1. 
   

   Inventory Management

Efficient inventory management is crucial to avoid both shortages and overstocking of HVAC filters. When there is a shortage, it can take weeks to restock what is needed, causing delays in production time. In large manufacturing facilities, the demand for filters can be unpredictable due to varying production schedules. Maintenance managers who don’t have robust inventory tracking systems lack the ability to maintain an optimal stock level. Overstocking can also be a problem because it’s too easy for excessive capital to get tied up in a stockroom of filters.

How Can I Improve Inventory Management?

• Order filters on an as-needed basis.
• Order exact quantities to eliminate leftover filters accumulating in storage.
• Select a supplier that will stock filters for you. Consider a stocking agreement with guaranteed turnaround time for critical filters.
• Develop a predictive maintenance schedule based on historical data and usage patterns.

2. 
   

   Hidden Costs

While the upfront cost of HVAC filters is a primary consideration, hidden costs can significantly impact the overall budget. You can easily waste money on energy, labor, filter wastage, storage, shipping fees, and inefficiencies due to using the wrong filters. Maintenance managers must consider these factors when evaluating the true cost of procurement.

What Can I Do to Reduce or Eliminate Hidden Costs?

• Conduct an HVAC filter audit to understand the optimal time to change filters based on all factors (energy, labor, initial filter cost, system wear and tear).
• Order filters sorted and labeled by AHU, building, or area based on your PM schedule. This eliminates approximately 55% of the time spent staging filters after they arrive prior to installation.
• If possible, group orders together to reduce shipping costs.
• Consider the cost of storing filters and work with your supplier to eliminate the need for on-site storage.

3. 
   

   Labor Shortage

The ongoing labor shortage in many industries, including manufacturing, is challenging for HVAC filter procurement. Skilled technicians are required to install and maintain HVAC systems, and a shortage of such personnel can lead to delays and increased labor costs. Maintenance managers need to invest in training programs to upskill their existing workforce and explore automation solutions to mitigate the impact of labor shortages.

How Can I Offset The Labor Shortage?

• Order filters sorted and labeled by AHU, building, or area based on your PM schedule. This eliminates approximately 55% of the time spent staging filters after they arrive prior to installation.
• If your HVAC filter program operates at the highest possible standard, would you need as many staff to handle the program? In many cases, this can be reduced with optimization.

4. 
   

   Supplier Reliability

Finding reliable suppliers who consistently deliver quality filters on time is crucial for maintaining HVAC system efficiency. Supplier reliability issues, such as shipping delays, partial orders shipped or damaged filters can shut down your manufacturing line for weeks. Establishing strong relationships with multiple suppliers and conducting regular performance evaluations can help mitigate these risks.

How Do I Ensure Supplier Reliability?

• Understand how your supplier operates. Do they manufacture to order, or do they keep inventory on hand?
• Monitor order delivery time frames for consistency.
• Discuss with your supplier what redundancy they have to deliver products quickly if you have an urgent need.
• Ask for references from your supplier’s other customers.

5. 
   

   Regulatory Compliance

Compliance with environmental and industry-specific regulations is critical to HVAC filter procurement. For the safety of the facility’s occupants, maintenance managers must ensure the filters are up to national standards, such as ASHRAE or LEED certified. Staying updated with changing regulations can help avoid legal issues and potential fines.

How Do I Ensure Regulatory Compliance?

• Get a site audit from a certified air filter specialist (NAFA CAFS certification).
• Document a filter list so you can see which filters you use and when they were last changed, so orders can be made correctly in the future.

At Puremaxx, we offer a solution so you can change filters, not schedules. We simplify the filter ordering process so maintenance managers can have hassle-free filters delivered. Below are a few key Puremaxx offerings that resolve challenges discussed in this article:

• MaxxKitting: Only the filters you need, sorted and labeled by AHU, building, or area.
• No case quantity order requirements: Competing brands require you to order by cases of 6, 12, or 24 filters, even if you only need 4 of any type. The leftover filters typically get stored away and forgotten until the next filter change. With Puremaxx, you can order only the 4 that you need.
• Massive inventory to ensure no order delays: When your facility is at risk of closing due to filter issues, our quick shipping and large inventory will get you what you need.
• No-charge stocking agreement available in some cases: In some cases, we can stock your filters for you if they are not needed right away.
• Site audits by our certified CAFS staff members: Ask our CAFS-certified employees to come visit your facility. They will look at the filters you are using and offer suggestions on how you can save costs.
• On-site help with optimizing all aspects of filtration costs: As a result of the filter audit, we can offer you a better filtration management system.

Conclusion

Managing HVAC filter procurement in large manufacturing facilities involves navigating a range of challenges, from inventory management to regulatory compliance. By addressing these challenges proactively, maintenance managers can ensure the efficient operation of HVAC systems, minimize costs, and maintain compliance with industry standards. Building strong supplier relationships, only buying what you need, and staying informed about regulatory changes are key strategies for overcoming these challenges