the future goals and objectives.we should share the constructive feedback with our HVAC vendor which will help to make a good relation and trust.

Building a strong relationship with any vendor starts by setting boundaries and expectations. It's important to establish the quality of work and results you expect to create a common understanding. Communication expectations between both parties keep things running smoothly. Another great way to strengthen the relationship is to have someone in your organization who understands the mechanical language, so everyone feels understood and aligned with their goals.

Clearly outline your expectations regarding the quality of work, compliance with regulations, and adherence to industry standards. In addition to this ensure timely payments to your HVAC vendor. This helps build trust and encourages a positive working relationship.

Foster a partnership mindset, Cultivate a partnership mindset with your HVAC vendor based on collaboration, trust, and mutual respect. Treat them as an extension of your team and involve them in strategic discussions and decision-making processes related to HVAC systems and investments.

One thing worth considering is that the goals of the HVAC company and that of the building are misaligned. The HVAC company makes money when the equipment breaks down and the building doesn’t want the equipment to break down. I don’t know how many Make-up air units I’ve opened up to find fan motors with incredibly loose belts with belt dust all over the housing, replacement belts sitting in the units degrading from temperature change, the wrong air filters etc. I’m not saying all HVAC companies are like this, but the experience is common enough to be wary. Hopefully you have a good site/building manager to inspect after each visit.