Direct Answer
A condo board should build a commercial re-roof RFP around a clearly defined scope, existing roof conditions, Florida code requirements, contractor qualifications, quality-control procedures, warranty requirements, project schedule, and a standardized bid form that allows proposals to be compared on the same basis.
The RFP should not simply ask roofing contractors to provide a price for “replacing the roof.” It should tell bidders what is known, what is unknown, what must be included in the base bid, what conditions require unit pricing, what documentation must be submitted, and what the association expects at closeout.
For Florida condominium projects, the RFP should also require the selected roofing system and installation to comply with the applicable Florida Building Code and applicable product approvals. The Florida Building Commission’s current product-approval database identifies approved roofing systems by code version, limits of use, design pressure, HVHZ applicability, installation instructions, and evaluation documentation. :contentReference[oaicite:0]{index=0}
Who This Applies To
- Condominium boards and associations
- Community association managers
- Property managers
- Owners’ representatives
- Architects, engineers, and roofing consultants preparing bid documents
- Commercial roofing contractors bidding condominium re-roof projects
Not for: A simple maintenance or repair request. A full re-roof RFP should be used when the association is soliciting proposals for substantial roof replacement or re-roofing work.
1. Start With the Existing Roof Conditions
Before issuing the RFP, the board should assemble the information it already has about the existing roof.
The bid package should identify, where known:
- Building address and individual buildings or towers
- Approximate roof areas
- Existing roof system
- Roof age
- Previous replacement or restoration work
- Known leaks
- Known wet or deteriorated areas
- Drainage conditions
- Rooftop equipment
- Existing penetrations and curbs
- Access limitations
- Occupied-building constraints
- Available roof drawings, surveys, reports, and warranties
If the association has a recent commercial roof condition report or assessment, it should be included in the bid documents so every contractor is pricing from the same baseline.
2. Decide What the Base Bid Actually Includes
The RFP should clearly define the work included in the base bid rather than leaving major scope decisions to individual contractors.
Depending on the project, the base scope may include:
- Removal of existing roof coverings
- Removal of existing insulation where specified
- Preparation of the existing deck or substrate
- New insulation system
- New membrane or roof covering
- Flashings
- Edge metal
- Drains and drainage components
- Pipe penetrations
- Equipment curbs
- Expansion joints
- Walk pads
- Roof access provisions
- Temporary protection and dry-in
- Debris removal
- Testing and inspections
- Final cleanup
- Warranty requirements
The RFP should distinguish between mandatory base-bid work, alternates, and unit-price work.
3. Define Existing-Roof Removal and Substrate Requirements
One of the biggest sources of bid inconsistency is uncertainty about what happens after the existing roof is opened.
The RFP should explain:
- Whether complete tear-off is required
- Whether a recover system is permitted
- How many existing roof layers are present, if known
- How deteriorated insulation will be handled
- How damaged decking will be handled
- Whether concealed conditions should be priced as unit costs
- Who determines whether substrate replacement is required
- How unforeseen conditions will be documented and approved
Do not allow each bidder to make a different assumption about concealed conditions and then compare the resulting lump-sum prices as though they were equivalent.
4. Specify the Proposed Roof System
The RFP should establish the required performance criteria and either specify an approved system or clearly define the acceptable alternatives.
For a low-slope condominium roof, the specifications may address:
- TPO
- PVC
- Modified bitumen
- Built-up roofing
- Insulation type and thickness
- Attachment method
- Adhesive requirements
- Fastener and plate requirements
- Cover boards
- Vapor-control requirements where applicable
- Flashing systems
- Perimeter edge conditions
- Drainage details
The RFP should not permit a contractor to substitute a completely different roof system merely because it is cheaper unless the association has expressly created an alternate-equivalency process.
5. Address Florida Product Approval and Wind Requirements
Florida re-roof specifications need to account for applicable code requirements and the project’s location. The Florida Building Commission’s current product-approval system allows roofing products and assemblies to be checked against the 2023 Florida Building Code, including whether a system is approved for HVHZ use and its listed design-pressure limitations. :contentReference[oaicite:1]{index=1}
The RFP should therefore require bidders to identify:
- Manufacturer
- Complete roof-system assembly
- Florida Product Approval number or other applicable approval documentation
- HVHZ applicability where relevant
- Design pressure
- Installation instructions
- Applicable evaluation reports
- Any required engineering calculations or project-specific documentation
Florida’s roofing permit materials also identify product-approval information, applicable limitations, detail drawings, and design calculations among the documentation associated with certain roofing permit applications. :contentReference[oaicite:2]{index=2}
6. Require a Detailed Bid Form
The board should provide its own bid form instead of allowing every contractor to submit a completely different proposal format.
| Bid Item | Contractor Response |
|---|---|
| Base roof replacement | Lump sum |
| Roof area / square footage | Quantity |
| Insulation system | Specification and price |
| Deck replacement | Unit price per square foot |
| Wet insulation replacement | Unit price |
| Additional membrane | Unit price |
| Flashing replacement | Unit price |
| Drain replacement | Unit price |
| Metal edge replacement | Unit price |
| Alternates | Separate price |
| Warranty | Type, term, cost |
| Schedule | Duration and anticipated start |
This makes it easier for the board and its consultant to compare bids without confusing a lower price with a lower scope.
