On-Call Roof Inspections, Leak Tests & Repair Services for Various City Buildings

CITY OF BUFFALO REQUEST FOR PROPOSALS
ON - CALL ROOF INSPECTIONS, LEAK TESTS & REPAIR SERVICES
FOR VARIOUS CITY BUILDINGS
PROPOSAL DUE DATE: May 27, 2026 at 11:00 AM
CONTACT PERSON:
Dr. Uzo E. Ihenko, Deputy Director of Building Operations
City of Buffalo Division of Building
Department of Public Works, Parks & Streets
Room 604 City Hall
Buffalo, New York 14202
Phone: 716-851-9624
Fax: 716-851-4791
Email: uihenko@city-buffalo.com

Table of Contents
PART A: WORK SCOPE
Activity Description Page No.
Public Notice / Advertisement ---------------------------------------------------- 3
General Information ---------------------------------------------------------------- 4
Introduction
Building / Work Location
Facility Description
Hours of Operation
Contract Period
Management, Labor & Equipment
Scope of Services / Contract Requirements ------------------------------------- 10
Scope of Services
Service Requirements
Work Scheduling, Rates & Procedure
Conditions for Purchasing/Securing Services Elsewhere
Minor Repairs
Unsatisfactory Performance
Performance Warranty
Material Warranty
Payments
Insurance / Indemnification -------------------------------------------------------- 13
Workers Compensation and NYS Disability Insurance Certificate
Liability and Property Damage
Termination Condition --------------------------------------------------------------- 14
PART B: BID SUBMITTAL FORM
Cost Rate Proposal Form --------------------------------------------------------------- 15
Corporate Profile ------------------------------------------------------------------------- 18
General Questionnaire ------------------------------------------------------------------ 20
Attachments ------------------------------------------------------------------------------ 24
EEO Documents
NYS Prevailing Wage Information
City of Buffalo Building Locations
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PUBLIC NOTICE
Request for Proposals for On-Call Roof Inspections, Leak Tests & Repair Services for Various
City of Buffalo Buildings
The City of Buffalo is soliciting proposals from licensed and experienced contractor(s) for on-call roof inspections, leak tests
and repair services for various City of Buffalo occupied buildings. The resulting award is for a Time and Material Service
Contract.
An optional pre-proposal conference meeting is scheduled for Tuesday, May 19, 2026 at 12:30 noon at the Deputy Director's
Office Suite, Room 604 City Hall. Please bring with you any question(s) you may have regarding the work scope. Also written
question(s) may be sent to Dr. Ihenko at uihenko@city-buffalo.com no later than Wednesday, May 13, 2026. All question(s)
and answer(s) responses would be published as an addendum on the City's website at http://www.city-buffalo.com , by
Wednesday, May 20, 2026.
It is the bidder's responsibility to ensure the sealed proposal is delivered before the bid opening and bidders must utilize one
of the following methods:
1.) Drop off the sealed proposal to Room 502 of City Hall, Buffalo, New York, 14202 on Wednesday, May 27, 2026 between
the hours of 9:00 AM and 11:00 AM. The DPW will set a bid box up just outside Room 502 for the bidder to deposit the sealed
proposal. There may be multiple bids on this date; it is the bidder's responsibility to properly label the sealed proposal and
place the proposal inside the correct box.
2.) Mail the sealed proposals to Room 502, City Hall, Buffalo, New York, 14202 with ATTN to the Commissioner of Public
Works, Parks and Streets. Bidders should allow for delivery before the bid opening (highly encouraged to schedule for
delivery on or prior to Tuesday, May 26, 2026). It is also highly encouraged that bidders track delivery of their mailed
proposals and use appropriate priority mail as necessary. City of Buffalo staff is available to accept deliveries on standard
business days Monday-Friday from 8:00 AM to 4:00 PM.
Bids will be opened by City of Buffalo Representatives on WEDNESDAY, MAY 27, 2026 at 11:00 AM LOCAL TIME via
video/phone conference call. Bidder representatives can view the public bid opening by emailing Melanie Galachiuk-Kelly at
mgalachiuk-kelly@buffalony.gov by 5:00 PM on Tuesday, May 26, 2026 to be added to the meeting invitation. An updated
meeting invitation will be sent prior to the bid opening to all who request to be added.
Any proposal received after 11:00 am on May 27, 2026 will be rejected and returned unopened to sender. The City will not be
responsible for delays caused by mail, courier service, including U.S. Mail, or any other occurrence.
