Cleaning Smoke & Fire Damaged Projects Panel Discussion

A NADCA Continuing Education Training Session

Moderator: Rick MacDonaldArmstrong Heating and Power Vac, Inc.Speakers: Richard LantzAir Duct Cleaners of VirginiaBob GetzNational Air Duct Restoration, LLC

Cleaning Smoke & Fire Damaged Projects Panel DiscussionSpeakers Continued:David MonsonArmstrong Heating and Power Vac, Inc.Cole StantonFiberlock Technologies

Smoke and Soot

A discussion of different types of smoke and soot contamination in ductwork.

The route of entry for this contamination to enter the HVAC System and Ducts

Gathering of evidence to support your findings.

Cleaning procedures and a practical way to prevent recontamination

Coatings and Deodorizers

Most importantly know who is paying you for the work

Smoke & Soot From A Fire

Soot and smoke from fires will include building materials as well as the homes contents. This will include everything from furniture to personal belongings bringing many different types of particulate into the smoke. This particulate can present many challenges to the HVAC Restoration project

Smoke/soot from fossil fuels

Oil Burner Malfunctions

Damaged Heat Exchangers

Gas Heating system malfunctions (That’s right, gas appliances can produce soot)

Blocked chimney flues

Fireplace back up

Wood and Pellet fuel burning appliances

Vehicle exhausts

Candles and Oil Lamps

Gas Fired Boiler Next To An Air Handler

This is a very sooty crown of a cast iron boiler- the picture onthe left is what it should look like. This was spilling soot intoa basement and getting drawn into leaky return ducts

Blocked chimney flues or poorly performing fireplace will allow smoke/soot to enter the indoor air instead of going up the chimney

Vehicle exhaust if too close to an air intake or if it can be drawn into the building can contaminate ductwork

Candles and oil lamps are large contributors to ongoing soot loss at homes and is sometimes misidentified as a heating system malfunction

Soot is the result of incomplete combustion of carbon- containing fuels, such as petroleum and its by-products. Paraffin, the waxy residue left behind in the refinement processing of petroleum, not only contains carbon but a host of other chemical compounds, some of which have been found to be toxic, and others labeled as carcinogens. Soy is the "solution to the pollution". First created in Iowa where most of the soybeans in the United States are grown, clean burning soy wax candles produce measurably less soot than traditional candles made from paraffin. Lower soot levels help maintain pure air quality and reduce home maintenance problems associated with soot deposits.

Smoke & Soot From A Protein Fire

Protein Fires

Smoke damage from the extreme charring or burning of a protein rich material- (Roast beef-chicken-turkey or even over boiled peas)

Produces little visible smoke

Has a rancid odor

Has an invisible film

Penetrates many areas of a home

May require hand cleaning

Smoke & Soot From Plastics Burning

Plastics fire

Many articles found in use today are made of plastic so if there is a structure fire most likely plastic is nearby

Normally has a heavy black soot

The soot can be sticky and require extra work cleaning

You most likely will have to do extensive cleaning to your equipment once the air duct cleaning is complete

Soot Presentation

Points of Entry of Soot into the HVAC System and Ductwork

Entry PointsThere are many entry points for soot contamination in HVAC systems. Soot, as an airborne contaminant in the environment has many different sources but they are all the result of a fire.

Common Entry PointsSoot can contaminate an HVAC system through many points of entry.

Common Entry PointsSoot can contaminate an HVAC system through many points of entry.

Common Entry PointsSoot can contaminate an HVAC system through many points of entry. Improperly installed duct connectors and grille connectors are contributors to soot intrusion into the ductwork.

Common Entry PointsSoot can contaminate an HVAC system through many points of entry. When fire dampers are braced open. In the event of a fire, smoke and soot will be transferred throughout the HVAC system.

Common Entry PointsThe most common point of entry would be through the return or cold air duct. When the HVAC system is operational and soot from external sources will be drawn into the system and contaminate the entire system.

Common Entry PointsAlso, when the system is running the location and source of the soot will be distributed throughout the entire occupied space.

Level of SootThis level of soot contamination is dependent on the source. Soot will contaminate the HVAC system even if it is not operational during the soot event. The HVAC system is the building respiratory system and therefore is constantly exchanging air throughout the occupied spaces due to differential temperatures.

Commercial BuildingsIn commercial building there are outside air intakes and return relief that, in certain circumstances, outside air intake will pressurize the Air Handling Unit (AHU) effectively simulating operation .

Modern TechnologyMany newer homes now have Heat Recovery Ventilators installed and also will be effected by the outside air. The HVAC system can be operating in the FAN ON mode, constantly moving air and exchanging outside/inside air.

