Emergency Services and Loss Adjusting Contracts - Role Definition Guidelines

Emergency Services & Loss Adjusting Contracts - Role Definition Guidelines

Catastrophic Loss - damage to buildings in the event of a catastrophic loss (ie: fire, flood, earthquake or other disaster under the policy.

When a catastrophic loss occurs, the School will contact the local office to inform them of the problem. The emergency contractor should then be called by the Fire Service, Police, School, the Local office or whatever other practice is agreed to in that area.

Emergency Contractors

1. The emergency contractor should be immediately available in the event of a loss to provide assistance and advice to the Board of Trustees and the Ministry. [Each Local office will have a separate agreement/contract for the provision of emergency contracting services].

2. The emergency contractor should make an initial inspection and arrange for urgent work to be undertaken in order to get the school operational and enable it to function as normally as possible. If required they may have to organise emergency accommodation, security and safety on the school site.

3. This work should be done in consultation with the Network Facilitator and the school and if total costs are likely to exceed $10,000, a Loss Adjuster should be contacted to inspect the site before any restoration is carried out. Additionally, if any demolition work in excess of $10 000 is to be carried out, the emergency contractor should not begin until the Loss Adjuster has been contacted.

4. All work should be carried out in accordance with the Ministry's Project Management Guidelines.

5. The emergency contractor should provide the Local office (and the Loss Adjuster if the disaster is likely to cost over $10,000) with a preliminary verbal report (within 24 hours) regarding the extent of the disaster and the status of the school.

6. The emergency contractor should liaise with the Loss Adjuster regarding any information requests they may have concerning the disaster.

7. The emergency contractor should endeavour to have the school back to business as usual within 3 days.

8. Within 48 hours (or within a negotiated timeframe) a comprehensive report should be sent to the Network Facilitator. The report should include all work that has been carried out as well as a brief on the works required to fix the damage. It should also include an estimate of costs for preliminary and reinstatement work to give the Local offices an indication of the extent of work required to repair the damage. If the value of work is in excess of $10,000 then the report is also sent to the Loss Adjuster as well.

9. The emergency contractor's duties are then passed on to a Project Manager [who organises the reconstruction work] unless the emergency contractor is retained for ongoing work.

Network Facilitator

1. The Network Facilitator in conjunction with the emergency contractor should endeavour to have the school back to business as usual within 3 days of the disaster.

2. Where the loss is likely to exceed $10,000 or where the loss is less than $10,000 but there is the potential to recover all or some of the costs, the Network Facilitator will contact the Loss Adjuster.

3. The Network Facilitator should call GAB Robins on their local number (as set out below) or on 0800 800 270 (24 hours a day, 7 days a week). During business hours this 0800 number will go through to GAB Robins Auckland where the call can be transferred to the appropriate Loss Adjuster in the local office. Outside business hours this number diverts to First Assist who will take details and contact the on call adjuster in the local area.

Regional GAB contacts are as follows:

Whangarei

Mike Collins; telephone: 09 438 6900

Auckland

Lisa Manks/Judy Morris; telephone 09 520 4444

Hamilton

Philip Van Zyl; telephone 07 839 3050

Tauranga

Mark Crosby; telephone 07 578 6133

Rotorua

Bevan Wood; telephone 07 348 8056

Taupo

Reid Clark; telephone 07 378 1919

Gisborne

Mark Dudley; telephone 06 867 4751

Napier

Kathleen Law; telephone 06 835 4501

New Plymouth

Mark Corbett; telephone 06 759 1450

Wanganui

Geoff Meurk; telephone 06 345 1001

Palmerston North

Peter Bardsley; telephone 06 358 9193

Kapiti

Trevor Farmer; telephone 04 298 8025

Wellington

Garth Deare; telephone 04 472 6586

Blenheim

Dave Forbes; telephone 03 578 9441

Nelson

Yvonne Tetlow; telephone 03 548 2610

Christchurch

Tony Johnson; telephone 03 366 5697

Timaru

Grant Bird; telephone 03 688 3163

Dunedin

Stephen Woodrow; telephone 03 477 1011

Alexandra

Lloyd Knowles; telephone 03 448 8686

Invercargill

Richard Paulin; telephone 03 218 3045

4. After the Loss Adjuster has been notified of the loss, they must contact the Network Facilitator within one working day to confirm the details found under Notice of loss.

