Here in New England, we’re gearing up for winter season before the leaves even start to fall. For facility managers, now is the time to start preparing for the upcoming season by developing and administering an RFP for snow and ice removal services.
Pro Tip: A top priority in the month of September should be issuing an Request For Proposal (RFP) for snow and ice removal. Why? If you want the best snow removal contractor, you have to lock them in as soon as you can. Routes fill up quickly!
This week’s blog post is a step-by-step guide to developing and administering a snow and ice removal Request For Proposal.
We’re here to walk you through a constructive and practical approach to getting pricing and contracts in place for plowing, shoveling, snow blowing, de-icing, salting, sanding, and more. From step 1 to step 10 (and all the links in between) , you will have everything you need to ensure safe parking areas and walkways for your building occupants throughout the snow and ice season.
Create a List of Properties where snow and ice removal services are needed. We recommend including aerial photos from google earth and outlining the area of responsibility.
Develop a Scope of Work to be completed at each property. This should be very detailed and include descriptions of requested service and frequency of service. The scope of work can include line items for plowing, shoveling, snow blowing, de-icing, salting, sanding, and even removal of snow piles from the site. There should also be direction as far as how often and when a contractor should be triggered to perform the work.
- Pro Tip: Identifying a clear scope of work will result in easily comparable bid pricing. Read our blog post on writing a detailed and comprehensive snow removal scope of work.
Identify your General Requirements of the contract: service agreement, insurance requirements, minimum qualifications, submission requirements, pricing template, deadline, and point of contact.
Research and build a List of Snow and Ice Removal Companies to invite to bid on the snow and ice services. Read more on how to find qualified contractors here. We recommend inviting at least 3 contractors to bid. Be sure to do a preliminary contractor qualification to narrow down your list.
Assemble your RFP packet and include: list of properties, scope of work, general requirements, and a cover sheet with your company, name, contact information, and a title or identification of the RFP.
- Pro Tip: Identify a clear timeline and include deadlines. Contractors should have enough times to preview the property and ask questions. Give them a deadline to submit questions and date by which you will respond. Also give yourself enough time to review all the responses to the proposal, ask any questions YOU may have, and deliver an award in advance of the contract start date.
Issue your RFP to your list of snow and ice contractors via email or mail. Confirm receipt of the RFP packet and make sure you’re accessible throughout the period of response.
- Pro Tip: Schedule A Mandatory On-Site Walk-Through to meet with all contractors and communicate the expectations and scope of work (especially on new, unique, and/or complex sites).
Aggregate all questions into a document and issue responses to all questions to all bidders. This is a good way to keep an even playing field.
Review and evaluate all proposals for accuracy and completeness. Be sure all of the general requirements are met and the pricing is completed.
- Pro Tip: Providing a clear pricing template will ensure you get back pricing structured the way you want and that is easy to compare between bidders.
Award the contract to the winning bidder based on your criteria and budget. Set up a formal meeting with the contractor to review the terms of the service contract and make sure all administrative paperwork is complete and billing processes are clear.
Review the performance of the contractor throughout the course of the season to ensure the scope of work is being completed to your desired level of service.
There’s a lot of behind-the-scenes work that goes in to the administration of a contract such as snow and ice removal.
Keys to Running a Successful Snow RFP:
- Clear and Effective Communication
- Attention to Detail
- Uphold Standards and Expectation
ONE SOURCE has the expertise and resources to manage contracts across a variety of trades needed in any building. Can you use our help? Call us today to schedule a FREE Facility Program Assessment.