Capital Planning for 2025: HVAC/R, Data Analytics, and the New EPA Regulations

In a recent online discussion among facility managers regarding capital expenditure priorities for 2025, two critical themes emerged: HVAC/R system upgrades and data analytics to make smarter, more informed decisions. 

As multi-site facility managers prepare their capital expenditure requests, these areas deserve special attention, particularly given upcoming EPA regulations, rising costs, and labor market dynamics.

The team at Total Comfort Group (TCG) understands that multi-site facility managers have to make critical decisions on the management, security, safety, and routine maintenance of their facilities. 

With a new year ahead and environmental regulations on the horizon, now is the time to strategically plan capital investments to proactively manage budgeting and control costs. 

Navigating Regulatory Shifts 

As many in our industry are aware, the EPA’s new guidelines for phasing down hydrofluorocarbons (HFCs) represent a significant shift in how refrigerants are used. While the installation deadline for certain systems has been extended to January 1, 2026, 2025 remains a crucial year for planning 

Here’s why:

New Refrigerant Standards

The EPA will enforce a 750 global warming potential (GWP) limit on refrigerants used in new air conditioning systems. Many systems currently rely on R-410A, a refrigerant widely used for years because of its efficiency and safety – it’s non-flammable and non-toxic. 

Why the Change? 

The move toward A2L refrigerants is driven by the need to reduce the HVAC/R industry’s contribution to global warming. High-GWP refrigerants like R-410A contribute to greenhouse gas emissions, so the EPA is taking steps to phase them out. By transitioning to A2L refrigerants, the industry can maintain the high performance of modern HVAC/R systems while reducing their environmental impact.

Impact on Existing Systems

A key concern for commercial HVAC/R contractors and facility managers is how the new EPA refrigerant regulations will impact existing equipment, compliance requirements, and associated costs. While transitioning to A2L refrigerants may not drastically alter day-to-day operations, there are important factors to consider.

Mildly flammable A2L refrigerants will require updates to safety standards and building codes. Although the installation process will remain largely similar, contractors must become familiar with the new safety protocols for handling and installing these refrigerants. Training and certification may be necessary, potentially adding to the overall cost of compliance.

It’s important to note that R-410A units can still be installed up to the cutoff date of January 1, 2026, and will remain compliant throughout their operational lifespan. The new regulations do not require the replacement of existing R-410A units; they only mandate that all new installations beginning in January 2026 must use A2L refrigerants.

Another concern for multi-site facility managers is the availability of parts for R-410A units in the coming years. According to information provided by manufacturers, there is a vast inventory of parts for R-410A units, and there should not be shortages of the normal lifespan of these systems. Facility managers should evaluate their current setups to budget appropriately for potential upgrades, ensuring long-term compliance and operational efficiency while also taking into consideration the availability of parts for existing equipment.

While the transition to A2L should be more straightforward for newer systems—many manufacturers are already designing HVAC/R systems compatible with these refrigerants—older systems relying on R-410A will require full replacements to comply with the new guidelines, which can lead to significant expenses as A2L units tend to be costlier.

Data Analytics and Your 2025 HVAC/R Strategy

In addition to investments in HVAC/R equipment and the regulatory landscape, one experienced facility manager noted, “getting more data to make smarter decisions” is crucial for modern facility management. 

In addition, Total Comfort Group CEO Frank Bacchetta noted in a recent discussion with the ACHR News Podcast that the trade is getting more technologically advanced, embracing the data trend and pushing it to the next level. 

This means using analytics to bridge the gaps between the technicians in the field, office personnel, and facility managers to empower all parties to make informed, data-driven decisions. According to Bacchetta, by using asset data, including make, model, serial number, age, and tonnage, technicians in the field can get quick insights into what could be wrong with a piece of equipment and how to address the situation in real-time. 

Further, compiling data to streamline information and provide insights, including failure rates, how and why an asset failed, and the reason for the failure provides facility managers with greater insights and depth into what can be expected from that asset in the future. This then informs planning for capital replacements and budget forecasting. 

In short, this data empowers multi-site facility managers to make proactive decisions instead of reacting to equipment failures. 

To summarize, a powerful data-driven HVAC/R strategy may include: 

• Real-time performance tracking of HVAC/R systems
• Energy consumption analysis
• Predictive maintenance capabilities
• Integration with Building Management Systems (BMS)

And the cost-savings benefits include:

• Early problem detection
• Optimized maintenance scheduling
• Enhanced energy efficiency
• Reduced emergency repair costs
• Accurate and efficient budget projections

Building Your 2025 Capital Budget Request

The successful transition to compliant HVAC/R systems using data analytics requires a carefully coordinated approach that balances regulatory requirements, operational needs, and financial considerations. 

Below, we’ve outlined an overview of how organizations can minimize disruption while systematically upgrading their HVAC/R infrastructure to meet new regulatory standards and stay within budget. 

Strategic Implementation Plan

1. System Assessment
   • Inventory current HVAC/R equipment and refrigerant types
   • Evaluate age and efficiency of existing units
   • Identify priority replacement needs
   • Assess monitoring system capabilities
2. Phased Approach
   • Prioritize facilities based on compliance needs
   • Schedule strategic replacements before regulatory deadlines
   • Integrate monitoring systems during upgrades
   • Take advantage of TCG’s current inventory of compliant units
3. Budget Considerations
   • Factor in equipment cost increases
   • Account for rising labor rates
   • Include monitoring system integration
   • Consider bulk-purchasing opportunities

TCG’s RTUs Are Ready for 2025

At Total Comfort Group, we are committed to providing top-tier service, preventative maintenance, and equipment solutions that stay ahead of industry changes. 

In preparation for the upcoming EPA refrigerant regulations, we have stocked an extensive inventory of fully compliant Rooftop Units (RTUs) ready to ship nationwide with parts readily available for years to come. 

Whether you’re outfitting a new facility or upgrading existing systems, our units are designed for efficiency, compliance, and environmental responsibility—helping you manage this transition as cost-effectively as possible.

Thanks to our partnership with two of the nation’s largest manufacturers, we will also be among the first to receive A2L units directly from the production line. This allows our clients the flexibility to choose between the highly efficient R410A units or the new A2L units, depending on their specific needs and timing, ensuring a smooth transition regardless of their circumstances.

Why Choose TCG’s RTU Solutions?

• Proven reliability: Our RTUs are built for performance and efficiency, providing dependable service for multi-site commercial properties.
• Future-proof: With TCG’s RTUs, facility managers won’t need to worry about compliance issues as 2026 approaches. Our systems are designed to meet and exceed the new refrigerant regulations.
• Expert support: Our team of level five journeyman technicians is here to guide you in selecting the right HVAC/R system that meets your specific needs. 

Planning for Success

As we approach 2025, facility managers who take proactive steps now will be best positioned for success. 

We all can agree that the key to managing these changes effectively lies in early planning and strategic implementation. TCG is here to help you navigate these changes with our inventory of compliant units, expert technical support, and comprehensive, data-driven solutions.

Don’t wait to ask for the equipment you know your facilities need or for regulatory deadlines to arrive. Contact TCG today to discuss your HVAC/R needs and let us help you develop a strategic approach to your capital expenditure planning.