Upgrade of heating, ventilation and air conditioning (HVAC) systems will reduce costs, increase control and keep building managers and occupants more satisfied.

Modernising HVAC systems, featuring smart controls will lower energy spend, reduce maintenance costs, be more reliable and minimise unexpected breakdowns. HVAC upgrades will, enhance comfort and wellbeing of occupants, aid organisational sustainability efforts (low carbon or renewable fuel use) and provide annual savings – with a quick return on investment.

HVAC energy consumption

A building energy survey, highlighted by the Carbon Trust, found that in 2016, more than half of the energy use in an office was down to HVAC and hot water systems.

60% of energy consumption in a non-domestic building is down to HVAC and hot water systems, according to the Chartered Institution of Building Services Engineers (CIBSE), whose maintenance and engineering management guide (Guide M, 2014) is the authority on building services.

These HVAC systems include:

Heating (and water services)

• condensing boilers
• heat pumps
• calorifiers
• solar systems

Ventilation

• air handling units
• fan coil units
• mechanical heat recovery ventilation (MHRV)
• extract fans
• toilet extract fans

Air conditioning

• chillers
• centralised systems
• split systems
• close control units
• variable refrigerant volume (VRV)
• hybrid variable refrigerant flow (HVRF)

BEMS to control HVAC energy

Building energy management systems (BEMS) are then utilised to monitor and control a building’s HVAC systems. An effective BEMS will provide potential energy savings of 8% to 14%, provide close controls, appropriate to occupant behaviour and remote access and monitoring – meaning equipment can be switched on/off or altered without physically having to set foot on site.

Indeed, Ireland’s Statutory Instrument (S.I.) No. 393 of 2021 of European Union (Energy Efficiency) Regulations 2021, states that by 2026 commercial premises must have a BEMS where technically and economically feasible, if:

(i) the effective rated output for heating systems or systems for combined space heating and ventilation in the building is over 290kW; or
(ii) the effective rated output for systems for air-conditioning or systems for combined air-conditioning and ventilation in the building is over 290kW.

Energy Performance of Buildings Regulations 2021

A system above 290kW roughly translates to a medium sized commercial premises.

Benefits to HVAC upgrades

1. Smart controls – temperature and humidity controls based on occupancy and outside weather conditions, utilising sensors and controlling devices.
2. Lower energy consumption and spend – availing of low carbon (heat pumps), renewable fuel sources (solar) and the latest equipment technological advances.
3. Reduced maintenance – budgets can reduce, based on fewer callouts and repairs to older systems, while fewer interruptions to services can also result.
4. Reliability – newer equipment, properly installed by an accredited and trusted provider is less likely to fault or breakdown.
5. Annual savings with a quick return on investment – newer equipment pays back much quicker. This is due to the scale of technological advancements and thus, greater volumes of energy saved.
6. Enhanced comfort and wellbeing – greater controlling capabilities that are more flexible to occupant health, productivity and needs. This helps to aid employee retention and increase tenant satisfaction.
7. Increased productivity and reduced absenteeism – studies have shown that improved ventilation rates can increase workplace productivity and reduce absenteeism, according to Harvard Business Review (HBR) office air research.
8. Environmental, social and governance (ESG) – with the more widespread availability of renewable fuel energy equipment, i.e. heat pump, wind and solar, corporate sustainability targets can be met.

Two studies found that breathing better air led to significantly better decision-making performance among participants.
Businesses should take action to optimize their air quality for employees’ health and productivity.

HBR Research: Stale Office Air Is Making You Less Productive

Current challenges

Existing, aging systems that are more than ten years old can be inefficient in their energy use. They can also become more expensive to operate, due to increased maintenance costs. This arises from more frequent repairs and callouts.

Systems have an economic life of anywhere between 10 and 30 years, depending on the system and/or component, their use and service history. According to CIBSE’s maintenance engineering and management guide (Guide M), the economic life of commonly found HVAC systems, such as, room air conditioners, condensing boilers and fan coil units (cooling) are 15 years.

Many other factors determine the life expectancy of systems. The location – internal/external – technology/parts, design, brand, history, service, hours of operation, right down to the initial installation and commissioning. Scoring poorly on any of these determining factors on a boiler, for example, could necessitate a heating system upgrade in advance of the 20 year life expectancy.

Additionally, in light of the post-COVID emphasis on indoor air quality (IAQ) a ventilation upgrade may be desired.

To lower energy costs and meet carbon reduction targets, the use of a low carbon fuel source, could require a heat pump upgrade/installation.

More careful and precise energy control, meeting the Energy Performance of Buildings Regulations 2021, would result in a BEMS installation (for medium-sized commercial premises).

General mechanical or HVAC system upgrades to avail of the latest technology, i.e. use of heat pumps and air conditioning units to charge electric vehicles.

Influencers to consider in HVAC upgrades

Aside from facilities, there are others to consider and involve in the decision to perform HVAC upgrades.

1. Finance – performing cost/benefit analysis and projected energy savings of a project, feeding this information into equipment payback calculations. Payback is the length of time it will take for an upgrade to pay for its cost, from savings made.
   This heat recovery example shows an 11 month payback with a 25% energy saving.
   Grant support from the Sustainable Energy Authority of Ireland can support projects with grants in excess of € 100,000 under business energy upgrades.
2. Compliance – adding to green credentials by using more energy efficient systems, availing of low carbon or renewable fuel sources, lowering the carbon footprint of the building and the organisation. Moreover, these measures will supplement ESG targets of compliance managers and help in their strive to maintain or achieve corporate certification, i.e. ISO 50001 certification for energy management.
3. Building tenants/users – consider present and future requirements of building users or desired future tenants. Not only will HVAC upgrades improve building users’ satisfaction, due to more reliable operation or improved management of local temperature, but it will also improve health conditions, for example. Indeed, this is done through ventilation and improvements in IAQ, calling on ventilation systems when carbon dioxide (CO2) levels surpass acceptable levels. CO2 monitoring is a tool used to expose poorly ventilated indoor spaces.
   When seeking future tenants, modern HVAC systems can help to attract a higher rent yield.

