Elevator maintenance proposals

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Author Message David J. Wyatt, CDT Senior Member Username: david_j_wyatt_cdt Post Number: 68 Registered: 03-2011 Posted on Tuesday, March 18, 2014 - 04:24 pm:    For years, our elevator guide specs have had this language or similar: "Continuing Maintenance Proposal: Provide a continuing maintenance proposal from Installer to Owner, in the form of a standard yearly maintenance agreement, starting on date initial maintenance service is concluded. State services, obligations, conditions, and terms for agreement period and for future renewal options." But we stop there. We don't tell them when to submit it. With the bid? At closeout? Also, the Installer-to-Owner relationship seems a little awkward. I feel like omitting the whole requirement may be the best idea. What is the best practice for this? Thank you for any suggestions you may have. ken hercenberg Senior Member Username: khercenberg Post Number: 734 Registered: 12-2006 Posted on Tuesday, March 18, 2014 - 05:12 pm:    David, in order to specify a one year "warranty" for elevators there is reasonable expectation that a one-year maintenance agreement is in place as well (with wear-and-tear and regular maintenance needed, the warranty would be voided almost immediately otherwise). This provides the service provider with about a year of familiarity with the Owner. Requiring the submittal at the end of the one-year maintenance period is just a nice way to get both parties to talk with each other before parting company. By the year's end, the Owner will probably know whether or not they're happy with the service. Jeffrey Wilson CSI CCS Senior Member Username: wilsonconsulting Post Number: 134 Registered: 03-2006 Posted on Wednesday, March 19, 2014 - 08:39 am:    I have had similar reservations about this practice, David. It seems sensible to specify 1-yr maintenance concurrent w/ the elevator warranty, but the logic of requiring a proposal to continue the relationship between owner & installer escapes me. I think it would be better to leave negotiation of continuing maintenance contracts outside the scope of CDs. spiper (Unregistered Guest) Unregistered guest Posted on Wednesday, March 19, 2014 - 09:35 am:    I have never seen this happen but it was told to me that the requirement for a written proposal was added to elevator specs to force the elevator company to let the Owner know that service would no longer be free (no longer part of the original contract). It is my understanding that in years past the elevator company would continue to provide service after the required one year time period and then charge the Owner for this work months later. You believe you are simply still getting work under the maintenance agreement but they have actually let the agreement lapse and then they turn it into a profit center without the owner realizing until the bills arrive. Like I said I have never seen this happen but maybe the "Continuing Maintenance Proposal" clauses are the reason for putting an end to this practice. Lynn Javoroski FCSI CCS LEEDŽ AP SCIP Affiliate Senior Member Username: lynn_javoroski Post Number: 1780 Registered: 07-2002 Posted on Wednesday, March 19, 2014 - 10:31 am:    Perhaps this is a discussion to have with the Owner or Facilities Manager. Do they want a maintenance agreement? Do they have one already? Do they have skilled employees able to maintain the elevator(s)? When I worked for a local municipality, we had various maintenance / service agreements with elevator and escalator companies for extended service or emergency service. We wanted a new elevator / escalator to be folded into the existing agreement, and would negotiate that. So this article would either not appear in our bid documents, or would be edited to comply with our needs. David J. Wyatt, CDT Senior Member Username: david_j_wyatt_cdt Post Number: 69 Registered: 03-2011 Posted on Wednesday, March 19, 2014 - 11:18 am:    Excellent advice, all of you. I am going to require the elevator manufacturer to notify the Owner one month prior to expiration of the warranty so continuing arrangements and terms can be clarified. This forum puts me in touch with seasoned experts, so I appreciate your time and attention. ken hercenberg Senior Member Username: khercenberg Post Number: 735 Registered: 12-2006 Posted on Wednesday, March 19, 2014 - 11:48 am:    Lynn, you remind me of another situation. Often campuses already have service contracts with a single service provider so, once the warranty/maintenance period is over they hand the service over to their existing service contractor. If you talk with your client up front, they will often require that the components be non-proprietary to the elevator manufacturer (who often buys components from other suppliers anyway). If your client already has elevators from several manufacturers in their facilities, they don't want to be hamstrung by their new elevators. Lynn Javoroski FCSI CCS LEEDŽ AP SCIP Affiliate Senior Member Username: lynn_javoroski Post Number: 1781 Registered: 07-2002 Posted on Wednesday, March 19, 2014 - 12:18 pm:    Ken, you're absolutely correct. The next time we talk in person, I will relate a horror story - it would take too long to type it here.