7. Include Alternates for Board-Level Decisions
Alternates allow the association to evaluate important options without forcing every bidder to create a different scope.
Potential alternates include:
- Additional insulation
- Enhanced cover board
- Additional drainage improvements
- Replacement of deteriorated metal components
- Roof access improvements
- Skylight replacement
- Additional walkway protection
- Optional coating or restoration work where appropriate
Each alternate should explain exactly what is being added or removed from the base scope.
8. Establish Unit Prices for Uncertain Conditions
Condominium re-roof projects frequently uncover conditions that cannot be fully verified before tear-off.
The RFP should establish unit prices for foreseeable unknowns such as:
- Deck replacement
- Wet insulation removal
- Additional insulation
- Concrete repairs
- Metal replacement
- Drain repairs
- Additional flashing
- Structural substrate repairs, where applicable
Every unit price should state the measurement basis and exactly what labor, material, equipment, disposal, overhead, and profit are included.
9. Require Contractor Qualifications
The board should ask each bidder to provide enough information to evaluate whether the contractor has experience performing comparable commercial or condominium re-roof work.
Request:
- Company history
- Florida licensing information
- Relevant commercial roofing experience
- Comparable condominium projects
- Recent project references
- Project manager information
- Superintendent information
- Manufacturer certifications, where applicable
- Insurance certificates
- Safety information
- Warranty authorization information
The RFP should evaluate qualifications separately from price so that the board has a documented basis for comparing proposals.
10. Define the Construction Quality-Control Process
The RFP should explain how installation quality will be monitored.
Depending on project complexity, the association may require:
- Pre-installation meeting
- Material verification
- Daily or periodic observation
- Documentation of concealed work
- Fastener or attachment verification where applicable
- Seam inspection
- Flashing inspection
- Drainage inspection
- Final punch-list inspection
- Manufacturer inspection
- Independent RRO or other third-party observation where specified
The RFP should clearly state whether observation is being performed by the contractor, manufacturer, consultant, RRO, architect, engineer, or another party. These roles should not be treated as interchangeable.
11. Establish Occupied-Building Requirements
Condominium re-roofing is different from roofing an empty building because residents remain in or around the property.
The RFP should address:
- Resident communication
- Work hours
- Noise
- Odors
- Roof access
- Elevator or stair access
- Parking and staging
- Protection of balconies and common areas
- Dust and debris control
- Daily cleanup
- Temporary weather protection
- Emergency response during construction
The contractor should also explain how residents will be notified when work moves between building areas.
12. Define Schedule and Weather Protection
The RFP should require bidders to provide a realistic construction schedule rather than simply stating that work will begin “after award.”
Require:
- Mobilization period
- Material lead times
- Estimated construction duration
- Expected crew size
- Work sequence
- Daily production assumptions
- Temporary dry-in procedures
- Weather-delay procedures
- Emergency protection procedures
- Final inspection and closeout period
Temporary dry-in is particularly important on a Florida occupied building. The RFP should establish who is responsible for maintaining watertight protection whenever the existing roof has been opened.
13. Specify Warranty Requirements
The RFP should identify the warranty package expected from the winning contractor and manufacturer.
Request bidders to identify:
- Manufacturer warranty
- Contractor workmanship warranty
- Warranty term
- Warranty exclusions
- Inspection requirements
- Maintenance requirements
- Transferability
- Response procedures
- Warranty service contact
- Cost of optional enhanced warranty coverage
Do not simply write “20-year warranty” without defining what the warranty actually covers.
14. Require a Complete Closeout Package
The board should make final payment contingent on receiving the required closeout documentation.
The RFP should identify required closeout documents such as:
- Final roof drawings or marked-up plans
- Product information
- Installation documentation
- Florida Product Approval information
- Final permit documentation
- Warranty certificates
- Manufacturer inspection report
- Contractor warranty
- Photographic documentation
- Change-order records
- Final invoices
- Maintenance instructions
- Recommended inspection schedule
This is especially important because the association will need the records later for insurance, maintenance, future repairs, warranty service, and eventual replacement planning.
15. Create a Formal RFP Schedule
A board should control the procurement timeline rather than allowing every contractor to interpret the deadline differently.
| Milestone | Example Requirement |
|---|---|
| RFP issued | Date and distribution list |
| Mandatory site visit | Date and attendance requirement |
| Questions due | Written deadline |
| Addendum issued | Common response to bidder questions |
| Proposal deadline | Exact date and time |
| Bid review | Board/consultant evaluation |
| Interviews | If required |
| Selection | Board approval process |
| Contract execution | Required documents before signing |
| Mobilization | Defined after award |
16. Make All Contractor Questions Go Through One Process
All bidders should receive the same information.
