5 LIFE CYCLE COSTING AND COST-EFFECTIVE DESIGN SOLUTIONS AJ Stevens LIFE CYCLE COSTING Introduction According to Ruegg and Marshall 1 economic optimisation is the process whereby economic analysis is applied to determine the most economically efficient or cost-effective choice among alternatives. Moreover, the attainment of optimum economic efficiency reflects a fundamental goal of the majority of investors. Whereas traditional economic evaluation methods offer varying de�rees of proficiency in determinini optimum investment desirability, they fail to identify and evaluate the explicit relationships between capital costs and operating expenses. These inadequacies are especially relevant when viewed from the perspective of property investment evaluation. Recognising the intimate links between imtial acquisition costs and subsequent running costs is fundamental to establishing the most cost-effective property development solution. Llfe Cycle Costing (LCC) represents a financial assessment technique whereby these issues are addressed. LCC as a general management technique i�not new. The pr�cess is acknowledged as a weU established evaluation concept. Robinson and Blanchard remark that proven general business principles4 which have been used in industry and commerce for years, underpin themethod. Marshall notes that LCC has traditionally been used by the United States government for large projects and currently most U.S. government agencies are required to employ formal life cycle evaluation methods. Notwithstanding the perceived benefits, widespread application of LCC is not �versa!. The resistance to implernentini LCC is recognised by Ashworth and Au-Yeung who reveal that, although the Royal Institution of Chartered Surveyors (Quantity Surveyors' Division) has consistently supported the use of the technique in practice, there appears to be a reluctance on the/art of United Kingdom practitioners to implement LCC services. According to Norman the primary causes for this limited application may be attributed to the following: (')(ii) (iii) A lack of reliable data, A perception that, because it is essentially a forecasting system, LCC delivers questionable conclusions and is therefore inappropriate for decision-making, and The precise nature of LCC computations removes the scope for managerial discretion. Various terms are applied to identify the technique of LCC. These include costs-in-use, terotechn?}ogy, engineering eco�mics and cost Bgnefit studies. Although �ijhors such as Blanchard , Ruegg and Marshall , Hanagan et al. , and Dell'isola and Kirk accept LCC as a valid method of 11 nsuring design efficiency optimisation, the approach has its detractors. Lenard r2 al. challenge the merits of the procedure employed to evaluate �3 cycle costs. Drake is more emphatic in his objections, while Grover and Grover emphasise the consistency problems in LCC appraisals. Definition Although employed in the decision-making process in a number of industries, LCC is examined in this paper specifically in terms of its relevance to property development evaluation. LCC as applied to building activity is the term employed to portray a financial appraisal technique that permits comparative evaluation of building projects and/or components/�-ystems constituting the physical asset. The life cycle cost of an asset 6 subsequent running costs and final disposal costs or income. Whilst authors such as Kerr and Capper14 and Bejrum and HaugenlS refer to income considerations, the LCC technigue is generally promoted as a cost con 1�t reflecting the cost consequences of design deC1Sions. For instance, Ruegg and Marshall identify LCC as a method used to evaluate alternatives which compete primarily on the basis of ffSts. A similar interpretation is advanced by the Royal Institution of Chartered Surveyors . They introduce LCC as a technique that takes into account the total costs that a project imposes upon a client during the whole of its life. Within these stringent definitions, emphasis is clearly placed on cost-effectiveness and income benefits are specifically excluded from the computation procedure. In essence LCC may be defined as A financial appraisal technique that permits valid comparative evaluations of available alternative possibilities based on time-phased costs over a specific investment period in order to arrive at the optimum cost-effective solution.' LCC functions Although many basic design decisions are subject to outside influences such as town planning regulations, and are not candidates for life cycle costing, the majority have multiple options each with its own economic consequence. Unless these alternatives are clearly defined, incorrect decisions may be made by the failure to recognise possible substitutes. Even if several alternatives are considered, ineffective selections may result as a consequence of not having considered the best solution. A