5. The Loss Adjuster should have arranged an initial inspection of the school premises within two working days of the notification and should have sent an initial report within five working days to the Network Facilitator and Marion Campbell.

6. The Network Facilitator should request funds for the reserve amount set out in the report.

7. If this amount is over $40,000 then a detailed submission should be prepared to go to Paul Burke for approval. In some circumstances you may need immediate funds and therefore should email Marion Campbell and request the initial amount needed.

8. The Network Facilitator should liaise with the school over the reinstatement project and the funds that should be made available. The Network Facilitator must also advise the Loss Adjuster of the funds allocated.

9. The Network Facilitator should liaise with the project manager and loss adjuster when establishing the scope of works under the heading Scope of Works/Tender.

10. Where there is the potential for recover of costs, the Loss Adjuster must keep the Network Facilitator informed as to the progress and costs of such action.

11. The Network Facilitator must send a copy of the final invoices to the Loss Adjuster

Project Manager:

1. The Project Manager is appointed by the Board of Trustees (via a tender process) to prepare contractual documents, to determine the scope of works, to invite tenders and to manage the construction works to completion.

2. They may have to organise security and urgent repairs if this function was not carried out by the emergency contractor.

3. The Project Manager will prepare the scope of works in liaison with the Board of Trustees. If the work is over $10,000 then they will do this in conjunction with the Loss Adjuster. The Network Facilitator will advise the project manager whether the Ministry intends to reinstate or demolish the damaged facility and re-build.

4. Throughout all stages of the work, the Project Manager acts on behalf of the school and is responsible for the management of the project.

5. The entire reconstruction process should be carried out accordance with the Project Management Guidelines.

Loss Adjusting Role: (for claims over $10,000 or where there is a potential to recover all/some of the costs.

Notice of Loss:

Within one working day of being contacted, the Loss Adjuster must contact the Network Facilitator to:

a) Confirm the name and contact details of the Loss Adjuster that will be involved in the assignment.

b) Confirm when the school will be first inspected

c) Provide any initial advice where appropriate

d) Obtain confirmation as to whether as a result of roll or other developments at the school, either full, partial or demolition/site clearance or even no reinstatement is considered appropriate. Property Management Group and Minister approval may be required.

e) The name and contact details of the emergency contractor appointed by the Ministry of Education.

Property Inspection:

1. Within two working days of the initial request, or such other timeframe agreed by the Ministry of Education on a case by case basis, the Loss Adjuster must arrange an initial inspection of the premises to:

a) Inspect and record the nature and scope of the damage/loss,

b) Investigate the cause,

c) Meet with the school representative - this would be either the Board of Trustees and/or the Principal of the school,

d) Identify risk factors/hazards as soon as possible and recommend mitigation measures,

e) Review security measures taken by the emergency contractor/project manager

f) Consider any third party liability and make recommendation as to possible recovery, including indicative costs,

g) Address the scope of remedial works required,

h) Identify any further specialist technical investigations that may be required and any indicative costs,

i) Estimate the cost of reinstatement works/business interruption costs,

j) Estimated the Loss Adjuster's fees.

2. Where required, the Loss Adjuster shall undertake such subsequent inspections and liaison as may be required to complete a comprehensive assessment of the loss and the reinstatement works.

Assignment Reports:

1. The Loss Adjuster will provide the Network Facilitator/Marion Campbell with an initial report within five working days of the initial inspection. This report will include a recommendation as to the level of funds that should be set aside in the Ministry's Risk Management Fund - note classrooms need to be set at the current rate for a new classroom.

2. The Loss Adjuster shall provide further progress/status reports to the relevant Network Facilitator when detailed costings are available and/or if any significant developments or issues arise.

