The Facility Engineer will have on file, up-to-date information on the roof system that is supportive of the Roof Consultant’s annual inspection and Approved Applicator’s subsequent maintenance responsibilities. The Facility Engineer must be in constant contact with maintenance personnel or other building occupants to ensure that he/she is notified of any leaks or noticeable damage suffered by any severe storms (i.e. hail, tornado, etc.). After discovering any problems, the Facility Engineer should contact the Roof Consultant. Immediate financial support of maintenance requests is imperative to the success of a proactive roof management program. Equally important, the Facility Engineer will have on file a roof history of maintenance actions. Documentation of roof maintenance supports efforts to track repair costs, performance of roof systems and validate warranty claims against the manufacturer or applicator. Finally the Facility Engineer must invoke and enforce access restrictions to the roof areas and keep logs of all personnel and activities performed on the roof. The Facility Engineer should acquire continuing educational credits to ensure that he/she stays abreast of roofing issues.

Roof Surveyor
The Roof Surveyor must provide information as to which distresses should be covered under the manufacturer’s and contractor’s warranty (if one exists) and then promptly notify the Manufacturer and/or Approved Applicator of the warranted conditions for corrective action. Proactively inspecting a roof will identify conditions and allow the Facility Engineer to take corrective measures before the condition results in a system failure. Equally, frequent inspections lead to the likelihood of identifying a minor system failure before it becomes a major, more costly failure. The information supplied by the Roof Surveyor empowers the Property Manager, through notification of the appropriate Roofing Manufacturer, to make temporary emergency repairs when necessary. The Roofing Surveyor must be active in ongoing roofing education and experience through independent roofing institutions, as well as, to attend manufacturer’s seminars to ensure that he/she stays knowledgeable in all types of roofing systems.

Roof Specifier/Administrator
Roofing Specifier will take into consideration why a previous system was successful or why it failed. The Roof Specifier handles Construction Administration tasks. Via Bidding Administration the Specifier: prepares repair and replacement specifications; coordinates and processes bidding documents; conducts Pre-Bid Meetings; analyses bid quotes, etc. Through Contract Administration the Specifier: Coordinates and processes contract documents (change orders, applications for payment, warranties,); conducts Progress and Close-Out Meetings; etc. With Quality Assurance services, the Specifier: provides a Quality Assurance Observer, prepares final Quality Assurance Reports that are submitted to the Facility Engineer and Roofing Manufacturer, etc. The Roofing Specifier must be a Registered Roof Consultant and Certified Specification Writer (certified through the Roof Consultants Institute and Construction Specifications Institute, respectively). The Roofing Administrator must have a minimum certification level as a Certified Document Technician (certified through the Construction Specifications Institute).

Quality Assurance Observer
Quality Assurance is of the utmost importance for a roof project. Quality Assurance Observation documents the installation of the roofing system and materials used to assure that the roofing system is installed exactly as specified. A roof that is installed correctly has a better chance to perform throughout its service life and be easier to maintain by the roof management team. The Quality Assurance Observer must be a minimum Registered Roof Observer certified through the Roof Consultants Institute (RCI).

The Roofing Manufacturer reviews the project manual prepared by the Roof Specifier and communicates with the Approved Applicator on the project requirements. These two steps are necessary to promote proper details and system requirements are met in order to issue the specified warranty. After the roof is installed and being notified of any warranty issues, the Roofing Manufacturer must act promptly to inspect warranty distresses and/or issue a purchase order to an Approved Applicator to perform all warranty repairs. The Roofing Manufacturer’s materials must have the proper Underwriter’s Laboratories and Factory Mutual roof system testing and approvals to ensure that the appropriate testing procedures have been performed and results published.

An Approved Applicator, also referred to as the Roofing Contractor, performs all warranty and non-warranty (routine maintenance) repairs to the roof system. The Approved Applicator is to be certified (by the Roofing Manufacturer of the roof in question) to perform repairs and has the responsibility of being educated in the Roofing Manufacturer’s roof procedures, limitations, and requirements. If a contractor warranty exists, then the Contractor that holds the warranty is the preferred entity to perform repairs. The Approved Applicator should be the only contractor to perform warranty and non-warranty repairs to the same roof. This eliminates questions of who to go to if there is an ineffective or improper repair. During roof replacement projects, the Approved Applicator must provide a competent foreman, safety officer, environmental officer, and Quality Control Inspector. The Approved Applicator must show evidence of continuous Approved Applicator status with the Roofing Manufacturer for a minimum period of five years prior to any repair or replacement project. Also, it is important that a list of projects of similar scope and complexity be submitted prior to all roof projects.