Data Gathering
We map your sites and assets to build your service program.
Facilities Management HVAC Maintenance
You didn’t do the work.
You still own the miss.
Planned HVAC services across every site in the portfolio, self-performed and documented per visit. The recurring work off your team’s plate, with a record you can hand straight to your client.
You can outsource the work. You can’t outsource the accountability.
You answer to a client for every site on the contract, on work performed by somebody else. A site that gets missed is not an operational problem. It is a conversation with the client.
Outsourcing is how the industry works, not a gap in anyone’s operation. CBRE found 58% of the organizations it surveyed outsource facilities work outright and another quarter hand off individual tasks. The work moves. Who answers for it does not.
The labor to do it is getting harder to find. The Bureau of Labor Statistics projects 40,100 openings a year for HVAC and refrigeration mechanics against 425,200 people in the job today, and IFMA reports nearly 40% of facility managers expect to retire within ten years, with a vacancy now taking 17 weeks to fill. Hiring your way out is a four-month plan at best. Meanwhile the filters, coils, belts and vents still come due, at every site, whether or not anyone is watching.
Planned HVAC services for facilities teams can help:
- Hold one standard across every site in the portfolio
- Take recurring work off your team’s queue
- Reduce unplanned work orders and emergency dispatches
- Simplify multi-site operations and improve service delivery
- Document every visit for pass-through to your client
The essential facilities management HVAC checklist.
Nothing skipped, nothing deferred.
What gets done and what moves the interval. Set per site rather than nationally, because a portfolio spread across several climates does not share the same service calendar. Every row is a planned visit with a completion record.
| Service | What determines the cadence |
|---|---|
| Air filter replacement Rooftop units, air handlers, and split systems | Occupancy, runtime hours, and outdoor air quality at the site. The highest-volume recurring task in any portfolio. |
| Condenser and evaporator coil cleaning Condensers and evaporators on rooftop and split systems | Coastal salt, cottonwood, dust, traffic pollutants, nearby construction, or other environmental conditions |
| Fan belt replacement Rooftop units, air handlers and exhaust fans | Runtime hours and unit age. Units running continuous schedules may move intervals closer. |
| Return air vent cleaning Return air vents and grilles | Occupant density and how often air quality complaints are reported. |
| Refrigeration cleaning Walk-in and reach-in units in cafeterias, breakrooms and more | Only where refrigeration exists in the portfolio. Equipment count and duty cycle per site. |
Mapped. Routed. Documented.
Our structured approach takes customers from onboarding to consistent execution, clear visibility, and measurable success across every site.
Onboarding
We align on services, frequency, and your work order and invoicing processes.
Service Schedule and Routing
We build a route-optimized schedule for each location.
Go Live!
Service can begin within 45 days of signing.
ReportLink™
Every visit is verified and documented in your customer portal.
Business Reviews
We review quality, SLAs, and KPIs on your preferred cadence.
Every visit leaves a record behind.
Our technicians photograph and log what they find on each service visit to every site. In addition to before and after photos of each service they perform, they capture other things they see while there. A frozen coil. Punctures on the roof. A broken roof hatch.
Those site issues go into ReportLink™ with photos, notes, and location detail, so a site lead and the client you answer to can determine next steps. Our technicians identify 40k+ site issues every year, and every one of them reaches our customers unpriced.
BFC does planned work only and never quotes a repair, so the report in your hands was not written by anyone who stood to gain from what it says.
The scope we take off your desk.
Essential services that keep HVAC units performing as intended. Planned, scheduled, and 100% self-performed.
HVAC filter changes
The highest-volume recurring task across a portfolio, and the one most often billed and least often verified. We self-perform it and document every visit, so what you were invoiced and what happened are the same thing.
Condenser and evaporator coil cleaning
Of everything on the schedule, coil cleaning has the clearest evidence behind it for saving energy, which makes it the easiest line to defend when a client reviews the budget.
Fan belt changes
Belt failures are the emergency dispatches your team absorbs, and they arrive without warning because nothing looks wrong until it stops. Scheduled replacement takes those unplanned work orders out of the queue.
Return air vent cleaning
Air quality or cleanliness complaints may signal it’s time for a vent cleaning. Performed at every site in the portfolio and documented per location.
Refrigerated case and cooler cleaning
Applicable wherever refrigeration sits in the portfolio. One self-performing provider, for all sites nationwide, and service documentation per site.
Asset data collection
Make, model and serial captured per unit at every site, and a list built where none exists. That HVAC asset list can accurately inform the replacements line item on next year’s budget plan.
What proof of service looks like.
A coil before a planned cleaning, and the same coil after. Both photographs land in ReportLink™ with the date and location attached, which is what you need when a client asks whether the work was actually done.
The half inch gaps people accept. But shouldn’t.
Standard box filters are designed half an inch short on each side, and unfiltered air passes around and through the gaps of filters side-by-side in the filter track. That is not a maintenance issue — it is a design flaw, and no filter schedule fixes it. Across a mixed asset list, it is the one failure mode that behaves identically at every site, which is what makes it worth fixing. Tiger striping on an evaporator coil is those gaps made visible, and across a portfolio, the downstream effects multiply.
The PleatLink® Filtration System was patented in 2000 to close those gaps, and is still manufactured today at our Nashville facility. The continuous piece of media extends a full inch beyond the frame top and bottom, forming a gasket-like seal that fills the entire filter track. Available in MERV 8 and MERV 13, and tested to ASHRAE standards by Blue Heaven Technologies. PleatLink® is specification-matched per unit, so a mixed asset list gets matched filtration unit-by-unit instead of one size approximated across all of them. Continuous media, reusable metal frame, and cardboard-free.
One self-performing partner. Nationwide consistency.
Managing multi-site client portfolios is challenging, especially the headaches that land on your desk from market-by-market service inconsistency. We can help.
The proof you hand up the chain.
Answering for sites somebody else services means the evidence matters as much as the work. Every visit is self-performed and documented per location in ReportLink™, and because BFC never quotes a repair, the findings passed along carry no incentive from the party who found them.
The work you can’t hire for.
Your in-house trades are worth more on the specialized projects only they can do. Routine filters, coils, belts and vents come off their schedule entirely, performed on a scheduled cadence by technicians who do it reliably and efficiently, in markets where hiring for it would take months.
The site nobody visits.
When each site picks its own vendor, the quality standards and scopes of work drift. One provider does the same work in every market, so the location furthest from anyone’s attention gets the same service standards and schedule as every other site.
We serve more than just facilities management.
Planned and scheduled service programs, adapted to each industry’s needs of HVAC systems.
Grocery Stores
Refrigeration across every department, on razor-thin margins, in a store people are meant to linger in.
Convenience Stores
Foodservice added to a footprint to drive in-store sales, with one rooftop unit and coolers that are effectively the store.
Restaurants & Fast Food
Roof to kitchen, where the dining room and the kitchen fight over the same air and the walk-ins have to pass inspection.
Retail
Large conditioned square footage where filter neglect reaches the energy bill before anyone reports discomfort.
Property Management & Commercial Real Estate
Portfolios where the landlord carries the rooftop unit and/or a tenant may be responsible for maintenance.
