Repair or Replace your Restaurant Equipment?

Replacing a piece of food service or restaurant equipment may be a common activity among operators, but the factors surrounding these purchasing decisions are anything but typical. With that in mind, TPH Mechanical explores the steps operators and their supply chain partners can take to make informed decisions.

A piece of equipment breaks down. You replace it. That’s all there is to it, right?


Replacing an item presents an important opportunity not just to buy a new piece of restaurant equipment but also to revisit other pieces in the kitchen and the operation’s overall design and setup, to refocus spending goals, and to consider new investments and improvements. A replacement purchase also involves taking a look at the current menu, preventative maintenance plans, equipment repair records, and relationships with dealers, consultants and service providers. In the case of noncommercial foodservice operations, it could present an opportunity to balance capital needs with service and other allotted expenses. In short, specifying replacement equipment can entail an entire operational analysis.

Replacement sales seem to be on the rise these days. Perhaps that’s because there are fewer new-build projects and more revamp projects. And many operators are approaching the 10- or 20-year mark for some of their facilities, which means major equipment pieces are beginning to reach the end of their service lives.

All replacement sales begin with an item that is giving the operator some trouble and they need a solution — or something new. TPH Mechanical works with many hotels and hospital accounts. “This is a chance for us to discuss with them whether they need a new part, a pure replacement, or they want some added benefit, and in that case they would need an upgrade.”

When is it time to replace equipment?

Generally the rule of thumb is to replace equipment when the service calls begin to exceed regularly scheduled maintenance visits. Just like with a car, when the costs of service skyrocket or major breakdowns occur, that’s the time to consider whether added service or even parts replacement is worth it.

Generally when the equipment fails to hold temperature and do its job, it’s time to consider a replacement. Older equipment models often need to be replaced with entirely new models if the operator is looking for upgraded performance or has other needs (more on that later).

Beyond these instances, visible signs of deterioration such as rust, water damage and deposits, and loose coils and gaskets can indicate age.

Once operators have determined it’s time to replace or upgrade equipment, many will take this opportunity to look at other pieces.

Everyone, within a year or two, should reevaluate every piece of equipment they have. Now, do they do that? No. Seriously speaking, this process doesn’t have to be a complicated matter. Taking a quick look at equipment service records for red flags, thinking about whether it’s time to change menus, doing an honest evaluation of kitchen performance and even tracking sales records — these are ways operators can make sure they’re on track with their goals, and replacing equipment or parts offers a great excuse to do so.

Focus on the Menu
Prior to purchasing any new piece of equipment, the operator must determine — often with the help of the consultant or dealer — whether the new item will throw off the current menu production and operational flow.

Specifying something completely different than the former model can add or detract power from the space, causing a domino effect that impacts other equipment in the kitchen. So it is important to understand the physical requirements — space, utilities and the like — that a new item will require.

The danger is that their entire menu and their chefs and kitchen staff are geared toward the original piece specified. Now that replacement equipment doesn’t respond the same way in the field. This can lead to excess food waste, poor operational performance, and more wasted energy even if energy-efficient equipment is selected.

It works the other way around, too. When developing a new menu, it is a good idea to analyze the existing equipment lineup. If their menu is changing, they have to make sure they are selecting the proper equipment for any replacements.

If the original piece fits into a very specific 34-inch space, that could narrow the purchase options. It might also mean it’s time to look at the line in its entirety to make decisions about moving things around and replacing more than one piece, especially to support a new menu or menu items.

If replacing multiple pieces at a time is not an option, prioritize and shop smart. A lot of our customers’ kitchens need upgrades, but they can’t do the whole thing at once. A great compromise then is to look for multi-use equipment that can produce different menu items and save space at the same time.

We had a customer recently who wanted a new commercial ice machine, but he couldn’t afford it today — We found a temporary solution for the repair, that did not cost as much as originally thought. This is why TPH Mechanical leads the Metro Phoenix Area in restaurant equipment repair.

Consider Energy Efficiency

Of course, nowadays when looking to replace equipment, energy- and water-saving capabilities are more important then ever before. Due to increasing utility, overhead and food costs, operators are looking to cut bills where they can. Again, just as when purchasing a new car, most of us would at least consider a hybrid or a model that uses less gas given the rising rates.

As restaurant equipment gets older, it naturally begins to use up more energy trying to perform at the same level.

The Department of Energy and many states across the country offer rebates as incentives to purchase Energy Star-rated and other energy-efficient equipment. While California led the efforts in that regard, Massachusetts, for example has stepped up these paybacks, according to Taylor. We sold a convection oven that was Energy Star-rated to a customer recently, and he got $1,500 back as soon as he bought it. That was just up front; in just a year, the energy-efficient model was expected to net an additional $900 in energy-cost savings. In this case replacing the old convection oven with the new Energy Star-rated one made perfect sense.