Building EfficiencyWhen the system is not operational, hot and cold air from inside and outside sources effect the flow of air within the occupied space and the Air Handling Unit and ductwork.

Cold air falls and hot air rises. Outside air can also be drawn into the occupied space through windows, exterior doors and exterior gaps in light fixtures, vent, cracks, etc. Warm air from cooking, other heat sources will rise in the air and pressurize the ductwork in ceiling mounted supply and return air grilles.

Air MoversCeiling and whole house fans operating will contribute to distribution of soot throughout the house and inside the HVAC system and ductwork.

Evidence of Soot Contamination – Supply GrillesA visual inspection of the affected areas of the home will provide simple evidence of contamination of the interior of the HVAC System.

Evidence of Soot Contamination – Supply GrillesA visual inspection of the affected areas of the home will provide simple evidence of contamination of the interior of the HVAC System.

Evidence of Soot Contamination - Internal ComponentsVerification of internal evidence of contamination requires the opening, access and possible removal of some components to verify soot contamination.

Evidence of Soot Contamination - Internal ComponentsCheck the return air filter grille and filter. Grille surface may be visibly clean. Opening will expose the back side and the filter face.

Evidence of Soot Contamination - Internal Components

Often you will have to pull the blower assembly to thoroughly inspect the interior of the Air Handling :Unit.Disassembly will expose fire/soot damage on the internal components.

Evidence of Soot Contamination - Internal ComponentsRemoval of the ceiling grilles will expose the interior of the ductwork. Simply by placing a digital camera into the opening you can get images of the interior of the ductwork for verification of contamination.

Evidence of Soot Contamination - Internal ComponentsSoot contaminated return grille and coils on a system that was not running during a fire. There is visible existing dust and soot located on the right side of the coil next to the return.

Evidence of Soot Contamination - Internal ComponentsReturn air grilles located in a commercial ceiling. System was not operational darning the fire. Filter comparison of two that are soot contaminated and the middle unused.

Evidence of Soot Contamination - Internal ComponentsFiberglass duct board accessed for interior inspection shows traces of soot contamination. Running you hand across the edge of the opening shows soot deposits.

Evidence of Soot Contamination - Internal ComponentsReturn grille, filter and flex. Soot damage on grille and filter. Heat was hot enough to melt flex.

Evidence of Soot Contamination - Internal ComponentsAccess to cleaning supply shows liner soot damaged and suitable for cleaning. Inspection further up the line where it went horizontal, the liner melted from heat.

•Source Removal Air Duct Cleaning•Same Stuff Different Day

Special Conditions (Obstacles) Presented by Fire Losses:

• Contamination is not like what is normally encountered in general maintenance cleaning situations.

• Smoke film residue, depending upon what burned, may not come off with dry cleaning techniques.

• Special techniques, products, and tools may be required to accomplish the goal of satisfactory decontamination.

The duct materials upon which the smoke residue is deposited can present problems.

• It may not be able to withstand the aggressive cleaning measures that may be required.

• They may be an odor sink.

A worst case scenario may present only 2 choices:

Outright replacement instead of cleaning.

Heavy spray coating after aggressive cleaning. That still may not be adequate and replacement might be necessary.

Extraordinary amounts of soot from smoke can make cleaning problems.

This system was not running during the fire. This was from the pressure of the smoke entering the return grill in the overhead at the location of the fire.

Post Cleaning Protection

Applying a filter media over the registers/diffusers and grills will keep any “float” from re-entering the ductwork and prevent a “call back”

Coatings

Are they needed??

HVAC Environment and Chemical Use for Fire/Soot

NADCA 2012Cole StantonFiberlock Technologies, Inc.

Tools in the Chemical Toolbox for Fire/Soot

?? Which/Whether Chemicals

System/Power shut down?

How soon?

How much contamination captured/settled

Bare metal or Fiberglass lined or Ductboard or Flex

Nature of contamination

Dry = possible no liquid cleaning

Wet = prepare to wet clean

Troublesome actors

Plastic/Electronics

Softwood Wildfire

Preexisting Filth

Firefighting Foam

• Protein Fire• Oxygen Starved

Clean, Kill, Coat

Cleaning

Coil Cleaner

Neutral pH Range

Trending avoid pH <3 & >11:

Fin mass loss

Pitting affects water shedding

Alkaline pH

To cut oily contaminants if necessary

Surface Cleaner

Alkaline Degreasers

Oily, Greasy, “Wet” Contamination

Enzyme Cleaners

Protein Fire

Peroxide Cleaners

H2O2 content 8-10%,pH Neutral Range

Protein Fire

Softwood Wildfire

Antimicrobials (“-Cide”)

Products intended to kill microorganisms

Why no disinfectants/sanitizers?

