Who – What – Where – When

A contract is worth much more than the paper on which it is written. A sound roof system maintenance contract, for example, can help a building owner save money by extending the life span of his roof system. Knowing each party’s responsibilities can help establish a positive working relationship in which everybody can win.
WHO?

Who is responsible? Proper roof system maintenance is the responsibility of several parties. In the beginning, an architect or consultant should make maintenance a requirement of the roof system replacement contract. The fine print of most manufacturers’ guarantees requires inspection, repair and documentation to help ensure the roof system endures. Who is best qualified to oversee this? Although it is the roofing contractor’s responsibility to set a planned inspection and maintenance routine, the building owner is responsible to give the contractor current information about rooftop use, leak history, etc. Another key component to successful roof system maintenance is the owner’s ongoing commitment to continue the process and budget money toward it.
WHAT?

What makes a successful agreement? A roof system maintenance contract typically is a written agreement between the owner and roofing contractor specifically stating the work to be done and cost. Because each roof system is different, there is no standard contract. Contracts may be structured as the following:

* Time and material usually are the least desirable to owners because they are open-ended.
* Cost per square foot is used for new roof systems or ones that require minimal work.
* Inspections on a flat-fee basis are used in some areas. A proposal will be generated to address specific needs with a fixed flat rate for the services.

Most roofing problems have little to do with the roof membrane. Usually, it is a roof-related component that requires attention (i.e., masonry, skylights, pipes, drains, pitch pans, HVAC Units, doors or windows). A quality roof system maintenance agreement lists the current condition of all roofing components and allows the owner to make a decision to repair or postpone maintenance.

Numerous roof system inspection checklists are available, such as an NRCA publication, the RIEI Roofing Maintenance Manual, and can be helpful tools for both roofing contractors and building owners. Some building owners question the need for inspections or maintenance of a new roof system because they believe inspections or maintenance is covered by a warranty. Currently, a growing number of roof system manufacturers require documentation of roof system maintenance and inspections as a condition for warranty coverage.

The average cost for a maintenance program typically runs 15 cents to 25 cents per square foot. The low cost of a roof system maintenance program will save a building owner more money in the long-run. For example, a new roof system on a 20,000 square-foot building at $7.50 per square foot would cost $150,000. If maintained regularly, this roof system should last 20 years. If maintenance is not done, the same roof system may last only 10 years and then need replacement, costing the Owner at least $150,000 without any inflation figured into the equation. With inflation, a 20-year total cost might reach $250,000.

The benefits of maintenance are clear. A typical two-man service crew would be billed out at $95 an hour per man and would cost a little more than $1,500 per inspection and $3,000 per year if done semi-annually. Add $30,000 to account for inflation for maintenance costs, and a building owner’s original investment of $150,000 for a total 20-year investment would be $180,000. This means a savings of at least $120,000 verses no maintenance and replacement in 10 years. Now, add to the equation, the inconvenience of leaks and cost of drywall / ceiling repairs and emergency leak repairs, the cost of not properly maintaining the roof escalates.
WHERE?

Where are the potential trouble spots? Before a job begins, the building owner’s representative and roofing contractor should walk the roof and conduct a thorough inspection. This allows each party to agree on repairs, expectations and how long it should take to finish the work. It also gives both parties an opportunity to express any concerns. Unfortunately, not all owners want to go on the roof. If that is the case, the roofing contractor should take pictures. A picture is worth a thousand words, especially if the pictures include before, during and after images tracking the progress of the job. If possible, the contractor should use a day/date camera to document any questions about service dates.
WHEN?

When is the ideal time for inspections? How often a roof system is inspected has a lot to do with its location and use. Typically, semiannual (spring and fall) roof system inspection/repairs are sufficient to keep a roof system in good condition. Certain types or roof systems may require monthly inspections because of high-traffic use or product contamination. When inspection or maintenance costs for a roof system are discussed, a building owner may ask whether those costs are covered by the guarantee. If this is discussed or included as an option with every proposal, it is a lot easier to get the maintenance ball rolling after the new roof system is installed.

The value of roof system maintenance cannot be overestimated. It is important for a professional to inspect a roof to ensure it fulfills its expectations. Again, a building owner should think about the previous 20-year cost savings example. Considering just half those savings – a $50,000 benefit would present a strong case for regular roof system maintenance.
Do the math

Who + What + Where + When = Win/Win Situation – It’s a simple but critical equation. For roofing contractors and building owners who work together, from start to finish, it all adds up to a profitable contract and great business relationship.

This is a republication of an original article written for Affordable Roofing by Bill Wade. All rights reserved.