Projects

Why HVAC Projects Run Late (And How to Avoid Costly Delays)

Paul Bondsfield • March 19, 2026

"We're only a few days behind..."

Walk onto almost any commercial construction site and you’ll hear the same frustrating comment:


“We’re only a few days behind…”


But in reality, those “few days” quickly cascade into weeks of programme pressure, rework, and cost escalation.


HVAC systems sit right in the middle of that problem, because they are:


  • Installed late in the programme
  • Dependent on multiple upstream trades
  • Critical to downstream completion (ceilings, commissioning, handover)


Which means when HVAC slips — everything slips.



The 5 Real Reasons HVAC Projects Run Late


1. Late Design Release & Constant Changes


Even on well-run projects, HVAC design is rarely “final” when fabrication starts.

Common issues:

  • Structural clashes discovered late
  • Architectural revisions
  • Services coordination conflicts (MEP congestion)
  • Value engineering changes


Result:
Fabrication drawings get revised mid-production, creating delays, rework, and confusion.

2. Coordination Breakdowns on Site


HVAC ducting competes for space with:

  • electrical containment
  • fire protection systems
  • plumbing
  • structural elements


When coordination isn’t resolved early:

  • installers are forced to adjust on-site
  • components don’t fit as intended
  • sections need to be remade or modified


Result: Lost time, frustrated crews, and stop-start installation.



3. Missing or Delayed Components


This is one of the most underestimated causes of delay.


A project might have 95% of its ductwork ready — but it only takes one missing item to halt progress:

  • a reducer
  • a tee
  • a standard elbow
  • a transition piece


Result: Entire sections of install stop while waiting for a small but critical component.


And because these items are often treated as “minor,” they’re frequently:

  • not ordered early enough
  • not stocked
  • or caught in fabrication queues
Ducting components stocked on the shelf


4. Fabrication Bottlenecks


Custom ductwork takes time — especially when:

  • shops are running at capacity
  • priorities shift between projects
  • urgent jobs disrupt planned workflows


Even highly efficient manufacturers can be impacted when:

  • drawings change late
  • production gets re-sequenced
  • or small urgent items jump the queue


Result: Programme uncertainty and unreliable delivery timelines.


5. Site Access & Installation Constraints


Even when ducting is ready, installation can be delayed by:

  • restricted access zones
  • incomplete preceding trades
  • crane or lift availability
  • safety constraints


Result: Delivered duct sits idle — or worse, needs to be re-handled multiple times.

The Hidden Truth: HVAC Is on the Critical Path


HVAC isn’t just another trade.


It directly impacts:

  • ceiling closures
  • fireproofing
  • electrical fit-off
  • commissioning
  • final sign-off


A single delay in duct installation can ripple across multiple trades simultaneously.




How Smart Ducting Strategy Keeps Projects Moving


The difference between projects that struggle and those that flow often comes down to how ducting is supplied and managed.


1. Early Engagement with Duct Manufacturers


Bringing suppliers in early allows:

  • buildability input
  • smarter sequencing
  • identification of risk areas


Result: fewer surprises later.


2. Designing for Flexibility


Rigid, overly customised designs increase risk.


Flexible approaches:

  • standardised components
  • adaptable sections
  • allowance for site variation


Result: faster adjustments when reality doesn’t match drawings.


3. The Game-Changer: Stocked, Off-the-Shelf Accessories


This is where projects are won or lost.

Having standard ducting components available in stock — ready to go — dramatically reduces delays.


Typical stocked items:

  • elbows
  • reducers
  • tees
  • dampers
  • standard fittings


Why This Matters So Much


When accessories are available immediately:

  • Installation doesn’t stop – No waiting days (or weeks) for a small missing piece.
  • Site teams can adapt in real time - If conditions change, installers can grab what they need and keep moving.
  • Less pressure on fabrication - Custom work continues in parallel, without constant interruption.
  • Reduced programme risk - Small issues don’t escalate into major delays.