Copies of the request for proposal including all related documents will be made available on the City's website and be
obtained by visiting the City's website at http://www.city-buffalo.com , by mail, and/or in person through City of Buffalo,
Office of Deputy Director of Buildings, 65 Niagara Square, Room 604, Buffalo, New York 14202. No oral, electronic,
telegraphic, telephonic, or facsimile transmittals will be accepted. All proposals must contain an original signature by an
authorized officer of the company.
All inquiries and comments concerning this request for proposal shall be submitted in writing to:
Dr. Uzo E. Ihenko
Deputy Director of Building Operation
65 Niagara Square, Room 604
Buffalo, New York 14202
Fax: 716-851-4791
Email: uihenko@city-buffalo.com
THE CITY OF BUFFALO RESERVES THE RIGHT TO ACCEPT ANY PROPOSAL DEEMED TO BE IN THE BEST INTEREST OF THE CITY,
OR WAIVE ANY INFORMALITY IN ANY PROPOSAL. THE CITY MAY ALSO REJECT ANY AND ALL PROPOSALS.
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CITY OF BUFFALO REQUEST FOR PROPOSALS
ON - CALL ROOF INSPECTIONS, LEAK TESTS & REPAIR SERVICES
FOR VARIOUS CITY BUILDINGS
GENERAL INFORMATION
1. INTRODUCTION
The City of Buffalo through this request for proposals intends to select a contractor to provide roof
inspections, leak tests and repair services, including labor, equipment and materials on an as-needed or
requested basis. The resulting award is for a Time and Material Service Contract. Hence, this proposal process
will establish hourly rates, material cost and or mark-up percentages. The roof inspections, leak tests and
repair services include, but not limited to, emergency response, leak tests, troubleshooting, maintenance,
reconditioning, or repair that may be required by City of Buffalo. The contractor will be expected to perform
the required repair services from written and/or verbal request authorized by City of Buffalo representative /
project manager which must be followed with a requisition and or a purchase order number executed by the
City.
2. BUILDING / WORK LOCATIONS
On-Call roof inspections, leak tests and repair services are required for all various two hundred and fifty (250)
City of Buffalo owned and occupied buildings and Parks scattered all over the City of Buffalo. The list and the
addresses of these buildings are attached as Attachment "C".
3. FACILITY DESCRIPTION
The City of Buffalo buildings under this contract would comprise of multi-use facilities such as the City of
Buffalo headquarters (City Hall) with high rise office spaces and cafeteria; City Court with high rise secured
office spaces with attached prisoner holding center; various low rise scattered police stations; various low rise
scattered fire houses; various low rise scattered community and civic centers; and various City Park buildings
and shelters scattered all over the City of Buffalo.
4. HOURS OF OPERATION
The official City of Buffalo business hours are between 8am to 5pm Monday through Friday except publicly
held and observed holidays. Work conducted outside these hours would require special approval as it would
incur special work rate fees. No overtime charges allowed without permission.
The City reserves its rights and service provider must agree that the specified hours and days for scheduled
services may be subject to change in accordance to the specific needs of City of Buffalo and provider shall
utilize its best effort to accommodate such change.
5. CONTRACT PERIOD
The City contemplates entering into an agreement with the successful contractor, for an initial year term of
one (1) year, with an option to renew for a additional four (4) but separate one-year periods, to be exercised
at the City's sole discretion.
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Upon the completion of this contract extended date, this contract will expire unless the parties execute a
change order, extending the term of the contract.
6. MANAGEMENT, LABOR AND EQUIPMENT
6.1 Management Requirement
Service Provider must meet minimum qualifications set forth to be considered eligible to provide the
proposed service.
6.1.1 Eligibility Requirements
Provider must:
* Be a company specialized in roofing inspections, leak tests and repair services and have at least five (5)
years experience in commercial and industrial roofing repair services as called for in the work scopes.
* Commit sufficient staffing, equipment, and materials or supplies to perform the work required without
subcontracting.
* If the workforce are independent contractors, provider shall clearly indicate this in the proposal.
* Four (4) hour response time for non-emergencies and no more than one (1) hour response time for
emergency services.
* A minimum of three (3) references of prior and/or current clients for whom the provider has provided
similar services is required. References should include the name of the client agency, description of
services provided, contract amount, period of performance, client contact name, telephone number,
physical and email addresses.
* Must possess all current professional & business licenses, certificates, and insurance for the type of
work being solicited.
6.1.2 Records
* Service provider shall maintain all bills, documents, papers, employee timesheets, accounting records,
and other evidence pertaining to the costs while performing under this agreement and shall make such
materials available at its office at all reasonable times during the term of this agreement and for three
(3) years from date of final payment for inspection by the City and copies thereof shall be promptly
furnished by the City upon request.
