Annual Roof Inspection & Maintenance Contract RFP Template

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.

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.

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.

- $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.

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.

Property managers will provide roof access keys / fob and primary contact per property. Inspections to be scheduled at least 7 days in advance.

• 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?

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).