poor alternative will inevitably appear the best selection if compared with alternatives that are even worse. An LCC study _provides a framework for selecting the optimum alternative from among mutually exclusive options which may differ with respect to both initial and running costs. The technique facilitates the comparison of all relevant costs by converting them to equal terms at common points in time. LCC employed at the inception stage of a development may be used as a technique for determinin� whether or not to build, or for evaluating alternative building developments on the basis of initial, operating and maintenance costs over the economic life of the project. IMPLEMENTATION OF TIIE IBCHNIQUE Implementation process LCC represents a logical method of evaluating developments with respect to the design of complete buildings or elements or to the choice of individual components or materials. The implementation process is divided into the following stages: (i) Establishing the life cycle: The determined life cycle applicable to all options is established in consultation with the investor in order to ensure that the time scale is compatible with investment objectives. Within the established overall life cycle study period, differing life cycles appear for the various components and elements constituting the asset. (ii) Determination of available alternatives: To ensure that the best options are selected, all suitable alternatives relating to design solutions and materials and forms of construction are identified. 7 (iii) Estimation of total costs applicable to the available alternatives: The estimated current value cash flow for the determined life cycle applicable to each element or component includes capital costs, running costs, mamtenance costs, repair and replacement costs, alteration costs, finance charges and residual costs or revenues. The total cost commitment for the overall life cycle comprises the sum of the life cycle costs of the individual elements and components. (iv) Time-phasing costs to date of occurrence: Because estimated prices represent present day costs they are time-phased to the anticipated dates on which they are expected to occur. The time-phasing process incorporates price changes caused by inflation, changed working conditions, etc. (v) Selection of discount rate: The selection of an appropriate or interest rate to convert the time-phased costs to future or present value equivalents, enables alternatives to be compared on an equitable basis at a common point in time. (vi) Adjustments for income tax charges and depreciation allowances: The financial implications of income tax charges affecting both the discount rate and cash flow are computed. The financial relief precipitated by depreciation allowances is reflected as a reduction in life cycle costs. (vii) Sensitivity analyses: This issue refers to testing the sensitivity of the analyses to the effects of changes to interest rates, life cycles or estimated costs. Computation procedures Three traditional methods employed in LCC studies are illustrated. All provide for cash flows, regardless of when they are incurred, to be converted to equal terms at common points in time. The methods are: (i) (ii) (iii) Equivalent Present Value Method: Alternatives are evaluated in terms of their total single payment present worth. Equivalent Annual Value Method: Alternatives are evaluated in terms of their equivalent annual value costs. Equivalent Future Value Method: Alternatives are evaluated in terms of their total single payment future worth. These methods, -which are fully interchangeable, represent alternative means of presenting precisely the same information in a standard format. Cost data reflecting current values are time-phased to represent actual costs as at the date of commitment. The prediction of future recurring or replacement costs must account for increases due to the following: (i) (ii) (iii) (iv) Inflation. Differences in working conditions and scale of operations. Replacement will not necessarily be on the same scale as the original operation and may be executed under more trying or difficult circumstances. Costs of demolishing and removing existing work as well as the protection of remaining structures and finishings while the work is in progress. Costs of disturbances to and/or by the occupiers during building operations. 