You probably didn’t wake up this morning all excited about putting together a snow removal request for proposal.
But it’s worth the effort. A great RFP will make your task a lot easier when the snow removal bids start rolling in and you need to choose the best commercial snow removal service for your property.
The safety of your employees, customers and visitors actually depends on it.
Do this right, and potential commercial snow management companies will have everything they need to know about your property and can give you a thorough, detailed proposal for your commercial snow and ice removal.
What to include in a snow removal RFP? Lots of details about your needs and expectations. A map of your property, including areas to push the snow. Information about your hours. Any special requests.
Keep reading to learn more about preparing a RFP for snow removal, including:
When you put together a detailed, comprehensive RFP for snow removal companies to review, it helps ensure the bids you get back are all comparable and cover all your snow and ice management needs.
When you compile a detailed RFP, you can easily see how each company charges for the work they provide. Include all the services you’re looking for from the company, in detail. Then, you can easily compare details when you review each proposal.
A solid commercial snow removal proposal helps the vendors know what your needs are so they can offer accurate pricing. That helps you make an informed decision when it’s time to partner with a snow removal company. It helps ensure you get the information you need about the vendor, from their references to their ability to do the job to their work history.
Basically, a good RFP levels the playing field, ensuring you get apples to apples bids.
If your property isn’t safely prepared for a winter storm, you could be liable for any accidents or injuries on your property, including to employees, customers
and visitors.
Slip-and-fall accidents are one of the most common injuries and liability issues on commercial sites, and a huge worry for property managers and owners.
A detailed commercial snow removal proposal creates a clear, written record of expectations and responsibilities. This helps both you and the contractor by detailing what exact services, from plowing to de-icing, are included, and where on the property these services will happen. Are the walkways up to each house in an HOA cleared by the contractor, or is that the responsibility of the homeowner?
The contract created from a snow removal request for proposal can include clauses that clearly state who is responsible for damages that occur during snow removal, making liability concerns clear.
Again, here’s where detail is really important.
What exactly are your expectations for the snow and ice management on your property? If you don’t provide enough detail, that leaves you vulnerable if there’s an incident or accident and you don’t have clear documentation that shows what services you requested and when.
If you don’t offer enough details in your RFP, you may end up paying for services you didn’t really need.
Maybe you want to hold off on plowing until after a snowstorm is over. If you don’t specify that, crews might clear snow multiple times during the storm — and that will cost you more money.
What to include in a snow removal RFP? Take a look:
Details matter. Be clear and detailed about exactly what you want from your snow management company.
Do you want paved areas and sidewalks treated as soon as snow or ice begins to accumulate? When do you want plowing to begin? When one inch of snow has accumulated? Two inches?
Do you want areas pre-treated with brine before a snow or ice event? Will snow be hauled offsite or pushed to the perimeter of the property?
Should crews clear your entire property, or just certain areas?
Maybe there’s a public sidewalk at the perimeter of your property. Should that be cleared?
You get the idea. The more details you offer in your snow removal RFP the easier it will be to compare bids later.
Maps matter. Include a detailed map outlining all areas of your property that need service, including parking lots, sidewalks, loading docks, and access points.
Where should the snow be stored? Designate specific locations on the map for contractors to pile or relocate snow.
Sure, you need snow plowing, but what else? Hand shoveling? Snow blowing? Pre-treatments with brine? De-icing and salting? Will you need snow hauled off your property and stored off site?
How often do you want the company to show up? During heavy snow events, will you need them multiple times to keep surfaces clear? Or not until the end of the snowfall?
Maybe your property is a school, and will be closed during heavy snowfall. Your needs are different than a retail center that needs to stay open.
Go ahead and include your property’s hours of operation. Maybe most of the businesses in your retail center open at 9 am but you’re a dialysis center that opens at 6 am, so you need crews to have snow cleared by then. That’s important information to include.
Are there certain hours your snow management company wouldn’t be allowed to work on your property? Some HOAs, for example, have rules about this. Add it to your snow removal request for proposal.
Do you have extra requests? Maybe you have new pavement or lots of your HOA residents own dogs, so you need specific ice melt products.
Honestly, when it comes to your snow removal request for proposal, there’s no such thing as too much information,
While your snow removal RFP is all about explaining your needs, it’s a good opportunity to ask for information, too.
What array of snow removal equipment will the company use on your property?
Maybe one company will plan on one truck with a plow, but another will send one truck and two skid steers. That can make the difference between your property being cleared in four hours or taking all day.
Is it important that your contractor care about being environmentally friendly? Ask for examples of how they do that. What safety practices do they follow?
What to include in a snow removal RFP? When you submit your RFP, ask what choices the contractor offers when it comes to types of contracts.
You’re probably familiar with the standard time and materials contract, where your cost is based on how long it takes crews to clear your property and how much ice melt product is actually used.
But it’s nice to have options.
A per inch snow and ice management contract includes a quoted price for the amount of snow removed. For example, 0-1.99 inches has a set price, 2-3.99 inches has a set price, etc. Each chemical application for the roadways and sidewalks has a set price per application.
Or maybe you'd like a seasonal contract, where you pay a set amount for snow and ice services for the season — no matter how much snow falls or how many visits to your property are needed.
Your cost is set based on snowfall amount averages taken over past years. If you sign a five-year contract, low snow years and high snow years will even out over the span of the contract.
Then, you’ll always know exactly how much to budget for snow and ice management services.
Your RFP should give the companies the opportunity to offer details that set them apart from the competition.
Give them a chance to sell themselves. You can use that information as you narrow in on your top choice.
Do you really want to be flooded with dozens of snow removal bids to sort through?
Not really, right?
Do some homework first to figure out what snow management companies in your area are qualified to care for your property. Then, you’re ahead of the game because you already know they can do the job. Not everybody will have the staff and equipment to meet your needs, especially if you have a large property.
Who already has satisfied customers? Start there.
Send snow removal RFPs to a few select companies you already know specialize in commercial snow management. Shoot for 3-5 reputable companies.
Looking for a skilled, dependable snow management partner? Tell us everything.
We’d love to see your detailed, information-packed snow removal request for proposal.
Contact us for a free property assessment and consultation. We'll give you an honest evaluation of your best options.
Level Green Landscaping provides snow removal services in DC, Virginia and Maryland for its existing commercial maintenance customers.
Call us at 202-544-0968, or complete our contact form here to ensure you have the best snow removal company for your commercial property — before the snow piles up.