|
Designed specifically for Building Owners, Property Managers...............
BUILDING OWNERS - PROPERTY MANAGERS – ELEVATOR CONSIDERATIONS
Elevators – lifts (escalators and moving walks will be covered in a separate article)
The elevator (vertical transportation) system, whether it is low-rise or high-rise, low-speed or high-speed, is critical to any building operation, whether residential, commercial, hospital, public or private building.
Key considerations:
Safety must be number one. Start with the contract/agreement.
The building owner/management pays for the service, and in return, service is provided. Elevators, lifts, escalators etc., are electrical and mechanical devices. Hydraulic elevators have three components to consider: electrical, mechanical and hydraulic systems all rolled into one operating system. Many things can go wrong. Anything from general wear and tear to vandalism can take its toll on even the best-maintained systems. Regular and systematic attention is required not only from the service provider/contractor but also from an observant building management team.
What service is required?
As the demand on a building rises, increasing demand is placed on its vertical transportation system. Higher elevator speeds, greater system usage, and the taller buildings so common in our modern cities all increase the need for preventative maintenance. In many cases, such as multi-unit high-rise complexes, it pays to have elevator technical staff permanently on site.
Owner’s responsibilities: What is required?
The owner must maintain a full set of job-specific schematic drawings, technical information, specifications of the installation, instruction and maintenance manuals both from the original equipment manufacturer/installation company, including all information on door operators, and other manufactured components. Generally, all this documentation is installed into the elevator machine room by the original equipment manufacturer (OEM). However, if a service provider/contractor other than the OEM is contracted to maintain the system, the new service supplier/contractor will need this information to perform acceptable preventative maintenance, service the system, and perform any required troubleshooting. We strongly recommend that all machine room drawings be plastic laminated for durability and that copies kept off-site as backup if critical on-site operational drawings are lost. Owners must take responsibility for maintaining backup copies of system documentation, rather than relying on the service provider/contractor.
Aside from all the code and industry-required acceptance tests of a new installation:
At the initial handover of a new installation, it is an acceptable industry standard for the service provider/contractor to thoroughly clean the elevator machine room, all machine room equipment, hoistway, car exterior surface, all contacts, door interlocks, door tracks, rollers both for the doors and the car and counterweight, elevator pit from all construction debris and dirt. Following acceptance, the service provider/contractor, as part of the elevator contract/agreement, should maintain this level of cleanliness to ensure safety, reliability and longevity of the installation. Unfortunately, this requirement is all too frequently avoided.
A note of longevity of elevators:
In general, elevator systems last between 20 and 30 years. Twenty years must be a good guideline for replacement, as in that period of time, code additions will have been brought in, requiring system replacement in order to meet the latest standards and requirements. One company used to install elevators that were designed to last the lifetime of a building; today’s standards do not meet those long ago criteria. However, longevity and safety also depend on the quality and delivery of the preventative maintenance being provided.
Vertical transportation:
Vertical transportation is no different than horizontal transportation. We cannot and should not have expectations that a 50-year-old elevator is any different than a 50-year-old airplane, bus, school bus, taxicab, metro or, intercity train. In many cases, it is only a 50-year-old elevator that is acceptable but the rest is unacceptable to be 20 to 30 years old!
A service provider/contractor is engaged:
The contract/agreement is in place, an elevator mechanic arrives onsite to work, and performs the contractual obligations. All necessary schematic drawings and technical information is available. (Duplicate sets are kept in the building manager or property managers office.) Upon completion of the designated tasks, the technician/mechanic leaves behind in the elevator machine room a job ticket/maintenance work order, stating the work performed. Ideally, a copy is given to a building management personnel and the third one is taken back to the service provider/contractor’s office. We recommend that owners also create a system to document attendance by the service provider, preferably documented and included as a requirement of the maintenance contract/agreement. This kind of arrangement is an easy task to implement on a regular basis for most commercial buildings, but very difficult for residential or small commercial buildings with no resident building manager. That does not prevent a system being employed for due diligence reasons to verify that contractual obligations are being met systematically. We further recommend that owners convene a meeting once or twice a year ON-SITE, with an owner representative and the service provider’s supervisor/mechanic/management in attendance and whenever possible, hire a recognized elevator consultant to work with you on your behalf for an expert opinion. The purpose of this meeting is to ensure that the system is clean and serviced to meet all code and contractual obligations.
What are recommended visitations to perform pre-planned preventative maintenance tasks that can also included code-required tests?
Some tests and servicing requirement mean two or, even more technicians on site at the same time. So what are recommended frequencies to meet the five “ty’s” (safety, liability, reliability, longevity, and as the owner, responsibility) to all riders?
