Elevators

Property managers and maintenance supervisors are well aware that maintaining elevator service is a daily job that depends on a good preventive maintenance program.

Modernizing or refurbishing elevators can present special challenges. Newer, energy-efficient technology, such as software programs and direct drive systems are available. These features may be the right modernization choices. The property manager’s or maintenance supervisor’s job is to get as much information as possible about modernization options and then weigh the costs and benefits.

Is the Building’s Elevator Maintenance Too Expensive?

The company that built the elevator doesn’t always offer the best price for maintenance. Independent elevator service companies may provide better service at lower prices in order to get the business and keep a long-term client. Property managers and maintenance supervisors are wise to consider and compare service contracts—especially when contracts are due to be renewed.

According to a California-based elevator-consulting firm, a vendor’s fee for a full preventive maintenance contract covers the following costs to the vendor:

• Labor (including benefits)
• Parts and materials
• Travel time
• Callbacks (during regular business hours)
• Warranty (repair and replacement of failed components)
• Overhead costs (general and administrative costs, vehicles, tools, insurance, training, and profit)

Direct labor costs account for approximately 85% of a vendor’s contract fee while only 15% accounts for materials.

Elevator service companies use two primary methods of contracting for elevator service. The first type of contract is for maintenance service only. It covers lubrications, adjustments, and small repairs—which usually take less than a couple of hours and require only one service technician. Repair and replacement of system components is the responsibility of the owner. The second contract is a full-service replacement contract that covers anything that breaks. The service company pays for replacements.

When renewing an elevator contract, the property manager or maintenance supervisor should compare services and costs among several bidders. Comparing maintenance costs on a per-elevator-landing basis ensures an effective comparison. The request for bids should give specific details about the elevator system. Bids should address the particular system, not elevators in general. The goal is to compare apples with apples, not apples with oranges.

• The National Fire Protection Association (NFPA) has code requirements for specific regions that apply to fire service, recalls, smoke detectors, and annunciator systems, to name a few.
• The property manger must carefully review all contract clauses and specifically the indemnification clause. If anything in the contract is not clear or seems unfair, he or she should ask questions and be prepared to negotiate. As a rule, the company’s attorney should review contracts.

Elevators should have a weight-load test at least every five years. State authorities used to conduct inspections, but that is no longer the case in many areas of the country. In areas that are subject to state regulations, an outside contractor may have to be hired to perform the inspection.

The property manager should have an override key for the elevator. In case of an emergency, use of an override key can call an elevator immediately to the emergency site. The override key can also be used to call and hold the elevator to assist fire or ambulance rescue personnel.