Client Alerts & Publications

Coronavirus (COVID-19) – Guidance and Best Practices for Contractors

Published Date:

07/08/2020

The Coronavirus (COVID-19) pandemic has adversely affected the way of life for billions of people seemingly overnight.  From running everyday errands to its impact on the global economy, no aspect of humanity has been spared. While the potential impacts of the Coronavirus to the construction industry remain shrouded in ambiguity, what we do know is that they will continue to be wide reaching.  As a result, contractors must act now to avoid losses, mitigate impacts and prepare for what’s to come.

Know your contract.  Review your contracts carefully for clauses that address rights in the event of unforeseen conditions, or excusable conditions or delays.  Various terms may be used. For example, your contract may or may not use the phrase “force majeure” which is a term commonly used to refer to events out of the control of man such as an act of God.  In common practice, “force majeure” provisions were used to address impacts such a hurricanes, earthquakes and other natural disasters on construction projects.  If there is a “force majeure” clause in your contract, it should be scrutinized to evaluate whether a pandemic or disease would fall within the terms of the clause.  If there appears to be no such clause in your contract, don’t give up hope.  Many construction contracts contain a clause that affords relief in circumstances outside of the contractor’s control or arising from unforeseen conditions or circumstances.  Such clauses entitle the contractor to additional time and compensation and can exist in a wide range of forms.  In certain contracts, subtle but critical distinctions may be at play and they must be carefully considered.

Provide the required notice. Identify your contract’s express notice provisions for claiming delays and additional costs, including the time limits for giving proper notice, who must be copied on the notice and the method of delivery.  For each project, a written notice should be sent to the project’s owner that complies with the contract requirements, explains the cause, and reserves rights for time and money.  Some contracts include provisions by which the contractor may be exposed to forfeiting rights to adjustments if notice is not made timely.  Do not rely on verbal communications and take particular care to be sure that the notice is provided exactly as required by the contract.  Some contracts will permit a simple email while others may require hand delivery in a specific way or certified mail with copies to certain individuals. The point is to create a written record establishing that the contractor complied with the contract, provided the owner with advanced warning of the likely impacts or, at a minimum, the fact that an impact has or will occur, within the time frame required by the contract.  If the impacts are uncertain, follow up notices should be sent with updates as they develop.

Aside from protecting your rights, sending such a notice could enable the owner and the contractor to make appropriate, informed business decisions and work together to mitigate further impacts to your project.  It is a good practice to develop a carefully conceived notice form that meets the requirements of each particular contract.  Using one standard form notice may be a good starting point, but care should be taken to adjust the standard form to reflect the unique aspects of the applicable contract.

Take appropriate steps to advise that, due to the dynamic and fluid nature of the situation, you are currently unable to provide a reasonable impact assessment.  To the extent required by the contract, work to provide a reasonable prediction of overall impact as promptly as circumstances permit.   Consider the possibility that economic impacts such as shortages of labor, material, and/or equipment, as well as indirect impacts, including transit shutdowns, travel restrictions, or school/daycare closings, may affect the project as well.  Of course, the tone of these notice letters should be professional, sympathetic, cooperative and collaborative.

Additionally, be mindful that the timing of your notices to an owner and your subcontractors’ notices to you may be different.  Understand what each contract requires and do not wait to receive notices from subcontractors before you give notices to an owner.  Once you receive notices from subcontractors, evaluate them promptly, issue a timely and appropriate written response, and promptly pass them up to the owner to keep owner informed.

Pay special attention to suspension and termination clauses.  Many contracts give the owner the right to suspend a project.  Those clauses typically provide rights for time extensions and additional compensation if the project is re-started.  They often also give a contractor the right to terminate the agreement and to receive defined compensation if the suspension lasts for a stated duration.  Be aware of those clauses, the rights they may afford you, and be on the lookout for actions by owners that could be fairly characterized as a suspension, even if they do not expressly call it one.

Document all impacts.  Document and segregate into separate “buckets” any impact that the Coronavirus has had on your construction project.  Contractors will be well advised to recognize the two key components in delay and disruption recovery: 1) establishing the right to added time and a price adjustment, and 2) establishing the amount or extent of the delay and added cost.  The second of these two points is often overlooked and is an area that is particularly prone to dispute.  In generating your record, be specific. Record impacts in daily reports, schedule updates and timesheets with an express notation, such as “due to Coronavirus impacts.”  The more clear, specific and accurate, the better.

Ensure that all impacts are properly documented. In some cases, contracts may require CPM support or analysis to back up a claim for additional time.  Some notice provisions may require a contractor to submit a time impact analysis in conjunction with any notice of a claim for excusable delay.  Contractors should review their CPM schedule prior to performing a time impact analysis to ensure that the baseline reflects current logic and restraints and that it will support the delay claim.  If the delay cannot be quantified at the time of giving first notice of the delay, then the notice should identify that this event will result in a delay and additional costs, the extent of which is still being evaluated and will be detailed as soon as it can reasonably be determined.

What if your contract is silent on the issue?  What about contracts that are silent on events like pandemics or epidemics or even for matters beyond the contractor’s control?  Under common law, circumstances that are sufficiently disruptive to performance may excuse the contractor’s non-performance.  A contractor may have rights that are not spelled out in the contract.  However, when a contracting party has the benefit of knowledge or information regarding likelihood of a future occurrence, a concept known as foreseeability begins to operate.  The contractor’s argument that performance is excused may be undermined where that party arguably should have foreseen the problematic circumstances.  If, for example, delays in the delivery of materials from China because of the virus could have and should have been identified toward the latter part of 2019 such that essential materials/products could have been sourced elsewhere, these common law principles may not help.  We recommend consulting with counsel as assessing these issues tend to involve a fact-intensive inquiry.

