Breakout Session. Estimates and Repairs

Transcription

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2 Breakut Sessin Estimates and Repairs

3 Presenters Matt Fiktus Sandi Liebhart Intrductin

4 Timeliness Expectatins ERD Estimates 40.0 Average f Turn Arund Time Cunt f Order Number Average f Days Past Due Date CA ID -1.0 NV OR WA EST

5 Timeliness Expectatins 20.0 ERD Repairs CA ID NV OR WA -2.0 RPB Average f Days Past Due Cunt f Order Number

6 Estimates Timeliness Expectatins 3-day turnarund time Averaged based n when the rder was received and results returned. Due dates are based n the initial 3-day requirement, but metric is based n turn-arund-time. Due dates are nt wrking days (hlidays and weekends are included) Repairs cmpleted n-time (by due date) Prper dcumentatin fr delays Purchase rder, permit applicatins, weather infrmatin, etc. Reginal crdinatr cmmunicatin

7 Timeliness Expectatins Cmmitment dates Imprtance f cmmitment dates Tracking Vendrs fund repeatedly pushing back cmmitment dates will receive less wrk in the future. Example: Repair has a due date f February 25 Special rdered material will nt be in until March 1 Delivery is scheduled fr March 1 and it will take tw days t install and cmplete wrk Cmmitment date shuld be March 4

8 Timeliness Expectatins Start/cmpletin dates Vendrs are required t pst S/C dates within 48-hurs frm the repair rder date. Orders will be reassigned if the abve prcess is nt fllwed. Scpe disputes Vendrs are required t submit any valid scpe dispute within 72-hurs f the rder date Scpe.disputes@safeguardprperties.cm

9 Timeliness Expectatins Valid vs. invalid scpe disputes Valid Item n scpe is different r additinal Different materials are needed Invalid Pricing dispute nly

10 Valid Scpe Dispute Weekly Tracking Valid Dispute fr Tp 10 Scpe Disputes - WK 1/16 Cntractr Invalid Valid Wrk Orders Valid % % % % % % % % % % %

11 All rms and walls Rf system Outbuildings HVAC Ht water tank Expsed plumbing Expsed electrical Attic Pht Requirements Please nte, Pht Direct is required t submit phts t Vendr Web. Submitted phts must illustrate the full cnditin f the prperty.

12 Basement Sump pump Electrical panel Prf f electricity if there is a sump pump Remaining damages nt addressed Pht Requirements Please nte, Pht Direct is required t submit phts t Vendr Web. Submitted phts must illustrate the full cnditin f the prperty.

13 Pht Requirements General pht requirements Befre, during, after Imprtance f cnditin phts Quality f phts Phts must be clear Phts frm far away and clse up Prfessinalism

14 Pht Requirements General pht requirements Phts taken frm as many angles as necessary t shw wrk cmpleted Shw the current state f the prperty n the date yu are cmpleting the wrk.

15 Pht Requirements Examples Befre After

16 Pht Requirements Rf Example Prper cnditin inside and utside

17 Permit Dcumentatin Permits ARE REQUIRED when necessary Vendr s respnsibility Safeguard will be mnitring t ensure permits are pulled Prper permitting prcedure Failure t pull permits can lead t fines and ther charges Vendr Web changes VW nw prmting fr permits n all repair rders

18 State licensing Licensing Requirements Vendr s respnsibility As a vendr, it is yur respnsibility t be familiar with all lcal, city, cunty and state licensing requirements. Vendr management Licensing requirements are tracked by ur vendr management department and is part f the vendr auditing prcess.

19 Cmmn Vendr Issues Missed items n scpe f wrk Scpes need t be reviewed fully Vendr shuld have internal QC prcess in place Review scpe and phts/quality Please review entire scpe and ensure all line items are addressed at their surce Example: Vendr is given a scpe f wrk t address water damage n the secnd flr ceiling. Upn arrival, the vendr finds a current active rf leak. The vendr shuld call their reginal with a bid t address the surce (rf leak) prir t any wrk being cmpleted.

20 Cmmn Vendr Issues Pricing cncerns Insurance carriers use cst estimating sftware that are expected t reflect industry standard pricing Incrrect measurements Quality Permit csts Actual permit cst must be dcumented fr bth insurance carriers and HUD Obtain fee schedule n city letterhead Prvide t reginal t shw prper supprting dcumentatin

21 Cmmn Vendr Issues New damage Prperties smetimes get re-vandalized in the curse f repairs r immediately after repair cmpletin. In rder fr Safeguard t file a secnd claim fr duplicate damages, we must be able t dcument repairs were previusly cmpleted. Prvide plice reprt, bid and phts t supprt fr all new damages

22 Cmmn Vendr Issues Vilatins When applying fr a permit if vilatins are fund, ntify reginal immediately. Prvide a legible cpy f the vilatin and a bid t address immediately. Clearly state that it is a vilatin. When submitting a bid fr vilatins, please prvide a bid fr each line item n the vilatin.

23 Cmmn Vendr Issues Recnvey prperties Cmmn mistakes resulting in a recnvey Rf tarps Temprary measures and rf is expected t be repaired prir t cnveyance. Multiple damages Active rf leaks Water intrusin Surce f mld grwth Structural damage Reprting respnsibilities

24 Cmmn Vendr Issues Slutins Cmmunicatin Please cmmunicate any delays r issues n wrk rders t yur reginal immediately QC Internal QC n all scpe disputes and updates prvided t Safeguard

25 Vendr f Chice Mdel State re-zning Mnthly perfrmance tracking Vendr ranking/cmpetitin Wrk rder vlume Vendr screcards VIL/VIP

26 Vendr f Chice Mdel State re-zning Each state made int all r nthing znes based n gegraphical lcatin and verall state vlume In general, the number f znes per state will increase Znes will be made smaller Mnthly perfrmance tracking Each vendrs perfrmance will be tracked n a mnthly basis and vendrs will be sltted accrding t perfrmance. It will be very imprtant t stay within ERD vendr expectatins in rder t ensure a steady stream f incming wrk.

27 Vendr f Chice Mdel Vendr ranking/cmpetitin Under the new mdel, vendrs will be ranked accrding t perfrmance Higher perfrming vendrs will be placed first Lwer perfrming vendrs will be placed last Screcards will be reviewed n a mnthly basis and changes will be made t reflect current perfrmance scres

28 Vendr f Chice Mdel Wrk rder vlume Wrk rder vlume per zne will be allcated based n perfrmance The best perfrming vendr will receive the majrity f the wrk It will remain Safeguard s pririty t ensure that apprved estimates g t the vendr which prvided the estimate Vendr screcards Explanatin EST, ISA, RPB, HCR Imprtance Autmatin

29 Screcard Example

30 Vendr f Chice Mdel VIL/VIP prcess Vendrs fund t be nt perfrming t expectatins will be sent a vendr imprvement letter Vendrs fund t nt be meeting the gals will be placed n a vendr imprvement plan Advantages High perfrming vendrs will receive the majrity f wrk Adherence t due dates is key Smaller cverage areas Mre cnsistent wrklad based n perfrmance

31 Cmmunicatin Cntact yur reginal in regards t wrk rder questins, cncerns, r perfrmance infrmatin. Scpe disputes Scpe.disputes@safeguardprperties.cm Chargeback inquiries erdpaymentdisputes@safeguardprperties.cm Vendr.disputes@safeguardprperties.cm Dispute prcess

32 Cmmunicatin Reginal Map