What We Track
Our equipment lifecycle management service gives you complete visibility into every HVAC asset in your building — from installation to replacement.
Equipment Age & Expected Lifespan
We document every unit's installation date and calculate remaining useful life based on manufacturer specs, usage patterns, and maintenance history.
Maintenance & Repair History
Complete service records for every unit — what was done, when, and how much it cost. Spot patterns that signal a unit is approaching end-of-life.
Efficiency Degradation
Track how each unit's performance changes over time. Identify equipment that's costing you more in energy than it should — a key signal for replacement.
Parts Availability & Obsolescence
Monitor manufacturer support status for your equipment. Know when parts are becoming scarce or discontinued — before you're stuck with an unrepairable unit.
CapEx Budget Planning
One of the biggest challenges for property managers and co-op boards is planning for major HVAC equipment replacements. We take the guesswork out of capital expenditure planning.
5-Year Replacement Timeline
We project which units will need replacement over the next 5 years based on age, condition, and repair frequency. No more surprise $50K equipment failures at board meetings.
Cost Projections
Budget-ready cost estimates for each projected replacement — including equipment, installation, permits, and potential utility rebates. Updated annually as conditions change.
Annual Efficiency Reports
Comprehensive annual report showing energy usage trends, system performance, and ROI of maintenance investments. Data your board or ownership group needs for decision-making.
This service is included in our Enterprise maintenance contract tier, or available as a standalone add-on for Professional contract holders. View contract tiers →
Repair vs. Replace Analysis
Knowing when to invest in a repair versus when to plan a replacement is one of the most valuable decisions we help you make. Our recommendations are data-driven and unbiased.
When We Recommend Repair
- Unit is within its expected useful life
- Replacement parts are readily available
- Repair cost is less than 50% of replacement cost
- No pattern of recurring failures
- Energy efficiency is still within acceptable range
When We Recommend Replacement
- Unit is past its expected useful life
- Repeated failures (3+ repairs in 12 months)
- Refrigerant type is being phased out (R-22)
- Efficiency has dropped below 70% of rated capacity
- Parts are discontinued or on long back-order
- Repair cost exceeds 50% of replacement cost
We make money whether you repair or replace — so our recommendation is always what's best for your building. Our reports clearly show the data behind every recommendation.
Equipment We Manage
Our lifecycle management covers all commercial and residential HVAC equipment types found in NYC buildings:
Rooftop Units (RTUs)
Packaged rooftop systems from 2-50 tons. We track refrigerant charge, compressor hours, and economizer function over time.
VRF/VRV Systems
Multi-zone variable refrigerant systems. We monitor compressor performance, indoor unit condition, and branch circuit health.
Split Systems
Residential and light commercial split AC and heat pump systems. Individual unit tracking across multi-unit buildings.
PTACs & Through-Wall Units
Common in NYC hotels and apartment buildings. We track unit age, efficiency, and plan bulk replacements for cost savings.
ERV & Ventilation Systems
Energy recovery ventilators, make-up air units, and exhaust fans. Critical for NYC's increasingly tight building envelopes.
Walk-In Coolers & Freezers
Commercial refrigeration systems for restaurants and food service. Compressor lifecycle tracking and defrost system monitoring.
Frequently Asked Questions
What is HVAC equipment lifecycle management?
It's a data-driven approach to managing your building's HVAC assets over their full lifespan — from installation to retirement. We track equipment age, condition, repair history, and efficiency to help you make informed repair vs. replace decisions and plan capital budgets.
How do you track our equipment?
We inventory every HVAC unit in your building during the initial assessment — model, serial number, installation date, capacity, and condition. This data is maintained and updated with every service visit, giving you a complete equipment record.
When should we replace vs. repair equipment?
Generally, when repair costs exceed 50% of replacement cost, or when a unit has passed 75% of its expected lifespan and is requiring frequent repairs. We provide specific recommendations for each unit based on its actual performance data, not rules of thumb.
How does this help with CapEx budgeting?
We project replacement timelines for every unit in your building based on age, condition, and manufacturer lifespan data. This gives your board or ownership a 5-10 year capital budget forecast so major HVAC expenses are planned, not surprises.
What equipment types do you manage?
We manage all commercial HVAC equipment — rooftop units, split systems, VRF systems, chillers, boilers, ERV/ventilation systems, walk-in coolers and freezers, PTACs, and fan coil units. If it heats, cools, or ventilates your building, we track it.
Is lifecycle management included in maintenance contracts?
Equipment tracking and annual lifecycle reporting are included in our Professional and Enterprise maintenance contracts. Essential contract clients can add lifecycle management as a standalone service. View contract plans →
Start with a Free Equipment Assessment
We'll inventory every HVAC unit in your building, assess condition, and deliver a lifecycle report with replacement projections and budget estimates.
Request an Assessment