Module 5: Estimating & Claim Workflow Schedule of Rates, claim handler workflow

From FNOL to invoicing. The Schedule of Rates, what to check at each handover, and a worked site-plan exercise.

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CORE Drainage & Watermain Induction · Module 5 of 6

Content

Estimating

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  • A Schedule of Rates is a list of work and prices, compiled when tendering for any new client.
  • It is an agreed rate by the client and the contractor to carry out works
  • No schedule can cover all eventualities however it can cover most types of work.
  • A Schedule of Rates gives trans parity to costing a job

What is a schedule of Rates and Why is it Used

Slide 93

Schedule of Rates

Trainer note:

The estimate is built using the excel spreadsheet schedule of rates or added directly onto Claimsend. Knowing what the engineer has done on site on the 1st visit is important to ensure all rate items are added to the estimate. Equally knowing what needs to be done, depths of excavation, surface reinstatement, removal of shrubs needs to be known to estimate effectively.

This screen shows the survey jetting and cleaning rates

Non-standard-items' must be substantiated before invoicing

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Trainer note:

Isolated gully removal rates

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Trainer note:

Excavation 1st and additional meterage rates 110mm

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Trainer note:

Junction and restbend rates 110mm

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Trainer note:

Interceptor and bend rates 110

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Trainer note:

160mm first meter and additional meter rates

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Trainer note:

160mm isolated junction and rest bend

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Trainer note:

160mm Isolated interceptor and rest bends

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Trainer note:

Manholes and soakaways

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Trainer note:

Surface Category and preparations

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Trainer note:

Lining, re rounding and highways

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Investigation costing

Trainer note:

Cost above is typical if the engineer has not been able to clear the drain or noted after a CCTV that there is an excavation required and they need to confirm th elocation and depth.

Slide 105

Repair example excavation

Trainer note:

Cost for a 4m excavation repair.

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Lining Example

Trainer note:

10m lining repair

Slide 107

Patch Lining Example

Trainer note:

Patch lining repair. First patch is full cost 2 other patches at reduced rate as on same run.

Slide 108

Repair Example Removal of Gully

Trainer note:

Excavation of a gully

Slide 109

Drainage Claim

Client Instruction

FNOL

Instruct NP

Review/Validate Report

Instruct Repairs or offer private repairs if required or close

Review completion report and check all costs and excess

Sign off with Ph

Send for invoicing

Trainer note:

Client Instruction – What the issue is the customer is having.

FNOL - Can you instruct a targeted investigation from the information gained by the Ph. Did you gathered enough information to draw a rough site plan? Can you instruct a targeted investigation of the issue the customer is having to the NP. FNOL should be referred to when the report is back from the NP. Have you checked access for the vehicle you are sending and do they need any required further kit that we need to tell them prior to attending such as length of jetting hose or suction hose if a tanker

Instruct NP – Targeted investigation instruction

Review Validate Report- Are the issues in the report related to the issue the customer reported? If not has it been explained within the report? Is the cause an insured peril? Is there evidence of the issues reported? Are the costs correct? Is the issue the PH responsibility.

Instruct Repairs – Have we confirmed the repair scope? Have we confirmed the agreed costs? Have we confirmed the excess and explained to the Ph the NP will be picking this up if applicable?

Completion Report – Check all repairs have been carried out in line with proceed. All evidence supplied of repairs carried out. Quality of repairs. Speak with escalation point if any issue and note all communication and who you spoke to.

Sign off - Call customer and sign off they are happy with repairs. If not ask if they can evidence any issues and then contact the NP and explain the issues the customer is having and ask them to make comment and supply any details, they can include any customer satisfaction document they have got signed if not already supplied or photos. The Ph is not always right here so we need to gather the evidence and then review both sides and make an informed decision. Always invite the NP to return to site to fix the issue and document this. If they refuse, we can then use other contractors but make them aware this is what is going to happen as per the agreement they have signed but we appreciate it would be cheaper for them to attend and resolve. This conversation needs to be with an owner or manager as it has financial repercussions to the NP.

Send for invoicing – If you do have sight of the invoice check it against the costs you have assigned to the claim. If they are incorrect resolve with the NP. Make sure al the steps are filled in on the claim correctly.

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Trainer note:

Could have asked where the downstairs bathroom is which would help if the contractor doesn’t show the location on the site plan.

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Trainer note:

Discuss the site plan as see how close they all got.

What would be their targeted investigation?

Pretend the ds bathroom is front corner near vent pipe. This would tie into the Interceptor being blocked and a vent pipe next to the location.

Explain the reasoning of the larger survey as we didn’t indicate location of bathroom in property, so NP then checked everything.

Knowledge check

Pass mark: 80%. You'll get immediate feedback with the correct answer + rationale on each question. Wrong answers can be retaken without penalty.

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