...warns Nick Campey, national accounts director at Wakins Hire, FM companies should urge their clients to stop prevaricating about a new system or they could find themselves getting more than a little hot under the collar if it breaks down.
A new air conditioning system is one of those purchases that jumps to the top of the CapEx list every autumn if we've had a hot summer and gets pushed back to the bottom of the list again if it has been a summer of cardigans and umbrellas. But any company with an old air conditioning or refrigeration system could find themselves in trouble if it breaks down.

That's because, since January 1 this year, it has been illegal to manufacture R22, an ozone-depleting refrigerant gas commonly used in air conditioning and refrigeration systems. In actual fact, the legislation behind the ban - the Ozone Regulation: EU Regulation 2037/2000 on ozone-depleting substances - came into force in 2000 so there has been plenty of time to plan ahead and, certainly, no R22 dependent systems have been installed during the last decade.

However, until the beginning of this year, the legislation allowed those with an R22-dependent system already in place to continue using the ozone-depleting substance. Now, however, not only is it illegal to manufacture new R22 but as of the end of 2014, even the use of recycled HCFCs will be banned.


What that means for any company with R22-based air conditioning or refrigeration systems is that they will find it increasingly difficult to maintain and any breakdown could see the system written off completely.

While R22 was only ever used as an interim replacement for CFCs, which were banned in 2000, they are commonplace in air conditioning and refrigeration systems manufactured before 2000.

In the past, replacing the R22 in these systems as part of routine maintenance was straightforward but, with only recycled R22 or R22 substitutes now available, suitable coolants will become increasingly expensive and difficult to come by.

But the cost and short supply of R22 is not the only issue facing companies with R22-based systems. As the phase out progresses, system manufacturers will cease to manufacture components for those models that use R22, making it more and more difficult to maintain and repair them. While all this may have no immediate effect on companies whose systems are running efficiently, a sudden breakdown could leave them with no air conditioning or refrigeration system and any servicing contracts may become untenable.


So what's the answer? The obvious solution is to replace the older R22-based system with the latest technology and there are knock on advantages to going down this route, as more energy efficient systems can significantly reduce running costs.

For example, a new generation 5kW unit is around 300% more efficient that an R22-based equivalent and the level of energy efficiency rises incrementally for higher output units.

As a result, theoretically at least, the cost of replacing the air conditioning system can be offset against the energy savings.

However, in the present economic climate, reconciling the initial capital expenditure with the long-term cost savings is not always easy.

What's more, while this issue affects only air conditioning systems that are more than 10 years old, those with systems that are not much older than this may find it very early to be renewing such a significant investment.

For some businesses, interest-free loans may be available from The Carbon Trust or they may be able to claim back some of the capital outlay in the form of Enhanced Capital Allowance against taxable profits.

However, they will still need to have capital available upfront and, with the government pledging to reduce the deficit by implementing cuts wherever possible, who knows how long this type of financial incentive will be on offer.

The reality is that even those companies in a position to invest in new equipment will still need to plan their transition strategy to keep business-critical air conditioning or refrigeration systems operational until their new system has been commissioned.

The most flexible short to medium term solution, therefore, is temporary air conditioner or chiller hire.

This allow companies to bring in well-maintained, efficient and legislation-compliant equipment that matches their needs. It also means they can choose to use the equipment for as long or as short a time period as they require.

And even if a company's air conditioning or refrigeration system is working effectively at the moment, planning ahead to ensure your firm doesn't encounter any business interruption issues when the system does, inevitably, have to be decommissioned, should cost nothing.

A reputable specialist hire company should be happy to complete a site survey to assess your requirements and suggest suitable hire equipment, providing a fully-costed proposal that includes weekly rental, set-up, installation, commissioning and routine maintenance.

Awareness of the R22 timeline is low and the full implications of the legislation have not hit home for many companies yet. But time is running out and failing to plan now could leave you feeling the heat sooner than you think.