Sample bid memo

# Bid memo: Roof Repair

**Recommendation: BID IF** (confidence 0.7) | Fit score **93/100**

> Small, local, 100% small-business roof replacement in Wilmington: worth bidding if a roofing crew (yours or a sub) can make the 20 Oct site visit and price it under the $25,000 magnitude.

| | |
|---|---|
| Agency | AGRICULTURE, DEPARTMENT OF / ANIMAL AND PLANT HEALTH INSPECTION SERVICE / PPQ WILMINGTON NC |
| Solicitation # | 12639527Q0003 |
| Notice type | combined synopsis solicitation |
| Posted | 2026-10-15 |
| Response due | Tue Nov 10 2026, 01:00 PM ET (source: 2026-11-10T12:00:00-06:00) **24 days left** |
| NAICS / PSC | 238160 / Z2JZ |
| Set-aside | Total Small Business |
| Place of performance | Wilmington, NC |
| Source | [https://sam.gov/workspace/contract/opp/4261c8c5691f4baf9c3389b666f76f4d/view](https://sam.gov/workspace/contract/opp/4261c8c5691f4baf9c3389b666f76f4d/view) |

## Why
- Location fits: 1815 Gardner Dr, Wilmington NC 28405 is inside your Wilmington service area.
- You qualify: 'This is being solicited 100% Small Business' and you are registered as small.
- Industry fits: NAICS 238160 (Roofing Contractors) is on your profile, but your past performance is HVAC/plumbing, not roofing.
- Low competition risk at this size: 'Construction Magnitude: Under $25,000' usually draws a handful of local quotes.
- Low effort: a combined synopsis/solicitation for a single building is a short quote, not a full proposal.

## Key dates found in the notice
- **Site visit**: 20 October 2026

## Bid only if
- Attend the site visit on 20 October 2026 at 10:00 AM local time (3 days from today).
- You hold, or can sub to a firm that holds, the roofing licence/insurance the attachments require (not stated in the notice text).
- Your price fits under the stated magnitude of under $25,000.

## Win themes
- Wilmington-based crew (per your profile): fast mobilisation and warranty response.
- Minimal disruption to an operating USDA APHIS PPQ facility (phasing and dry-in plan).
- Combine the roof replacement with a free check of rooftop HVAC curbs and penetrations, which is your core trade.

## Risks
- Roofing is outside your past performance; a reviewer may score relevance low if past performance is evaluated (evaluation method not stated).
- Submission is email-only to the contracting officer: 'NO OTHER MEANS WILL BE ACCEPTED'. Sending it to the site-visit POC 'WILL NOT BE MEANS FOR AN EXTENTION'.
- The deadline is in Central time in the notice (12:00 PM CT = 1:00 PM ET on 10 Nov).
- Scope, roof area, materials and wage determination are not in the notice text and are probably in attachments.

## Requirements checklist
| ✓ | Requirement | Source wording | Area |
|---|---|---|---|
| ☐ | Attend the site visit at 1815 Gardner Dr, Wilmington NC 28405 | "Site Visit: ... Date: 20 October 2026 Time: 10:00 AM Local Time" | Estimator |
| ☐ | Email questions and the quote ONLY to the contracting officer named in the notice, not the site-visit POC | "ALL QUESTIONS AND PROPOSALS ARE TO BE EMAILED (NO OTHER MEANS WILL BE ACCEPTED)" | Bid lead |
| ☐ | Confirm the firm is small under NAICS 238160 and active in SAM.gov | "This is being solicited 100% Small Business" | Admin |
| ☐ | Price the roof replacement to fit the stated magnitude | "Construction Magnitude: Under $25,000" | Estimator |
| ☐ | Submit before Tue 10 Nov 2026, 1:00 PM ET (12:00 PM Central as listed) | "Response deadline 2026-11-10T12:00:00-06:00 (notice metadata)" | Bid lead |
| ☐ | Download and read every attachment and amendment on SAM.gov (scope, drawings, wage determination, quote form) | "Not stated in the notice text" | Bid lead |

## Proposal outline
1. **Cover email**: Solicitation 12639527Q0003, company name, UEI/CAGE, small-business status under NAICS 238160, signer, acknowledgement of any amendments.
2. **Price quote**: Lump sum for the roof replacement on the form provided in the attachments (or a one-page quote if none), validity period, payment terms.
3. **Scope confirmation**: What you observed at the site visit: tear-off, decking repair allowance, membrane/shingle system, flashing, curbs and penetrations, cleanup, warranty years.
4. **Schedule and site plan**: Start window after award, working days, dry-in plan, safety and access at an operating federal facility.
5. **Qualifications**: Roofing licence/insurance (yours or the roofing sub's), one or two similar roof jobs, and the HVAC curb and penetration expertise as a differentiator.

## Open questions (not in the notice text)
- Roof area, existing and required roofing system, and warranty term: not stated in the notice text.
- Is a wage determination attached (Davis-Bacon applies to construction over $2,000)? Check the attachments.
- Evaluation basis (lowest price or best value): not stated in the notice text.
- Is a bid bond or performance bond required? Not stated; unlikely under $25,000 but confirm.

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*Draft generated 2026-10-17T21:34 UTC from the public SAM.gov notice (AI section: reviewed sample response to the production prompt, replayed; live runs use the configured LLM). Attachments (SOW, drawings, wage determinations, amendments) are not analysed in this version. This is decision support, not legal or contracting advice: read the full solicitation before bidding.*