The following is a simple guideline:
| MONTHLY: |
Elevators with low to medium usage |
| BI-MONTHLY: |
High usage/high volume |
| WEEKLY: |
Multi floor - very high usage - high volume - high-speed gearless units. |
Time spent by the mechanic on each elevator per visit is also a critical issue:
As a guideline, the more floors a building has, the more time is required. The age, generation, overall condition and type of the installation become critical issues and are all-important factors to be taken into consideration. Even the occupancy and type of the building will play a critical role, notably pertaining to vandalism and misuse. Low-cost housing buildings are generally more vulnerable to vandalism and likewise hospitals and warehouse environments are very vulnerable to misuse and damage. In the event a mechanic is called away while performing preventative maintenance to take an emergency call, make sure the tasks left unattended are completed ASAP. This is where a maintenance control program (MCP) becomes an important document.
One way to ensure that a service provider/contractor devotes adequate time to maintenance is to plan up front and demand that dedicated maintenance be written into the preventative maintenance contract/agreement along with a Maintenance Control Program (MCP). The use of a MCP may add extra cost but is well worth it when elevators are a critical requirement to a building operation.
Good regular and systematic preventative maintenance:
Regular and systematic preventative maintenance reduces callbacks, trouble calls, and supports the five ty’s--safety, liability, reliability, longevity, and responsibility.
We recommend preventative maintenance on an elevator system at least once every month. Remember the old saying, “Price, quality & service.” You can only have two of them.
More responsibilities for the owner:
Assuming all building code requirements are met, life-safety issues all in place, telephone/emergency communication vandal-resistant system and tested on a regular basis not only by the service provider/contractor but also by building management. Endeavor to have the communication line with capacity to communicate multiple languages and knowing which elevator the phone is dialing in from, this can be a critical requirement in the event of an emergency. Provide an identification plate with the building’s name and address-it is amazing how many people forget what building they are in!
Machine room:
Make sure the machine room is code-compliant and meets all local and national jurisdiction building code requirements. The machine room must also include an operational fire extinguisher. Check to ensure that the service provider/contractor has installed an industrial parts cabinet, industrial standard fire-rated garbage can, and fire-rated containers for clean and dirty cleaning cloths.
Ensure the machine room has adequate cross ventilation with filters on the air intake and a heater for cold climatic conditions. If necessary, seek advice from a professional HVAC expert. The machine room door must be self-closing and lockable with a specific key to prevent unauthorized entry. It must also have appropriate signage – Authorized Personnel Only and No Unauthorized Goods to Be Stored. Remember, the elevator machine room is not for storage.
Ensure that proper lighting is installed for both the elevator controller and the machinery. Emergency lighting in case of power outages is advisable and an emergency telephone is recommended for all machine rooms.
If space is available, consider installing a fire-rated small desk/bench and chair for the technician to spread the schematic drawings out for ease of reading. Appropriate furnishings make the work environment friendly for the mechanic and will go a long way to encourage excellence in the preventative maintenance performance.
Elevator Cab
Elevator Cab - Service provider / contractor responsibilities:
The inside of the elevator cab, the service provider / contractor is responsible for: Push buttons / car operating panel – industry term COP or, Fixtures / floor indicator lights, emergency light, any control panel box for the elevator operation and any key switches.
Elevator Cab- Owner’s responsibility:
The owner is responsible for the ceiling panels, ceiling lights, flooring, side panels, mirrors, signage, and in most cases, even the telephone. On occasion, some contracts will require the service provider/contractor to furnish the phone. Any security system, whether it consists of electronic or key switches, is generally the responsibility of the owner. Having said that, always double check as it may be included in the elevator control system and therefore the service provider / contractors responsibilities.
Elevator Cab interior upgrade:
Will be covered in a separate article.
More Owners responsibilities:
For hydraulic elevators, underground piping, the in-ground hydraulic piston, and casing are rarely covered by the service provider/contractor. Other owner’s responsibilities are the main electrical feed and main disconnect switches, emergency generators / emergency power source.
Keeping the door tracks clean on the threshold from the hall entrance into the elevator is the responsibility of the owner/building management. A small stone can become jammed under either the hall or car door and prevent movement, causing a trouble call.
Check to make sure the entrance, in most cases from the hall, over the threshold onto the elevator floor is equally flat and level. If flooring is changed from the original installation and tile is added, make sure there is no tripping hazard. Be aware also that adding any extra weight like mirrors, tile flooring and paneling to the side walls can make a substantial difference in the balance or operation of the elevator system.
If any upgrade work is performed on the inside of the elevator cab, all materials must be fire-rated. in most jurisdictions, such upgrades must be performed by registered contractors. The best practice is to work closely at all times with the service provider/contractor to ensure that all code requirements are fully met.
One common mistake is to upgrade the ceiling of an elevator cab without regard to safety requirements. A beautiful ceiling may be installed with numerous pot lights. The trouble is, no one thought of the escape hatch in the ceiling of the elevator cab. This escape hatch can only be opened on the top on the elevator (in other words, in the elevator hoistway for code & safety reasons) on the top of the car by the elevator mechanic. This escape hatch is provided to remove trapped passengers in an emergency. Make sure the beautiful ceiling has a removable panel directly under the location of the escape hatch.