1st: No EPA-registered products with kill (disinfect or sanitize) claims for the HVAC use site

Sealed systems unlikely impacted by extinguishing liquids

But watch roof mounted ventilation

Preexisting microbial activity

Board Ups

Coatings and Inhibitors

Lockdowns/Knockdowns

Often non-contiguous

Fogged or Sprayed

Irregular or unpredictable coverage

Low resin = ??? Particulate capture

Present and future

Resurfacing Coatings

Tangible contiguous barrier to isolate non- removable particulate and odor reservoirs from airstream

Repair non-impacted adjacent liner

Viscosity Variable

Independent of solids content

Low

Ideal for repair, prone to sag

High

Bridging ability, sag resistant

Spray or hand apply

Cannot be fogged

Drip Pan Preventatives

Coatings for Fire/Soot

“Following cleaning, any component surface exhibiting damage due to heat exposure must be restored to an acceptable condition or replaced.”

Never used in lieu of cleaning, source removal

Can help secure loose fibers

Some fires, cleaning alone may never get rid of odor

Residual particulate can be perceived as odor

When heat is turned on, systems open up and breathe

Deodorizing

Often used as a “final” treatment

Best understood by examining how product works

Fundamental distinction – are you absorbing the odor, or just masking it

Perfume/Masking Scent

Pulldown via wetting and gravity

Pulldown via chemical bonding

Sprayed or fogged

Thermal vs Cold

The debate continues

Follow the smoke from the source, then fog beyond it

Gel block

30-40 days

Same debate: absorbing or masking

Ozone

Extreme cases

Centers of Influence for Insurance Work

Restoration Contractors

Insurance Adjusters

Insurance Agents

HVAC Companies

Making sure you get paid !

We will be discussing how to know who you’re working for and whose policy is covering what. This is important with landlord tenant situations, condominiums as well as commercial buildings. The people that had the loss may not be the ones with the policy to cover your work.

Commercial Buildings

Who’s responsible for the air duct cleaning ?

Part of the structure or part of the contents

Were the air ducts there before the tenant build out ?

Questions? Have the tenant check out their lease

Working with Restoration ContractorsResidential

Commercial

Estimate

Schedule

Invoice

Try to be involved in the negotiations with the adjuster

Estimate with or without blueprints

Detailed scope

Time table for completion

Leave room for changes and unknowns

First off, unless someone buys direct from their insurance company they buy their insurance from an agent and all their dealing are with their agent. I find that very few insured know who the actual companies are that are writing their policy.

Insurance Company and Agents sell Policies (independent agents represent many different insurance companies)

Different types of adjustersInsurance Adjusters adjust claims

1. Assist in determining cause of loss

2. Determine if it is a covered loss

3. Assign values

Company Adjusters

1. Work inside office at insurance company

May assign a company field adjuster

May assign an Independent adjusting company

May hire a consultant to determine cause and origin of loss and its value

Company Field Adjusters

1. Assist in determining cause of loss

Determine if it is a covered loss according to the policy

Assign values

May hire a consultant to determine cause and origin of loss and its value

Independent Adjusting Companies

Work for many different insurance companies

Assist in determining cause of loss

Determine if it is a covered loss according to the policy

Assign values

May hire a consultant to determine cause and origin of loss

and its value

Public Adjuster

Works for the Policy Holder to adjust the claim

Is charged a percentage of the claim for their work

Used when the policy holder and insurance company disagree on the loss and value ( kind of like an attorney for the insured)

Customer Information Sheet

• Documents clients information

• Documents clients billing information

• Documents clients insurance company

CUSTOMER INFORMATION SHEET

To better serve your claim, please provide the following information. We will make sure every effort is made to contact you to expedite your job.

Name: _____________________________________________________________ Loss Address: _______________________________________________________ City: __________________ State:_____________ Zip Code: ________________ Billing Address: ______________________________________________________ City: __________________ State: ____________ Zip Code:_________________ Home Number: ( ) Work Number: ( ) Cell Number: ( ) Fax Number: ( ) Email Address: _____________________________________________________ Drivers License Number: ______________________ State: _________________ Emergency Contact: _________________________________________________ Emergency Contact Number: __________________________________________ How did you hear about Smith Restoration Company? _______________________ Insurance Co. /Agent & Phone Number: __________________________________

Thank You! Representative: ________________________________ Date: ________________

Authorization to Perform Services and Direction to Pay

This is something we have signed prior to doing the work. It lets the insured 

know that we are working for them and not the insurance company and if 

their claim is denied they owe us the money. We always get approval from 

the adjuster prior to the work, but sometimes things change and it may not 

be covered or it may be the wrong policy, this lets the insured know we are 

working for them and not their insurance company. 

