Post-Damage Restoration RFP Template
Water, fire, or smoke damage restoration — emergency-response project.
You've had a flood, fire, smoke event, or sewer back-up and need a restoration company on site fast. Usually insurance is involved — make sure your restoration vendor works with your insurer and uses Xactimate pricing.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Restoration After [Water / Fire / Smoke] Damage — [Property Name]
Emergency restoration of [X] sq ft of [water / fire / smoke] damage at our [property type]. Insurance claim # [if applicable]. Need response within 24 hours for assessment.
Scope of work
Emergency phase (within 24 hours): - On-site assessment with documentation (photos, moisture readings, damage inventory). - Water extraction (if applicable). - Containment + drying setup (HEPA filtration, air movers, dehumidifiers). - Initial scope of work + estimated cost using Xactimate (industry standard, insurance-friendly). - Coordination with insurance adjuster. Drying / cleanup phase: - Daily moisture monitoring + logging. - Removal of unsalvageable materials. - Antimicrobial treatment. - Smoke / soot cleaning (for fire / smoke damage). - Content cleaning + storage (if applicable). Reconstruction phase: - Rebuild scope: drywall, insulation, flooring, paint per pre-loss condition. - Coordination with subtrades (electrical, plumbing). - Final inspection + tenant move-back coordination. Documentation throughout: - Daily progress reports + photos. - Insurance-compliant documentation (Xactimate, T&M logs). - Direct billing to insurance where possible.
Standard requirements
- IICRC-certified for water, fire, smoke (per scope). - Xactimate-proficient estimating. - Direct billing relationships with major Canadian insurers preferred. - $5M general liability insurance with pollution / environmental coverage. - WSIB clearance. - 24/7 emergency response. - Three references for similar projects in the last 12 months. - Tenant communication plan (for occupied buildings).
Suggested timeline
- 1
RFP open
48 hours (emergency-tight).
- 2
Award
Same day if possible — get response moving.
- 3
Mobilization
Within 24 hours of award.
- 4
Drying / mitigation
3–7 days typical.
- 5
Reconstruction
Scope-dependent — typically 2–8 weeks.
Site access & logistics
Affected area + adjacent. Tenant relocation may be required (coordinate with PM and insurance). Power / water shut-offs as needed.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Can you be on site within 24 hours?
- Do you bill insurance directly?
- Are you Xactimate-proficient and IICRC-certified?
- Per-sq-ft mitigation rate? Reconstruction rate (or scope-based)?
- How do you document for insurance claims?
- Tenant relocation coordination — included or extra?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Response time (24-hour mobilization is a deal-breaker).
- 2.Insurance billing relationships.
- 3.IICRC certifications.
- 4.References for similar projects.
- 5.Documentation rigor.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
Ready to post your restoration RFP?
Click below to start with the Post-Damage Restoration template pre-filled. Customize anything that doesn't fit your project and post free.