Technology Contracting: Designing Systems for Efficiency and Interoperability

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1 White Paper Technology Contracting: Designing Systems for Efficiency and Interoperability James F. Dagley Vice President, Channel Marketing and Strategy Johnson Controls, Inc.

2 A best practice is emerging for managing the installation and integration of complex systems. Known as technology contracting, it involves assigning a single point of responsibility upfront to bring an enterprise-wide perspective to managing the planning, design, installation, integration, commissioning and service of low-voltage systems, business applications and supporting infrastructure. Technology contracting can save time, reduce risk and decrease construction and operating costs while ensuring that technology is deployed and integrated in an orderly manner to achieve desired outcomes. Defining the Need Traditionally during a construction process, the building goes out for bid and a general contractor wins the project. Separate subcontractors bid on the plumbing, wiring, lighting, HVAC, fire alarms, security, communication and specialty systems, and each takes care of installing their own systems. This process can be sufficient when the systems being installed are simple and little integration is desired. However, it is not designed to serve the needs of larger, more technically complex projects. Who is responsible for bringing a holistic approach to technology? Who can be counted on to bring the right solutions forward and install them in a way that ensures efficiency, coordination and integration? Who remains committed after installation to provide ongoing technical support, training and insight for future investments? In the traditional approach, there isn t one entity. Without a coordinated, enterprise wide approach to large technology initiatives, systems and infrastructure duplications are common. Also, opportunities for integration and installation efficiencies are likely to be missed. It is difficult to take full advantage of these opportunities after the building goes up. With deliberate expert attention applied early during the planning phase, these pitfalls can be avoided. This is why, increasingly, building owners and their general contractors are assigning early in the process a single point of responsibility for technologies. 2 Figure 1

3 A Revised Contracting Model Technology contracting augments the conventional process of subcontractors working under a general contractor. It adds a manager with an enterprise-wide perspective on technology and the authority and technical expertise to make decisions and influence how the information technology network as well as comfort, communications, life safety, asset tracking and business applications will be chosen, installed and operated. With technology contracting, the building is created not as a collection of systems, but as a functional whole. Low-voltage technologies and other key systems are integrated to deliver in full the results the owner wants. The time to consider technology, therefore, is at the conceptual stage of the project. While details of the process itself can differ with each project, the approach allows the technology contractor to manage planning, design, installation, integration, commissioning and service of all low-voltage technology systems in a building. What are the benefits? Technology contracting: Saves time. Effective project management means that all vendors work with clear direction and coordination. Reduces risk and finger-pointing. The technology contractor acts as a single point of responsibility for planning, design, installation, integration, commissioning and service. Cuts capital costs. The technology contractor avoids unnecessary duplication of infrastructure and systems. Reduces construction costs. Better coordination means less duplication of effort and infrastructure, fewer change orders and faster commissioning. Cuts operating costs. A large percentage of a building s lifecycle costs accrue after construction. Intelligently deployed technology saves energy, reduces maintenance and uses facility staff efficiently. Enables system interoperability and takes advantage of opportunities for intelligent integration. Why Now? The concept of technology contracting is not a new one. Until recently, however, there has not been much demand to add a single point of responsibility for all technology in the construction process. For several reasons, the industry is now ready to embrace the role of the technology contractor for large, complex projects. One reason is the proliferation of technology. There are more technologies to choose from than ever. A technology contractor can help the building owner, architect and general contractor plan the best systems, applications and infrastructure for prospective tenants. The technology contractor is responsible for delivering, installing and supporting the right solution in every area. Another key factor is the increasing convergence of building systems with information technology and business systems such as patient monitoring and nurse call in hospitals. Previously fragmented technology systems within buildings are converging on standard platforms, applications and infrastructures. There is growing demand for data exchange across multiple systems and disciplines. Systems today are able to communicate with each other, talk to other enterprise applications and offer increasing mobility to users by delivering information anywhere and at any time. That means we are now able to get more information on a by-request basis and in a manner that is more easily understood by other systems or the people who want to analyze it. 3

4 Figure 2 While this is now possible, it doesn t happen without deliberate effort. If integration is attempted after the systems have been installed and construction is complete, the process is more costly, more difficult and more time consuming than if it had been planned all along. A technology contractor will consider the various technology systems and integrations upfront, coordinating so that the systems live up to their full potential. The Technology Contracting Process A technology contracting relationship typically begins at the very early stages of building design. The objective is to respect the project s budget while meeting the needs of the facility s prospective occupants. Involving the technology contractor early ensures that overall building architecture and systems are mutually supportive. The process results in mechanical and electrical systems that are efficient, optimized, and future ready. Planning Effective planning is the first step in a successful technology contracting engagement. Generally, the technology contractor brings together all stakeholders owner, representatives of different business units and departments, consultant, architect, contractors for a facilitated planning session. The planning session defines and prioritizes technology needs. It drives outcomes that serve the desired business outcomes as cost effectively as possible. Beyond facilitating the discussion, the technology contractor s role is to be familiar with the universe of feasible technologies and point out common packages and integrations, then recommend options to suit the project s budget. 4

