Flat Roof Replacement RFP Template

Your existing flat roof is past 75% of its expected life, you've had repeat leaks, or your reserve study has flagged replacement in the next 12–24 months. Works for commercial buildings, mid-rise residential, and multi-unit properties with low-slope membrane roofs (TPO, EPDM, modified bitumen, BUR).

Flat Roof Replacement — [Property Name / Address]

Tear-off and replacement of the existing low-slope membrane roof on our [size] sq ft commercial property. Looking for a 20+ year warranty and a certified installer.

Scope of work:
- Tear-off and disposal of existing roof system down to deck (estimated [X] sq ft).
- Inspect and report on deck condition; quote allowance for deck repair as separate line item.
- Install new tapered insulation to current code R-value and positive drainage.
- Install new single-ply membrane system (vendor to specify: TPO, EPDM, or modified bitumen) with manufacturer-certified installation.
- All flashings, edge metal, drains, and penetrations included.
- Daily site cleanup; final disposal manifest provided.
- Final manufacturer inspection and issuance of NDL warranty.

Out of scope unless quoted as add-alternates:
- Structural deck replacement beyond [X]% of total area.
- Roof access modifications (ladders, hatches).
- HVAC unit reset / re-curbing.

- $5M general liability insurance with PMRFP / building owner named as additional insured (certificate required before mobilization).
- WSIB clearance certificate in good standing.
- Manufacturer-certified installer for the membrane system being bid.
- Three references for similar projects (size + membrane type) completed in the last 24 months.
- Roofer must hold a current certification with the membrane manufacturer being bid.
- Project manager assigned to the job with site contact info.

1. RFP open: 21 days for trades to express interest and submit pricing.
2. Shortlist + site walk-throughs: Top 3 invited to walk the roof and finalize quote.
3. Award + contract: Decision within 1 week of site walks; standard CCDC short-form contract.
4. Mobilization: Within 4 weeks of award (weather permitting).
5. Project completion: Typically 2–4 weeks once started, depending on roof size and weather.

Roof access via interior stairwell + roof hatch. Crane staging area available in north parking lot (limited, must coordinate). Work hours 7am–6pm weekdays; weekend work requires advance approval.

• Which membrane system are you proposing and why (vs. alternatives)?
• What manufacturer NDL warranty length and coverage do you offer?
• How will you protect the building interior from leaks during tear-off?
• What's your protocol if you discover wet insulation or rotted deck mid-job?
• Per-square-foot rate for additional deck repair (T&M allowance)?
• What's the projected timeline from mobilization to final inspection?

1. Total cost (including disclosed add-alternates).
2. Membrane and warranty quality.
3. References — comparable size + scope completed in last 24 months.
4. Project timeline and ability to meet our desired completion window.
5. Quality of submission and clarity of scope.