854.1 Critical spares list

Heads, seals, sensors, controllers (313, 345). Keeps HVM bollard downtime low.

Start with failure impact and lead-time. For automatic lanes, carry at least one full set of wear parts for the drive type — HPU or EM drive (512–513) — plus enclosure/IO spares (516, 520). Prioritize items that strand a lane (heads, seal kits, limit/position sensors, safety edges, encoder/loop parts, controller/PLC cards).

Use the as-tested bill of materials and the site’s asset register (732) so spares match the exact variant and firmware. For field devices, keep photo-eyes, beacons, inductive loops, and cabling glands (345, 347) with clear model and voltage notes.

At minimum, publish a “lane-down kit” list in the O&M manual (733) and a “nuisance-fault kit” for quick fixes (relays, fuses, SCADA/BMS terminals). Link the list to your remote fault logging (541) so usage auto-updates reorder flags.

854.2 Min/max policy

Stock levels from KPIs and MTBF (542, 842). Right-sizing for crash rated bollard uptime.

Derive min–max from KPI set (542), PM plan (734), and supplier lead-times. Use lane criticality and SLA risk to size buffers. For high-throughput sites, set a “zero stockout” policy on heads, seal kits, and controller cards; for low-risk sites, allow a controlled backorder if two redundant lanes remain.

Convert MTBF to expected monthly demand (failures/month). Multiply by lead-time months, add a safety factor for climate spikes. Review min–max quarterly; tie reorder points to the CMMS and evidence logs so procurement is audit-ready.

854.3 Special tools

Lifting jigs, diagnostic leads, gauges (519, 529). Tools make maintenance safe.

Specify site-held lifting beams/jigs sized to head mass and pit geometry; include datum and alignment gauges, and a diagnostics kit (529) with loop simulators and firmware loaders. Insist on safe stowage, inspection intervals, and a tool sign-out log.

Controls work requires the right cables and protocol adapters (535). Hydraulic sites need pressure test kits and hose/NRV tools; EM sites need encoder calibration jigs and brake-release gear. List these in the O&M and keep one set per two lanes to reduce MTTR.

854.4 Warranty terms

Coverage, exclusions, evidence (733, 736). Protects HVM bollard owners.

Write plain-English coverage: heads/columns, drive units, control panels, field devices, and enclosures. Define consumables separately (see 854.6). Lock in climate and duty assumptions (ops/hour, ambient range, ingress class) and the required preventive maintenance cadence (734). State failure remedies: repair, replace, or credit.

Common exclusions should be specific (flood beyond IP rating, misuse, unauthorized modifications). Evidence should cite the handover pack index (736), O&M (733), logs from remote fault logging (541), and the asset register/serials (732). In the UAE, note any authority requirements (e.g., SIRA) that affect inspection/approval windows.

854.5 Response SLA

Attend/repair windows (738). Availability is contractual.

Use a two-tier SLA: (a) response window (acknowledge + attend), and (b) restoration window (temporary fix or permanent repair). Tie severity to security impact and queue risk. Example: P1 (lane down) — acknowledge 15 min, attend 2 h, restore ≤8 h; P2 (degraded but operating) — attend next business day.

Back these with spares availability (854.1–2) and escalation paths, plus service credits if availability drops below target (e.g., 99.5%). Publish bank holidays and dashboard (544) metrics so SLA performance is transparent.

854.6 Consumables

Fluids, filters, glands, fasteners (512–513, 347). Specify equivalents.

List approved hydraulic oils by viscosity and acoustic/temperature profile, filter elements (return-line/breather), and sealants. For EM drives, include brake pads, couplings, and lubrication types. For enclosures and cabling (347), include glands, gaskets, desiccants, heaters/thermostats, and fuses.

Provide standards-based equivalents (e.g., ISO code for oil cleanliness, IP/NEMA classes) to avoid vendor lock-in, but require written approval for substitutions that touch safety circuits. Mark shelf-life and storage conditions on each item.

854.7 Obsolescence plan

Lifecycle map and retrofit paths (446). Crash rated bollard continuity.

Publish a 5–10 year lifecycle map covering heads, drives, controllers, and firmware. For announced end-of-life parts, trigger advance buys and define “retrofit path” kits with adapters and ICD updates. Where appropriate, reference upgrade paths (446) and ensure any change preserves rating-critical dependencies (421).

Document versioning/Change Control (537) and keep an evidence trail so authorities and insurers remain comfortable with long-term integrity.

854.8 Spares storage

Environment, labeling, FIFO (516, 911). Prevents degradation.

Store electronics in anti-static, climate-controlled cabinets; hydraulic kits sealed and upright; heads on protected skids with corrosion prevention. Label every item with asset model/variant, serial applicability, and file/index rules (911) for traceable receipts and issues.

Operate a First-In, First-Out (FIFO) policy to rotate shelf-life items. Quarantine returns until inspected. Keep periodic cycle counts and reconcile with CMMS to maintain audit integrity and minimize surprise stockouts.

854.9 Handover & audits

Count, seal, sign (736). Spares traceable for HVM bollard audits.

At practical completion, count spares against the agreed schedule, seal kits, and log serial ranges. Include a sign-off sheet in the Handover Pack (736). Post-handover, audit quarterly: verify min–max levels, sample-test shelf-life items, and check that usage aligns with fault logs (541) and the PM plan (734).

When SLAs require it, share an Executive Snapshot summarizing availability, top failure causes, and upcoming obsolescence risks. Use findings to refine stock levels and renewal options aligned to lifecycle plans (842) and ROI models (843).

854 Warranty & Spares Policy — FAQ