Case Study: Multi-Tenant Commercial RTU Service Contract, Central Park Plaza La Vista
This case study documents a commercial HVAC service contract for Central Park Plaza in La Vista, a multi-tenant commercial property serving small office and retail tenants. The property has 6 rooftop units (RTUs) ranging from 5-ton to 15-ton capacity serving distinct tenant spaces, with quarterly preventive maintenance and 24/7 emergency response coordination. The case illustrates commercial service patterns distinct from residential service: tenant coordination, business-hours impact considerations, and the substantial value commercial property owners receive from proactive maintenance contracts.
Property Situation
Central Park Plaza is a single-story commercial property in La Vista with approximately 18,500 sq ft of leasable space divided into 6 tenant suites. The property is owned by a small commercial real estate investor (LLC structure with two principals managing approximately 12 commercial properties in the Omaha metro). Property has been operational since 2002, with original RTU equipment from 2002 still serving four of six suites and two RTUs replaced in 2018-2019 following equipment failures.
Tenant mix:
- Suite 1 (4,200 sq ft) — insurance agency office, 8 employees, standard business hours operation
- Suite 2 (2,800 sq ft) — physical therapy clinic, 6 staff plus 20-30 patient visits daily, extended hours including some evenings
- Suite 3 (3,600 sq ft) — specialty retail (gift and home goods), 4 employees, mall hours operation
- Suite 4 (2,500 sq ft) — tax preparation office, 6 employees seasonal staffing surge during tax season
- Suite 5 (3,200 sq ft) — salon/spa, 10 staff, extended hours including weekends
- Suite 6 (2,200 sq ft) — financial advisor office, 4 employees, standard business hours
Equipment inventory:
- RTU 1 (Suite 1): 2018 Carrier 7.5-ton 14 SEER (replacement following 2018 failure)
- RTU 2 (Suite 2): 2019 Carrier 5-ton 14 SEER (replacement following 2019 failure)
- RTU 3 (Suite 3): 2002 York 7.5-ton 10 SEER (original, 23 years old)
- RTU 4 (Suite 4): 2002 York 5-ton 10 SEER (original, 23 years old)
- RTU 5 (Suite 5): 2002 York 7.5-ton 10 SEER (original, 23 years old)
- RTU 6 (Suite 6): 2002 York 5-ton 10 SEER (original, 23 years old)
Service Contract Structure
Property owner engaged Omaha Heating and Air Conditioning for comprehensive commercial service contract following previous contractor’s reliability problems. Contract managed by Andre Patel (Commercial Manager, 16 years experience, former HVAC factory representative).
Contract Provisions
- Quarterly preventive maintenance on all 6 RTUs: spring AC tune-up (April), mid-summer inspection (July), fall heating tune-up (October), mid-winter inspection (January)
- Priority dispatch for emergency service: 4-hour response time during business hours, 8-hour response during after-hours/weekends
- Annual equipment condition reports: documented status of each RTU including efficiency measurements, component condition, projected remaining useful life
- Tenant coordination: service scheduling coordinated to minimize tenant disruption
- 15% discount on parts for any repair work performed during contract period
- No surcharge for emergency calls during contract period (standard emergency premium waived)
- Annual contract value: $8,400 for 6 RTUs (approximately $1,400 per RTU annual maintenance)
Service Execution Patterns
Quarterly Maintenance Visits
Each quarterly visit involves all 6 RTUs:
- Refrigerant pressure verification
- Compressor amperage and operation check
- Capacitor measurement
- Contactor inspection
- Belt inspection and adjustment/replacement (older RTUs with belt-drive blowers)
- Condenser coil cleaning (substantial Omaha summer pollen and debris)
- Evaporator coil inspection
- Condensate drain cleaning
- Filter replacement (commercial 2″ pleated filters)
- Heating section inspection (gas valve, ignition, burner)
- Combustion analysis for heating section
- Roof penetration weatherproofing inspection
- RTU cabinet inspection for corrosion or damage
Tenant Coordination Process
- Property manager notifies tenants 1 week ahead of scheduled maintenance
- Tenants identify any concerns or comfort issues for technician attention
- Maintenance scheduled during periods of lowest tenant impact (early morning before opening when possible)
