Post-Damage Restoration RFP Template

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.

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.

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.

- 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).

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.

Affected area + adjacent. Tenant relocation may be required (coordinate with PM and insurance). Power / water shut-offs as needed.

• 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?

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.