Additionally, it directs the insurance company to pay us directly instead of 

sending the check to the insured. This does not always happen but it is a 

legal document that will help when and if you have to collect from them. 

The insurance company will sometimes pay us direct, but they have the 

insured’s name on the check. Our form states that we can act as their 

Limited Power of Attorney and sign their name to the check if this occurs. 

Authorization to Perform Services

Authorization to Perform Services   Customer Name: __________________________________________Date of Loss: _______________  Loss Address: _______________________________________________________________________  City:  ________________________________________ State: ________________ Zip: ____________  Insurance / Client:  ___________________________   Claim Number (if available): _______________   The undersigned Client, being the building owner, owner’s representative, or resident, authorizes the Provider identified below to perform any and all necessary cleaning and/or restoration services on Client’s property located at the property address above, and with respect to items that need to be cleaned at a remote location, to remove and clean such items as necessary.   Client authorizes ____________________________ Insurance Company, herein referred to as “Insurance Company,” to pay Provider solely and directly for that portion of the work covered by Client’s insurance policy.   If, for any reason, Client receives a check from Insurance Company made payable to Client, Client agrees to pay Provider immediately upon receipt of the check.   Client agrees to pay Client’s deductible amount of $ _______________ that applies to this claim. If any amounts owing to Provider for Provider’s services are not covered by insurance, Client agrees to pay those amounts to Provider within fifteen (15) days of Client’s receipt of invoice. It is fully understood that Client and its agents, successors, assigns and heirs are personally responsible for any and all deductibles and any costs not covered by insurance. Interest and finance charges will be charged at the maximum allowable by law, or at 1.5% per month, whichever is less, on accounts over thirty (30) days past due. Time is of the essence.   Client agrees that Provider is working for the Client and not Client’s insurance company or any agent/adjuster.   Property Owned By:    __________________________________________________________              __________________________________________________________  Remarks:     __________________________________________________________        __________________________________________________________  I HAVE READ THIS AUTHORIZATION TO PERFORM SERVICES, INCLUDING THE TERMS AND CONDITIONS 

OF SERVICE ON THE REVERSE SIDE HEREOF, AND AGREE TO SAME. 

Authorization to Pay – Mitigation Only

•Insured authorizes and acknowledges payment

Insured _______________________________________________________ Claim Number ______________________

Authorization To Pay – Mitigation Only

(To Be Signed Upon Completion of Mitigation Services/Repairs)

TO: ABC Insurance Company I understand this AUTHORIZATION TO PAY extends solely for the services or repair expenses covered by my ABC Insurance Company policy as a result of the loss occurring on ______________.I agree to pay my independent contractor and/or independent service provider(s) for any services or repairs or additional improvements made at my direction that are not covered under my policy. I have received a copy of my independent contractor/service provider(s) written workmanship labor warranty on the building or structural mitigation services/repairs. All of the building or structural mitigation services/repairs by this contractor/service provider(s) have been explained to me and completed to my satisfaction. I understand a copy of the final estimate will be provided to me within ten (10) days of work completion. I authorize payment on my behalf in the above referenced claim to _________________________ for the amount shown on the final estimate(s) or the invoices sent to ABC Insurance Company from my independent contractor or independent service provider(s) and the material supplier(s). I understand that my property lender and/or its authorized representative, if there is a property lien, may perform its own inspection of my damaged property to verify that the building or structural mitigation services/repairs as disclosed on the final estimate(s) have been completed.

It is a crime to knowingly provide false, incomplete or misleading information to an insurance company for the purpose of defrauding the company. Penalties include imprisonment, fines and denial of insurance benefits.  

ABC Insurance Company – Anywhere, USA 123456 ABC Insurance 

Co. 

AUTHORIZATION TO PAY 

I, ___________________________________,  the undersigned, an  Insured under

Policy number _____________________________ with ABC  Insurance Company,

or an affiliate of ABC  Insurance Company,   have reviewed the following  invoices

for  __________________________________,  with  regard  to  Claim  Number

__________________________, agree with the invoiced amounts presented with

this authorization and accept the work completed below.  Payment may be issued 

directly to the Contractor.  