The Reality on Site


Projects rarely fail because of big, obvious issues. They fail because of lots of small delays stacking up.

And more often than not, those delays look like: “We’re just waiting on a couple of fittings…”



The Takeaway


HVAC project delays aren’t caused by one big problem.


They’re caused by:

  • late changes
  • coordination gaps
  • missing components
  • fabrication pressure
  • site constraints


But one of the simplest, most effective ways to reduce risk is also one of the most overlooked:

Ensure critical ducting accessories are available, in stock, and ready to go.


Because in construction, speed isn’t just about how fast you can manufacture — it’s about how quickly you can respond when things don’t go to plan.








Related Reading


Start with the fundamentals of quality performance:
The Hidden Value of High-Quality Ducting


Then explore how to design ducting that can adapt:
Designing for Flexibility in Modern HVAC Systems


Understand why on-time delivery is everything:
Availability & Speed in Construction


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Te Kaha – One New Zealand Stadium
October 30, 2025
Christchurch, New Zealand We were honoured to provide the precision-engineered ductwork solutions for Te Kaha, a landmark multi-use arena designed to revitalise Christchurch’s sporting and cultural heart. Our systems support the complex HVAC infrastructure required for a venue that accommodates tens of thousands of spectators, while meeting stringent expectations around natural ventilation, indoor air quality and resilience. By integrating our high-performance air-ducting within a mechanically-efficient, future-focused building envelope, our contribution helps deliver a world-class facility that stands for durability, sustainability and community pride.
October 30, 2025
Auckland, New Zealand We were pleased to supply the air-ducting systems for the new headquarters-style facility of Orams Marine in Auckland. Located in the heart of the marine precinct, this advanced multi‐storey building complements the company’s world-class superyacht refit yard and mixed-use marine village, featuring open offices, workshops and service zones designed to support high-value marine activity. Our precision-engineered ductwork helps deliver high‐quality indoor air across varied areas—from office floors to workshop bays—while aligning with the site’s robust industrial needs and high-performance building goals.
October 30, 2025
Auckland, New Zealand We were proud to supply the air-ducting systems for Fonterra Co-operative Group’s new global headquarters in Auckland. This seven-storey, 16,000 m² building consolidates staff from multiple sites into a high-performance workplace defined by open floor plates, a central atrium and world-class sustainability features. With fully electric heating, rainwater harvesting, a high-efficiency thermal envelope and an advanced ventilation strategy, our ductwork plays a key role in achieving the building’s 5-Green Star base-build rating and readying it for even higher targets. By integrating our precision-manufactured duct systems seamlessly into the fit-out and services architecture, we supported the building’s flexible activity-based work zones and the company’s ambition for a future-proof, low-carbon and people-centric headquarters.
Interior of a large building under construction. Metal roof, exposed ductwork, construction materials and machinery.
October 30, 2025
Auckland, New Zealand Express Sheetmetals was proud to supply the air-ducting systems for Fisher & Paykal’s new global headquarters — a landmark development that brings together the company’s people, innovation, and production under one roof. Designed for collaboration and sustainability, the building combines open, flexible workspaces with advanced mechanical systems to ensure a healthy and efficient environment. Our precision-engineered ducting supports the complex airflow requirements across office, research, and production areas, contributing to the project’s high-performance, low-carbon objectives and helping create a workplace that truly reflects Fisher & Paykal’s forward-thinking ethos.
February 23, 2020
The chic and modern addition to the University of Auckland, B507 Park West Development - Grafton campus, boasts a value of $100m+, spans 19,500m², and has five occupied levels and includes a carpark, acoustic booths, teaching spaces, clinics and offices. Express was subcontracted to Numecon Contracting to deliver the job within a tight timeframe, beginning in October 2018 and going through to February 2020. “Establishing consistent and clear communications has ensured all aspects of this job were completed with minimum fuss and maximum accuracy. The job was modelled and provided in Revit 3D and which enabled a simple and accurate translation to manufacturing requirements. This and the timely release of high-quality mechanical drawings from Numecon via Aconnex really improved the ability to plan and manufacture this