This month’s edition of Flat Living Magazine is focused on major works and it is an area we have touched on in the past, most notably with details on Section 20 Notices and how that would affect planned works to lifts (whether lift modernisation or full lift replacement works).
It is a worthwhile read as it identifies the timescales involved in schemes (reiterated later in this article), where often, from the appointment of your Consulting Engineer (enabling them to commence writing the Specification), to the Contractor starting on site, can be a minimum of 6 months. This underlines the importance of planning ahead, as if the lift is working during this period, the disruption to a building is minimised. However, if you wait until the lift has broken down, it could conceivably be out of service for 9 months, causing huge inconvenience to the residents.
It all starts with the Lift Condition Survey and obtaining clear, concise advice on the condition and longevity of the lift installation before making an informed judgement on how best to address the works.
So rather than speak in hypothetical situations this month, one of our Clients has kindly granted permission for us to utilise their scheme as a Case Study (which we will continue to update you on as the scheme progresses).
Surveying of Lifts
In September 2020, we were appointed by the Managing Agent of the property to undertake the survey of a landmark building in south-east London. The property was originally constructed in the early 1960’s and was converted into residential use in 1997.
Upon our arrival, we found the lifts to be indicative of this type of conversion works, with partial modernisations of varying levels having been undertaken when the building was altered.
The building has 4 blocks, designated North, South, East and West, each had differing floor numbers and numbers of lifts within them. The North block serves 17 floors, with three lifts operating in a ‘triplex’ arrangement, the South block has 11 floors with two lifts operating as a ‘duplex’ and the East and West blocks are both 8 floors with a single lift in each.
The lifts had undergone full control panel replacements and rewire as part of the 1997 conversion; however, the controller Manufacturer had ceased trading and technical support for these outmoded panels were in short supply.
Coupled to this, the North and South blocks were both operating utilising the original 1960’s machines, which not only were operating above their original design life but were also of DC control. This is very inefficient from an energy consumption perspective, meaning there were opportunities to improve long term performance and energy efficiency.
Other areas were also in need of improvements, such as the compliancy of the lifts in terms of Health and Safety (EN81-80) and accessibility (EN81-70). In addition to this, the lift finishes (car and landing) were utilitarian and tired from years of use, offering an opportunity to improve the aesthetics as well as functionality.
An Engaged Client
Following the review of the Survey document, we were invited to present our findings and discuss the best way to approach the project. Due to the budget constraints of the building and their relatively low usage, East and West blocks were determined as being non-critical and these have been moved back for modernisation works in future plans for the property.
The plans for works to North and South Blocks (including ascertaining logistics for access routes, etc within a very challenging environment) took hold and with a clear mandate from the Client, we determined an approach for the modernisation works as well as an agreed level of lift car finishes for the scheme (a real benefit to get these agreed so early into the project).
At this stage, supplying correct information to Leaseholders is critical to ensure the project is accepted by all. Major works often cost substantial sums of money, which can be an emotive issue, but well-produced evidence and plans can clearly demonstrate why such works are necessary.
Getting the Specification Right
A correctly specified level of works has two distinct benefits:
- It ensures the Client’s requirements are clearly listed, so a lift that meets and often exceeds expectations can be provided.
- It ensures that only those areas that need attention are addressed. Flat owners will have to pay for any remedial work, and it is easy to replace too much and leave them liable for the costs. If the Specification is clear, the Lift Contractors can supply the correct pricing, which will ultimately result in savings for the residents. The Specialist Consultant will draw up a full Specification for your project to ensure adherence to the contractual and technical requirements for the building, Client and those using the lift.
With the property being both of historical interest (English Heritage have listed the main lobby areas) and with a long-term vision from the Directors to restore the high-end original features, the Specification for this scheme was set at a good level to offer 20+ years lifecycle from the lift systems, deliver a safe and accessible level of service to residents and provide finishes befitting the design of the building.
Another area to look at when specifying the works is future energy consumption for the scheme. This project gave us the prime opportunity to improve the efficiency of the lifts, by replacing the 1960’s DC machines with modern AC gearless alternatives. Coupled to modern VVVF (variable voltage, variable frequency) drive technology and hibernation functions (switching off dormant lighting and controls when the lifts aren’t in use), we anticipate over £5,000 per annum being saved by the property (based on 2021 energy costs), leading to well over £100k savings over the lifecycle of the lifts.
Find the Right Contractor
During the collation of the Specification documents, the scale of the project was reviewed, and it was deemed that it required a certain calibre of Contractor to deliver which in turn, led to the selection of 7 Contractors being invited to Tender.
The Contractors were invited to an early Tender familiarisation attendance, where our team conducted site walk rounds with their key staff members, to review the challenging site logistics and discuss our anticipated methods for installation of the lift equipment. The largest issue we foresaw was the installation of the new machines (and removal of original units). With each new machine weighing more than 700kg, lifting plans and safe measures of working needed to be established early.
The intention of Contractor walk rounds is always to show the property ‘warts and all’, as the challenging technical issues can be discussed, to ensure plans are already afoot within the Tender return documentation, months before the project has commenced. It helps to keep a focus on the safety and wellbeing of the Engineers who will be tasked with delivering the scheme, by having Pre-Construction Information and Construction Phase Plans identify the risks prior to anyone setting foot on site.
The Tender returns were obtained from all 7 Contractors, with a wide spread of costs for the scheme identified. This is not unusual on schemes of this scale, but we were pleased to identify the equipment being proposed by all 7 Contractors were near identical across the board, meaning everyone had understood the intent of the Specification.
Upon completion of the Tender Analysis document, we identified 3 Contractors who had submitted bids which differentiated themselves from the others (whether in terms of price, programme or showing a clear understanding of the project risks and plans to overcome these) and all were invited to Post Tender Interviews. We hold these to discuss the Tender returns in greater detail and ensure there was nothing omitted or misinterpreted from the Specification documents, clarify any outstanding technical matters and give the Client the opportunity to meet with the Contractors. After all, we work with the Contractors frequently and know their abilities, but it is always good for the Client (whether Property Manager or Director of the building) to see this for themselves.
At the time of writing this article, the decision on selection of the winning bidder sits with the Client, following our issue of Post Tender Meeting Minutes and all supporting documentation from the Contractors. This is the part we often find difficult; knowing any of the Contractors could deliver a great scheme for the Client, but only one will be selected.
