As facility managers, developers, or HOA board members prepare for the coming winter season, one of the most critical yet often overlooked tasks is finalizing the snow removal contract before the first flake falls. At LMC Landscaping, Inc., we have decades of experience partnering with commercial properties in the Baltimore‑Washington region to deliver reliable, weekly snow and ice management services—not simply ad hoc responses. Early contract finalization positions your property for seamless operational continuity, mitigates liability, and ensures safety for employees, visitors, and tenants.
1. Why timing matters: Finalize early
Waiting until the season begins to finalize snow removal agreements can expose your property to elevated risk. Industry best practice recommends securing snow‑and‑ice‑management contracts well before winter deployment. For example, one source asserts that putting an RFP out by early July gives your prospective provider time to plan, route and strategize.
An early contract also ensures your property is prioritized, that staffing and equipment are committed, and that weekly (rather than 10‑day) standby coverage is secured.
2. Service schedule: Weekly readiness vs. 10‑day cycles
Commercial landscapes require frequent vigilance in winter. At LMC we emphasize weekly‑service readiness rather than industry‑standard 10‑day cycles. A weekly schedule means your property is proactively monitored, equipment is maintained, and push zones or de‑icing protocols are updated as conditions evolve. This approach reduces risk of accumulation, hidden hazards, or delayed response that can occur when contractors follow longer cycles.
3. Scope of work: What should be included
When reviewing a snow contract, ensure it includes:
- Defined trigger points (e.g., accumulation thresholds, ice formation) for activation.
- Specific coverage zones: parking lots, fire‑lanes, pedestrian walkways, handicap ramps, building entries. Clear “push‑map” identification of where snow will be stacked.
- Equipment readiness: plows, blowers, de‑icing applicators, salt/brine supplies—ensuring your provider has capacity for your site size and traffic volume.
- Communication protocols: pre‑storm notification, during‑event updates, post‑event documentation. Transparency is key.
- Liability, insurance and risk‑management language: how the vendor handles damage, third‑party claims, snow pile visibility, run‑off/drainage.
4. Equipment and manpower: Capacity and backup
Large commercial properties require more than a one‑truck operation. Ensure your chosen vendor has:
- A dedicated fleet and backup units (so weather events don’t strain service).
- Trained crews, certified professionals, documented readiness.
- Pre‑season site walkthroughs: identifying curbing, islands, pavement edges, and hazard zones before snow season begins. This reduces liability and damage.
5. Push maps, stacking strategy and drainage considerations
Snow piling may seem trivial, but improper stacking can create visibility issues, drainage backup, or pedestrian hazards. A proper contract will have a push‑map, showing permissible piling zones, protected landscape areas, hydrants, and site drainage.
Also, consider whether excess snow will be hauled off‑site when backups prevent safe stacking.
6. De‑icing strategy and environmental impact
Snow management is not simply plowing—it includes ice mitigation. Look for vendors who use calibrated de‑icing materials (salt, brine, calcium/magnesium compounds) and understand environmental and hardscape impacts.
Ask: What product will be used? At what application rate? How do they address adjacent plantings or sensitive areas?
7. Documentation, verification and post‑season review
Rigor in documentation signals professionalism. A contract should require:
- Pre‑season site inspection and baseline condition record.
- In‑storm progress updates and final service reports.
- Post‑season wrap‑up: damage review, snow pile removal, de‑rooting of stakes or markers, and a review of the season’s performance.
8. Onboarding your vendor: What to coordinate now
As you finalize the contract, coordinate with your vendor on:
- Property map updates: parking layout, pedestrian paths, vehicle traffic flows.
- Identification of sensitive areas: fire lanes, deliveries, refuse collection, handicap routes.
- Winter access: identifying key areas for service provider staging and snow‑removal entry/exit.
- Communication chains: your property’s key contacts, after‑hours notification protocols, escalation.
- Site marking: curb stakes, protected zones, snow pile boundaries.
- Landscape protection: review of shrubs, trees, irrigation heads that may be affected by snow equipment.
Securing a robust snow‑and‑ice removal contract well before the first snowfall is a strategic step in protecting your commercial property, preserving operations, managing liability, and safeguarding tenant experience. At LMC Landscaping, Inc., we bring a disciplined, in‑house operated snow‑management division with weekly readiness, safety‑focused training, and a client‑centric approach. If you’d like our team to review your property’s winter readiness, coordinate site mapping, or finalize your agreement for the upcoming season, please contact us to schedule a consultation.