Solving an “Impossible” VRF Replacement with Engineering Expertise

Overview

When a 20-year-old VRF system serving critical electrical and communications spaces reached the end of its life, the building owner faced a difficult challenge.

The existing system was no longer supported by the manufacturer, but replacing it came with one major condition: the building owner wanted to keep the existing refrigerant piping, electrical infrastructure, and controls in place to avoid costly demolition and disruption.

Most contractors declined to bid on the project.

Shafer Mechanical saw an opportunity to find a solution.

The Challenge

The client issued a request for proposal (RFP) to replace an aging Sanyo VRF system that had become obsolete.

Unlike a traditional replacement project, the owner required the new system to utilize the building’s existing refrigerant piping, electrical infrastructure, and controls.

For most contractors, that requirement was a deal breaker.

Without knowing exactly how the original piping had been designed or installed, reusing refrigerant piping on a VRF replacement is generally considered too risky. Most manufacturers also advised against it, making the project appear impossible.

Adding to the complexity, the VRF system served electrical and communications closets throughout the facility, making dependable cooling essential to protect mission-critical equipment and maintain uninterrupted operations.

The Solution

Rather than accepting that the project couldn’t be done, Shafer Mechanical began looking for answers.

Our team contacted multiple VRF manufacturers to determine whether a replacement solution was possible. While most manufacturers concluded it could not be accomplished, one agreed to evaluate the project if the original engineered drawings could be located.

Working alongside the client, we searched the facility and uncovered a complete set of the original construction drawings and specifications.

That discovery changed everything.

Using the original documentation as a starting point, our team completed a comprehensive as-built inspection to verify the existing installation.

During that process, we uncovered another surprise.

The building actually contained nearly 50% more installed equipment than originally identified by the owner.

By documenting every piece of equipment and comparing it against the original design, our engineers were able to accurately develop a replacement solution that reused the existing infrastructure while meeting the client’s objectives.

Planning for Success

Once the engineering solution was finalized, careful planning became the key to successful execution.

Shafer Mechanical’s Project Team coordinated closely with our Account Manager, Project Coordinators, manufacturer representatives, and the client’s facility team to ensure every phase remained on schedule.

Our approach included:

• Performing detailed as-built field verification before design
• Coordinating equipment procurement and staged deliveries
• Maintaining weekly communication with the client
• Scheduling work around sensitive operational areas
• Minimizing disruption to building occupants throughout construction

This proactive coordination allowed the replacement to proceed efficiently without interrupting the facility’s daily operations.

Engineering the Right Solution

Shafer Mechanical selected Hitachi VRF equipment in partnership with Applied Climate Solutions because their engineering team was willing to collaborate throughout the design process.

Together, the teams developed a replacement system that closely matched the original installation while successfully utilizing the building’s existing refrigerant piping and infrastructure.

Throughout refrigerant piping installation, technicians maintained a continuous nitrogen purge to prevent internal oxidation and help ensure long-term system reliability.

Safety Every Step of the Way

Safety remained a priority from start to finish.

The project included:

• Dedicated fire watch personnel during and after all hot work
• Protection of surrounding building finishes throughout installation
• Full compliance with Shafer Mechanical safety standards
• Adherence to all client-specific safety requirements

During the crane lift, both the Project Manager and Account Manager remained onsite to oversee operations, helping ensure the safety of personnel, equipment, and the facility.

The Results

The completed project exceeded the client’s expectations.

Project Outcomes

• Successfully replaced an obsolete 20-year-old VRF system
• Reused existing refrigerant piping and infrastructure, avoiding major demolition
• Restored reliable cooling for critical electrical and communications spaces
• Completed the project on schedule
• Minimized disruption to building occupants
• Avoided costly delays and multiple change orders

Most importantly, Shafer Mechanical accomplished a project that many believed could not be done.

 

The client was extremely pleased with the finished installation and the collaborative approach our team brought throughout the project.

A Different Way of Solving Problems

This project demonstrated what sets Shafer Mechanical apart.

Instead of stopping when faced with technical obstacles, our team investigated every possibility, collaborated with manufacturer partners, and invested the time necessary to fully understand the existing system before recommending a solution.

That persistence transformed what initially appeared to be an impossible replacement into a successful long-term solution for the customer.

Complex commercial HVAC projects require more than equipment. They require experience, technical expertise, careful planning, and a team committed to finding solutions others overlook.

Whether replacing aging infrastructure, solving unique engineering challenges, or minimizing operational disruption, Shafer Mechanical works closely with every client to deliver reliable HVAC solutions that support their business for years to come.

When others say it can’t be done, Shafer Mechanical is ready to find a better way.