Annual Roof Inspection & Maintenance Contract RFP Template
Twice-yearly inspection + minor repair allowance for portfolio properties.
You manage one or more properties and want a roofing contractor on retainer for proactive inspection, minor repair, and warranty preservation — instead of waiting for leaks. Especially useful for portfolios of 3+ buildings.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Annual Roof Inspection & Maintenance Contract — [# Properties]
Multi-year roof inspection and minor-maintenance contract for [#] properties totalling approximately [X] sq ft of roof area. Quarterly or twice-yearly inspections with a maintenance allowance.
Scope of work
Inspection scope: - Two scheduled inspections per year (spring + fall) per property. - Visual inspection of membrane, flashings, drains, penetrations, and parapet walls. - Written report per inspection with photos and prioritized findings (immediate / 12 mo / 24 mo). Maintenance scope (included up to allowance): - Drain clearing, minor flashing re-sealing, debris removal, minor membrane patching. - Maintenance allowance of $[X] per year per property; work beyond allowance quoted separately for owner approval. Documentation: - Annual portfolio summary report (all properties consolidated). - Maintenance log per property kept current. - Warranty preservation: all maintenance documented to satisfy manufacturer warranty terms.
Standard requirements
- $5M general liability insurance, owner named as additional insured (all properties). - WSIB clearance in good standing. - Certified installer for the membrane systems on our portfolio (list provided on interest). - Scheduling flexibility — willing to coordinate inspections around tenant operations. - Online or PDF reporting portal preferred.
Suggested timeline
- 1
RFP open
21 days.
- 2
Shortlist + portfolio tour
Top 3 invited to tour 2–3 representative properties.
- 3
Contract award
1-year initial term, renewable annually.
- 4
First inspection cycle
Begins within 30 days of contract signing.
Site access & logistics
Property managers will provide roof access keys / fob and primary contact per property. Inspections to be scheduled at least 7 days in advance.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- What's your per-inspection rate per property (and per sq ft if portfolio-priced)?
- How do you structure the maintenance allowance — flat-rate or T&M up to a cap?
- Do you have a digital reporting tool clients can log into?
- How do you handle warranty documentation for manufacturer-certified roofs?
- What's your typical response time for follow-up issues found during an inspection?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Per-property annual cost (inspection + maintenance allowance).
- 2.Reporting quality and tooling.
- 3.Portfolio experience and references.
- 4.Coverage area (must serve all our property locations).
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
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