Snow Removal Seasonal Contract RFP Template

You need a snow contractor locked in before the season starts. Whether you prefer a fixed-fee per-season contract (predictable) or per-event (you only pay when it snows), this template covers both.

Snow Removal & Ice Management — [Property Name] — [Season]

Seasonal snow removal and salting / sanding contract for our [property type] at [address]. [Per-season fixed fee / per-event]. Coverage Nov 15 – April 15.

Scope of work:
- Plowing of all parking areas, driveways, and loading docks at [X] cm trigger depth.
- Sidewalk clearing (snow + ice) to property entrances within [X] hours of snowfall ending.
- Salting / sanding of all walking surfaces and high-risk vehicle areas.
- 24/7 monitoring during snowfall events.
- Mid-season salt re-application as needed.
- End-of-season cleanup (sand removal from lawn edges).

Pricing structure options (bidder to quote both):
1. Per-season fixed fee: covers unlimited events at the contracted scope.
2. Per-event: per-push rate + per-salt-application rate.

Service standards:
- All vehicle areas cleared within [X] hours of snowfall ending.
- Sidewalks cleared within [X] hours.
- Salting applied at every event and when temperatures cause refreeze risk.
- Service log per event provided (start time, end time, materials used).

- $5M general liability insurance with slip-and-fall coverage.
- WSIB clearance.
- Documented service log per event (date, time, action, materials).
- GPS tracking of equipment (preferred).
- Backup equipment and crew documented (no excuses for "trucks broke down").
- Service area coverage map.
- Three references for commercial properties of similar size in the last 2 seasons.

1. RFP open: Post by August / September for best pricing.
2. Award: October 1 latest.
3. Pre-season inspection: Walk the site with the contractor before first snow.
4. Season: November 15 – April 15 (or as defined).

Full property access required. Property has [X] parking spaces, [X] linear ft of sidewalk, and [X] entrances. Site map provided on interest.

• Per-season fixed fee vs. per-event pricing — what do you recommend and why?
• What's your trigger depth and response time guarantee?
• Do you have GPS-tracked equipment?
• What's your backup plan if a primary truck goes down mid-storm?
• What's your slip-and-fall liability coverage?
• What's included vs. add-on (e.g. end-of-season cleanup, mid-season salt)?

1. Total seasonal cost (compare per-season and per-event scenarios).
2. Response time guarantees.
3. Liability coverage.
4. Service documentation and GPS tracking.
5. Local references and proven reliability.