Finance – choose from a selection of measures to upgrade your business and get immediate SEAI grant approval:

• Heating
• Cooling
• BEMS
• Solar thermal and solar PV
• Building fabric
• Technical design assistance

SEAI, business energy upgrade grants

Performing a HVAC upgrade

Selecting a HVAC upgrades provider

Selecting a contractor to perform a HVAC upgrade can be a significant challenge. Work has to be performed in compliance with safety standards and has to meet desired quality outcomes for end users.

The end goal is for trouble-free usage of the installed/upgraded HVAC equipment, functioning to manufacturer’s specifications.

Selection criteria for a HVAC upgrades provider may include:

• Previous experience – showing successful outcomes and satisfied customers.
• Skills and ability – to perform the work and manage the complete job to desired outcomes.
• Certification/compliance – demonstrate the provider has up to date company certification and training records of all operatives (including any third party specialist subcontractors) and that they are registered with industry bodies, such as, F-Gas Registration (FGR), Register of Electrical Contractors, Ireland (RECI) – Safe Electric and Register of Gas Installers, Ireland (RGII).
• If setting out to achieve ESG targets, select a provider who has similar environmental and sustainable considerations, such as:

• • environmental and sustainability plan
  • employee wellbeing and retention initiatives
  • plan to reduce fossil fuel reliance
  • innovative work practices to reduce emissions
• Safety – with safety being the number one consideration on any job, a safety management system (at least) or ISO 45001 certification should be held.
• Maintenance and support – support in the warranty/defects period is essential to the smooth transition to the newly upgraded systems, while on-going support in planned preventative maintenance (PPM) thereafter is essential to maintain the value of the systems.

Process for performing HVAC upgrades

Pre works

1. The above selection criteria should be reviewed when selecting a HVAC upgrades provider.
2. The upgrade provider then either meets with the appointed energy advisors, mechanical and electrical consulting engineers (technical designers and advisors for large scale HVAC upgrades) or the customer to scope out the upgrade.
3. The energy advisor, consulting engineer or upgrade provider may act as the Project Supervisor for Design Process (PSDP) – system designer – as long as they hold the valid training certification.
4. A detailed survey of the existing systems takes place.
5. The HVAC upgrade is then designed and budgeted in consultation, ensuring all organisational and stakeholder goals are factored in and special considerations are taken into account, i.e. a specific heat-on date.
6. Works are then approved, planned and communicated with all necessary health and safety documentation, i.e. risk assessments and method statements, in advance of the works commencing. A preliminary safety and health plan is devised.
7. If works were to surpass 30 days 500 people days and involve more than one contractor, the Health and Safety Authority (HSA) in Ireland would have to be notified, in accordance with regulation 22 of (S.I.) No. 291 of 2013 of Safety, Health and Welfare at Work (Construction) Regulations 2013. The provider would have to operate a Project Supervisor Construction Stage (PSCS) and only those with valid PSCS training may assume this important safety role.
8. A project/construction stage plan is drawn up with dates and milestones agreed.
9. If specialist subcontractors are required, they are appointed and their training/skills, safety and business documentation is inspected.

Works

1. HVAC systems for upgrade are shut down and stripped out.
2. The installation of new equipment and any ancillary equipment takes place in accordance with the project plan.
3. Testing, balancing and commissioning of HVAC equipment takes place next.
4. The new system is handed over the complete documentation, including the safety file, operation and maintenance (O and M) manuals, while local staff are provided with basic operation training.

Post works

1. A PPM programme is established, typically commencing 12 months post upgrade.
2. In the meantime, feedback is sought from stakeholders and the system is fine-tuned.
3. Finally, energy spend is tracked and compared against the old system to compare it against projections.

Thermodial’s approach

Thermodial upgrade HVAC systems, performing mechanical, electrical and BEMS installations.

Thermodial’s approach to HVAC upgrades is through a four-pronged approach, mirroring Thermodial’s ISO certified management system.

• Safety – managing project safety is our number one consideration, through our in-house PSCS and PSDP engineers, eliminating work related injuries.
• Quality – all staff are highly trained, multi-skilled and rewarded for compliance. This improves quality control, eliminates risk and helps in the retention of highly trained staff.
• Environmental – Thermodial strives for a net positive effect on the environment with the elimination of pollution and waste at source a priority.
• Energy – efficient scheduling of staff, reduction in fossil fuel reliance and the use of a BEMS are used as effective instruments to control and reduce energy consumption and greenhouse gas emissions.

Explore the full certification of our company and our team.

After upgrade, Thermodial also provide on-going PPM of HVAC and BEMS systems.

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Key guidance source materials

Carbon Trust | Office energy efficiency guides and resources.

Chartered Institution of Building Services Engineers (CIBSE) | Guide M: maintenance engineering and management (2014 edition).

European Union (Energy Efficiency) Regulations 2021 | S.I. No. 393 of 2021.

Havard Business Review (HBR) | Research: Stale Office Air Is Making You Less Productive.

Safety, Health and Welfare at Work (Construction) Regulations 2013 | S.I. No. 291 of 2013.

Sustainable Energy Authority, Ireland | Business energy upgrade grants.