Addressing Product Substitutions

Substitutions. The “S” word; too ugly to be spelled out. It is most of the time associated with perceived disregard for design integrity, numerous phone calls, burdensome paperwork, and tight deadlines in the world of commercial specification.

This month, we are featuring the first in a series of articles devoted to substitutions related to high-pressure decorative laminate. Our goal is to give you, our readers (and your colleagues - we hope you will find the information useful enough to pass it along), the tools to sail the troubled waters of substitution requests as smoothly as possible.

In this first article, we’ll look at product substitutions from the perspective of the design team while next month’s will address the concerns of the millworkers.

A Specifier's Guide to Avoiding Substitutions

Based on our customers’ feedback, the two most common causes that lead to substitution requests are possible sourcing difficulties and higher-than-anticipated material costs. While those can be valid obstacles, thoroughly understanding the nature, features, and benefits of a product, and being able to rely on the manufacturer’s support network (architectural, inside sales, and customer service representatives) will greatly help limiting substitutions.

The next article gives tips on how to go about selecting the right replacement for decorative laminate, but let’s first take a look at how a little planning and direct communication at the design and product selection stages can help circumvent requests for substitutions later on.

Write a proprietary specification
Clearly name the selected product with its part number, name and brand name, and remove the “or equal” designation. Often times, designs are so unique that they can’t easily be replaced with a different product that will work as well in the design and color scheme. The “or equal” clause is too often left in the specification, opening the door to unwanted substitutions that the specifier may or may not be made aware of.  

Validate product availability before the project goes out to bid
Visit the manufacturer’s website, or even better, talk to your architectural representative or with a customer service agent, and make sure that all of your material selections are current.

Also inquire about lead time or potential up-charges for products with special features such as fire-rating or high-wear surface enhancements. Make sure to clearly identify those in your bid package. 

Do the same for premium-priced products, especially if your project requires large quantities. In that case, alert your representative of the specification and let him or her connect with the bidders. Knowing what quantities are involved, he or she will make sure that they are all provided with the best possible price, as well as a point of contact for when the project is awarded.

Connect with all parties once the project is awarded
If you haven’t done so at the bidding stage, make sure that your architectural representative is informed of the specification and knows who the selected contractors and fabricators are. He or she will make sure to touch base with them with regards to sourcing the required materials on time, and can answer any questions related to fabrication and installation.  

In short, most substitutions can be avoided through planning, foresight, and proactive communications between the specifier, client, millworker, and architectural representative.

But for those instances when they become unavoidable, it is crucial to identify a set of objective criteria that will define the “or equal” clause, and to thoroughly evaluate the replacement products against those criteria. It is the only way to ensure design integrity and optimum performance of the products. Read on for more.

Not All Laminates Are Made Equal

Most might think: HPL is HPL, and products and manufacturers are interchangeable. Not necessarily. While the main components of high-pressure decorative laminate are the same - decorative paper, Kraft paper, and resins - subtle variances in the nature of these components, or in the manufacturing process, can result in dramatically different product performances in the field. The devil lies in the details of determining what makes two products equal… or not.

Beyond the look and color of the surface, here are the main factors to look at when considering a substitution.  

The grade or thickness of the product
High-pressure decorative laminate comes in two general purpose grades: standard and vertical, which differ mainly in terms of impact resistance. Replacing standard grade laminate with a thinner, and typically less expensive vertical grade product, could very well result in chipping and/or cracking of the surface. Also, vertical grade laminate will telegraph more of the imperfections of the substrate. When considering a substitution, look at materials of similar thicknesses; saving pennies by using the wrong grade will end up costing a lot more in the not-so-distant future.  

The surface finish and durability
The surface finish of a laminate will influence its LRV (Light Reflectance Value) and durability. A matte finish will absorb more light and disguise minor scratches and imperfections better than a glossy finish. A different sheen level may also impact how the decorative laminate will blend with the other materials selected for a project.

Also, surface enhancements are sometimes available, which may allow the products to perform better in challenging applications. Our Oyster Shield High-Wear Protection would be a good example. Available in conjunction with our Textured or Velva-Tex finishes, it helps our Pearlescence laminates sustain the demands of high-wear applications while retaining their unique luster. It is offered at no extra cost, but made to order, thus requiring a slightly longer lead time.

When considering an alternate product, make sure that not only its color and pattern are as close as possible to that of the original selection, but also look at its texture and LRV. And, most importantly, ensure that its surface durability is suited for the intended use.

Free Pass to the AIA Expo

The 2010 AIA Convention and Expo is approaching quickly and we certainly hope to see you there.

Come and meet with our team at booth 1388. Our complete selection of Veneer-Art High-Performance Wood Veneers will be on display, as well as our standard line of high-pressure decorative laminates.

The exposition will take place June 10-12, click the following link to register for FREE.

We look forward to meeting with you in Miami!

Share With Us!

The above articles brought back memories; or you would like to share with our readers more tips on avoiding or better managing substitution requests?

Please write to us at newsletter@laminart.com, we would love to hear from you!