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HVAC Emergency Preparedness

Emergency-preparedness plans are created by many businesses and organizations with the main objective of keeping the organization itself functioning, but few factor in a plan for dealing with HVAC equipment failure. Disasters like floods, hurricanes, tornadoes, fires and earthquakes can grind business operations to screeching half for a period of a few hours to days, weeks or even months.  Having a plan in place will minimize the HVAC systems downtime, and ease the interruption of the occupants operations.

Here are four steps to create and implement an HVAC Emergency Preparedness Plan for your facility or business:

Existing HVAC Systems Review –  identify critical equipment that if failed, would have greatest disruptive impact on operations overall.  In terms of facility’s HVAC needs, understanding all  heating and cooling load requirements for each area of the facility…particularly,  identifying the availability of power, amperage, and electrical connections.


Risk Assessment – Prepare a risk assessment for each area of the facility….creating an order of priority for each system(s) that would need to be restored with temporary cooling. An important consideration in this process is whether one central system serves the complete facility versus multiple systems serving specific areas of the facility. This risk assessment priority order should be a joint effort between the HVAC contractor and the facility owner.

Plan Creation – Determine a recommended temporary equipment solution set to meet the facilities emergency load requirements.  Temporary equipment should be located as close as possible to the current equipment. Now, you’re in position to prepare a cost estimate for the temporary rental equipment including set-up, implementation, and ongoing temporary operating costs.

Implement and Sustain – Regularly update this newly created HVAC Emergency Preparedness Plan so that implementation will be a step by step process should a catastrophe actually occur. Ensure that all documents, such as rental agreements, are in place and that any building modifications are made.  Create a preset arrangement with the temporary equipment vendor with agreed upon fees and strategy. Train personnel on this new Preparedness Pland and have a flow chart with responsibilities and phone contact list.

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