- Roof access coordinated with property manager (single roof access point for property)
- Service documentation provided to property manager after each visit
- Tenant comfort issues identified during visits addressed immediately or scheduled for follow-up as appropriate
First-Year Contract Outcomes
- 4 quarterly visits completed with all 6 RTUs serviced systematically
- 3 component repairs identified during preventive maintenance: RTU 3 capacitor replacement (during October visit), RTU 5 contactor replacement (during January visit), RTU 4 belt replacement (during July visit) — all caught during preventive service rather than after-failure emergency service
- 1 emergency call: RTU 4 condenser fan motor failure during August heat (4-hour response time per contract); $485 in parts billed at 15% discount
- 2 tenant comfort complaints addressed: Suite 2 thermostat calibration adjustment, Suite 5 condensate management improvement
- Equipment condition documentation: annual report identified 2002 RTUs (3, 4, 5, 6) approaching end-of-life with replacement projected within 3-5 years; property owner began budget planning for systematic replacement
- Tenant satisfaction: substantial improvement vs prior contractor; tenant compliments to property manager about reliability
Annual Contract Pricing
Annual contract value: $8,400
- 4 quarterly maintenance visits (6 RTUs each): $7,200 ($300 per RTU per visit × 4 visits × 6 RTUs)
- Annual equipment condition report: $385
- Priority dispatch availability and emergency surcharge waiver: $485
- Property documentation, communication, and coordination: $330
Additional billing during contract year:
- Component repairs during preventive visits: parts at 15% discount; minimal additional labor since work performed during scheduled visits
- August emergency call: $485 in parts (RTU 4 condenser fan motor) at 15% discount = $412; standard service call with emergency surcharge waived per contract
- Total additional billing first year: approximately $1,250
- Total commercial HVAC spending first year: approximately $9,650
Comparable cost without service contract: estimated $15,000-$18,000 for equivalent reactive service over first year (assuming same component repairs at full emergency rates, no priority dispatch, no preventive maintenance value, no discounts).
Long-Term Property Value
- Equipment lifespan maximized — preventive maintenance extends RTU useful life by 25-40% vs reactive-only service
- Tenant retention support — reliable HVAC reduces tenant complaints and supports lease renewals
- Predictable annual budget — quarterly maintenance contract eliminates capital surprise risk
- Capital planning — annual condition reports support multi-year capital budget planning for systematic equipment replacement
- Property valuation — well-maintained commercial HVAC supports property valuation and refinancing
- Liability management — documented maintenance protects against tenant claims and insurance disputes
Lessons from This Project
- Commercial service contracts provide substantially better economic outcomes than reactive-only service for multi-tenant properties
- Quarterly maintenance frequency appropriate for commercial RTUs given more demanding duty cycles vs residential equipment
- Tenant coordination is essential for commercial work; minimizing business impact requires planning beyond residential standards
- Annual equipment condition reports support capital planning that residential service typically doesn’t provide
- Aging RTU populations (2002 equipment now 23 years old) require strategic replacement planning over multiple years
- Component repairs identified during preventive maintenance are substantially less expensive than reactive emergency service
Contact Omaha Heating and Air Conditioning
For La Vista commercial HVAC service contracts, multi-tenant property maintenance, RTU service consultation, or commercial equipment replacement planning, call our 24/7 line.
- Emergency Line (24/7): (402) 258-6703
- MUD Gas Emergency: 402-554-7777 (suspected gas leaks)
- 911: for CO detector alarms or fire/smoke situations
- Address: Lake Regency Building, 450 Regency Pkwy #370, Omaha, NE 68114
- Email: info@omahaheatingairconditioning.xyz
- City of Omaha Mechanical Contractor License: #MC-2014-08847
- EPA Section 608 Universal: #608U-2014-227841