Modernisation or Full Replacement?
As a vertical transportation system nears closer to the end of its design life expectancy, becoming increasingly unreliable and presenting non-compliance issues, it can be overwhelming and daunting for owners to know what the best course of action is to take moving forward. Constraints within the existing lift well sometimes prevent the lift companies’ ability to offer the most appropriate, cost-effective solution, therefore offering certain products that do not protect the owner’s best interests.
There are always numerous options to take into consideration when deciding to go ahead with any vertical transportation upgrade. Understanding which pieces of equipment should be retained, refurbished, or completely replaced requires objectivity and impartiality. The unbiased views of a vertical transportation consultant are an essential way in providing the very best outcome for the owners.
Our goal at TLC is to provide optimal, cost-effective solutions that increase safety, satisfy statutory and legislative requirements, long-term reliability, improve performance along with user experience, and decrease ongoing maintenance costs and repairs.
Step by Step Process
Equipment Review
TLC can manage the entire process by providing a turnkey solution from start to finish. Starting with a comprehensive review of all pieces of installed equipment to obtain a full understanding of the condition of the plant and any compliance issues that require addressing as part of the upgrade works. After reviewing all components of the installation, TLC will collaborate closely with all stakeholders to gain an in-depth understanding of their specific requirements incorporating industry best practices to aid us with our recommendation during the concept stage.
Documentation and Tender
Upon completion and approval of the concept stage, TLC will formulate a comprehensive site-specific specification (scope of works), documenting various pieces of equipment to be retained, refurbished, or completely replaced. Once the scope of works has been finalised, TLC tenders the specification to the market to obtain competitive pricing against the specified works. TLC will perform an on-site walkthrough as part of the tender process, allowing the tenderers to survey the plant and review the site in its entirety. Any clarifications that arise during the tender process are answered by the project consultant and a formal response is issued to all tenderers to ensure fair practice.
Tender Review and Recommendation
When the tenders have been received, TLC performs a comprehensive review and analysis of each tenderer’s submission. Typically, during the evaluation stage, tenderers will be requested to clarify any exclusions along with certain components of their offer to avoid any ambiguity. This is a vital way of ensuring that all offers are fairly and equally assessed. Once all clarifications have been answered each bid is carefully scrutinised for compliance with the technical specification, contract of works, price competitiveness, delivery time, and ongoing maintenance costs. Once all tenders/contractors have been reviewed factoring in current performance in the market place a tender evaluation report is issued with a recommendation. Any questions or concerns that the owners may have about the report, recommendation, or scope of work are discussed before issuing an engagement letter to the successful contractor.
Engagement
Once a decision has been made to engage a contractor, TLC will formulise the contract of works documenting the agreed final scope, accepted contract terms and conditions incorporating delay costs, a program of works, fixed hourly rates for any variations that may arise, specific site requirements, and ongoing maintenance costs for the next five years subject to the owner’s discretion. The contract is then issued to both parties for review and execution.
TLC will help the owners with their lift cabin interior selections, whether it be from the contractor’s standard range or bespoke interior finish, we can offer advice and recommendations based on our product knowledge. Finally, before the contractor orders the equipment, TLC will assist with the delivery of the relevant banker’s guarantees and review all technical drawings, making any applicable comments before final approval.
Procurement
The lead time from the day of contract execution to the start on-site date can be anywhere between 12 to 36 weeks depending on many factors like the size of the project and the scope of work. Typically, the contractor’s internal process is for the salesperson to perform a handover to the team assigned to the project. TLC will then meet the project team on-site with a building representative to answer any of their questions about the upcoming project and run over specific requirements to ensure the successful delivery of the project. TLC will also meet with the owners to discuss the upcoming works, answer any concerns, negotiate storage space required on site and highlight any disruptive works that may directly affect them during the project.
Project Delivery
Around two weeks before the commencement of works, TLC will arrange a site meeting with a building representative and the contractor to prepare for site implementation. This gives everybody a chance to refamiliarise themselves with the project before the commencement of work. Once the project begins, TLC will perform regular site visits to review the progress of the works and workmanship, highlighting any concerns. TLC will advise the owners of any upcoming works that may affect tenants or other services, along with facilitating any trades required for the works. The owners will be regularly issued progress updates of the project accompanied by photographs. Acting as the superintendent, TLC will assess all progress claims and approve them against the status of the works. The safety testing of equipment will be witnessed to ensure all statutory requirements are adhered to and the results comply with the applicable installation standard. Once the contractor claims completion, TLC will review the operation and maintenance manuals and perform a final inspection of the plant for full compliance with the technical specification detailing any noted defects or non-compliances to be actioned promptly by the contractor. If the noted defects are minor the contractor will usually be able to hand over the plant, issuing a ‘safe to operate’ certificate noting the outstanding items.
Upon completion of the defect list, TLC will issue a practical completion certificate to the contractor stating that the vertical transportation system is fully compliant with project requirements. The owners will be advised to release the contractor’s bankers guarantee and populate the relevant sections of the plant registration documentation to enable the contractor to register the plant with WorkSafe. Once the plant has been granted practical completion status it enters the one-year defect liability period.
Defect Liability Inspection
During the defect liability period, the contractor shall maintain the plant in accordance with the contract agreement. One month before the expiry of the defect liability period, TLC will perform an extensive review of the plant and the contractor’s maintenance and call logs to ensure the plant is performing to an acceptable industry standard and being maintained in accordance with the contract. Items raised during the defect liability inspection will be issued to the contractor for immediate action.
Ongoing Maintenance
During the tender process, the contractor would have been issued a fully comprehensive third-party maintenance agreement and requested to provide ongoing maintenance costs beginning at the expiration of the defect liability period. The contractor’s maintenance offer would be subject to the discretion of the owners and usually hinge on the contractor’s performance during the installation works, along with their performance during the defect liability period. Subject to the owner’s approval, TLC can formulate the maintenance agreement and issue it to both parties for execution. Additionally, if the owners wish to run a competitive tender at this point, TLC can assist with the tendering of the fully comprehensive third-party maintenance agreement to obtain competitive market pricing, provide recommendations and assist with contract execution.