Roof replacement RFP & bid form template
What should a roof replacement bid include?
A roof replacement bid should state the roof system and manufacturer, tear-off of existing layers, decking replacement at a per-sheet price, underlayment and ice-and-water shield, flashing, ventilation, drip edge, code-required items, permits, debris disposal, and both the manufacturer's and contractor's warranties — priced so every bidder's number covers the same roof.
Download the roof replacement RFP
Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.
What's in this RFP
Every section is pre-written for roof replacement — edit the [bracketed] fields for your property and send it to at least three contractors.
- Cover sheet — property, site walk, question and proposal deadlines, contact.
- Scope of work — 10 roof replacement items, written so every bidder prices the same job.
- Contract term & schedule.
- Pricing schedule — 7 line items with units, so the bids come back itemized and comparable.
- Qualifications — license, insurance, references, plus 3 roof replacement-specific asks.
- Exclusions, submission checklist, and evaluation criteria.
Scope of work
- Remove [all existing layers] down to the deck and dispose of debris
- Inspect decking; replace damaged decking at the unit price on the bid form, with photos
- Install [ice-and-water shield at eaves, valleys, and penetrations] and [synthetic underlayment] on remaining deck
- Install [manufacturer, system, color] [shingles / membrane / metal] per manufacturer specifications
- New drip edge, step and counter flashing, pipe boots, and valley metal
- Ventilation per code and manufacturer requirements (ridge vent / intake)
- Replace gutters and downspouts [optional line]
- Obtain permits and inspections; comply with local code
- Protect landscaping and property; magnetic nail sweep daily
- Manufacturer warranty registration and contractor workmanship warranty in writing
Pricing schedule
Bids that come back as one lump sum can't be compared or held to the scope. The template asks every contractor to price these lines:
| Line item | Priced |
|---|---|
| Roof replacement — base scope | per square (100 SF) and total |
| Additional layer tear-off | per square |
| Decking replacement (7/16" OSB or plywood) | per sheet |
| Ice-and-water shield beyond base scope | per square |
| Gutters & downspouts (optional) | per linear foot |
| Permits & inspections | lump sum |
| Extra-work labor rate | per man-hour |
Qualifications to require
- Active contractor license(s) for the work in this jurisdiction (copy attached)
- Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate — confirm with your insurance agent], auto liability, and workers' compensation, naming [Association/Owner] as additional insured
- Three references from similar properties in the last three years, with contact names
- Years in business and the name of the on-site supervisor or account manager
- Manufacturer certification for the proposed system (required for extended warranties)
- Roofing license where required by the state or municipality
- Fall-protection and safety plan for occupied buildings
What a complete roof replacement bid includes
- Price per square plus a total, so quantities can be checked
- Decking priced per sheet — the most common surprise on roof jobs
- Every code item (ice-and-water, drip edge, ventilation) listed, not assumed
- Both warranties in writing: manufacturer system warranty and contractor workmanship
Red flags when the bids come back
- Decking 'if needed' with no unit price
- Underlayment or flashing not named — or 'reuse existing flashing'
- Permits excluded or left to the owner
- A bid far below the others with fewer squares measured
How the bids will be evaluated
The RFP tells bidders up front how they'll be judged — which discourages lowballing by leaving work out:
- Total cost on the pricing schedule, compared on full scope (nothing excluded)
- Completeness — every scope item priced, with no allowances, 'TBD', or 'by others'
- Qualifications, references, and experience with similar properties
- Schedule, staffing, and responsiveness
- Warranty and contract terms
When the proposals arrive, line them up in the free bid comparison template and check each one with the 20-point bid review checklist. Rather not write the RFP at all? Bid Builder drafts one from your photos and notes and collects the bids for you.
This template is general information, not legal advice. Have your association counsel review contract terms and your insurance agent confirm coverage requirements before use.
More free RFP templates
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Compare my bids freeCommon questions
How do I compare roofing bids?
- Check that every bid measures roughly the same number of squares, names the same system, and prices decking per sheet. Then level the bids: add the cost of anything one bidder left out so you compare the same roof.
Why is one roofing bid so much lower?
- Usually missing scope — fewer squares, no ice-and-water shield, reused flashing, decking left as an extra, or permits excluded. Level the bids before you treat the low number as a saving.
What's the difference between manufacturer and workmanship warranties?
- The manufacturer warranty covers the materials (and, on enhanced tiers, some labor) and often requires a certified installer. The workmanship warranty is the contractor's promise on installation. You want both in writing.