Facilities Managers: 8 Things to Look for in an HVAC Company

As a Facilities Manager, you're responsible for managing various service providers for your company. When it comes to choosing an HVAC company, it can be quite challenging, especially if you don't have expertise in HVAC systems. You want to ensure that the HVAC company you select has the necessary skills and knowledge to address your heating and cooling needs promptly and reliably. Additionally, excellent customer service and ease of doing business are essential factors to consider. In this article, we will discuss eight crucial things you should look for when evaluating a prospective HVAC provider for service, installation, and repair work.

1. Certified and screened employees

It is crucial to verify the credentials of an HVAC company's technicians to ensure they have the necessary technical expertise. In states where HVAC technicians require licensing, it's relatively easy to check if they hold the proper license. However, in states without licensing requirements, such as Manassas, look for industry-standard certifications and screenings. Some essential certifications to consider include:

  • EPA 608 Certification: This certification is mandatory for individuals handling refrigerants.
  • MSCA (Mechanical Service Contractors of America) STAR Certification: Technicians with this certification have completed an intensive education program, passed a certification exam, and gained three years of on-the-job training or internships.
  • Background checks: It is essential for the HVAC company to conduct thorough background checks on all technicians and helpers who may have access to your equipment and facility to ensure they have a trustworthy track record.

2. Insurance coverage

When hiring an HVAC company, it is crucial to choose one that carries adequate general liability insurance and worker's compensation coverage. General liability insurance protects you in case a technician causes damage to your property or if someone gets injured at your site. Worker's compensation coverage ensures that you are not held responsible for any claims if a technician is injured while working on your property.

3. Understanding of local building codes

When hiring an HVAC company for installation work, it is vital that they have a solid understanding of the building codes in your city and any legal requirements related to HVAC systems. Ideally, you should look for a company that takes care of paperwork and obtains the necessary permits on your behalf. This saves you time, prevents failed inspections, delays, and ensures that the work is done according to code.

4. Access to parts & equipment

Timely and efficient service is crucial when dealing with HVAC issues. Look for an HVAC company that utilizes the latest time-saving tools and technologies. These may include leak detectors, anemometers, vacuum pumps, gauges, and charging scales. It is also important to choose a company that has access to a wide range of parts. Having common parts readily available on their trucks and good relationships with local warehouses ensures that necessary replacements can be obtained quickly, minimizing downtime.

5. Use of technology

An HVAC company that embraces technology can provide faster response times and better service. Look for companies that utilize:

  • Mobile devices: Technicians using tablets or smartphones can access work orders, parts information, and customer files, resulting in more efficient service.
  • GPS and automated fleet management systems: These tools allow the HVAC company to track the location and estimated time of arrival for each vehicle, enabling better scheduling and coordination.
  • Servicechannel.com: If your company uses ServiceChannel, choosing an HVAC company that integrates with this enterprise facilities management system can save time and reduce paperwork. It allows for seamless work order management, access to equipment service history, and streamlined invoicing.

6. Energy-consciousness

As a Facilities Manager, you are likely under pressure to reduce operating costs associated with building systems, and energy expenditure is often a significant factor. An HVAC company that prioritizes energy efficiency can help you achieve cost savings while maintaining comfort levels. They can recommend energy-efficient equipment, suggest retrofits for older systems to reduce costs, and emphasize the importance of regular maintenance in maximizing energy savings.

7. Strategic thinking

To avoid unexpected breakdowns and plan for equipment obsolescence, it is essential to keep track of the age and expected lifespan of your HVAC equipment. Choose an HVAC company that is willing to work with you to develop long-term plans and budget for new capital expenditures in advance. This proactive approach helps prevent downtime and demonstrates your preparedness to superiors.

8. Commitment to safety

Safety should always be a priority when selecting an HVAC service provider. Observe the safety practices of technicians when they first work at your site. Do they take proper precautions when working with electricity and refrigerants? Are they knowledgeable about handling tools safely? Inquire about the HVAC company's practices for preventing carbon monoxide and refrigerant leaks, as well as their overall accident prevention procedures.

Transitioning to a new HVAC service provider

If you are considering changing your HVAC company but concerned about the transition process, it can be easier than you think. Understanding the steps involved can help you make a smooth transition. For detailed guidance on transitioning to a new HVAC service provider, we recommend referring to our free guide: "Contract Confidence: Transitioning to a New HVAC Service Provider."


Choosing the right HVAC company is vital for Facilities Managers. By considering these eight factors during the evaluation process, you can find an HVAC provider that meets your specific needs. Remember to prioritize certified and screened employees, insurance coverage, understanding of local building codes, access to parts and equipment, use of technology, energy-consciousness, strategic thinking, and commitment to safety. Express Tech Air in Manassas will ensure your heating and cooling systems are well-maintained and functioning optimally.


  1. Q: How can I verify the credentials of HVAC technicians? A: In states with licensing requirements, check if the technicians hold the appropriate license. In states without licensing, look for industry-standard certifications and screenings.
  2. Q: Why is insurance coverage important when hiring an HVAC company? A: Adequate insurance coverage protects you from liability in case of property damage or injuries during HVAC work.
  3. Q: Why should an HVAC company understand local building codes? A: Understanding local building codes ensures that the HVAC work is compliant, preventing failed inspections and delays.
  4. Q: What role does technology play in HVAC services? A: Technology improves response times and service quality. Mobile devices, GPS tracking, and service management systems enhance efficiency and communication.
  5. Q: How can an HVAC company help with energy savings? A: An energy-conscious HVAC company can recommend energy-efficient equipment, suggest retrofits, and emphasize the importance of regular maintenance in reducing energy costs
request service
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.