* The successful contractor shall submit all invoices on a monthly basis (no later than 30 days upon work
completion). Along with the invoices, all supporting documents such as the signed off work order
forms, equipment rental receipts and/or material cost receipts including the hours worked or shift for
the time period identified on the invoice.
* The provider shall maintain accurate and complete records of personnel criteria and biographical data
of all personnel affiliated with the Contract. The provider will keep on file a separate personnel file for
each employee employed under this Contract. This file will specifically, along with the above-
mentioned criteria, include:
1. Personal information of the employee, sex/race/date of birth and social security number.
2. Copies of New York State driver's license if applicable.
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3. Copies or notifications of all disciplinary actions taken by provider on the employee. This will include all
verbal or written documentation of warnings or discipline.
4. If applicable, proof of successful background check, drug screening and/or polygraph examination.
6.1.3 Reports
1. Incident Reports
The successful contractor(s) shall be required to complete "incident reports" arising out of any unusual
occurrences during performance of this Contract. Such reports must be submitted to the City for review
within forty-eight (48) hours and shall be submitted after incidents such as complaints, requests, damaged
personal and/or public property, or environmentally sensitive discharges and observations within the
public right of way.
2. Accident Reports
Any personal injury occurring during or as a result of this Contract shall be reported to the City by
telephone immediately during normal business hours or not later than 8:30AM the following business day
(regardless of the amount of damage or lack thereof) and a police report must be immediately obtained
from law enforcement agency that responded to the accident. The contractor must submit written
Accident Reports to the City within twenty-four (24) hours of any accident.
3. Criticism, Initiative and Identification of Maintenance Work
The contractor(s) shall work closely with the City to make the repair service as responsive, cost effective,
and compliant-free as possible. Provider shall also identify and/or notify the City for maintenance work
that may be required as part of maintenance and operations of the public facilities.
6.2 Labor / Personal Practices Requirements
6.2.1 Labor Requirement
The service provider shall furnish appropriate and necessary management and supervision of its employees
and shall be solely responsible for instituting and invoking disciplinary action of employees not in compliance
with the contractor's rules and regulations, as well as any other policy established by the contracting parties.
Service provider must be able to supply professional and experienced personnel (technicians) in sufficient
number to handle or cover periods of work at the same established hourly rates. All service providers'
employed personnel must meet the following requirements:
* Have the ability to speak and understand English to effectively communicate work assignments.
* Personnel must be licensed or certified or perform work under the supervision of a licensed or certified
professional staff.
* Must have legal right to work in the United States of America.
* Physically capable of using general construction equipment and tools for normal work activities.
* Able to respond to and take command of emergency situations and provide protection with
professionalism.
* Have professional level of personal interaction abilities.
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6.2.2 Fair Employment Practices:
The service provider must not discriminate in its recruitment, promotion, demotion, or termination practices
on the basis of race, religious creed, color, national origin, ancestry, gender, age or physical disability in the
performance of any Agreement with the City, and shall comply with the provisions of the State Fair
Employment Practices Act, the Federal Rights Act of 1964, and all amendments thereunto, and the Americans
with Disability Act of 1990. Provider shall review and adhere to City of Buffalo Affirmative Action Policy
Statement as defined in document EEO documents (See Attachment "A").
6.2.3 Labor Payment Rate:
This project is covered under the New York State Labor laws and is subject to New York State Prevailing Wage
Rates (See Attachment "B").
6.2.4 Safety and Training:
Service provider shall develop and document a safety plan and training manual for its workers that meet
OSHA, EPA and other regulatory Government agencies' requirements and further show providers'
commitment to work safety.
6.2.5 Dress & Identification:
At all times while on premises, service provider employees shall adhere to the following uniform and attire
standards:
* Wear a uniform, shirt or ID badge that identifies them as employees of the service provider.
* If uniform or ID badges is not applicable / available, contractor employees shall be appropriately and
safely dressed (e.g. - no sandals, "tank-tops", or shirt graphics in bad taste).
* Be groomed and follow hygiene practices that adhere to common standards.
6.2.6 Code of Conduct:
Service provider employees shall conduct themselves in a professional and ethical manner at all times when
providing services on City property (premises). Certain conduct, including the following, is deemed
unacceptable and will result in such employee from carrying out further services on our premises:
* Theft or unauthorized removal of money or property from premises
* Possession of any dangerous, unauthorized materials, such as explosives, firearms or other similar
items on premises.
* Gross negligence, gross carelessness, or willful acts, which result in damage to City employees,
Vendors, Patrons, or City property or equipment.
* Violation of safety or health rules, or engaging in conduct that creates a safety or health hazard.
* Obscene, abusive, intimidating, disruptive, derogatory, or threatening (engaging in such behavior with
City employees, Vendors, Patrons, or anyone else on or adjacent to premises.
