Restoration contractor RFP template
How do property managers select a restoration contractor?
Many property managers pre-qualify a preferred restoration vendor before a loss, using an RFP that sets 24/7 response times, IICRC-based drying and documentation standards, a rate sheet for emergency services and equipment, insurance-claim handling, reporting to the manager and carrier, and resident communication — so the first call after a loss goes to a vetted contractor at known rates.
Download the water, fire & storm restoration RFP
Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.
What's in this RFP
Every section is pre-written for water, fire & storm restoration — edit the [bracketed] fields for your property and send it to at least three contractors.
- Cover sheet — property, site walk, question and proposal deadlines, contact.
- Scope of work — 9 water, fire & storm restoration items, written so every bidder prices the same job.
- Contract term & schedule.
- Pricing schedule — 8 line items with units, so the bids come back itemized and comparable.
- Qualifications — license, insurance, references, plus 4 water, fire & storm restoration-specific asks.
- Exclusions, submission checklist, and evaluation criteria.
Scope of work
- 24/7/365 emergency response: phone answered by a live person; on site within [X] hours for water losses
- Water mitigation following IICRC S500 practices: extraction, removal of non-salvageable materials, drying, and daily monitoring
- Fire and smoke cleanup following IICRC practices; board-up and tarping
- Mold remediation following IICRC S520 practices, with third-party clearance testing where required
- Documentation: photos, moisture maps, daily drying logs, and equipment counts provided with every invoice
- Insurance-claim support: estimates in [Xactimate or the carrier-required format], communication with adjusters, and supplements with documentation
- Resident communication and protection of occupied units; contents handling and pack-out when needed
- Reconstruction / rebuild services (optional line)
- Single point of contact and written status updates to the property manager [daily during mitigation]
Pricing schedule
Bids that come back as one lump sum can't be compared or held to the scope. The template asks every contractor to price these lines:
| Line item | Priced |
|---|---|
| Emergency service call — business hours / after hours | per call |
| Technician labor — regular / overtime | per hour |
| Air mover | per 24-hour day |
| Dehumidifier — LGR / XL | per 24-hour day |
| Air scrubber / HEPA air filtration device | per 24-hour day |
| Water extraction | per square foot |
| Board-up / tarping | per square foot or per hour |
| Pricing basis for insurance work (e.g., carrier price list) | describe |
Qualifications to require
- Active contractor license(s) for the work in this jurisdiction (copy attached)
- Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate — confirm with your insurance agent], auto liability, and workers' compensation, naming [Association/Owner] as additional insured
- Three references from similar properties in the last three years, with contact names
- Years in business and the name of the on-site supervisor or account manager
- IICRC-certified firm and certified technicians (WRT, ASD, AMRT as applicable)
- Pollution / contractor's environmental liability coverage for mold and contamination work
- Number of crews and equipment inventory available for a large loss
- Sample loss file: photos, drying logs, and a final invoice with documentation
What a complete water, fire & storm restoration bid includes
- Guaranteed response times by loss type, in writing
- A complete rate sheet for labor and equipment, by the day
- Sample documentation — drying logs, moisture maps, photos
- How insurance work is priced and how supplements are handled
Red flags when the bids come back
- No rate sheet — 'we bill per the carrier' with no detail
- Equipment billed by the day with no daily logs to support it
- No IICRC certifications on the field team
- Pressure to sign a work authorization that assigns insurance benefits without review
How the bids will be evaluated
The RFP tells bidders up front how they'll be judged — which discourages lowballing by leaving work out:
- Total cost on the pricing schedule, compared on full scope (nothing excluded)
- Completeness — every scope item priced, with no allowances, 'TBD', or 'by others'
- Qualifications, references, and experience with similar properties
- Schedule, staffing, and responsiveness
- Warranty and contract terms
When the proposals arrive, line them up in the free bid comparison template and check each one with the 20-point bid review checklist. Rather not write the RFP at all? Bid Builder drafts one from your photos and notes and collects the bids for you.
This template is general information, not legal advice. Have your association counsel review contract terms and your insurance agent confirm coverage requirements before use.
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Compare my bids freeCommon questions
Why pre-qualify a restoration contractor before a loss?
- After a loss there's no time to collect bids. A preferred-vendor agreement sets response times, documentation standards, and rates in advance, so the first call goes to a contractor you've already vetted.
How do I check a water mitigation bill?
- Match every equipment day and service line to the drying logs, moisture readings, and photos. Equipment left running after materials reached the drying goal, or lines with no documentation, are the usual problems.
What is IICRC S500?
- S500 is the IICRC standard for professional water damage restoration. Asking contractors to follow it gives you a shared benchmark for drying and documentation.