Proactive Steps to Plan for a Catastrophic Event - Pre and Post

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1 Proactive Steps to Plan for a Catastrophic Event - Pre and Post 1. Tim Draney - Executive Vice President, BMS CAT 2. Tim Coumbe - Vice President Religious Services, BMS CAT 3. Mike Quinlin - Senior Sales Executive, Prepared Response

2 Purpose The following presentation is set up by various case studies to give you an idea of the process, the procedures and the activities required for various types of losses. Most losses whether, single events or area wide disaster will involve some type of water damage plus additional resulting damage from the cause. These case studies are a combination of several and have been developed to help you have an idea of what should occur from your vendor to rectify the situation. 2

3 Case Study: Unexpected Storm/Flooding Scenario: A tornado hits outside of a major city doing massive damage to a residential area. Several church facilities, including sanctuary, parish hall and schools are affected. The roof is damaged in the school allowing water to enter the building. Until the facility is open the children have no place to attend class. Response: Restoration company aware of the area affected Accounts in area noted Call to POC to verify damage, equipment and resources are dispatched to area 3

4 Unexpected Storm/Flooding Service provided to meet the needs of the facility: Regional director meets POC and walks through the facility to establish a scope of work Mitigation begins to stabilize the facility Extraction of water in all buildings Set up of drying equipment in areas affected In the school area, water has entered the library area and the collection has been affected freeze drying will be required of the collection, refrigerated trucks ordered to freeze affected collection Board up of damage to stop damage 4

5 Unexpected Storm/Flooding Development of Scope: Walk through of affected facility and scope developed within 24 to 72 hours Scope is reviewed by POC/adjuster and approved Implementation of the recovery scope Crews brought in with equipment Drying monitored Water extraction is completed, clean up of residue Controlled demo of walls affected by water Demo of damage from the tornado Cleaning of building and contents Special cleaning of certain areas of the church and school Collection frozen and sent to chambers for processing Construction estimate developed and presented Repair work completed so school can reopen Final work completed and certificate of work complete obtained 5

6 Unexpected Storm/Flooding Claim Processing: Final detailed bill presented based on agreed upon rates and scope and any change orders approved Questions answered that may arise in review Payment made for work performed Billing may be a final bill if work can be completed in a short period of time 7 to 10 days Incremental billing maybe presented if longer restoration and repair time 6

7 Hurricane Scenario: A hurricane has developed off shore and it appears that it will make landfall as a Category 3 hurricane. Your dioceses is in the path of the storm with 130 buildings in the area that have the potential of damage. After the storm makes landfall, there are 33 buildings affected to varying degrees. 7

8 Hurricane Pre storm: The restoration vendor should be monitoring the storm as it develops 5 days prior to the storm staff and equipment are moved into close proximity of the hit area but are in a safe zone so equipment is not lost Command center established and the local POC is advised of the location and contacts Special need buildings are noted Continued monitoring of the storm to understand the potential resources and equipment that will be needed based on path Storm hits and Response Team dispatched as soon as safe to triage affected structures Call center open to take calls from individual locations or POC Coordination with the Risk Management group 8

9 Hurricane Crews are assigned by team leader for mitigation response based on priority of severity of damage Scopes developed for each loss Emergency work including roof tarps, removal of debris from the roof area Extraction of water and set up of drying equipment as needed, if wet documents trucks dispatched Protection of art work or special contents Stabilization to limit continuing damage 9

10 Hurricane Restoration Scopes developed for review and approval in 24 to 72 hours depending on the severity of damage Work approved and crews assigned to locations Work with risk management to develop total list of all affected structures and estimates of damage for reserving purposes with the adjuster Daily meetings with POC and Risk Management to review status special needs 10

11 Hurricane Implementation of the recovery scope Crews brought in with equipment Drying monitored Water extraction is completed, clean up of the residue Controlled demo of walls affected by water Demo of damage from the hurricane Cleaning of building and contents Special cleaning of certain areas of the church and school Collections frozen and sent to chambers for processing/special art work may need conservator to handle Construction estimate developed and presented Construction completed per scope Final work completed and certificate of work complete obtained 11

12 Fire & Smoke Scenario: Saturday, a week before an important church holiday, an electrical short occurs in a storage room off of the church structure sanctuary. The fire is limited to the storage room but smolders for 24 hours before it is discovered. The fire damage is confined to the storage room but smoke and soot permeates the entire structure. The structure is a 500 seat structure with cathedral ceilings, stained glass windows, wood pews, marble flooring, confessionals, and normal contents for the use. All of the interior is covered with a soot plate and will require the entire area to be cleaned and the odor issue to be resolved. HVAC system will also need to be addressed. The church must be ready for the 4 services on the following Sunday (7 day maximum time frame). 12

13 Fire & Smoke Restoration Company is called and mobilizes Walk through with the church contact, POC for the church dioceses & adjuster for carrier within a few hours after building released Scope is developed, no mitigation work required restoration only, fire is out, but the time line for clean up is tight 7 days The only reconstruction and demo is in the storage room, remainder is clean up and odor elimination Agreement is made between all parties on the scope, price and timeline with in 4 hours. Work begins 13

14 Fire & Smoke Restoration Process All walls and ceilings will have to be cleaned. Ceilings are high and will require scissor lifts Marble floors require special lifts Air scrubbers are set up throughout the church to pull odor out of building Odormatic and ozone is used to absorb odor The area where the fire originated is demoed and sealed off to confine odor will be addressed after the Sunday event Dry sponges & Hepa Vacs used to do the cleaning, in order not to spread the grease and soot 14

15 Fire & Smoke Restoration Process Contents have to be cleaned degreaser used to cut soot where appropriate All windows and surrounding sills cleaned All altars, statues, decorative items cleaned Flooring cleaned and polished HVAC systems cleaned and sanitized to remove soot to avoid blowback or spread of odor 24 hour/day - 2 shifts used to meet the time line required 15

16 Fire & Smoke Final cleaning of church area on Friday afternoon for use during the weekend Following week - storage area addressed Demo Cleaning and sealing of the remaining affected items Rebuild/repaint of affected area Work done under containment and scrubbers to avoid recontamination of the church area Upon completion a Work Complete signed by the POC Final billing prepared and submitted for final review and payment 16

17 Wrap-Up Your pre-contingency agreement should give guidance in any emergency You have the right and obligation to sit down and talk through the procedures for any of these types of scenarios Pre agreed pricing and billing presentation are agreed upon prior to a loss with you and your adjuster A POC and mobilization procedures are part of the agreed plan Resources, equipment and supplies are part of the mobilization process and are adequate to take care of any issues Knowledge of all types of damage and how it should be handled are part of the capabilities of your partner company There is a process for every type of loss Their scope is complete or if changed then change orders (the exception not the rule) are in writing and agreed upon at the time Billing provides a recap of every dollar spent, what time was spent and what equipment & supplies were used 17

18 Wrap-Up Bottom Line Your restoration company is your partner to get you back into operation quickly and with no surprises. Each loss is unique as far as damage and cleaning/reconstruction needs are concerned, but each loss should be procedurally handled the same way and all parties know the procedures. The primary goal is to work together to get the property back into service as quickly as possible, within the scope and budget developed with full agreement of all parties. 18