The Complete Guide to Contingency Planning with Ideal Heat Solutions
In the event of a boiler or chiller breakdown, time is everything. Delays can result in lost revenue, regulatory breaches, health and safety risks, and reputational damage. This is especially true in critical environments such as hospitals, schools, manufacturing sites, and logistics hubs.
At Ideal Heat Solutions, we offer fully structured contingency plans designed to help you respond faster, smarter, and without disruption. By planning ahead, your business can safeguard operations and avoid the cost and stress of emergency failures.
This guide explores everything included in our contingency offering and how it can help your business stay operational, compliant, and protected.
Why Create a Contingency Plan for Boiler or Chiller Hire?
Unexpected equipment failure can occur at any time. Mechanical issues, fuel shortages, electrical faults, or adverse weather conditions can all lead to service disruption. Without a plan in place, the time required to assess your site, specify equipment, and gain health and safety approval can result in costly delays.
A contingency plan from Ideal Heat Solutions removes these obstacles entirely. With all logistics and documentation agreed in advance, we can deliver and install temporary heating or cooling systems quickly and efficiently, without the need for a new site assessment or negotiation.
Benefits of contingency planning:
- Fast deployment without bottlenecks
- Pre-agreed equipment availability
- No delays for documentation or risk assessments
- Reduced downtime and business interruption
- Full compliance with health and safety and environmental standards
- A calm, organised response during high-pressure situations
Read the UK Government’s Business Continuity Planning Guidance Here.
What’s Included in an Ideal Heat Solutions Contingency Plan?
Our contingency plans are built around your site’s specific needs. Here’s a detailed breakdown of what’s involved.
1. Full Site Survey with Operational Mapping
Every contingency plan begins with a comprehensive technical site survey, carried out by one of our experienced engineers. This survey includes:
- EQUIPMENT SPECIFICATION – Calculating the appropriate capacity and type of boiler or chiller
- POSITIONING STRATEGY – Identifying the best locations for temporary units, pipework, and associated ancillaries
- ELECTRICAL POWER REQUIREMENTS – Determining connection points, loading limits, and access to distribution
- WATER ACCESS – Mapping suitable mains supply and drainage options
- CONNECTION POINTS – Identify suitable connection points to building systems
- REMEDIAL WORKS – Identifying any pipework or building modifications needed, which we can quote for in advance
- ACCESS AND EGRESS – Reviewing roadways, crane or lift access, and entry logistics
- SECURITY PLANNING – Assessing needs for fencing, lighting, CCTV or access control
- HEALTH & SAFETY COMPLIANCE– Integrating your site-specific safety policies and protocols
- SITE CONTACTS – Listing all primary and out-of-hours points of contact
- UNIQUE CALL-OFF REFERENCE – Issuing a Unique Plan Number so you can activate the plan immediately when needed
This site-specific survey ensures nothing is overlooked and that all technical and logistical details are covered.
2. Ring-Fenced Equipment (If Required)
For mission-critical sites, for an agreed monthly cost, we can allocate specific boiler or chiller units exclusively to your business. This is ideal for organisations that cannot risk availability issues due to high seasonal demand or national shortages.
Ring-fenced equipment is:
- Pre-selected based on your unique site requirements
- Reserved under pre-agreed rates and terms
- Maintained and held in ready-to-deploy condition
This guarantees equipment availability and adds another layer of protection to your contingency strategy.
3. Advance RAMS (Risk Assessments and Method Statements)
All RAMS documentation is prepared and approved during the contingency planning phase. This saves valuable time when activation is required. The RAMS include:
- Mechanical and electrical safety procedures for installation
- Fuel handling and storage protocols
- Delivery and site traffic management
- Lifting and crane access plans (if required)
- Integration of your internal safety procedures
With RAMS in place, we can begin installation without delay, ensuring a smooth and compliant setup process.
4. Integrated Fuel Management
Fuel is one of the most critical aspects of temporary heating. Our contingency plans include automated fuel monitoring and management to ensure there are no service interruptions.
- Fuel telemetry – Monitors fuel levels in real time
- Scheduled refuelling – Organised deliveries based on usage trends
- Emergency fuel response – Prioritised supply for sites with unpredictable demand
This reduces your team’s workload while guaranteeing fuel supply remains uninterrupted throughout the hire period.
Read more about liquid fuel guidance from the UKPIA.
5. Remote System Monitoring
All temporary boilers and chillers hired from Ideal Heat Solutions utilise remote monitoring systems.
These include:
- Trend BMS for commercial boilers
- Trane Connect for chillers
These systems provide:
- 24/7 system performance monitoring
- Fault alerts and preventative diagnostics
- Remote troubleshooting and resets
- Real-time data logging for compliance and audits
Remote monitoring gives our engineering team visibility over system health and helps resolve issues before they impact operations.
How Fast Is Deployment Once a Plan Is in Place?
Once your contingency plan is signed off, the process is seamless. You simply contact our 24/7 support team, reference your Unique Plan Number, and we handle the rest.
Here’s what happens:
- Equipment is dispatched based on your pre-agreed plan
- Installation is completed using the approved RAMS and safety documentation
- Remote monitoring and fuel management systems are activated
- Your site resumes heating or cooling with minimal downtime
This process reduces lead times from several days or weeks to just hours, depending on logistics and site access.
Prepare Now to Stay Operational Later
Every organisation that relies on heating or cooling systems should have a contingency plan in place. From healthcare to education, data centres to warehousing, a pre-agreed response framework can make the difference between continuity and costly disruption.
Ideal Heat Solutions offers the tools, expertise, and resources to help you plan ahead. Our contingency service gives you confidence, clarity, and the ability to respond without hesitation when failure occurs.
Talk to Us About Your Contingency Plan
📞 CALL US: 0808 3014 183
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