A well-run multi-site snow removal program is essential for operating your commercial properties safely and efficiently in winter weather. Is your snow removal program in good shape? Here are seven steps you can check off your list to ensure you’ll be ready for the season.
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Step 1. Start your process early
Late spring/early summer is prime time to start planning for your multi-site snow and ice removal program for next season for a couple of reasons. First, you can likely save money on services by booking vendors early. Plus, you’ll ensure you get your top pick of available providers. Starting your process in June or early July provides potential providers 30 days to respond and gives you another month (August) to make your selection and complete contract approvals by September, so you’re fully prepared for that first snowfall.
Step 2. Align expectations internally
Meet with internal teams to confirm needs and expectations regarding your multi-site snow and ice removal program. Are there new team members or leads since your last RFP who need to be looped into your process? Are there elements that may have inadvertently been overlooked in your last RFP that you want to include this time? Are your site maps (where snow will be cleared) and push maps (where the snow will go) up to date? This is your chance to fine-tune program details so potential providers have the clearest possible picture of your needs and expectations to give you the most accurate quote.
Step 3. Set priorities for snow removal
Once you’ve gathered your internal resources, it’s time to confirm everyone’s on the same page regarding your program’s priorities and goals and that they align with your budget constraints. For example, which areas of your properties should be cleared first? And what time of day should the services be completed by? All stakeholders should sign off on these priorities and requirements to ensure you’re able to secure the services you need for your multi-site commercial property snow and ice removal program.
Step 4. Release your RFP
We’ve already touched on some of the biggest tactical items that should be included in your RFP—like site and push maps, priority areas, service expectations and time requirements—but there’s still more to consider. Communication is an integral part of any multi-site snow and ice removal program (especially pre-storm communication) so it’s important to lay out your preferred format and frequency for communication and reporting. You’ll also want to confirm your provider’s liability coverage to safeguard against slip-and-fall claims and potential damage done during snow and ice removal.
Related Article: 8 Best Practices For Commercial Snow And Ice Removal RFPs
Step 5. Finalize your selection
When you’re closing in on your decision, it’s important to hear what potential providers have to say. Talk to your finalists to ensure they understand the details of your RFP and that they demonstrate they can fulfill your needs. From here, you’re ready to choose your partner and commence the contract processes.
Step 6. Complete a preseason inspection
Before the first snow and ice removal vendor of the season shows up for work, you may want to complete a preseason inspection with your provider to review and confirm the specifics, from reviewing your maps and confirming priority areas to checking for any existing damage that can be compared against your postseason walkthrough in the spring. This inspection is especially important in regions with consistent and heavy annual snowfall, as the risk of damage is higher. It allows your provider to note and map staking needs (if any) to help guide servicers and protect your properties during snow removal.
Step 7. Set up tech platforms/APIs
Does your portal have the API connectivity needed to ensure your multi-site commercial property snow and ice removal program integrates with your service partner’s technology platform? Be sure your system is set to enable snow communication and reporting and consistent work order processing before snow season gets started. MCS APIs connect with platforms like ServiceChannel, ServiceNow, Fexa, EcoTrax, Officetrax, FacilitySource, ServiceChannel, Corrigo and more, or you can leverage MCS’s technology platform.
Check Snow and Ice Removal Off Your List with MCS
Check out our ebook, Snow Removal Best Practices for Before, During and After the Season, to help you build your RFP and plan your program.
If you need a trusted snow and ice removal provider, contact your Chain Store account representative or email CSMsales@ChainStore.com to learn how Chain Store Maintenance - an MCS Company, can work with you to meet your commercial snow removal needs.