Following are additional examples of behavior that may result in prohibiting a service provider employee from
carrying out services on City premises:
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* Smoking in prohibited areas.
* Sleeping on the job.
* Failure to display common courtesy.
* Fighting, either verbally or physically.
* Striking anyone with a hand, fist or object.
* Interfering with City employees, Vendors, Patrons.
* Unauthorized use or misuse of City equipment.
* Harassment toward another individual.
Further, service provider shall not employ any City of Buffalo employee for any of the required services
without the City's written approval. Any violation would result in contract termination.
6.2.7 Premises Accessibility & Security:
Service provider and its employees shall keep in mind and to the extent applicable, following practices that
ensure the security and safety of the premises, equipment and personnel as a result of the following
accessibility and security standards and practices shall be implemented:
* Keys: Service provider primary contact shall be issued keys necessary to gain access to areas, rooms,
closets, cabinets or fixtures required to perform services. Service provider shall not make copies of the
keys unless specifically authorized by City employee in charge. Under most circumstances, necessary
key additions or replacements shall be provided by City employee/ project manager. Lost, misplaced,
or stolen keys shall be reported to project manager. Keys shall, at all times, be kept secure and not
available to persons other than those they are issued to or other service provider employees assigned
to the premises.
* Other Issues: The service provider and its employees shall follow or be aware of the following:
1. Unless informed otherwise by Project Manager or during its regular business hours, all doors shall
be closed and locked after completing repair services. Doors that shall not be locked generally
include bathrooms and lounges or kitchens, if and where available. The Project Manager shall
provide more specific directions upon implementation of the contract.
2. Service provider employees shall not provide access or entry to any locked building or rooms to
anyone, other than service provider employees performing repair services.
6.3 Equipment & Material Supplies
6.3.1 Equipment Requirement:
All equipment, tools, transportation, and methods of communication necessary to carry out the contract shall
be furnished by the service provider. Should any equipment be provided by the City to be used by the service
provider, when used shall be maintained in good working condition, cleaned when appropriate, and repaired
or replaced when no longer able to effectively carry out its function.
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6.3.2 Material Supplies:
Service provider shall provide all expendable supplies necessary to carry out the contract. Storage of supplies
may be allowed with permission of the project manager in the building where work is performed. Such supply
storage shall be strictly limited to the specified areas in the premises. Service provider shall be responsible for
the supplies and their inventory.
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SCOPE OF SERVICES / CONTRACT REQUIREMENTS
7. SCOPE OF SERVICES
7.1 General Introduction on Service Requirement
The service provider will provide on-call roof inspections, leak tests and repair services for all City of Buffalo
facilities.
Contractor(s) selection may be based on best hourly rate, availabilities or emergency response time and
experience. This request for proposal process will establish hourly rates, and material cost and or markup
percentages. The City reserves it's rights to select one or multiple contractor(s) for the implementation of this
term contract.
7.2 General Work Scope
The following is intended to outline some of the repair services which the contractor(s) is expected to perform
as part of the scope of services and may not be inclusive of all activities. The service provider is expected to be
fully knowledgeable of the acceptable practice and methods to complete the repair services requested.
The outline of the work scopes (work to be performed) under this contract would include, but not limited to:
* Roof inspections with brief report on visual roof conditions with recommendation.
* Leak tests and troubleshoot roof systems for proper diagnostics and repairs.
* Waterproofing.
* Minor restorations.
* Core samples / testing among others.
* Moisture surveys.
* Repair of cracks, blisters, drains, vents, scuppers, gutters, jacks, roof hatches, sleepers, flashing,
copings, downspouts, dormers, gravel stops, parapet walls, expansion joints, etc.
* If work repairs are performed, before and after photos with report is required.
NOTE: Roof Moisture Survey Minimum Requirements:
1. Minimum Reporting Requirements: Provide thermal imaging, wet areas painted on roofing
surfaces, photo report including thermograms, daytime photos of wet area anomalies, CAD drawing of
roofing surface and wet areas, and square footage breakdowns of wet areas by roof section and
percentage wet.
2. Minimum Infrared Camera Requirements: Longwave 7-14 micron Infrared camera.
3. Minimum Infrared Camera Operator Requirements: Certified Level I Thermographer.
4. Secondary Infrared Scan Verification: Minimum Tramex Dielectric meter equipment.
5. Preferred Secondary Verification: Nuclear Backscatter Scan performed by Troxler-
Certified Nuclear Technician.
It is expected that service provider must self perform the roof moisture survey service in-house without sub-
contracting this part of work out. Vendor to demonstrate evidence of equipment ownership, that meets the
minimum requirements as outlined above.
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