Preparing for Suspended Operations: Protecting and Securing Tools and Equipment

Suspending operations for a prolonged period can lead to increased exposures related to property damage and equipment vandalism or theft. This resource offers best practices for protecting contractor tools and equipment during periods of inactivity.

Pre-Shutdown Inspection

It is important to complete and document a pre-shutdown inspection of tools and equipment. This may include validating equipment inventory, recording the current condition of tools and equipment and confirming that items are locked and stored in well-lit areas and that points of access to the job site are secure. Include photos and/or videos and keep detailed notes of the pre-shutdown condition of the tools and equipment on-site.

Site Access and Security

Identify the extent of activities that will continue during the shutdown. If any work will continue, even intermittently, create a list of personnel authorized to access the site. Create a “phone tree” list of personnel to call in the event of a site emergency. Share security and safety protocols with all affected parties. If applicable, be sure to include public safety departments. Identify the resources needed during work activities, such as on-site power, water supply, equipment and personal protective equipment (PPE).

If the shutdown was prompted by a widespread event, such as a natural disaster or pandemic, check in with local law enforcement and first responders to determine what limitations might currently be in place. Due to increased demands, response times may be impacted in the event of an on-site emergency.

If work will not continue during the shutdown, determine an estimated site closure and reopening time frame. This should be communicated to local law enforcement to clarify that no one should be on-site during the specified shutdown time frame.

In the event of theft, call the Travelers Specialty Investigations Group (SIG). Our skillfully trained investigators actively pursue avenues of recovery 24 hours a day, 365 days a year for all construction theft losses your business may incur. Recovery efforts improve when a theft is reported quickly – call us anytime for an immediate claim response at 800.238.6225.

Site Control Plan

Once the pre-shutdown inspection is complete, develop and implement a written site control plan that includes the protection of contractor tools and equipment. The plan should address all areas of concern identified in the pre-shutdown inspection.

Contractor Equipment

Tool trailers and Conex boxes should be removed from job sites and stored inside an alarmed building or monitored storage yard when possible. If these are left on a job site, they should be locked in an area that is well lit and under monitored video surveillance. trailers should have monitored motion alarms for prompt notice of intrusion. Equipment inventories should be documented, and equipment should be marked with unique identifiers. 

Implement enhanced controls when storing critical equipment, like switchgear, or . Keep high-value commodities out of view and secured. Coordinate with subcontractors to ensure that nonessential tools and equipment are removed from the project, if possible. Coordinate with any just-in-time delivery services to discontinue their scheduled deliveries. Consider returning rental equipment to suppliers.

Job site trailers housing construction site plans, computers and office supplies, equipment keys, company personnel records or anything else of value should be evaluated. All significant equipment should be removed and stored at a secured central location. Check doors, windows, roof vents and under the trailer frame to ensure they are safe from intrusion. Doors and windows should have working locks. Window screens and roof vents should be in good repair and able to be secured to the building. The trailer underside should be free of temporarily stored items that might create a hazard, start a fire or attract theft.

Once the site reopens, inspect all equipment prior to use. Be sure to conduct a thorough inspection of systems installed prior to the shutdown to verify that they are in good condition and operational.

Heavy Equipment

Commonly stolen mobile equipment – such as skid steer loaders, utility/mini excavators, bulldozers, backhoes and attachments – should be relocated from job sites to secure locations when possible. If the equipment is furnished with GPS units, make sure the units are geofenced to the job site and remotely monitored by designated personnel. GPS-equipped units should be enabled to send alerts to site managers when there is a power disruption and to law enforcement to signal possible theft(s) in progress. GPS units should have an independent battery backup system in the event an intruder disables power to the device. Keys should be removed from all equipment. 

Equipment left on-site should have additional theft prevention devices, such as sprocket, wheel and outrigger locks and portable alarm systems. Anti-theft devices should be utilized where appropriate.  

Cranes

Extended project shutdowns can lead to unique exposures for cranes. Be sure to secure cranes from unauthorized access. Lower lattice boom cranes and fully retract telescopic booms. If booms must be left in the air, initiate a process to check for boom creep, eroding ground conditions, vandalism, etc., and monitor weather that may require lowering booms. Tower cranes are required to unless approved by the manufacturer. Do not leave equipment or supplies hanging from cranes. Consider gas tank locks on equipment. Consider returning rental equipment to suppliers. Cranes should be removed from low-lying areas.

Fire Prevention

Review the project’s fire prevention plan and document specific actions taken to remove, isolate and protect fuels, combustibles and flammables.

Water and Weather Intrusion

Identify personnel responsible for monitoring weather for the duration of the shutdown. Be sure to establish protocols for weather event responses, including communication to impacted trades.

Remove Relocate equipment in low-lying areas to areas less susceptible to flooding or water damage. Inspect any cab enclosures to ensure they are locked and weathertight to protect against the elements.

Documentation

All documentation related to the shutdown should be maintained with the job file. This documentation should include risk assessments, inspections, photos, notes, control plans and correspondence with project personnel throughout the inactive periods.