Successfully Managing an Escalator Replacement Project: Acrisure Stadium

Escalators are a ubiquitous part of modern urban infrastructure, serving as vital components in malls, airports, train stations, and other public spaces. Over time, escalators wear down and require replacement to ensure passenger safety and convenience. Managing an escalator replacement project is a complex task that demands meticulous planning, efficient execution, and a keen eye for detail. In this article, we'll explore the key steps to successfully managing such a project, using our recently completed project at Acrisure Stadium as a case study.

Initial Assessment:

The first step in any successful escalator replacement project is to perform an initial assessment of the devices and identify whether any upgrades are warranted. BOCA Group conducted a thorough inspection of the existing escalators, both inside and out, to determine their condition, safety compliance, and performance. During our onsite survey, we investigated each of the seventeen escalators for signs of wear and tear on all components such as the handrails, drive chains, steps, motors, switches, sensors, and support trusses. We also conducted a thorough review of shutdown and fault logs, to determine equipment-related failure patterns. This holistic approach to our assessment allowed us to establish a clear rationale for replacement and identify critical project requirements.

Develop a Comprehensive Plan:

Once BOCA Group concluded that an escalator replacement was necessary, we created a comprehensive project plan to define the project scope, timeline, and budget. Throughout the development of specifications and the bid process, we challenged the contractors to consider the logistics of removing the old escalators and installing the new ones, as well as any necessary building scope, such as upgraded electrical service or structural modifications. BOCA Group coordinated with stadium management,  engineers, and contractors to develop a detailed plan that addressed all technical aspects required for project completion and success.

Minimize Disruption:

This escalator replacement project had the potential to inconvenience and disrupt daily operations in the facility. To minimize these disruptions, we carefully coordinated with stadium management and the contractors to develop a comprehensive phased schedule for the replacement of each escalator. The escalators were replaced during the off-season months, allowing full service for all scheduled events and games.

Competitive Bidding for Procurement of Best Fit Contractor:

Securing the necessary resources for an escalator replacement project is a critical phase, and a competitive bidding process is the preferred method to achieve cost-effective and high-quality outcomes. During this phase, BOCA Group conducted the following steps to ensure the stadium partnered with the best vendor to perform a quality escalator installation, while completing the project on time and within budget:

Request for Proposals (RFP): BOCA Group generated a comprehensive Request for Proposals (RFP) that outlined the project's scope, technical specifications, and project requirements including project timeline, and budget constraints. The RFP was distributed to a select group of Original Equipment Manufacturer (OEM) contractors with a strong reputation in the Pittsburgh market and extensive escalator replacement experience globally.

Pre-Bid Meetings: BOCA Group arranged pre-bid walkthroughs and meetings with interested OEM contractors to provide them with an opportunity to ask questions and seek clarifications regarding the project's requirements. This step promotes transparency and ensures that contractors fully understand the project's intricacies.

Evaluate and Select: After receiving the bids, BOCA Group rigorously analyzed them, carefully leveling the bids to ensure a clear and fair evaluation. We considered factors such as pricing, the proposed project timeline, strength in the Pittsburgh market, proposed solution (full replacement vs. precision modernization), and any added value or innovations presented in their proposals. This thorough evaluation of the bids led us to the contractor that best aligned with the project's goals while delivering the best value.

Monitoring Progress and Closing Out the Project:

Throughout the project, BOCA Group conducted biweekly meetings to assess the progress of each phase of the project. Prior to turning the escalators over for public use, we thoroughly tested and commissioned each of the new escalators, ensuring they complied with project specifications and all local code requirements. Punch-list reports detailing open-scope items were provided to the contractor for completion prior to final sign-off.

Conclusion:

“BOCA Group was great to work with from providing technical assistance and direction in the development of the RFP to providing assistance in the review of final installation. They were a true partner for this project” – Joe Simon, Director of Facility Operations.

A successful project cannot happen without a strong partnership with key stakeholders – Joe Simon was a strong partner and truly a pleasure to work with. His insights into the facility and operations, as well as clear communication on project expectations allowed this project to be a success. 

Managing a stadium escalator replacement project requires meticulous planning, effective coordination, and a commitment to quality. The partnership with the stadium and rigorously following our project process allowed BOCA Group to deliver a project that was completed on time, within budget, and without major disruptions to the facility.