If one contractor identifies an ambiguity that could materially affect pricing, the association should issue an addendum to all bidders rather than privately answering the question for only one contractor.
This helps prevent proposals from being based on materially different assumptions.
17. Compare More Than the Lump-Sum Price
The board should create a documented bid-comparison matrix.
| Evaluation Area | What to Compare |
|---|---|
| Scope | Are contractors pricing the same work? |
| Roof system | Does the proposed assembly meet the specification? |
| Code/product approval | Are required approvals and design criteria documented? |
| Qualifications | Comparable commercial/condominium experience |
| Schedule | Duration, crew, mobilization, lead time |
| Warranty | Manufacturer and workmanship coverage |
| Unit prices | Exposure to concealed conditions |
| Exclusions | Work the board may unexpectedly have to pay for |
| Closeout | Documentation and warranty deliverables |
The board should document why a proposal was selected and preserve the competing proposals as part of the association’s project records.
18. Have the RFP Reviewed Before Release
For a substantial condominium re-roof, the board should consider having the RFP and technical specifications reviewed by an appropriately qualified roofing consultant, architect, or engineer before sending it to contractors.
The reviewer can help identify:
- Incomplete roof details
- Unclear substrate assumptions
- Missing drainage requirements
- Inconsistent bid quantities
- Missing wind criteria
- Incomplete product-approval requirements
- Warranty gaps
- Ambiguous alternates
- Inadequate closeout requirements
This is particularly valuable when the project involves multiple buildings, complicated rooftop equipment, substantial resident disruption, or significant capital expenditure.
19. A Practical Condo Re-Roof RFP Checklist
- ☐ Existing roof condition information
- ☐ Roof plans and available drawings
- ☐ Roof system and approximate quantities
- ☐ Existing roof age and replacement history
- ☐ Required roof system specification
- ☐ Florida Building Code requirements
- ☐ Applicable Product Approval requirements
- ☐ Wind/design-pressure requirements
- ☐ Tear-off/recover requirements
- ☐ Substrate and deck repair provisions
- ☐ Unit prices
- ☐ Alternates
- ☐ Contractor qualification requirements
- ☐ Insurance and licensing requirements
- ☐ Resident/occupied-building requirements
- ☐ Temporary protection requirements
- ☐ Quality-control and observation requirements
- ☐ Manufacturer inspection requirements
- ☐ Warranty requirements
- ☐ Closeout documentation
- ☐ Bid deadline and question process
- ☐ Standardized bid form
Bottom Line
A strong condo commercial re-roof RFP should make every bidder price the same defined scope under the same technical, schedule, warranty, quality-control, and closeout requirements.
For a Florida condominium, the RFP should also address applicable Florida Building Code requirements and require the proposed roofing assembly to be supported by the appropriate product-approval and installation documentation. The Florida Building Commission’s current database shows that roofing systems can have specific limits for HVHZ use, design pressure, roof construction, and installation, so the RFP should not leave those requirements to assumptions made after award. :contentReference[oaicite:3]{index=3}
The most important principle is simple: define the scope before asking for the price. A detailed RFP gives the board a much better basis for comparing proposals, controlling change orders, protecting the building during construction, and preserving the documentation needed for future insurance, warranty, maintenance, and capital planning.
Related Questions
- What should a commercial roof replacement specification include?
- How should condo boards compare commercial roofing proposals?
- What roofing submittals should a GC expect from a commercial roofing subcontractor?
- What should an owner’s representative verify at roofing closeout before accepting the building?
- What manufacturer and contractor warranties should a condo board require for a commercial re-roof?
Sources
- Florida Building Commission – Florida Building Code
- Florida Building Commission – Product Approval Search
- Florida Building Commission – Roofing Permit/Product Approval Documentation
- Florida Product Approval Example – 2023 FBC Roofing System
Last reviewed
September 2026
Related Resources
- What Makes a Commercial Roof Replacement Specification Buildable?
- How Should Owners Evaluate Competing Commercial Roofing Proposals?
- What Roofing Submittals Should a GC Expect From a Commercial Roofing Subcontractor?
- What Should an Owner’s Representative Verify at Roofing Closeout?
Need Commercial Roofing Help?
Planning a condominium re-roof and need help defining the existing roof condition, scope, or project requirements? Contact ShieldLine Roofing to discuss the appropriate commercial roofing scope for your property.
Disclaimer: This article provides general information and is not a substitute for project-specific architectural, engineering, legal, procurement, or code advice. Florida Building Code, permitting, product approval, warranty, and condominium requirements can vary by project and jurisdiction. Confirm project-specific requirements with the applicable design professional, building department, and qualified roofing professionals.
Commercial Roof Coatings & Restoration
