1. Create a common project record
Give each bidder the same building, roof, leak, access, operations, and schedule information. Include plans, warranties, prior repairs, maintenance reports, moisture investigations, photographs, and known constraints.
2. Define the business-continuity plan
- Operating hours, peak periods, deliveries, and critical entrances
- Tenant, resident, employee, and customer communication
- Noise, odor, dust, air-intake, inventory, and equipment sensitivities
- Staging, parking, security, fall-protection zones, and roof access
- Weather response, daily dry-in, and incident escalation
3. Identify the current roof system
If known, record whether the roof is TPO, PVC, modified bitumen, built-up roofing, or a coating system. Note insulation, attachment, surfacing, drainage, penetrations, repairs, approximate age, and warranty status. A site assessment may still be needed.
4. Ask for scope-aligned options
Require bidders to state tear-off or recover assumptions, deck and insulation allowances, proposed assemblies, flashings, drainage, equipment details, protection, cleanup, schedule, permits, and exclusions. Label alternates clearly.
5. Surface California energy considerations
Cool-roof and Title 24 considerations may affect a project. Ask each bidder to identify proposed product ratings, assembly assumptions, and who will confirm applicable requirements. Do not treat a sales proposal as a compliance guarantee.
6. Compare warranties correctly
Separate manufacturer material or system warranties from contractor workmanship warranties. Compare eligibility requirements, inspections, exclusions, maintenance obligations, transfer terms, remedy, and who registers the warranty.
7. Require documentation and closeout
- Daily or milestone photographs and change documentation
- Permits and inspection records where applicable
- Manufacturer submittals, data sheets, and warranty documents
- As-built details or marked plans when in scope
- Maintenance instructions, repair records, and final lien/payment documents as appropriate