Crafting a Commercial Snow Removal Contract: Essential Elements for Minnesota Businesses
Understanding the Importance of a Commercial Snow Removal Contract
When snow starts to fall, the last thing you want is to scramble for snow removal. A commercial snow removal contract ensures that your property stays clear, safe, and accessible, minimizing disruptions and protecting your business from potential liability. Whether it’s snow plowing, de-icing, or salting, having a formal agreement in place means you’re prepared for any winter storm.
In this blog, we will present you with all the necessary steps and measures to create a snow removal contract that’s solid, to the point, and meets the needs of both parties.
Key Takeaways from the Blog:
- A commercial snow removal contract gives you clear expectations and reduces the risk of unexpected costs.
- Professional snow removal services protect your property, reputation, and safety during the winter months.
- Twin City Outdoor Services’s tailored snow removal solutions ensure your business stays open and operational, no matter the weather.
Defining the Scope of Services
A well-defined snow removal agreement is crucial for ensuring your commercial property stays safe and accessible throughout the winter. By clearly outlining the services included in your snow removal contract, you can avoid misunderstandings and ensure that every detail is taken care of. The scope of services should reflect your property’s unique needs, taking into account the amount of snow, high-traffic areas, and safety priorities like walkways and emergency exits.
Typical services included in a seasonal snow removal contract or a per-occurrence contract often cover:
- Plowing parking lots and driveways
- Shoveling and salting walkways, entrances, and sidewalks
- De-icing to prevent ice buildup
- Snow hauling for excessive snow accumulation
- Ice management and treatments for high-risk areas
- Clearing access to emergency exits and critical infrastructure
By customizing your snow removal contract to fit your site, you ensure that each service is tailored to meet the needs of your business, helping you manage snow and ice safely and efficiently throughout the winter season.
Establishing Service Triggers and Response Times
When it comes to snow and ice management, one of the most important aspects of your snow removal contract is setting clear service triggers and response times. “Trigger depth” refers to the amount of snow that must accumulate before snow removal services begin. For example, a trigger depth of 2 inches means your snow removal contractor will begin clearing snow once the accumulation reaches that level.
Establishing response times ensures that your property remains safe and accessible. Timely snow removal is critical for preventing accidents like slips and falls, which could lead to costly liability issues. Whether you’re dealing with light snowfall or heavy snow, having snow removal contracts in place with set response times ensures you’re ready for any weather pattern.
Pricing Models: Choosing the Right Structure
Winter in Minnesota can be a wildcard. One minute it’s a light dusting, the next it’s a full-blown snowstorm. That’s why choosing the right pricing model for your snow removal contract is essential. Let’s break down the different options so you can avoid overpaying and stay on top of your winter maintenance budget.
Per-Push Contract
- Description: You pay for each snow removal service, typically after each snowfall or storm. Often utilizes a ‘tier’ structure for the amount of snow removed(1-3”, 4-6”, etc.).
- Benefits: Pay only when services are needed, ideal for areas with lighter snowfalls.
- Considerations: Costs can accumulate quickly during a heavy snowfall or multiple snowstorms in a short period.
Per-Event Contract
- Description: Charges are based on individual snow removal events, including salting, plowing, and other services for each storm.
- Benefits: Predictable pricing for each storm, often more comprehensive than per-push contracts.
- Considerations: Can be costlier if snow events happen frequently throughout the season.
Seasonal Contract
- Description: A flat fee for the entire snow season, regardless of the number of snowfalls.
- Benefits: Fixed, predictable pricing makes it easier for businesses to budget throughout the winter.
- Considerations: If the winter is mild, you may end up paying for services you don’t fully use.
Time & Materials Contract
- Description: Charges based on the actual time spent and materials used (such as salt and de-icing agents).
- Pros: Flexible, pay for exactly what is used.
- Considerations: Can lead to unpredictable costs, especially during heavy snow events.
Choosing the right pricing model for your snow removal contract depends on your property’s specific needs and Minnesota’s unique winter weather patterns.
Liability and Insurance Considerations
In snow removal, the right liability coverage is just as important as the service itself. A solid snow removal contract should protect both parties with clear liability clauses to cover accidents or unexpected events during commercial snow and ice management. For property managers, ensuring proper coverage is crucial not just for peace of mind but for the safety of your property and everyone on it.
Here’s a minimum of what you need to look for in your snow removal contract to keep everyone safe and secure:
- General Liability Insurance: Covers any accidents or property damage caused during snow removal work.