5 Design During the design process, the technology contractor advises the building design consultant on the location of building systems equipment, ductwork and cabling. Elements are streamlined to maximize the efficiency, integration and interoperability of technology systems. The technology contractor assesses early in the project the need for in-building cellular, wireless controls and other infrastructure. Involving the technology contractor in the design process ensures that every opportunity is seized to maximize systems efficiency. Thoughtful design means fewer change orders during construction and systems installation. Installation and Integration Installers often operate within technology silos: HVAC, fire and security, IT networking, enterprise system programming, etc. When systems are integrated, installers sometimes find themselves outside their comfort zone. Opportunities abound for improper installation. The technology contractor oversees the installation of low-voltage systems including building systems, business applications and supporting infrastructure. Installation subcontractors are chosen based on factors including price and specialized expertise. The technology contractor then ensures that installers coordinate properly with one another and that designs are properly executed. Commissioning Commissioning is a systematic process of checking that all building systems perform according to the design intent and the owner s operational needs. Construction observation, functional performance testing, operator training, and record documentation are all important aspects of the commissioning process. The commissioning process begins in the design phase of a project, documenting the design intent and continuing through construction, acceptance and the warranty period with actual verification of performance. It allows the technology contractor to double check systems before occupancy. Service Technology contractors commonly remain on board after the building is occupied to service installed systems. Because they are involved in planning, design, installation and integration and commissioning, they have the 30,000 foot view of how systems are supposed to function. Commissioning benchmarks performance, so the technology contractor can easily identify and repair systems that have ceased to operate at acceptable performance levels. Every project differs. In general, though, the technology contracting approach means turn-key design, installation, and commissioning of all low-voltage technology systems. The technology contractor meanwhile helps the customer identify potential redundancies and trim capital costs. Effective systems design and monitoring can reduce expenditures on energy, maintenance and upgrade costs. The State of the Industry Examples of technology contracting work are becoming easier to find. The Shanghai (China) World Financial Centre enlisted a technology contractor to lead the design, implementation and commissioning of all low-voltage building and IT systems. Scheduled for completion in 2008, the building will be among the world s tallest. Installed systems will include a building management system as well as wireless distribution, closed-circuit television (CCTV), security, car park management, fire alarm protection, key box, master antenna / cable television (MATV/CATV), central metering, water leakage detection, access management, telephone 5

6 management, and public addressing systems throughout the entire facility. The technology contractor has designed all systems to tie into a common building management platform for monitoring and control. Building controls, voice and data networks, and security will share a common wired and wireless infrastructure. There have also been many excellent examples of technology contracting in the healthcare facilities market. Hospitals have all the usual building and information technology systems: comfort controls, fire and life safety systems, voice and data networks. They may also have nurse call, public address and paging, and other specialty systems. Nurse call systems take full advantage of systems integration. For example, they may be programmed to intelligently deploy human resources and equipment in response to certain coded alarms. A radio frequency locator service (RFLS) can locate people and equipment. When an alarm sounds, the system deploys nurses based on specialized skill sets, the priority of an individual nurse s outstanding calls, or physical proximity to the patient. Orderlies know where to find needed equipment. It all can be done silently, minimizing noise, and contributing to a more peaceful and patient-friendly hospital environment. Technology contracting has applications in a variety of other sectors including education, industrial and life sciences facilities. Nevertheless, it remains a new, if not totally unfamiliar concept to many architects, engineers and general contractors. It breaks with construction industry precedent. Many design professionals still believe that general contractors in tandem with mechanical and electrical engineers have sufficient expertise to coordinate and integrate systems. They usually do not. To function effectively in the technology contracting role, a firm must have knowledge of building controls, fire and security, IT networks and systems and specialty business applications. It must also be well versed in planning, design, construction and installation and commissioning. Ideally, the technology contractor also has resources to provide maintenance, operational and management support after the building is occupied. Integration between building, IT, and enterprise systems is still a young concept, having come of age only this decade. Few firms possess broad enough expertise to perform well in a technology contracting role. In time, the discipline will achieve broader recognition, and specialized professionals and boutique firms may find niches within it. The future of technology contracting looks bright. New developments in building construction have laid groundwork for its growth and proliferation. In 2004, the Construction Specifications Institute (CSI) issued its most significant revision of MasterFormat in 40 years. MasterFormat is the construction industry standard for organizing specifications for commercial and industrial building projects. In making the revision, the CSI acknowledged that rapid technological advancements have made the old contracting model obsolete. Forty years ago, building systems fit into neat silos (climate and comfort, fire safety, security), did not communicate with one another, and were generally regulated by operator-initiated, manual mechanical controls. The revised MasterFormat reflects the emergence of new controls and systems, and the specialized expertise needed to design and build them. Buildings are huge investments. Particularly in mission-critical environments such as hospitals, life science facilities, manufacturing plants and large scale commercial facilities, the efficiency and integration of systems can substantially affect the occupants business performance. Technology contracting means taking an enterprise approach to technology. It enhances integration, optimizes technology usage and maximizes budgets. Technology contracting helps building technology fulfill its promise and helps building owners to realize their vision. Printed on recycled paper Johnson Controls, Inc. P. O. Box 423, Milwaukee, WI Printed in USA PUBL-4085 (10/08)