While it may seem that winter was just here, savvy facility and property managers know that it’s already time to start planning for the next snow season. May is the time to start drafting your RFP so it can be distributed to potential partners in June allowing a decision to be made in August to be prepared for the first snowfall. Our team of experts outlines seven essentials to include in your snow and ice RFP, plus three RFP mistakes to avoid.
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You’ll want to clearly outline your level-of-service expectations, from the services you want completed and how you want them completed to any related requirements, such as specific equipment or snow removal or de-icing products to be used or avoided.
Your snow and ice RFP should include site maps that specify the sidewalks and pathways to be cleared by the provider versus any that are the responsibility of the local municipality or are covered through Common Area Maintenance (CAM), as well as push maps that indicate where you want the snow to be pushed so that it doesn’t impede work or traffic.
In the event of a severe storm event or other potential challenges, you’ll want to indicate which areas of each property are the highest priorities—for example, specific parking lots, sidewalks, driveways or loading docks—so your provider knows which areas to clear first.
In addition to including them in your scope of work, calling out the times when service needs to be completed in your snow and ice RFP ensures that employees and customers can access your property safely.
Your snow and ice RFP should lay out your expectations regarding reporting on the work being completed, including pre-storm communication as well as timeframes and the preferred format and frequency for communication and reporting of services.
To be certain you’re covered for potential issues like slip-and-fall claims as well as damage that can occur during snow and ice removal, confirm that your provider has the necessary liability insurance by stipulating this in your snow and ice RFP.
If you have requirements for your properties that go beyond typical industry standards for snow and ice removal, your RFP is the place to share them. For example, if you want snow to be hauled away versus the typical push process, note it so that potential providers can adjust their estimates as needed.
DOWNLOAD PDF: Key Terms to Know in Commercial Snow & Ice Removal >>
When it comes to the snow and ice RFP process, one small mistake can cascade into many more that can ultimately hinder or even derail your snow removal program. Here are three you’ll want to be sure to avoid.
Mistake 1: Starting your RFP process late
Starting your process late means you will likely end up paying more and missing out on opportunities to work with the most qualified local servicers because they’ll already be booked. Start putting your plans together in June so that you can send your RFP out in July. Ask providers to respond with pricing details within 30 days. This gives you a month to make your decision and have contracts approved and signed internally by the beginning of September, and in turn gives your chosen provider 30 days to get your site(s) linked with local servicers in time for the first snowfall.
RELATED: Snow Removal Checklist: 7 Items to Ensure a Successful Snow Season >
Mistake 2: Not having site maps
After your contract is signed, you can do site walks with your provider to better understand where snow should be pushed, but it shouldn’t be the first time you broach the subject. Start the conversation by including site maps in your snow and ice RFP. It will provide a higher level of clarity up front for both you and potential providers to ensure your needs are understood and that your services are priced appropriately to meet them.
Mistake 3: Not ensuring internal alignment before sending your snow and ice RFP
Sometimes the big-picture corporate priorities for snow removal and the actual needs at the site level for each location don’t line up, which can create issues for your program, setting you up
for failure. Getting on the same page internally (ideally before sharing your RFP) can help you secure the services you really need—when, where and how you need them to be performed.
Partner with Chain Store Maintenance for Your Snow and Ice Program
If you haven’t started planning your RFP for next winter yet, get going today. And if you’re
in need of an experienced, trusted snow and ice removal partner, consider the team at Chain Store Maintenance - an MCS Company. Contact our pros today to request a quote and learn how we can partner with you to effectively meet all of your commercial snow and ice removal needs.