Snow removal RFP & bid template
What should a snow removal RFP include?
A snow removal RFP should map the areas to clear (lots, drives, walks, steps), the trigger depth that starts service, required response and completion times, de-icing rules, where snow may be piled, and a pricing schedule that lets you compare per-push, per-event, and seasonal pricing — plus salt and hourly equipment rates, insurance, and the season dates.
Download the snow and ice removal RFP
Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.
What's in this RFP
Every section is pre-written for snow and ice removal — edit the [bracketed] fields for your property and send it to at least three contractors.
- Cover sheet — property, site walk, question and proposal deadlines, contact.
- Scope of work — 9 snow and ice removal items, written so every bidder prices the same job.
- Contract term & schedule.
- Pricing schedule — 8 line items with units, so the bids come back itemized and comparable.
- Qualifications — license, insurance, references, plus 3 snow and ice removal-specific asks.
- Exclusions, submission checklist, and evaluation criteria.
Scope of work
- Plowing of parking lots and drive aisles at a trigger depth of [2] inches, repeated every [2] inches of accumulation
- Shoveling or blowing of walks, steps, ramps, and entrances at a trigger of [1] inch
- De-icing of walks and entrances [after every event / when icing is present] with [rock salt / calcium chloride / pet-safe product]
- Lot salting/sanding [per event / on request] at [rate] lbs per 1,000 SF
- Initial response within [X] hours of trigger; priority areas (entrances, fire lanes, ADA spaces) cleared first
- Completion of all areas by [6:00 a.m.] or within [X] hours of the end of snowfall
- Snow stacking only in designated areas marked on the attached site plan; no blocking of hydrants, drains, or ADA spaces
- Site walk before the season with marked curbs, islands, and obstacles; contractor installs stakes
- Written or app-based log of every visit: time in, time out, services performed
Pricing schedule
Bids that come back as one lump sum can't be compared or held to the scope. The template asks every contractor to price these lines:
| Line item | Priced |
|---|---|
| Plowing — per push (lots and drives) | per push |
| Plowing — per event (0–6" / 6–12" / 12"+) | per event |
| Seasonal fixed price (alternate) | per season |
| Walks and steps clearing | per occurrence |
| Lot de-icing / salting | per application or per ton |
| Walk de-icing | per application or per bag |
| Loader / snow relocation | per hour |
| Hand labor | per man-hour |
Qualifications to require
- Active contractor license(s) for the work in this jurisdiction (copy attached)
- Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate — confirm with your insurance agent], auto liability, and workers' compensation, naming [Association/Owner] as additional insured
- Three references from similar properties in the last three years, with contact names
- Years in business and the name of the on-site supervisor or account manager
- Equipment list (plows, loaders, spreaders) and backup equipment plan
- Visit logs or GPS/app records provided with every invoice
- Prior snow contracts for properties of similar size
What a complete snow and ice removal bid includes
- Per-push or per-event pricing broken out by snowfall depth, and a seasonal alternate if offered
- Salt and de-icer priced by application or by weight, with the product named
- Response and completion times you can hold them to
- A visit log with every invoice so you can match charges to storms
Red flags when the bids come back
- Salting 'as needed' with no rate — the most common runaway cost on snow invoices
- No trigger depth in writing
- Seasonal pricing with no cap or minimum on visits defined
- No visit logs — you can't verify pushes or applications
How the bids will be evaluated
The RFP tells bidders up front how they'll be judged — which discourages lowballing by leaving work out:
- Total cost on the pricing schedule, compared on full scope (nothing excluded)
- Completeness — every scope item priced, with no allowances, 'TBD', or 'by others'
- Qualifications, references, and experience with similar properties
- Schedule, staffing, and responsiveness
- Warranty and contract terms
When the proposals arrive, line them up in the free bid comparison template and check each one with the 20-point bid review checklist. Rather not write the RFP at all? Bid Builder drafts one from your photos and notes and collects the bids for you.
This template is general information, not legal advice. Have your association counsel review contract terms and your insurance agent confirm coverage requirements before use.
More free RFP templates
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Compare my bids freeCommon questions
Per push, per event, or seasonal snow pricing — which is best?
- Seasonal contracts fix the budget but you pay even in a light winter; per-push and per-event pricing tracks actual snow but varies year to year. Ask bidders to price both on the same schedule and compare against a few past winters.
Why do snow removal costs run over budget?
- Usually de-icing. Salt applied 'as needed' without a defined rate or trigger can exceed the plowing cost. Put salt on the pricing schedule with a unit price and require visit logs.
When should we send out a snow removal RFP?
- Late summer or early fall, so contracts are signed and the site walk is done before the first storm. Good contractors book up early.