- Workers’ Compensation: Protects workers and your business if someone gets injured while clearing snow.
- Vehicle Insurance: Ensures snow removal vehicles and equipment are covered in case of an accident on your property.
- Additional Insured: Adds your business or property as an additional insured party, giving you extra coverage.
A well-structured snow removal contract that includes these essential protections ensures peace of mind throughout the snow season. Whether you’re managing a multi-year snow removal contract or just looking for a tailored snow removal agreement, make sure your contract covers all the bases.
Environmental and Regulatory Compliance
In Minnesota, snow removal goes beyond just clearing walkways. It’s essential to follow local environmental regulations related to salt usage and snow disposal. The state has set guidelines to minimize the environmental impact of de-icing products and snow piles, ensuring snow and ice removal activities do not harm the local ecosystem.
Find a contractor who is committed to sustainable practices and fully complies with Minnesota’s snow removal regulations. Make sure they incorporate eco-friendly de-icing products and use proper snow disposal methods to protect the environment while keeping your property accessible.
Whether you’re looking for a multi-year snow removal contract or a more flexible per-inch contract, TCOS customizes snow removal services to meet local environmental standards – and YES – we are ‘Smart Salt Certified’ through the MPCA. With our solutions, you’ll have peace of mind knowing that your snow management is environmentally responsible and compliant with local laws.
Communication and Documentation Protocols
Effective communication is the foundation of a successful snow removal contract – and it’s essential to ensure that both the snow removal provider and the property manager are on the same page. This minimizes misunderstandings and keeps things running smoothly throughout the winter season.
In addition to communication, thorough documentation is equally important. Well-kept records protect both parties and provide a clear picture of services performed. Here’s are some best practices to ensure everything is documented properly:
- Service Logs: Always record the time, date, and details of each snow removal service for transparency.
- Weather Reports: Keep track of snowfall and weather patterns to document when services were initiated and completed.
- Photographic Evidence: Capture photos before and after snow removal to have a visual record of the work done.
- Frequent Updates: Keep the lines of communication open by providing regular updates about snow conditions, service schedules, and forecasts.
- Clear Contact Information: Ensure both parties have direct access to emergency contacts for quick action during unexpected snow events.
By following these protocols in your snow removal contract, you can ensure smooth operations and create a positive relationship between both parties. This level of clarity and organization is essential for snow removal businesses looking to provide top-notch service.
Frequently Asked Questions (FAQ)
What is a snow event?
A snow event refers to a period of snowfall that requires snow removal services. Whether it’s light snow or a heavy snowstorm, the event triggers the start of snow and ice management services outlined in your snow removal contract.
How are additional services billed?
Additional services, such as snow hauling, extra salting, or emergency snow removal, are typically billed separately. These costs are often outlined in the snow removal contract as extra charges based on the time and materials or per-push contract structure.
Can the contract be terminated early?
Yes, many snow removal contracts can be terminated early, but this depends on the contract type and terms. Some contracts may include early termination fees, while others may offer more flexibility. Always review the snow removal contract template for specific details.
What’s the best type of snow removal contract for my property?
The best contract depends on your property’s size, location, and the level of snow activity. Commercial snow removal contracts for businesses with consistent snow accumulation may benefit from a seasonal contract with a set price. For properties with unpredictable snowfalls, a per-push or time and materials contract may be more cost-effective.
How does TCOS ensure reliable snow removal during every snowstorm?
At Twin City Outdoor Services (TCOS), we pride ourselves on providing reliable snow removal services. We prioritize communication, timely service, site optimization and the right snow removal equipment to handle any snowstorm. Our snow removal business is built to meet the needs and exceed the expectations of property managers throughout the winter season.
Are there benefits for long-term contracts?
Yes, longer-term snow removal contracts, especially multi-year contracts, can offer several benefits. Property managers who choose long-term commitments may see several advantages. Reach out to us to find out more!
Keep Your Property Safe with Trusted Snow Removal Services
A solid snow removal contract is the key to keeping your property safe and accessible, no matter how much snow falls. With Twin City Outdoor Services (TCOS), you’re partnering with a team that understands Minnesota’s harsh winters and is committed to delivering reliable, sustainable snow removal solutions. Whether you need a seasonal snow removal contract or a more tailored plan, we’ll ensure your property stays safe all season long.
Get in touch with TCOS today at +1 (763) 235-2414 to create a custom snow removal agreement that fits your business needs!