Ppt_Roof Maint and Repair IDIQ-PreProposal Mtg.pdf

Pre-Proposal Meeting for Roof Maintenance and Repair Services IDIQ

August 20, 2026

• Danielle Amico, Procurement Specialist

• Gabe Quiles, Project Manager, ISD

• Manny Jimenez, Facilities Operations Program Manager, ISD

• Azariah Israel, ES&H Specialist

• Blake Hanauer, Construction Specialist, ISD

Introduction of Team

• RFI Timeline

• Submittal Requirements

• Project Overview

Agenda

• Pre-Proposal Meeting: Thursday, 8/20/2026

• Question Due Date: Friday, 8/28/2026 at 5:00 PM, CT

• Responses to Questions: Thursday, 9/3/2026

• Proposals Due: Tuesday, 9/15/2026 at 5:00 PM, CT

• Everything must be sent via email to damico@fnal.gov

RFP Timeline

• Requires 2 Parts, 3 separate files:

• Part I - Technical Proposal

• Part II - Pricing Proposal Form (Word doc)

• Must include fully burdened pricing

• Part II - Business Management Proposal

• Signed amendments, insurance certificate, SARC, PUR-466, safety docs, etc.

Proposal Submission

• Davis Bacon Act

• Wage determinations have been included in the RFP

• Must pay no less than the hourly wages and fringe benefits identified

• To work onsite

• Real ID

• Badged

• Orientation training

• Safety is our top priority!

• Hazard Analysis will be required for each Task Order

Miscellaneous

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Project Overview

Roof Leak Mitigation and Prevention

Emergency Response

Corrective Maintenance and Restoration

Corrective Maintenance and Restoration

Category Overview:

• Restore roofing systems and components to their original design condition and intended performance.

• Work Orders may be generated from:

• Roof inspection findings

• Building tenant work requests

• Restoration Objective: Return affected roof systems to a watertight condition consistent with the original design and intended service life.

• Full Restoration: Temporary repairs and patches do not constitute restoration and are intended only as interim measures.

1. Removal and replacement of damaged roofing materials.

2. Membrane repairs and replacement.

3. Flashing repair and replacement.

4. Metal roof panel replacement.

5. Repair damage caused by severe weather and other inclement conditions.

Corrective Maintenance and Restoration Example of Potential Task Orders:

Corrective Maintenance and Restoration

Example Work Order:

Tenant Reported Roof leak

• Situation: A tenant reported an active roof leak originating at a roof drain.

• Scope: Subcontractor was required to:

• Inspect the leak and assess the extent of damage.

• Remove compromised roofing membrane.

• Install like-for-like SBS roofing materials to restore the roof system.

• Conclusion: Subcontractor responded within the required timeframe, provided a proposal for the repair, and completed the work. The repair was subsequently confirmed to be effective with no recurrence of the leak.

Leak Mitigation:

• Leak detection, investigation, and water testing

• Temporary waterproofing, patches and leak repairs

• Cleaning debris from gutters, scuppers, and roof drains

Leak Prevention:

• Reseal flashing, penetrations, seams, and transitions

• Repair or replace deteriorated sealants

• Correct drainage deficiencies and ponding conditions

• Perform localized spot repairs and membrane restoration

Roof Leak Mitigation and Prevention

1. Water intrusion investigations

2. Water testing and leak tracing

3. Resealing deteriorated flashing and penetrations

4. Temporary waterproofing ahead of severe weather

5. Cleaning and restoring roof drainage systems

Example Project:

Leak Test at Lab C/D Cross Connect

• Source of water leak was unknown.

• Subcontractor tasked with using water hose to determine the location of leak.

• Leak location was determined to be through a failed panel seam

24/7 Emergency Coverage:

Provide emergency roofing support 24 hours a day, 7 days a week, including holidays, with sufficient resources to respond to multiple buildings when necessary.

Response Requirements:

• Emergency (Immediate threat to personnel, public, operations, equipment, property) – Onsite response within 4 hours

• Urgent (Potential for property or equipment damages if not addressed promptly) – Onsite response within 24 hours

• Routine (No Immediate threat) – Onsite response within 72 hours.

1. Storm damage stabilization

2. Active roof leak on critical equipment

3. Structural/ Safety Concerns

4. Post Storm Inspections and repairs

Example Work Order:

Emergency Roof Stabilization

• Situation: During a storm, a panel of the Lab A roofing panel was blown off by heavy winds, creating potential for additional damage and a safety hazard to pedestrians.

• Scope: Subcontractor was required to:

• Inspect the damage and assess immediate risks.

• Remove loose/hanging paneling to prevent further damage.

• Provide temporary waterproofing in preparation for an approaching storm.

• Classification: Considered an emergency response due to the potential for additional building damage and an immediate safety hazard.

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Roof Zones

Roof Zones Breakdown

Roof Zones Results

Roof Zones Overview

Roof Zones

Overview:

• Two IDIQ Contracts: One roofing contractor assigned to Zone A and one to Zone B

• Zone-Based Execution: Projects are normally issued to the contractor assigned to the applicable Zone

• Concurrent Operations: Both contractors can perform parallel work to support schedule, responsiveness, and budget requirements

• Cross-Zone Flexibility: FFDG may issue work to the other contractor based on performance, responsiveness, capacity, or emergency needs

Breakdown:

• 500+ roofs are maintained across the Fermilab site.

• Roofs were divided between Zone A and Zone B to achieve a balanced workload.

• Roof Age SQFT Weighting:

• 26 years was established as the baseline estimated roof service life (Weight Factor = 1.0).

• A 0.1 weighting adjustment was applied for each 5-year increment of remaining service life below the

26-year baseline, increasing the relative weighting for older roofs.

• Roof Type SQFT Weighting:

• Roof types were evaluated using historical work order/repair costs.

• Roof types with the highest historical repair costs were assigned a baseline factor of 1.0.

• Less costly roof types were assigned proportionally lower weighting factors.

Results:

• Roof Area: Total square footage was split within 0.1% of the 50/50 midpoint after scale factor was applied.

• Zone A:

• Meson, Neutrino, Technical Division, Village

• 1,293,930 sqft, 141 Industrial building roofs, 48 Residential roofs

• Roofs with maximum age factor (oldest roofs) – 733,212 sqft

• Zone B:

• AD, Wilson Hall, ISD, Village

• 1,297,165 sqft, 242 Industrial building roofs, 98 Residential roofs

• Roofs with maximum age factor (oldest roofs) – 734,365 sqft