The necessity to update fire and security systems in older buildings is a common challenge for building owners and facility managers. These systems are essential for life safety, yet replacing them can be daunting due to the intricate code requirements and technical details involved.
Often unfamiliar with these nuances, building owners may default to relying solely on electrical contractors to select the systems for retrofitting.
Engage Specialized Contractors for Better Outcomes
While electrical contractors are experts in their field, addressing fire and security systems often requires the expertise of pre-qualified contractors who specialize in these areas.
Working with experts in fire and security systems can lead to more cost-effective solutions and reduce future complications. A general contractor may list numerous equipment manufacturers in specifications, some of whom may no longer exist or have outdated product lines, complicating the selection process.
Beware of Outdated Specifications
Specifications often include numerous manufacturers that may be irrelevant or outdated
Specifications often include numerous manufacturers that may be irrelevant or outdated, with model numbers that no longer apply.
These extensive documents can be 30 to 40 pages long and may not leverage current technologies. Questions arise about the authenticity and customization of these specifications, influencing the decision-making process.
Reevaluate Ownership in Decision-Making
When specifications are too broad, building owners risk losing decision-making power, as contractors can choose any equipment that fits the criteria.
Contractors vary widely in their experience and approach, potentially affecting the chosen equipment based on compatibility with existing systems or other logistical factors.
Price vs. Quality
Price is often a dominant factor in contractor decisions, focusing on the potential for "buyouts" or cost savings during the bidding process.
This focus can overshadow the importance of quality installation and long-term system reliability thus the financial benefit contractors receive from these buyouts may not align with owner interests, who ultimately bear responsibility for the system's lifespan.
Active Participation Leads to Satisfaction
Building owners who engage actively in the selection process for fire and security system projects are more likely to be satisfied with the outcome.
Participating in equipment demonstrations, reviewing similar case studies, and checking references for service quality and technician expertise can improve satisfaction. Involving qualified experts ensures that competitive bidding remains part of the process while getting the best value for the building's needs.
Ensuring a Competitive Bid Process
The misconception that owner involvement reduces competition in bidding is unfounded. Most costs stem from contractor materials and labor, so partnering with specialized electrical contractors ensures the best outcomes. These contractors provide a competitive bid process aligned with procurement policies and help secure high-quality systems that meet the owners’ specific requirements.
By involving experts in fire and security systems, all stakeholders benefit, ensuring the building, its users, and the organization's financial health are protected through thoughtful planning and execution.
The owners or facilities managers of older buildings are frequently faced with the need to replace all or part of an aging fire and/or security system. Replacing or retrofitting an antiquated fire and/or security system is usually an unwelcome development, especially for those unfamiliar with all of the code requirements and technical details in the nuances of these critical life safety systems.
As a result, building owners often rely solely on electrical contractors to decide the equipment to be used for a fire and/or security system retrofit.
While electrical contractors are excellent advisers in their areas of expertise, when it comes to fire and security systems, working with a pre-qualified contractor specializing in fire and security system installation, inspection and service will result in a higher value, lower cost system and fewer headaches down the road.
Confusion Can Be Costly
For example, an electrical contractor may prepare a specification listing several acceptable manufacturers.
- In some cases, this list may include a dozen or more companies and it's not unusual for there to be several manufacturers listed that are either no longer in business or operate under a different business name due t a merger or acquisition.
- Sometimes outdated system model numbers are referenced and it’s not uncommon to see specifications that are 30 or 40 pages in length, with a list of manufacturers that are 5 to 10 years out of date.
- If they determine the specification is outdated in any way, how can they be sure the rest of the specification is current in terms of all of the necessary requirements and allow the user to take advantage of state-of-the-art technology?
- Using preconfigured specification software certainly makes it easier to produce a specification for a fire and/or security system replacement project, but how many of them are actually customized specifically for your given project?
- Consider this: where is the value for a building owner in such a general specification?
Do they—the buyer—really own the final decision?
When the specifications allow for any company that manufactures fire or security system equipment to be considered as an acceptable manufacturer, it leaves the majority of the decision-making process in the hands of the electrical contractor or general contractor.
- Electrical contractors and general contractors come in all varieties in terms of experience and their approach to fire and security systems.
- Electrical contractors and general contractors that have more fire or security system experience go through their own process to determine the equipment they want to use and why.
- Factors impacting these decisions may include the ease of replacing the existing system with a particular brand of equipment in order to reuse some of the current devices, or even the existing wiring.
- Other factors may include evaluating the quality of the fire and/or security system distributor’s equipment submittals and shop drawings and how they relate to how well the fire marshal plan review and approval process will go.
- Other considerations include the technical ability of the technicians employed by the fire or security system distributor, as well as the distributor’s customer service philosophy and commitment. Of course, price will enter as a factor as well.
Follow the money
Price oftentimes becomes the determining factor with electrical contractors and general contractors who don’t see as much value in the distributor’s commitment to quality fire and security system installation, technical expertise and focus on customer service.
In many cases, equipment decisions rest solely with the electrical contractors and general contractors based strictly on how much “buyout” they can obtain. “Buyout” is the amount for which the equipment and associated technical services can be purchased under the bid day budget. This money goes right into the pocket of the electrical contractors and general contractors, and the decision on what equipment is to be used is based entirely on who provided the most buyout money.
- Interestingly, total costs measured at project completion with a particular distributor may not even be considered.
- Often, the electrical contractor’s primary focus is simply who is willing to cut the most from the project and sell it at the lowest possible price.
- When the decision by an electrical contractors and general contractors is based solely on how much buyout they can obtain, the building owner’s concerns are not even a consideration.
The responsibility is all theirs
The building owner is responsible for their decision for the entire life of the system. They may end up with a system supported by a company where there are no options whatsoever for programming a proprietary system.
This can trap the owner into paying higher prices for equipment and parts, as well as for service, inspection, testing and maintenance.
The building owners or facilities managers who end up with the highest level of satisfaction at the conclusion of a fire or security system retrofit project typically take a more active role in determining what equipment is chosen for the project.
It Pays to Get Involved
- Owners may participate in a demonstration of the equipment, whether by utilizing a portable demonstration, attending a virtual demonstration or going out to see a system installed in another building.
- Owners can ask to see a list or photos of other similar projects, or contact other building owners to see how satisfied they are with their system a few years after the project has been completed.
- When checking references, owners should inquire about the service response times, technical ability of the technicians to address service or warranty-related issues, and the overall performance of the preventative maintenance program or testing, inspection and maintenance contract.
A competitive process that works harder for them
Some owners are under the mistaken impression that they have removed the competitive bid process by influencing the decision regarding equipment for their fire or security system retrofit project. This is simply not true.
Considering, in most cases, the majority of the project costs are for the electrical contractor’s materials and labor, it’s imperative to select a partner that has specialized expertise in fire and security systems and will collaborate with you on the best solution for your particular business needs and budget.
Create a fair and competitive bid process
A pre-qualified electrical contractor focused on fire and/or security system installation can competitively bid the project specifying the system selected or preferred by the building owner. This approach typically results in a fair and competitive bid process to satisfy those responsible for procurement policies, while also ensuring facilities managers obtain the features they need, with support from a qualified company to properly support and maintain the system.
By relying on the experts in these critically important life safety systems, all key stakeholders will find success and come out as winners, knowing the proper steps have been taken to help protect the building, the people who use it and the company’s bottom line.
