Managing Timelines and Expectations in the Roof Specification Process

Once a roof consulting firm is engaged to prepare bid documents, specifications, and drawings, the overall timeline depends on project complexity, insurance requirements, and the level of review needed. The process outlined below reflects the typical sequence and time frames used by Benchmark.

A qualified consultant conducts an on‑site assessment to document existing conditions and gather information required for design. Typical tasks include:

• Measuring roof elevations and identifying wall openings below the roof

• Reviewing existing drawings, or taking core samples when drawings are unavailable, to confirm deck type, substrate components, and detail conditions.
• Evaluating interior operations to determine protection needs during construction
• Observing the underside of the roof deck, when visible, to estimate potential deck replacement
• Assessing staging areas, access points, and protection needs for adjacent roofs or ground‑level areas
• Reviewing drainage patterns and determining whether tapered insulation or additional drainage devices are required.

Wind uplift calculations are performed to determine code‑ and insurance‑compliant roof system requirements. For FM Global insured buildings, only FM‑approved assemblies may be used. FM’s RoofNav database contains tens of thousands of assemblies, and identifying a compliant, cost‑effective option can be time‑consuming.

Once a system is selected, roof plans and details are drafted to illustrate installation requirements.

A Design Review Summary (DRS) is prepared to outline project parameters, present viable system options with budget ranges, and summarize the advantages and limitations of each. The owner and design team review the DRS to confirm the preferred replacement system.

Preliminary specifications are then sent to roofing manufacturers and to FM Global when applicable, for review. Manufacturers verify warranty compliance; FM Global confirms insurance compliance. This review typically requires 15 – 30 days. Any required revisions are incorporated into the documents.

From the initial site visit to completion of preliminary specifications and drawings, the typical time frame is:

• Approximately 30 days for non‑FM projects

• Up to 60 days for FM Global projects

During this period, the consultant also collaborates with the owner and manufacturers to prequalify bidding contractors, so the bidder list is finalized when documents are ready.

Completed specifications and drawings are issued to bidders, followed by a pre‑bid meeting at the project site. Contractors review requirements and walk the roof to gather information for their proposals.

Bid preparation typically requires about 15 days, though smaller projects may require less time and larger or more complex projects may require more.

After bids are received, they are evaluated to determine the most responsive and responsible bidder, not necessarily the lowest. Bid review and contractor selection generally take about 15 days, including interviews when appropriate.

Once a contractor is selected, the owner issues the contract. Contract execution varies but averages about 15 days.

Before construction begins, the contractor must submit required submittals, order materials, schedule crews, and complete any site‑specific background checks or safety training. The average time from contract award to construction start is approximately 30 days.

Design and bidding durations can vary significantly based on project size, complexity, insurance requirements, and the number of stakeholders involved.

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