Commercial and retail property managers know summer is the time to start preparing for the upcoming season by developing a Request for Proposal (RFP) for snow and ice removal services. In some regions in Canada and the USA, there can be snow and ice by October; planning to release the RFP by the end of September is always smart if you want to lock in the best vendors before they get booked ahead of you!

The process for getting pricing and contracts in place for plowing, shoveling, snow blowing, de-icing, salting, sanding, etc., has become more complex in recent years, particularly with increased “slip and fall” insurance claims across North America. Snow and ice management is a high-risk business in terms of liability, and one size does not fit all when it comes to choosing a quality vendor. According to the Accredited Snow Contractors Association (ASCA), there are on average 30,000 slip-and-fall claims across North America each year related to snow and ice. You don’t want to be responsible for one of these claims!

Whether your facility is being maintained by a facility maintenance service partner that provides snow and ice removal, or you hire snow removal contractors directly, you’ll want to ensure winter property maintenance is being done by a professional who follows industry best practices for quality and safety.

The following 8 steps are a guide for creating an RFP that delivers what you should expect in order to keep your facility safe, properly maintained during the winter months, and with as minimum risks as possible.

RFP Step 1: List Properties and Areas for Winter Property Maintenance

First, list all your properties where snow and ice removal services are going to be needed. Identifying locations such as “north parking lot”, “main entrance”, etc. clarifies areas of responsibility. Current technology (e.g., smart phone cameras, Google Earth aerial photos) makes it incredibly easy to visually identify specific areas to address and name for your prospective service provider, further defining project scope while eliminating confusion and miscommunication.

RFP Step 2: Create Scope of Work

Scope of work should include areas for plowing, shovelling, snow blowing, de-icing, salting, sanding, in additional to where to put the snow, including when snow piles should be removed from the site. Snow clearing frequency is also an important factor for bids. For clarity, this could be in a chart form, with descriptions for areas/items, requested service, and frequency of service. The details matter!  For instance, should sidewalks around the property be free of snow and ice within 24 hours after a snowfall, or within 12 hours?

Tip: Don’t assume! Check your local and regional bylaws. In Toronto, for example, the city’s Municipal Code Chapter 719 requires residential and business property owners to clear all property-adjacent walkways of snow and ice accumulation within 12 hours of the snowfall.

Watch for wording that limits or restricts services. For example, a winter property maintenance contract might only dictate that “X” inches of snow triggers snow removal. However, what if there are fewer inches but conditions are still hazardous? What about ice or melt and refreeze follow up? Again, check local bylaws: make sure all code and ordinance requirements are addressed, and that wording is clear in the RFP.

RFP Step 3: Specify Your Business Requirements

Your specific business requirements include items such as the kind of service agreement you expect, submission requirements, pricing template, payment terms, main point of contact, and submission deadline. These items are not negotiable and should be used as a first step when pre-qualifying vendors. Insurance and certifications are also key: these are addressed in the next steps.

RFP Step 4: Insurance Requirements

Operating a snow removal company is an extraordinarily high risk business. If the company you hire is not adequately insured, and in the event of a slip-and-fall claim, the property owner may be liable.

Snow Removal Insurance is a policy package that provides financial coverage for the common risks associated with owning a snow removal business, both slip-and-fall injuries and third-party property damage. Know what legal requirements apply in your province. Typically, these mandate snow and ice removal in detail, including safety signage.

In Canada, the Occupiers’ Property Act governs premises liability for a broad range of establishments and owners.  Snow removal contractors need to have both Commercial General Liability Insurance to cover common liability risks, such as slip-and-fall injuries or third-party property damage; and Tools and Equipment Insurance, to covers the cost to repair or replace their tools and equipment.

RFP Step 5: Indicate Preferred/Required Certifications

There are three quality standards to look for when reviewing your snow removal contractors.

Check for an ISO9000 Quality Standard. This is an international standard on quality management and quality assurance for customer satisfaction and business efficiency. ISO 9000 vendors are required to follow rigorous standards for quality management. A recent addition to the ISO 900 family has been a standard specifically for snow removal (SN 9001). Either standard provides confidence that the company is going to deliver on what they promise.

Companies have found that hiring an ISO 9001 or SN 9001 certified contractor helps protect property managers from slip and fall lawsuits because lawyers know it will be much harder to prove negligence when ISO certified systems are in place

Two other certifications to be mindful of: ASCA and CSP.  Both originated in the USA but are available and in use across both the USA and Canada.

The Accredited Snow Contractors Association(ASCA) certification is an annual certification process developed for individuals who work in the professional snow and ice management industry. It was developed to support the ANSI Approved American National Standards for the snow and ice management industry.

The Certified Snow Professional (CSP) certification was designed for business owners and executives and focused on critical elements of running snow removal business based on best practices for marketing, human resources, snow-specific operations, legal and more.  The certification also requires annual continuing education to maintain good standing.

RFP Step 6: Pre-Qualify Vendors

Now is time to research and prepare a list of vendors. Pre-qualify using a list of specific questions so you can focus your research on vendors more likely to meet your requirements.

  • Licensing: Do they have the required license?
  • Experience: How long have they been in business?
  • Insurance Coverage: Do they meet your minimum insurance requirements?
  • Quality: Do they meet your certification requirements? What are the processes for inspection, audit and feedback on service delivery?
  • Sustainability and Environmental Policy: Do they have one? Is it in line with your organizations policies or values?
  • Service Area / Availability: Do they service your area (that is, are they accustom to the conditions and do they know the local bylaws?
  • Response Time: what communication systems are in place so they respond quickly?

When you’ve narrowed down your list, do a reference check on vendors that are new to you.  Remember when you check to ask, “would you hire this company again?”. This is an effective way of getting an answer you can trust.

Include a cover sheet with your company, name, contact information, and a title or identification of the RFP with a clear deadline. Let the vendors know the day by which you will respond.

RFP Step 7: Book a Walk Through

For your short list (and in particular, new vendors) schedule a mandatory on-site walk through, especially on new, unique, and/or complex sites. If this is not possible in person (because of COVID), set up a virtual walk-through.

RFP Step 8 Compare “Apples to Apples”

Review the answers under common categories so you can properly compare what each are offering. The categories should reflect what is important for your facility. For instance, if you are looking for de-icing without the use of chemicals, be sure to make this a category; otherwise, you might include it under “materials and equipment”.

Compare pricing using a pricing template so you can make fair comparisons. Is the pricing structured in a clear way? A contract might be a lump sum for the season or per storm, or even per inch.

Awarding the RFP Contract and Follow Up Throughout the Season

Award the contract to the winning bidder based on your criteria and budget. Review the terms of service contact and make sure the administrative paperwork is complete and billing processes are clear. Set a timeline to review the performance of the contractor throughout the season to ensure the scope of work is being completed to expectations.

Facility managers know that summer days are an ideal time to start thinking about setting up the winter property maintenance jobs. There’s a lot to remember. We know, because at Kleenway, we take the same care and attention when delivering snow removal and ice management services for our commercial, retail, healthcare and institutional clients. As a building maintenance and commercial cleaning company, we see firsthand the importance of quality, professionalism and best practices for the facility maintenance, particularly when it comes to winter hazards.

By following step 1 to step 8, you should have everything you need to ensure safe conditions for your building occupants and visitors regardless of hazardous winter conditions.

Visit us to get-in-touch to discuss your upcoming winter property maintenance needs.