8 Notwithstanding cost considerations representing the primary basis for comparative purposes, all options must be capable of fulfilling stipulated functional objectives. Apart from meeting acceetable technical standards and cost-effective qualities, a further criterion affectin� the decision is the irreducible factor. An irreducible factor is one that has no alternatives and, as such, outweighs any cost considerations. In the application of LCC analyses a number of issues are relevant to its successful implementation. These include income tax implications, tax depreciation allowances, the impact of inflation and financing considerations. These issues are individually examined in terms of their impact on LCC studies. INCOME TAX IMPLICATIONS General The financial implications of income tax charges and tax depreciation allowances are investi�ated only insofar as they directly affect LCC studies. Whilst LCC is concerned primarily with costs, certain expenditures do cultivate tax implications with respect to mcome benefits. Therefore, apart from examining the effects of income tax on expenses, the indirect impact of tax on revenue is clarified. Three tax issues are identified. These are the: 0 (ii) (iii) Effects of income tax on the interest rate; Indirect tax effects on revenue that results from expenditure commitments; and Financial implications of tax depreciation allowances. The effects of income tax on the interest rate Income ta"{ charges are equivalent to reductions in interest rates employed to transpose time-phased costs to present or future value sums. These adjustments to the applied interest rate result in delivering smaller future value sums and larger present value sums. The indirect tax effects on revenue Wben expenditure is classified as deductible for tax purposes, it realises a saving in income tax payable. Because LCC studies reflect only expenses, the financial relief created by tax permissible expenditures is treated as a reduction in life cycle costs. TI1e value of the tax charge reduction, which is e�uivalent to a decrease in expenses, is dependent upon the payment amount and the apphed tax rate. In the example illustrated in table 1 the R2 000.00 expense is eq_uivalent to an after-tax charge of Rl 200.00. In mathematical terms the tax relief value precrpitated by permissible expenditure is the 'payment amount x [1 - t]' and the actual worth of a R2 000.00 cost cmmmtment (assuming 40% income tax) would read: After-tax cost = A [1 - t] = 2 000.00 [1 -.40] = Rl 200.00 Wben expenditure represents a capital cost, it is not permitted as a deduction for tax purposes. S�ch charges derive no tax relief benefit and the full costs are included in the LCC analysis. Table 1 Tax implications of expenditure of a revenue nature Gross annual income Annual operating expence Redecoration Net income before tax Income tax - 40 Net income after tax Project A Rl0 000.00 3 000.00 __Q,00 7000.00 UQQ.00 R4200.00 After-tax income difference occasioned by cost of redecoration = Rl 200.00 ProjectB Rl0 000.00 3000.00 2.000.00 5 000.00 2..00!.1.00 R 3 000.00 9 In computing the present or future value equivalents for non-tax-deductible expenditure, effective after-tax interest rates are used m the equations to transpose data to their ultimate destination. If charges are designated as deductible for tax purposes, the benefits derived from the tax relief permutations are accommodated by multiplying the relevant equations by [1- t]. The implications of tax depreciation allowances Annual depreciation allowances represent positive cash flows and are processed as revenue streams that reduce life cycle costs. Because depreciation amounts are not cash outlays, but bookkee.Ping expenses that reduce taxable income, the method of accounting for the tax i�lications on these allowances differs from the procedure adopted in accommodating tax relief values attributed to operating costs. The primary distinction relates to the tax relief equation. Tax depreciation allowances reduce the amount of tax payable and increase the after-tax income from an investment. In order to give a proper account for the financial implications of depreciation amounts, they are offset agamst the costs of the depreciated asset. For instance, the example in table 2 illustrates that the R3 000.00 depreciation allotment creates a Rl 200.00 increase in after-tax cash flow, and effectively rel?resents a reduction of Rl 200.00 in the cost of the asset. In mathematical terms the deprecration amount is offset against the cost of the asset by the equation 'Depreciation amount x t' and accordingly R3 000.00 x 't' = Rl 200.00. Table 2 Tax depreciation allowances Gross annual income Annual operating expenses Tax depreciation allowance Taxable income Income tax - 40% Net income after tax Project A Rl0 000.00 3000.00 _Q,_QQ 7000.00 12 800.00 R4200.00 After-tax income difference occasioned by tax depreciation allowances = Rl 200.00 Project B Rl0 000.00 3 000.00 3..00Q,OO 6000.00 liQQ.00 R5 400.00 10 FINANCING COSTS General Althou�h the subject of financing capital purchases is ignored by most of the literature pertaimng to LCC studies, the issue remains a crucial factor in capital investment decisions. The logic supporting the contention that financing provisions are intrinsic components of the evaluation process is not unanimously accepted. For instance, Langston · maintains that borrowed money considerations should P