Elevator Inspection Code Reports – They Don’t Have to Be a 4-Letter Word!
Have you ever felt like you’re going in circles trying to complete an elevator inspection code report? The reality is, that a building owner and/or representative is fully responsible for the reports, but must rely on other vendors to complete it. We want to share a few tips on the process when working with your elevator service provider, in hopes it will be a little less frustrating to manage.
For purposes of this blog, we are referring to the Washington State Department of Labor & Industries (L&I) and the Seattle Department of Construction and Inspections (SDCI). Both departments intend to inspect all conveyances annually. After an inspection is complete, a report will be available.
How do you know if you have an outstanding inspection code report?
This part is fairly easy! Both L&I and SDCI have on-line reports available; however, if your building information isn’t current, the email or mail address where a report is sent could be incorrect. If you’re not already familiar with how to find your report or update your building information, please visit our FAQ Blog Post.
You received an inspection code report, now what?
For many people, it feels like you just got a report card and you flash back to high school! The length of the report and time needed to complete it, may provide an insight to the quality of maintenance you are receiving. Ideally, your elevator service provider is staying on top of their maintenance items, especially any testing requirements, and the report is short. That said, even the best maintained elevators may have a minimal number of items the inspectors are required to look for and write-up per code.
It is important to note that your elevator service provider does not receive a copy of the report from L&I or SDCI and it’s very rare your elevator service provider would know when the inspection was performed. If you receive a report, the best practice is to immediately send a copy to your service provider. Together you should be able to quickly identify who is responsible for each item. Some items may fall outside of the maintenance agreement (ex: keys, pit lighting) but most should be relatively simple to complete. It is also reasonable that some items may require a special trip by the service provider. If you have concerns meeting the deadline, you can request an extension from L&I but for SDCI, you need to contact the inspector listed on your report. Extensions are not guaranteed!
Missing the deadline may invoke fines and in some rare cases, an elevator shut-down (“red-tagged”) for non-compliance. Again, the building owner and/or representative is responsible for returning the completed inspection code report.
What are some of the most common deficiencies and what needs to be done?
CORRECTION - Operating Certificate/Permit
ACTION - For L&I: You will receive your certificate when you pay your annual permit fees. You will need to know your Conveyance (Cnvy) ID number which is located on your inspection code report. Where to pay your fees: Pay Invoice Online.
For SDCI: Paying for your City of Seattle permit online is not as straight-forward as the State. You will receive your certificate when you pay your annual permit fees. You will need to know your EQP-CY Number which is located on your inspection code report. Instructions on how to pay your fees: There’s been a change to code reports, have you heard?
CORRECTION – Machine Room Fire Extinguisher
ACTION - Contact your fire/life safety vendor to add or inspect the fire extinguisher in the elevator machine room.
CORRECTION – Elevator Pit Conditions
ACTION - The severity can vary from a dust bunny in the corner to inches of water/oil in the pit. Your service provider will need to “check” or confirm and provide a plan of action. Normal accumulation of dust and debris should be addressed regularly during consistent maintenance. If there is water/oil in the pit, you will need to identify the source and prevent future intrusion. This will require coordination between your elevator provider and a third-party contractor.
CORRECTION - Inoperative Emergency Illumination Device
ACTION - Typically, this is a failed emergency light battery. Check your maintenance agreement. Batteries are often excluded from coverage but make sure you pay a fair price. For reference, the cost is usually $10-100 for the battery.
CORRECTION – Inoperative Alarm Bell
ACTION - Typically, this is a failed emergency alarm bell battery. Check your maintenance agreement. Batteries are often excluded from coverage. But make sure you pay a fair price. For reference, cost is usually $10-100 for the battery.
CORRECTION – Emergency Phone
ACTION - This is usually 1 of 2 issues:
The phone line is not active. Maybe you’ve recently cancelled the line or transferred to another device. You will need to contact your phone provider to test the line. The elevator service provider can only test if the line has a tone or not but cannot fix it. Sometimes it is best to have both parties on site together to resolve.
Alternatively, there are new(er) affordable cellular options to consider when replacing the land phone line. Note: if the cellular devices are installed in the elevator machine room, permits will be required.
The phone needs to be reprogrammed or replaced. Phone reprogramming should be done by your service provider as 24/7 emergency phone dispatching is required. Phone replacements are generally not covered by elevator agreements and it’s possible there may be new code requirements and/or permits.
CORRECTION – Elevator Pit Illumination
ACTION - This could be as simple as a burnt-out light bulb in the elevator pit. If that is the case, purchase a new bulb and work with your elevator provider to have them replace it. Pit lighting generally falls outside of a maintenance agreement, but most reasonable elevator companies will work with you. Or, you may need to replace a light ballast or provide a protective guard to meet code. Worst case scenario, you may need to add lighting fixtures (due to low foot candles). In these situations, you will need to hire an electrician.
Because the lighting is in the pit, you will need to work with your elevator provider to determine what else is needed and to coordinate safe pit access.
CORRECTION – Annual (Category 1) Testing
ACTION - Category One Tests (due every 12 months) are often covered by a maintenance agreement and keep your elevators safe. You will need to review your agreement to confirm. Contact your elevator service provider to schedule. If it is not covered by an agreement, costs can vary based on the equipment.
CORRECTION – Category 5 Testing
ACTION - Category Five Tests (due every 60 months) are often not covered by a maintenance agreement because they cause greater strain on the equipment than normal wear & tear. You will need to review your agreement to confirm. If this test is not covered by your agreement, costs can vary based on the equipment.
As a Building Owner and/or Representative, if you know testing is overdue, you should be concerned.
CORRECTION – Elevator Key Fire Box
ACTION - If you are in need of a fire box (which stores keys for the fire department), you will need to mount a new fire box. They can be purchased here:
The Knoxbox Company provides key boxes based upon your local fire department/agency. On their homepage, in the upper left corner select “Your Location” then select Washington and for “Local fire department/agency” type the City your elevator is located in.
Quality Elevator provides Washington State approved fire boxes and the key is “39504”.
Or you may be able to contact your local locksmith and request an Elevator Fire Box for the appropriate jurisdiction of the building.
CORRECTION – Elevator Keys
ACTION - Keys are also one of those smaller items but they can take a lot of your time to figure out.
All keys needed to operate and access the elevator equipment must be secured within the key box. For example, building keys can include a machine room door key or security FOBs. Independent Service, Elevator Emergency Recall (Phase I & II), are other examples of keys potentially written up on the report as required. One place elevator keys can be ordered is through www.elevatorkeys.com. Your elevator service provider can help you determine which keys you need as it may seem confusing. You can purchase keys from your service provider but be prepared to pay a markup. Once you have the keys available, keep them safe!
For Seattle or SDCI properties, the Inspector will need to place them, as access to the key box key is very restricted. For L&I or the State of WA, service providers can assist in putting the required keys you have into the fire box.
Do you still have questions about your inspection code report or need help with a specific item? We welcome questions so we can continue to update this blog and help others – so please feel free to reach out to Sean. He’s happy to help!