3. The Loss Adjuster shall provide a final report when the work has been completed and the cost of the work has been confirmed from supplier invoices. This report will also confirm the amount that is claimable against the Ministry's insurance, the amount of the Loss Adjusters Fees, the amount of any specialist fees and the outcome of any recovery action.

GAB Robins Loss Adjusting Report Set Up:

The reports should include:

a) The Ministry's disaster ID number

b) The school name and Ministry allocated number will be shown

c) An estimate of the cost involved

d) The network facilitator's name and office location will be shown

e) A thorough description of the point of origin and risk management issues

Scope of Works/Tender:

1. The school/consultant concerned is responsible for arranging any security and urgent repairs required; for the subsequent scope of works and tendering of remedial works required, and, for the management of the remedial project in conjunction with the Network Facilitator. (As set out in the role above under the Consultant/Project Manager head).

2. The Loss Adjuster must continue to liaise with the Project Manager and Network Facilitator and review the tender documentation (an auditor like role) to confirm:

a) That the scope of works accurately reflects the reasonable reinstatement of the premises,

b) That the tenders are priced on the agreed scope of works,

c) That the tenders are let and executed on a timely basis,

d) That any subsequent variations are appropriate,

e) That the final invoices are consistent with the accepted tender prices and the works and services provided. (The Network Facilitator must send a copy of the final invoices to the Loss Adjuster).

f) All the costs associated with the final works and/or business interruption costs are met by the Ministry's Risk Management Fund, and,

g) The final amount that is claimable against the Business Interruption Policy

3. The Loss Adjuster must undertake any further inspections as maybe required from the time of the initial inspection till the construction work is completed.

Recovery of Costs

1. The Loss Adjuster should consider whether any party may be liable for the damage that has been incurred, and if so, advise the Network Facilitator on the recovery action that could be taken (and by whom), the likely cost and time frame for such recovery, and, whether such action is recommended.

2. If required by the Network Facilitator, the Loss Adjuster will arrange and/or undertake such recovery action and keep the Network Facilitator informed as to its progress and costs.

Appointment of Specialists

If the Loss Adjuster considers that there is a need for specialist advice/assistance in relation to a claim for which the Ministry of Education will carry the cost, then, the Loss Adjuster must obtain the prior approval from the relevant Network Facilitator.

Information Management

1. The Loss Adjuster shall throughout the term of the contract keep comprehensive records and files relating to all claim assignments covered by this contract

2. The Loss Adjuster must ensure that a file is kept for each claim and that reports are subject to appropriate peer review before being submitted to the Ministry.

3. The Loss Adjuster must maintain and keep comprehensive computer-based record of all Ministry assignments and should record: School ID, Name of School, Location of School, Claim Assignment Reference, Date of Loss, Type of Claim, Initial Estimate, Final Claim Amount, Loss Adjusters Fees, Specialist fees, Comment on Recovery Action, Comment on Claim progress/Status, and, name of the Adjuster handling the claim.

Loss Adjusters Fees

1. At the completion of each assignment the Loss Adjuster shall send the relevant Network Facilitator a GST invoice for the total fees and any claimable disbursements payable for the assignment concerned.

2. However, where an assignment exceeds three months the Loss Adjuster shall send the Network Facilitator a GST invoice for the interim fee and any claimable disbursements payable for the assignment concerned.

3. The Loss Adjuster's invoice is to be sent within 5 working days of the date of the final report on the assignment and this must include:

a) Reference to the school concerned, and,

b) The name and hourly rate of the adjuster involved and the hours claimed.

4. The invoice will be exclusive of GST and will be separated out into various headings; ie: Buildings; Project Manager and Loss Adjuster Fees.

Payment of Specialists

Where the Loss Adjuster has arranged specialist advice/assistance in relation to any assignment the Loss Adjuster shall ensure that the specialists invoice is addressed to the Ministry of Education, care of the Loss Adjuster. The Loss Adjuster will then forward this on to the Network Facilitator. The Network Facilitator's prior approval should also be attached with this invoice.

Payment of Invoices

The Ministry should pay all invoices from the Loss Adjuster within 21 days of an acceptable invoice being received by the network facilitator.