Review your insurance policies.  Contractors should evaluate whether existing insurance policies potentially provide coverage for Coronavirus-related losses.  It is important to review all insurance policies and request that the project owner provide copies of all applicable insurance policies including Builder’s Risk, business interruption, and any other policies.  Insurance policies may also include notice obligations and there may be adverse consequences if notice is not provided timely.  Many of these policies require demonstration of “actual loss of Business Income you sustain due to the necessary suspension of your operations . . . caused by direct physical loss of or damage to property.”  If appropriate, be prepared to document your “direct physical loss of or damage to property,” whether to the home office or to affected project sites.  Although the wording of each policy must be individually scrutinized, certain specialized insurance products such as trade disruption or supply chain risk insurance may provide coverage for businesses impacted by the Coronavirus.  These types of insurance products afford coverage for losses associated with delays or disruptions in trade or supply chains arising out of specified events such as emergencies resulting in closure of ports and transportation hubs, quarantines, seizures during transit, embargoes, and other related risks.

Assess both your prime contract and your subcontracts.  A careful analysis of prime contracts and subcontracts should be conducted as negotiated agreements often address relevant matters differently.  Some subcontract agreements may have flow down of identical terms and conditions from the prime contract while other agreements have different terms and conditions that would operate in the same situation.  Contractors should recognize that the approach may differ from project-to-project and contract-to-contract.  Care should also be exercised when phrasing communications to ensure that the way an issue is addressed in the prime/owner context is consistent with how that issue is addressed in the contractor/subcontractor context.

Work to identify potential impacts early.  Contractors commonly have the responsibility to mitigate the consequences of a delay or disruption and will be well served by taking diligent action designed to reduce the impact and by maintaining a clear record of those efforts.  Reach out to subcontractors and vendors to identify and assess potential issues impacting labor and the supply chain.  Discuss and develop contingency plans and protocols with subcontractors and vendors.  If supply chain issues are likely, consider exploring alternative sourcing options and the pricing for such alternatives or consider substitution options.  Most construction contracts require a contractor to notify the project owner in the event the contractor desires to propose substitutions.  The contractor should be prepared to demonstrate the suitability of the substituted products and/or materials.  If shortages of project labor are expected, consider alternatives such as the retention of temporary labor companies.  Having a strong sense of the actual market conditions and potential impacts may be critical for loss mitigation.

Consider unique safety issues relevant to the pandemic.  Revisit office and job site safety protocols to address disease spreading and to implement healthy procedures.  Many employers are already providing guidance to employees regarding hygiene, travel, and the like being required by governmental agencies. Such measures may become a factor regarding the continued performance or the shutting down of a project.  As an example, although virtually all project sites contain temporary toilet facilities, most do not include handwashing stations that would help support worker health and control the spread of infection.  The installation of such hand washing stations will not only help protect project personnel from the spread of the disease, but will also help protect against Occupational Safety and Health Administration (OSHA) violations and from the closure of project sites by governing authorities.   Other considerations for the implementation of infection control measures, such as screening to test for fevers or other symptoms of illness, may also be warranted.  Exactly what measures should be adopted are unclear at this stage and protocols and policies regarding the treatment of infected and potentially infected persons will likely evolve over the course of the pandemic.  While guidance regarding specific and appropriate safety measures are outside of our purview, it is suggested that contractors/employers seek guidance from trained professionals, such as industrial hygienists, as well as monitor and follow the standards and recommendations offered by organizations such as OSHA, the Center for Disease Control (CDC), and the World Health Organization (WHO).

Carefully consider terms and conditions in contracts not yet executed.  Contracts that have been in negotiation but not yet executed now that the pandemic is underway present unique challenges as one may argue that the conditions were not “unforeseen” at the time the contract was signed.  Contractors should carefully consider the risks of delay and disruption and add language that clearly provides for adjustments consistent with how those risks should be allocated. In the interest of mitigating the risk of ending up in court or arbitration, parties would be well advised to meet in advance and attempt to reach a consensus on what project related occurrences and impacts are foreseeable in light of the Coronavirus and then memorializing that understanding in the contract.

Conclusion: Regardless of the current status of the Coronavirus in your area, the impact of this disease is being felt across the construction industry.  With the outbreak of the Coronavirus and, more recently, spikes in various regions across the country, the ultimate impacts remain uncertain.  During this time of uncertainty, construction project participants need to assess and evaluate their respective risks on an ongoing basis.  During ongoing and new contract negotiations, consideration should be given to drafting force majeure and escalation provisions that will provide entitlement to excused performance and recovery of additional time and compensation.  For existing contracts, contractors should consider and look to those contracts for avenues for avoidance and mitigation of losses or for evaluation of options for recovery.  Lastly, contractors should assess insurance product options and review existing insurance policies for potential coverage.  When both precautionary and proactive measures are implemented, project participants stand a better chance of mitigating their risks.

Neal I. Sklar and Warren E. Friedman are Partners in Peckar & Abramson’s Miami office. They can be reached via email at nsklar@pecklaw.com or wfriedman@pecklaw.com.

Back to P&A Client Alerts & Publications