Scope of Work

What is it & Why do I need it?

What is a “Scope of Work” document, and what should it include? Needless to say, this can vary according to the size and complexity of the project. At a minimum, it needs to contain a clear and definitive written explanation of the work to be done, a bill of material, and time frame for the work to be completed. It should also include and specify any items that are needed to complete the installation that are required by the customer, and/or other parties, such as power, network, who is programming and entering the access card holder information, etc. It may also include a statement of qualifications, schedule of values or drawings which indicate equipment location, wire runs, and point to point connections. If you are dealing with one individual at the customer’s location, you may believe he has a firm grasp on what you are proposing, but conversations which take place over an extended period of time can cause some confusion. You don’t want anything to be a surprise to either side. You also do not want your contact at the facility to explain the project to his supervisor, based on his recollection of your discussions. You cannot afford to have anything lost in translation. If you take the time to commit the plan to paper, most confusion can be avoided. A well thought out, clear, definitive written explanation of the project should give someone totally unfamiliar with the project a good grasp of what is to be done, what is included, and what is excluded.

Once this has been done, and all sides agree that this is the proper plan of action, the Scope of Work will be signed by all parties, and will become the specification for the job. The purchase order from the customer should reference this document. Any deviations from this plan by any party would require written agreement by all, and may affect the final cost of the project (+ or –), and/or completion date. Upon completion of the project, this document may be used as a checklist for the acceptance test to determine substantial completion, and warranty start date. It is very difficult to establish a warranty end date without a documented warranty start date,

When this type of documentation becomes second nature to your company, you will find many common problems will become things of the past. Improved communications will strengthen customer relationships, and profitability will increase.

Power Supply Selection

Customers installing an exit device with electrified retraction will often ask for a recommendation for a less expensive power supply than the one supplied by the exit device manufacturer. “Why can’t I use the lower priced unit” or “the specs for the two power supplies are the same” are common phrases we hear. Many electrified retraction exit devices are solenoid driven, which can require a very large current in-rush to retract the device, and a much lower current level to keep it retracted. Typically, the hardware manufacturer will only test the device with their own brand of power supply. While you may find another brand that appears to do the job, intermittent problems may lurk down the road. At some point in time, you may need to call the manufacturer’s tech support department. When they are dealing with an issue on an electrified retraction device, the first three questions you commonly hear are:

1.  What make and model power supply do you have?
2.  How far is the power supply from the door?
3.  What gauge of wire has been installed?

If you answer any of these questions with information that is not consistent with factory specifications, they will tell you to correct it to meet factory recommendations, then call back if you are still having trouble. While this may be very irritating, your trouble will magnify if it is you customer’s maintenance staff that makes the call to tech support and finds out your installation is not to factory specs. 

The small amount you saved by selecting a different power supply could cost you in the long run.

Maglocks - Life Safety vs. Security

I have been fielding a lot of questions lately regarding electromagnetic locks (maglocks), their allowable use, and what releasing devices are required to meet code. This has historically been an issue that causes more confusion than any other, and a source of code violations for many years. The truth is, there is no one single answer. Many contractors still believe that all you need is a pushbutton adjacent to the door to release the lock. This is not accurate. Since the release of the 2000 IBC, you must have a UL listed sensor that will release the lock as you approach the door. A pushbutton labeled “Push to Exit” is required, and must directly interrupt power, independent of an access control system, to release the lock for a minimum of 30 seconds. This timer must be resettable. Loss of power to the sensor must release the lock. In addition, activation of the fire alarm and/or sprinkler system must directly interrupt power to the maglock.

Many customers do not want a sensor to release the door. This could cause a security breach just by walking down the hallway. Regardless, the sensor is not an option.

According to the 2007 supplement, doors that do not require panic hardware can use a switch in the hardware in place of the sensor  to release the maglock, providing the switch is specifically tested and listed for that purpose.

The 2012 version goes a step further to allow switches in panic and fire exit hardware to release the lock. Again, the hardware must be tested and listed for that purpose. In this case, there is no requirement for the fire alarm connection, sensor or an exit button with 30 second timer.

While the 2007 & 2012 IBC provides different hardware requirements than older versions of the code, you need to check with your local authorities. They may or may not recognize newer versions. If they still require compliance with the 2006 (or earlier) code, you must comply. Many times, direct communications with the AHJ (Authority Having Jurisdiction) can prevent problems. You will want to make sure you are armed with correct information and have a documented plan of how you will accomplish your goal while adhering to the intent of the code. When you are armed with accurate information, you will find that many of the AHJ’s can be reasonable and willing to listen. If you have no back-up documentation, and want to argue that the code interferes with your security plan, you are guaranteed to lose.

Common mistakes in planning an access control system

1)      “That is not what I wanted” is not a phrase you want to hear during an acceptance test.  If a clear, definitive, scope of work is not prepared, how do you insure that what you are selling is actually what the customer is expecting, or that the technician installing the system has a firm grasp of what needs to be accomplished. How will you or the customer judge whether the installed system is functioning in full compliance with the contract? When the customer requests the system, you need to document all functions and have the customer sign off on the plan to insure you are both on the same page. This must include a functional analysis of the system, bill of material, and location of all components. Just what is it the system is supposed to do, how it will communicate, how it will be programmed. If all aspects of the system are included in a written document, the customer will be on the same page as you, and “surprises” can be avoided. The scope can then be used as a checklist during an acceptance test to insure total compliance.

2)      “The customer only asked me to install one door”. Many access control systems start out as one door, and there are a large variety of standalone devices for this type of application. Everything from mechanical pushbutton locks to off-line integrated locks that incorporate a keypad and/or card reader or an on-line single door system. Questions need to be asked to determine what is right for the customer.

a)      Does the customer have plans of adding access control to additional doors? What is their long term plan?

b)      Does the customer have other facilities, and will they want to expand the “system” to encompass these facilities? Have they established a corporate standard?

c)       What is the desired method of programming? Do they want to program via a keypad built into the unit, a hand held programmer, or directly from a central database.

d)      Is there a requirement for an audit trail of transactions?

e)      How many users will there be, both now and in the future?

3)      Is the opening currently mechanically secure? Is the door and frame in good operational repair? Adding access control won’t fix the existing mechanical problems.

4)      “I did not include that in my bid”. What type of documentation and training is the customer looking for? Are construction drawings required as part of the project? How about riser diagrams, as-built drawings, or O&M manuals. Are they expecting a formal training program, and if so, how many people are to be trained, and is this during normal working hours? If some of the managers are 2^nd or 3^rd shift, you may have to train them at odd hours. If the project requires extensive drawings, and you do not have in-house CAD capabilities, you will incur significant costs to have them prepared. If these items are not included in your work, have you specifically exempted it in your written Scope of Work?

Proper planning and documentation will help you accurately estimate cost, minimize problems and maximize return.