project in support of the site program and ensure manufacturing was completed accurately - first time - to very high standards”, Mike Arcari – Director Production, Express Sheetmetals. Numecon notes that Express excels in responding to site demands in a timely manner, their QA and quality of install are top notch, and their can-do attitude is greatly appreciated. According to Paul O’Callaghan, Director of Numecon Contracting, Express takes the initiative to use innovative technology that significantly improves accuracy and therefore efficiency. “It was a relatively simple space-restricted project, but it had to be done fast, and the accuracy had to be there”, explains Paul. On Express, Paul had this to say, “They are a good company. They have good systems and good people.” On their relationship, “It’s construction. You’re in people's faces. You’re building things. You’re under pressure to deliver. But at the end of the day, they have the right people.” “I liken it to an old Māori proverb that goes like this: ‘He aha te mea nui o tea o? He tangata, he tangata, he tangata. It translates to: ‘It is the people, it is the people, it is the people.’ And this explains Express Sheetmetals to a tee”, Paul finishes. “Working in an environment where there was fantastic alignment and communication between the head contractor, the Numecon team, and ourselves has made this project a pleasure to complete. With stability in the build program, completeness of design and very strong on-site management of the mechanical aspects of the project, we were able to place additional emphasis on quality to ensure we met the very highest of customer expectations” , Sander Dales – Director Operations.
October 9, 2019
Elegant, spacious, luxury living at its best; Waterford Retirement Village crossed the spectrum of the HVAC industry, bringing a variety of HVAC elements into one complex. This stunning project in Hobsonville Point, completed in October 2019, is looked upon as a village within a village; whether independent or community living is desired, it’s got something for everyone. Comprising 30+ apartments and a community lodge with a restaurant/café, bar, wellness centre, private theatre and library, and a heated swimming pool & spa and gym complex, Waterford certainly delivers. Each apartment has a standalone ventilation and air conditioning system, and all common areas are fully ventilated and air conditioned using a highly energy-efficient Mitsubishi Electric VRF air conditioning system. The swimming pool area is also fully ventilated with exposed ducting and heated with space radiant wall-mounted hot water heaters in addition to the underfloor heating. The Basement carpark is fully ventilated with a mechanical extract system to add to the mix. According to Grant Brosnan, Project Manager for Air Mark Services Ltd (Mechanical Contractor), “There was a lot of diversity and different aspects to this job. It was like a whole lot of jobs intermingled into one project; roof work, louvres on outside walls, fully welded kitchen extracts, and exposed pool ducting, etc.” “The major benefit of using Express Sheetmetals on a job of this nature is the two facets of their business: supply and manufacture of ductwork and the installation.” The convenience of the full service is what sets Express Sheetmetals apart, as is one of the biggest in Auckland, providing both product and installation. “It really takes the workload and pressure off us, and is part of what makes Express Sheetmetals a good go-to company.” Grant credits Express Sheetmetals for taking constructive criticism, sorting out any issues swiftly, and their direct communication. “Sander is very good at smoothing over any issues if there are any. To be fair, over the whole project, we never had a major one”, he explains. “Successful completion of this project came down to a comprehensive joint team effort between Air Mark Services Ltd and Express Sheetmetals, as we worked through a significant number of emerging architectural details and requirements throughout the project duration. That kind of teamwork highlights the value of a close partnership, and means all parties can share their best ideas and experiences when working through construction challenges on the project” , Sander Dales – Director Operations, Express Sheetmetals. This project is similar to another retirement village Express completed for Air Mark Services Ltd, a few years ago, Greenwich Gardens – a similar project but at scale, with over 250 apartments. “I must say Express put into their machinery and development of their products the most than any other company I know; money, time and quality. Most of their machinery comes from Switzerland, and the quality of their ducting and so forth is probably one of the best that I have seen in my career. We have used thousands of their particular rubber seal products that alleviate the need to apply duct sealant around the duct. Very impressive”, closes Grant.
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