Phase 01 / Before the event
Prepare.
Preparation begins long before a property experiences a loss. We document the property, develop a customized response plan, pre-position qualified vendors, and organize the agreements and information needed to respond with greater speed and coordination.
Pre-loss readiness
The plan is built before the loss.
Every property is different. A high-rise condominium, a multi-building community, and a mixed-use complex require different access plans, equipment, staffing, and recovery resources. Our preparation process turns those differences into a practical, property-specific response framework.
01 / Document
Know the property
Capture the property's physical conditions, critical systems, building information, and operational constraints before an event.
02 / Plan
Define the response
Build an actionable, property-specific preparedness plan with escalation paths, contacts, priorities, and response procedures.
03 / Position
Align the vendors
Identify qualified response partners, confirm coverage and capabilities, and establish approved arrangements in advance.
01 / Property intelligence
Know the building before the event.
Property Intelligence creates a baseline record that can be used by property managers, boards, response teams, and participating vendors when time matters.
- Building inventory, site maps, roof areas, elevations, and access points
- Drone imagery, exterior documentation, and 360° interior records where appropriate
- 3D/LiDAR information, condition observations, and other available technical records
- Critical equipment, utilities, shutoffs, staging locations, and known vulnerabilities
- Organized records and supporting documents in a controlled-access property portal
For vendors: a clearer understanding of site conditions, access requirements, equipment needs, and likely response challenges before mobilization.
02 / Property-specific preparedness
One property. One customized action plan.
Information alone is not a response strategy. Each participating property can have a customized preparedness and action plan that identifies what happens, who is contacted, and how resources are activated when an event occurs.
Response protocols
Activation & communication
Emergency contacts, notification sequences, authorization pathways, escalation procedures, and coordination among management, boards, and vendors.
Site operations
Access & logistics
Entry procedures, security, staging areas, equipment access, utility controls, resident considerations, and mobilization requirements.
Loss priorities
Protect & stabilize
Priorities for life safety, emergency stabilization, water intrusion, temporary protection, and documentation at the start of a loss.
03 / Qualified vendor pre-positioning
The right teams. Positioned in advance.
Qualified vendors are matched to the property's anticipated service requirements and geographic coverage. Where approved, the property can identify primary and backup providers before an emergency rather than starting the selection process after a loss.
- Review relevant licenses, insurance, qualifications, references, and capabilities
- Identify daily-response, CAT/large-loss, and specialty service requirements
- Evaluate service territory, capacity, mobilization resources, and response expectations
- Present appropriate vendor options for property or board selection and approval
- Document primary and alternate response contacts where arrangements are approved
04 / Agreements & authorizations
Agree on the process before the pressure.
When appropriate and approved, the program supports advance review and negotiation of the documents and commercial terms needed for response. The objective is to reduce uncertainty and avoid preventable delays during an emergency.
Pre-negotiated terms
Service agreements
Define scope categories, rates or pricing methods, mobilization terms, service expectations, insurance requirements, and applicable conditions.
Approval workflow
Work authorizations
Prepare standard authorization forms and clarify who may approve emergency work, subject to property governance and applicable requirements.
Operational clarity
Roles & documentation
Establish reporting responsibilities, communications, change-order processes, documentation standards, and record retention expectations.
Advance planning does not replace the property's approval process. Vendor selection, agreements, and work authorizations remain subject to the property owner's or association's decisions and applicable requirements.
05 / Response readiness
Ready to act when the call comes.
Pre-positioning is supported by an activation framework that connects the property plan to qualified vendors and the resources required for the anticipated event.
Step 01
Confirm
Validate vendor contacts, service areas, current qualifications, and readiness.
Step 02
Coordinate
Align property management, authorized decision-makers, and response partners.
Step 03
Stage
Identify access, equipment, labor, temporary facilities, and logistics needs.
Step 04
Activate
Use the agreed notification and authorization process when an event occurs.
06 / The preparedness package
One organized property response file.
The goal is to make key information accessible to authorized stakeholders and participating vendors when needed, not scattered across emails, binders, and individual files.
Property record
Intelligence profile
Baseline documentation, images, plans, conditions, building systems, and relevant records.
Operating plan
Preparedness & action plan
Emergency contacts, response priorities, activation procedures, access protocols, and logistics.
Vendor arrangements
Pre-positioning file
Approved vendors, qualifications, coverage, key contacts, service agreements, and authorization templates where applicable.
Scope and availability of property intelligence, preparedness documentation, and pre-positioned vendor arrangements depend on each property's participation, approvals, and applicable agreements.