Construction Management in Long Term Recovery consists of overseeing repairing or rebuilding of client homes to safe, sanitary, secure and functional condition. This may include repairing an existing home, rebuilding a destroyed home or relocating a home for clients that have been through the proper case management and are eligible for assistance. Construction management ensures that construction is effective, efficient, timely, and that quality workmanship meets code requirements.
Consider the following keeping in mind that each state or local community may have additional laws and regulations that exceed the International Residential Code (IRC) for each of the following:
Local zoning restrictions
Building codes - all new and repair construction must meet local codes
Repair, remove, and/or disposal of hazardous material, i.e. lead, asbestos, mold, etc.
Mitigation - houses should be better prepared to withstand a future disaster
Floodplain levels - house must be elevated above the local floodplain levels
Cost - Houses must be safe, sanitary, secure, and functional, but also should be cost-effective
Volunteer labor vs. Contractors – who will do the construction
Special client needs
Construction management begins completing an estimate of repair for Case Management and continues as the case is fully processed, approved, and funded by the Unmet Needs and Executive Committees. Construction assessment and estimation information helps develop a recovery plan and should include details of the entire repair process, an outline of volunteer and contract labor needs, and a list of materials needed to complete the project. The estimate used for funding the project should include sales tax and a 10-15% overage for incidentals and unanticipated needs.
A method of limiting risks and liabilities while ensuring a safe working environment for the volunteers is essential for risk management and should include an appropriate Release of Liability form for each volunteer, a Release of Liability form each homeowner prior to starting work on the client’s property, and a repair agreement, often called a Statement of Understanding signed by every homeowner. The Statement of Understanding should include client contact information, project location, client responsibilities, scope of work, and signature of satisfaction. This document sometimes includes the Client’s Release of Liability, as well.
Thorough tracking and record keeping is necessary for good management of construction projects. Project tracking and record keeping should include but is not limited to:
Project Status - (R) Ready, (IP) In progress, (H) Hold, (C) Complete, (CL) Closed
Volunteers Hours - Volunteer hours are very important to log and submit to local emergency management. The value of volunteer labor may be used to offset the State cost share after a federally declared disaster. Volunteer hours, seen as in-kind donation, can also be effective when applying for some grants.
Financial tracking and record keeping - track construction expenses on all jobs separately to avoid overspending on any funded project.
Contract Labor - when using contract labor it is recommended to keep records/copies of at least the following:
Starting and completion dates
Any permit they have pulled
Permits and Inspections - It is recommended, when using volunteer labor, that the homeowner pulls their own permits, making the homeowner the contractor. All permits and inspections should be copied and recorded.