Planning for Success: Pre-Season Snow and Ice Removal Essentials | MCS

Preparation is key to a successful snow season, and summer is the ideal time to evaluate your site, identify high-priority areas and lay the groundwork for a strong snow and ice removal season. That includes drafting a clear, detailed snow and ice removal request for proposal (RFP) that attracts the right partners.

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Here are the essential steps to take now, so you're ready long before the first signs of winter.

Set expectations and priorities

Get everyone on the same page from the start by having internal teams meet to confirm needs and expectations regarding your snow and ice removal program. Use this conversation to confirm and get sign-offs on the following items:

• Team members or leads who may be new since your last RFP and who need to be included in the process.
• Elements that may have been inadvertently overlooked in your last RFP.
• Whether your site maps (where snow will be cleared) and push maps (where the snow will go) are up-to-date.
• Which areas of your properties should be cleared first and by what time of day should the services be completed?

Evaluate your accessibility

Ensuring accessibility enhances both safety and convenience for customers visiting your business. Think through the different ways your business is accessed and how that could affect your snow and ice removal needs as you prepare your RFP. Consider access points that should be cleared, including:

• Parking lot entrances and sidewalks
• Drive-thru and walk-up windows and any adjacent paths and waiting areas
• Designated spaces for curbside services and the paths employees take to reach them

Prepare your snow and ice removal RFP

Getting a late start doesn’t mean your program won’t be successful, but it could have negative consequences. Starting early helps ensure you have the option to work with the most qualified vendors at reasonable prices. Issuing your RFP in July allows potential partners to respond within 30 days, giving you sufficient time to make your final selection.

To set your commercial property up for success this winter, your RFP should clearly define expectations and responsibilities. Be sure to include:

• Site maps that indicate which sidewalks, pathways and areas are your partner’s responsibility versus those maintained by the local municipality or covered under Common Area Maintenance (CAM).
• Push maps that show exactly where snow should be moved or piled—keeping work zones and traffic areas clear.
• Priority areas to identify what needs to be cleared first in the event of a major storm—such as key parking lots, sidewalks, driveways or loading docks.
• Service expectations that outline exactly what should be done, how it should be done, and any product or equipment requirements (or restrictions).
• Service times to ensure snow and ice are cleared before employees or customers arrive on site.
• Communication and reporting expectations, including pre-storm updates, post-event reporting formats, frequency and confirmation that your partner can integrate with your work order systems via API.
• Liability coverage that confirms your provider has the right insurance to protect you from risks like slip-and-fall claims or property damage during service.
• Special requirements beyond standard practices—such as requesting snow be hauled away instead of pushed to designated areas.

Consider a SIMA-certified partner

A partner with Certified Snow Professionals (CSPs) on staff have demonstrated capabilities in safely and effectively delivering the snow and ice removal services you need. The Snow & Ice Management Association (SIMA) certification shows their commercial snow removal expertise in six key areas: the science of snow and ice operations, operations management, risk management, sales and estimating, business management and human resources. Chain Store Maintenance – an MCS company, has multiple CSPs on staff to help ensure your program’s success.

Conduct a preseason inspection

Holding an on-site meeting with your snow removal partner before your season begins can improve the outcomes of your snow and ice removal program—especially for businesses in areas where snow is heavy and consistent. Your partner should:

• Confirm the areas that need to be maintained from the site map you shared in your RFP, as well as where the snow will be pushed
• Check for existing damage as a baseline for comparison at the end of the season
• Map out any areas that need to be staked as a guide for servicers, to prevent damage to turf, curbs or other obstacles they may encounter during snow removal

While every stage of your snow and ice removal program is essential, your success largely depends on taking critical steps, such as those outlined here, before the season begins. A trusted snow removal partner can assume responsibility for many of your snow and ice removal requirements and work with you to build an effective program for this year and beyond.

Talk to Us about Commercial Snow Removal

Looking for a trusted snow and ice removal partner? 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.