The Growing Risk of VRF System Problems Over Time
One Facility’s Battle with Aging VRF Technology
Comfort is critical, and reliability isn’t optional — especially in senior living. At an assisted living facility in the Northeast, an escalating HVAC crisis, caused by ongoing VRF system problems, serves as a real-world cautionary tale for building owners and facilities teams everywhere. The issue? A once-promising VRF system that has become more of a liability than an asset.
Aging Equipment, Rising Frustration
This 120-apartment facility relies on a complex VRF system to provide individual heating and cooling to each resident’s unit. But one specific zone — serving approximately 18 to 20 apartments — has become a recurring problem.
Despite repeated service calls, this unit has failed to deliver reliable comfort, especially during colder months. As complaints rolled in from residents and families, the facility’s Executive Director was forced to rely on space heaters to supplement the failing system — a temporary fix that brought little relief and even more scrutiny.
When you’re paying for premium care, needing a space heater in your room is not something you expect, shared the facility’s director.
Repeat Service Calls That Solve Nothing
Multiple service calls resulted in the same outcome: a refrigerant recharge with no real resolution. Technicians consistently noted there was a leak “somewhere,” but couldn’t locate it without further invasive diagnostics. These recurring VRF system problems made it nearly impossible to restore comfort without major disruption.
Eventually, a more specialized service contractor was brought in. Their assessment? A $48,000 quote just to locate the leak — not including any actual parts or repairs.
Why the astronomical cost? The system’s refrigerant lines were embedded inside walls, requiring extensive demolition just to diagnose the issue. And even worse: the specific VRF unit was 10–15 years old and officially discontinued. Replacement parts were only available from liquidated surplus — and even then, sourcing them could take weeks.
Caught Between Budget and Breakdown
With a full unit replacement off the table due to obsolescence, and repair costs skyrocketing, the facility was stuck. The piping infrastructure was still in place — and still leaking — meaning even a new unit wouldn’t solve the problem.
As is common in senior living and healthcare environments, any major HVAC project requires layers of approval, capital expense planning, and minimal resident disruption — a near-impossible ask under these circumstances.
We’re tied up in red tape and budget constraints, and meanwhile, our residents are uncomfortable and unhappy, the director explained.
Either way, the Executive Director found themselves stuck:
- Replacing the system would require extensive construction and downtime.
- Repairing it would come with uncertain costs and likely the same disruption.
- Neither option fit within the existing operating budget, and both required significant red tape to get approved.
The Long-Term Reality of VRF Systems
This story may sound like an unfortunate one-off — but it isn’t. This facility’s experience reflects a growing concern among building professionals: what happens when a proprietary VRF system fails after a decade of use? What many facilities will face as first-generation VRF systems age out and begin to fail. When leaks occur behind walls, repair becomes invasive and costly. When parts are no longer available, the entire system risks becoming unusable.
While VRF systems are often promoted as energy-efficient solutions, this case highlights the hidden costs that emerge over time:
- Complexity of service and diagnosis
- Limited technician availability
- High costs for leak detection
- Part availability concerns
- Invasive repair requirements
The promise of VRF efficiency often comes at the cost of complexity, specialized service requirements, and long-term inflexibility. The savings promised in year one may be erased by maintenance costs in year ten.
A Smarter Alternative: Standard Systems with APR Control
Facilities like this one could benefit from considering sustainable, simpler, and more serviceable HVAC solutions — like standard rooftop units or split systems equipped with the APR Control. These systems offer:
- Modulation and part-load efficiency similar to inverter compressors found in VRF systems, without proprietary components
- Universal serviceability — any qualified commercial tech can work on them
- Minimized downtime and less invasive repairs
- Long-term reliability and ease of replacement
For facilities managers, that means fewer headaches, lower long-term costs, and a system you can rely on — without jumping through hoops.
That said, we recognize that in some larger facilities, VRF systems may still be the most viable option — particularly when a single VRF condensing unit is designed to serve 20 or more indoor coils. Retrofitting with standard systems may not always be feasible due to rooftop space, added electrical infrastructure, or weight restrictions. The APR Control offers comparable capacity modulation performance in many zoned applications, we understand the energy-saving potential is often part of the appeal for VRF systems.
Don’t Wait for a Crisis
If your VRF system is aging, or if you’re considering one for a new project, take a moment to think long-term. What happens when something goes wrong? Will it cost $48,000 just to find out?
With the APR Control and a standard system configuration, you can achieve performance, comfort, and peace of mind — without being backed into a corner.
Need help making the choice between VRF or a standard DX system? Or want to learn more about retrofitting your HVAC system for reliability and comfort?
📞 Contact our team today to explore solutions that work — today and tomorrow.
