How to Bid on Emergency Construction Projects Successfully

Emergency construction projects arise from disasters, equipment failures, and urgent facility needs. These time-critical situations require rapid response but also present unique opportunities for contractors who can mobilize quickly and deliver under pressure.

Understanding Emergency Construction

Types of Emergency Projects

Natural Disaster Response:

• Hurricane damage repair
• Flood recovery
• Earthquake damage
• Wildfire reconstruction
• Storm damage repair

Infrastructure Failures:

• Bridge collapses
• Utility failures
• Building system failures
• Transportation emergencies

Facility Emergencies:

• Fire damage repair
• Water damage restoration
• Structural failures
• Safety hazards

Urgent Operational Needs:

• Critical equipment installation
• Production facility repairs
• Healthcare facility emergencies
• Security-related construction

What Makes Emergency Work Different

Emergency projects have unique characteristics:

• Compressed or eliminated procurement
• Premium pricing expected
• Rapid mobilization required
• Scope often undefined initially
• Working conditions may be hazardous
• Documentation occurs during/after work
• Cost-reimbursable contracts common

Emergency Procurement Methods

Direct Award/Sole Source

For true emergencies, owners may:

• Award directly without competition
• Negotiate with pre-qualified contractors
• Use existing contract vehicles
• Waive normal procurement requirements

Expedited Competitive Bidding

Short-timeline competitive process:

• Shortened bid periods (24-72 hours)
• Limited plan review time
• Immediate response required
• Simplified submittal requirements

Task Order Under Existing Contracts

Many agencies prepare for emergencies with:

• Pre-positioned IDIQ contracts
• Job order contracts (JOC)
• On-call agreements
• Emergency standby contracts

Emergency Contract Vehicles

Federal emergency contracts:

• FEMA disaster response contracts
• Army Corps emergency construction
• GSA emergency procurement
• State emergency management agreements

Positioning for Emergency Work

Pre-Qualification

Get on emergency response lists:

• Register with local emergency management
• Pre-qualify with agencies in your area
• Pursue IDIQ and JOC contracts
• Join emergency response networks

Capabilities Development

Build emergency response capacity:

• 24/7 contact availability
• Rapid mobilization capability
• Key material stockpiling
• Flexible workforce access
• Equipment availability

Relationship Building

Before emergencies occur:

• Know your local emergency managers
• Understand agency response protocols
• Attend emergency preparedness events
• Participate in tabletop exercises

Bidding Emergency Projects

Rapid Estimating

Emergency bids require quick turnaround:

Prioritize Key Items:

• Labor costs (often the largest factor)
• Critical material costs
• Equipment mobilization
• Subcontractor availability

Use Judgment and Experience:

• Historical data from similar work
• Unit price databases
• Quick vendor calls
• Experienced estimator assessment

Document Assumptions:

• List what you're including
• Note scope uncertainties
• Specify exclusions
• Define timeline assumptions

Pricing Approaches

Emergency work commands premium pricing:

Time and Material (T&M):

• Most common for undefined scope
• Hourly rates plus materials
• Mark-up on all costs
• Daily or weekly not-to-exceed

Cost Plus Fixed Fee:

• All costs reimbursed
• Fixed fee for profit
• Requires cost documentation
• Audit provisions common

Unit Prices:

• For repetitive emergency work
• Established rates for common tasks
• Premium over standard rates
• Allows scope flexibility

Lump Sum Estimates:

• When scope becomes clear
• May convert from T&M
• Higher contingency appropriate
• Define scope carefully

Premium Rate Justification

Emergency premiums reflect:

• Overtime and shift premiums
• Immediate mobilization costs
• Disruption to other work
• Material expediting charges
• Higher risk conditions
• Compressed schedules
• Limited planning time

Typical emergency premiums: 25-100% above normal rates

Mobilization Considerations

Rapid Response Requirements

Be prepared to mobilize quickly:

Within Hours:

• Key supervision
• Initial assessment team
• Emergency equipment
• Safety supplies

Within 24-48 Hours:

• Full work crews
• Major equipment
• Initial materials
• Temporary facilities

Logistics Challenges

Emergency sites present challenges:

• Access restrictions
• Damaged infrastructure
• Security requirements
• Hazardous conditions
• Limited local resources

Plan for self-sufficiency and flexibility.

Workforce Considerations

Emergency work affects your team:

• Voluntary participation for dangerous conditions
• Extended hours and schedule
• Travel and lodging needs
• Family considerations
• Mental health support

Contract and Risk Considerations

Scope Uncertainty

Emergency scope evolves:

• Initial estimates are rough
• Discovery changes scope
• Owner priorities shift
• Document changes continuously

Contract Protections

Ensure contracts include:

• Change order provisions
• Differing conditions clauses
• Force majeure protection
• Payment terms (expedited)
• Termination provisions

Insurance Requirements

Emergency work may need:

• Enhanced general liability
• Pollution liability
• Professional liability
• Builder's risk modifications
• Workers' comp for hazardous conditions

Documentation Requirements

Even in emergencies, document:

• Daily reports (detailed)
• Time sheets (all workers)
• Material receipts
• Equipment logs
• Photos and video
• Scope changes
• Owner directions

This documentation supports payment and protects against disputes.

FEMA and Federal Emergency Work

FEMA Reimbursement Rules

Federal disaster assistance has specific requirements:

Eligible Costs:

• Direct costs of repair
• Reasonable overhead
• Normal profit margins
• Expediting costs (with justification)

Documentation Required:

• Competitive procurement (when possible)
• Cost reasonableness determination
• Force account labor records
• Equipment usage logs

Federal Procurement in Emergencies

Even emergencies have rules:

• Micro-purchase threshold exceptions
• Simplified acquisition procedures
• Emergency declarations enable flexibility
• Documentation still required

Working with Public Assistance

For FEMA Public Assistance work:

• Understand eligible work categories
• Document scope carefully
• Track costs by FEMA project
• Support applicant's claims

Success Factors for Emergency Work

Communication Excellence

Emergency situations require:

• Constant owner communication
• Clear status updates
• Rapid decision escalation
• Documented directions

Flexibility and Adaptability

Expect the unexpected:

• Scope changes frequently
• Priorities shift
• Conditions evolve
• Solutions must adapt

Safety Focus

Maintain safety despite pressure:

• Don't compromise on safety
• Assess hazards before work
• Provide proper equipment
• Train for conditions

Quality Despite Speed

Emergency work must still be quality:

• Don't sacrifice standards
• Document quality measures
• Maintain inspections
• Build for permanence when appropriate

Building Emergency Construction Capability

Organizational Readiness

Prepare your organization:

• Emergency response procedures
• Key contact lists
• Mobilization checklists
• Pre-positioned equipment
• Material supplier agreements

Pre-Event Agreements

Establish relationships before disasters:

• Standby contracts with agencies
• Mutual aid agreements
• Supplier commitments
• Subcontractor networks

Training and Exercises

Prepare your team:

• Emergency response training
• Safety certifications
• Mobilization drills
• Documentation procedures

Conclusion

Emergency construction work offers significant opportunity for contractors who prepare in advance and can deliver under pressure. The premium pricing reflects the real challenges of rapid mobilization, uncertain scope, and difficult conditions.

Position your company for emergency work by building relationships, obtaining pre-qualification, and developing rapid response capabilities. When emergencies occur, respond quickly with clear pricing and realistic assessments.

Remember that emergency work requires both speed and professionalism. Owners need reliable partners who can help them through crises. Contractors who deliver quality work during emergencies build relationships that extend well beyond the immediate crisis.

Start building your emergency response capability today—before the next disaster strikes.