Building management:
Have the building management frequently check not only to see if the communication / telephone device and the alarm bell is working but also to make sure the elevator is operating normally. Check that the position indications are functioning and that the push button lights where applicable are working and that none of the push buttons are broken and cracked.
For example, does the elevator come to a stop level every time at every floor? Are there any abnormal sounds or vibration? Do the doors open and close smoothly without any bumping noise or banging and clanking on the doors from open to close and vice-versa?
Take note of comments by tenants and riders and always follow up if there are complaints about the elevators. Check for vandalism and any abuse of the elevators.
Keeping dust and dirt down is important for elevator equipment. As mentioned previously, install filters over the ventilation systems in the elevator machine rooms. If renovation work is performed in a building, such as gyprocking / sheetrocking of walls, the transportation of construction materials in the elevator can create a great deal of dust and grim falling down the hoistway. Make sure building contractors do not overload an elevator, and include a post-renovation cleaning of the elevator installation in the price of the renovation work, as a lot of damage can result from construction residue infiltrating the elevator system. Unfortunately, this requirement is all too frequently missed.
Elevator hoistway:
The elevator hoistway is truly the forgotten section of any building. More often than not, the elevator hoistways are dirty and forgotten. This section of the building includes the elevator pit, which can include dampness or even water ingress and, of course, dirt, debris, garbage, and personal effects, such as money, credit cards and lost keys. Hoistway maintenance must also include the car top and even the underneath of the elevator car, where, with cable elevators, a key component of the elevator safety mechanism is located. Dirt and debris gathers behind the doors, all hidden and out of sight and out of mind.
Consider the elevator operation for one minute. The elevator goes up and down, often nonstop. It sucks the air in from floors and then blows the air out at other floors in both the up and down directions. There was a time when air conditioning systems were proven to affect the health of tenants in commercial buildings, and over time these systems have been upgraded to take these health effects into account. With the constant movement of elevators, the large-scale transfer of air from floor to floor, and the unhygienic conditions of the hoistway and elevator pit, it is no wonder hospitals are vulnerable to infectious disease health scares. Large compact high-rise buildings cannot be far behind. Imagine fumigating hospital corridors and hallways and ignoring the inside of the elevator hoistway.
Garbage left in the elevator pit, or fluff and dirt gathered the full length of an elevator hoistway, can also pose a serious fire hazard. Behind the doors, dirt and grime accumulates and is seldom cleaned. For both reasons mentioned, health and fire, the elevator hoistway should be kept meticulously clean. Building maintenance budgets and the preventative maintenance contracts/agreements for elevators should allow for these costs on top of the fair wear and tear cleaning due to environmental conditions.
Elevator mechanics onsite:
There are several important aspects to take into consideration with the elevator service provider/contractor:
- Clarify in writing with the service provider/contractors management what you expect from the mechanic before committing to any contractual arrangements. Be sure the contractor spells out the following:
How will the mechanic access the building? How will the mechanic access the elevator machine room? Where will the mechanic leave the service vehicle? Be sure the contract stipulates that the technician must not leave grease and dirt on carpets when exiting the machine room the hoistway/elevator pit. Who should the mechanic report to on site? The building manager, property manager, or another owner’s representative? Have contact telephone numbers available in the event of emergencies. Where will the mechanic leave the report of work performed? One copy should always be left in the elevator machine room along with the occurrence book noting previous service work and trouble calls, and a second copy should be left with the building management. In most jurisdictions, it is a code requirement to maintain a minimum of five (5) years of records on site. The preventative maintenance records are the property of the building owner/building management and are very important for liability reasons in the event of system failure or malfunction if an accident occurs.
Have a trouble logbook (occurrence book) specifically available to note minor issues that could well occur between preventative maintenance visits and are entered by the building management. Issues that do not warrant a special trouble call can save extra costs and give better service to the tenants and riders. This on-site building management trouble logbook can double as a list of all calls placed and even as the suggested time-in/time-out log for the mechanic if not noted on the preventative maintenance documentation.
The mechanic can arrive, check the minor trouble call logbook and take care of business in a productive manner. If at all possible have a logbook “time-in/time-out” for the technician to sign in and out. Have a good communication with the service provider’s management including the manager, the representative assigned to your building and the supervisor.
- Know all telephone numbers/pagers so that you can reach the emergency call line for fast and timely dispatching of an elevator mechanic in an emergency.
- Find out the expected time a mechanic can be on-site as per the following:
DAY TIME
NIGHT TIME
WEEKENDS & HOLIDAYS
- Know any extra charges for overtime callbacks or emergency calls.
- The first impression of the employee providing the service is always important. Expect and demand the technician is clean and presentable in a professionally acceptable uniform that is standard practice for the elevator industry. As noted previously, make sure with the management of the elevator company that the technicians delivering the service are experienced, knowledgeable and well-trained. The service provider/contractor has a duty to assure the client that their employees are trained to work on your elevators. Do not hesitate to request confirmation of the mechanics qualifications in writing.
 |
Subscribe to this comment's feed