It’s also important to make sure that new energy-efficient equipment performs to the same level as the old, otherwise, major setbacks to production and performance could occur.

Consider Value over Price
Many operators shy away from upgrading equipment during a replacement sale. But now is the time to invest and avoid another breakdown or short lifespan.

People are looking at the value of a piece now when they shop for replacements. They want to know how long it will last, and they’re looking at the warranty program. I think people are starting to get money and loans again, and they’re beginning to get that “I get what I pay for” mentality. They’re looking for quality rather than shopping cheap.

TPH Mechanical works with many chain restaurants that tend to be ready to spend more up front, mom-and-pop customers and the dealer’s off-the-street customers are looking for quality and value over price. The mom-and-pops now want to know what the chains are using. They figure the chains have already done the research and development on a product and it’s a proven, quality piece. In short, durability and reliability sells more equipment these days.

Research New Technologies
Regardless of whether the operator ultimately decides to upgrade a piece of foodservice equipment, making a replacement purchase offers an opportunity to at least find out what new equipment has entered the market since the operator last examined a particular product category. And in many instances, that’s where the consultant and dealer can be helpful.

TPH Mechanical encourages researching the best options. A lot of times people feel they need to go simple because of the workforce. However, young people today can use computers so fluently and can handle the higher-tech equipment. Many operators, especially chains, won’t invest in this type of equipment if they think their workforce can’t jump in and use it.

Higher-tech equipment often comes with more built-in labor assistance; better controls mean the equipment is smarter and can produce consistently without as much staff oversight.

Still, the newest, coolest machine on the market isn’t always for everyone.

Buying Considerations
Many operators have noticeable highs and lows in cash flow, so they should act proactively during high periods rather than being forced to be reactive during low periods, which can hamper operations and sales that much more. The last thing any operator, and particularly a restaurant, wants is a major piece of equipment like an oven, range or refrigerator going down during their peak period.

Noncommercial institutions with capital budgets must be even more proactive — evaluating service records on a regular basis and planning well ahead for major equipment purchases, even one-by-one replacements. Replacement sales for these operators don’t happen overnight. If the capital lends itself, I encourage us to look closely at the options so the equipment doesn’t keep needing service.

Hotels are no different. Hotels are definitely watching their budgets even closer. They definitely want their kitchens running and limit exposure to added expense as much as possible. They want to spend the least amount of capital as possible.

But many noncommercial institutions, particularly hotels, have separate budgets for capital expenses and repairs. This is the perfect opportunity to balance a replacement sale onto the repair budget. If something needs to be replaced because it broke down in the middle of the year, that can go on the repair budget.

When buying new, just like using Consumer Reports for cars, it’s important to do your homework, starting with service records of equipment, if available, or again, use the dealer or consultant.

Don’t take the word of the factory alone. You have to investigate on your own.

Fitting the Bill
One of the biggest mistakes operators make is buying a replacement piece that doesn’t fit with the same power requirements as the original piece of equipment.

At the chain level, with so many purchasing directors taking over equipment-specifying decisions, these seemingly minor — but actually major — misses can throw off an entire kitchen. Details about electrical, mechanical, ventilation and other needs must be researched up front.

We see the same mistake over and over. An operator will buy a new piece without ordering the right voltage. Sometimes they just see a plug in a wall. It’s not that they’re dumb; it’s just not their field, so they make mistakes with things like that, particularly if there’s no dealer or consultant involved and they’re ordering everything online. Let TPH Mechanical help you with these decisions.

Preventative Maintenance
Preventative maintenance plans not only extend the longevity and performance of equipment, they can help detect problems before they occur. PM service records, in that sense, become excellent sources of documentation for planning replacement sales ahead of time.

Good documentation and file keeping of service reports help you get a handle on how your kitchen is performing and where replacements or upgrades might need to happen.

Certain pieces of equipment require more attention than others; particularly, anything that uses water, such as steamers, refrigeration units, ice makers and combi ovens. Gone are the days when you would wash equipment with a hose or spraying oven cleaner all over the oven. Operators need to follow the manufacturer recommendations. You need the proper cleaning techniques and chemicals.

When it comes down to the wire, it’s simple enough to replace a part or a whole piece of equipment — on the surface at least. But the more back-end work is done ahead of time, as well as during and after those decisions, the less those replacements will be required.

About Commercial Repair Guru

TPH Mechanical has been serving the Metro Phoenix Area for the past 23 years. We are a customer service orientated business, just like yours. We are not 100% satisfied until each and every customer is 100% satisfied! We have 6 licensed and trained technicians to work on all of your Commercial HVAC and Restaurant Equipment Repair needs. Reliable, On Time Guarantee and knowledgeable technicians. For honest and reliable service our technicians are non-commissioned based. Most companies will fix either the hot side or cold side of your business……We happen to do both hot and cold equipment.
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