List of Invoice # /Amount 

#________________ Work Performed _______________________   $ ____________________

#________________ Work Performed _______________________   $ ____________________

#________________ Work Performed _______________________   $ ____________________

#________________ Work Performed _______________________   $ ____________________

#________________ Work Performed _______________________   $ ____________________

#________________ Work Performed _______________________   $ ____________________

 

 

 

______________________________________________________________________________

Insured Signature                Date 

 

Authorization to Pay

•Confirms Insured’s agreement for Insurance Company to pay for work performed on the claim

Direction to Pay

•Client Authorization to pay Restoration Company for satisfactory work performed

DIRECTION OF PAYMENT

Insured Name: ________________________________ Claim Number: ________________________________

DIRECTION TO PAY (To Be Signed Upon Completion of Services)

I, _______________________________acknowledge that the restoration/cleaning project for which Smith Restoration Company has provided services, has been cleaned and/or restored to my satisfaction. I authorize payment on my behalf in the above referenced claim to ___________________________ (Franchise) for the amount shown on the final estimate or the invoice sent to ABC Insurance Company from Smith Restoration Company. NOTE: For your protection, the law requires the following to appear on this form: Any person who knowingly, and with intent to injure, defraud, or deceive any insurance company, files a statement of claim containing any false incomplete, or misleading information, may be guilty of a felony and subject to criminal and civil penalties. __________________________________ ___________________________________________________________ (Date) (Insured’s Signature)

Authorization Agreement for Direct Deposit

• Client authorizes Insurance Company to make direct deposit claims payments to your bank account

Exhibit 2

AUTHORIZATION AGREEMENT FOR AUTOMATIC DEPOSIT

Please complete the following Authorization Agreement which will be used for electronic payment of ABC Insurance Company claims directly to your checking account. Please tape a voided check to this form. Franchise Name(s): ______________________________________________________ Franchise Number(s) ___________________________________________________ Bank Name: ____________________________________Branch:_________________ City: __________________________State:___________________Zip:_____________ Bank Transit/ABA Number: __________________Account Number______________ Authorized Signature: _______________________________ Date: _______________ *Notification of payment will be sent to the Franchisee’s e-mail address. Please write in the email address you wish to receive these notifications. On behalf of the Account Holder, I hereby authorize Smith Restoration Company to make periodic, direct deposits of funds into the above referenced Bank Account at the above referenced Bank, and to make any withdrawals from such Bank Account as are necessary to correct any incorrect deposit by the Company. On behalf of the Account Holder, I instruct the above referenced Bank to accept and honor such deposits and withdrawals by the Company without any responsibility for the correctness of any such deposit or withdrawal. I may cancel this Authorization at any time by providing the Company with written notice at the below address, and by providing the Bank with written notice. Any such cancellation will be effective as to the Company after the Company has received the notice and had a reasonable amount of time to act upon it. Any deposits or withdrawals to or from the Bank Account by the Company up until such time shall be valid under this Authorization.  

Franchisee & Material Supplier Warranties Under Insurance Cos. Service Program

•Warranty document for work done by you and your subcontractors

FRANCHISEE AND MATERIALS SUPPLIER WARRANTIES UNDER INSURANCE COMPANIES SERVICE PROGRAM

Under the insurance providers service program, the insured is provided by the Restoration Company and Materials Supplier identified below, with the following warranties on repairs for covered damage to a dwelling insured under the provisions of the insurance policy: The Restoration Company identified on this estimate warrants for a period of five (5) years from the date of the insured's authorization to pay, that all workmanship of the Restoration Company and the subcontractors working on the above repairs (1) will be performed in accordance with this estimate and any construction agreement with the insured, and (2) will be of the quality generally accepted in the emergency property damage mitigation industry. This warranty excludes damage caused by normal wear and tear, normal re-soiling, improper maintenance, and/or abuse and damage associated with a new loss event. Any Materials Supplier participating in insurance provider’s service program warrants that all materials and equipment furnished by it in the above repairs are covered by the manufacturers' warranties. The Restoration Company also warrants for a period of one year from the date of the insured's authorization to pay, that all materials and equipment furnished by it or the subcontractors in the above repairs will be new, of good quality, and free of defects. This warranty is limited to visible defects for materials and equipment furnished in the above repairs to the Restoration Company by any Materials Supplier participating in insurance provider’s service program. Please contact your Restoration Company or Insurance Company for the name of the participating Materials Supplier and the item it furnished in the above repairs. Insured Name: ______________________________________________ Repair Property Address: ______________________________________________ Franchisee Signature: ______________________________________________ Phone Number: ______________________________________________