How Property Managers Structure Snow Removal RFPs in Ottawa

1. Scope of Work: Be Specific

The RFP should clearly define the areas to be serviced—parking lots, sidewalks, loading docks, fire routes, drive lanes, curb lines, etc. Property managers typically include site maps or aerial images to ensure bidders understand the full scope.

Pro Tip: Specify whether the site requires 24/7 coverage, daytime touch-ups during active storms, or after-hours-only service.

2. Snowfall Limit Clauses

Most RFPs in Ottawa set seasonal snowfall caps (e.g., 250–260 cm) to protect the budget and establish a baseline for service expectations. After the seasonal limit is reached, additional charges typically apply on a per-centimeter basis.

📖 Read more: Why the Snowfall Limit in Ottawa Is 254 cm
This post explains how snowfall caps are structured and why understanding Ottawa’s average accumulation matters when negotiating contracts.

3. Response Times & Service Triggers

A properly written RFP includes specific expectations for:

• Response times (e.g., service within 4 hours of snowfall stopping)

• Trigger depths (e.g., 2 cm for clearing, 0.5 cm for salting)

• Continuous snowfall conditions

• On-call service availability

Clear expectations upfront reduce miscommunication during major weather events.

4. Insurance Requirements

This part of the RFP is non-negotiable.

Most Ottawa property managers now require a minimum of $2 million to $5 million in Commercial General Liability (CGL) insurance—along with proof that the contractor will name the property owner/manager as Additional Insured on their Certificate of Insurance.

Learn more: Why Snow Removal Contractors Need Proper Insurance
We break down what kind of coverage is essential, how to spot red flags, and why a $1 million policy might leave you exposed.

5. Ice Control & Salting Plans

Salt use is heavily scrutinized in Ontario due to environmental and liability concerns. Your RFP should ask for:

• Type of material used (salt, treated sand, brine, etc.)

• Application rates

• Calibrated equipment details

• Ice watch and slip prevention plans

Related: How Much Snow Is Expected in Ottawa for Winter 2025/2026?
Plan ahead using snowfall trend data and prepare your RFP accordingly.

6. Damage & Spring Repairs

Because snow hides most curbs, posts, and landscaping features, damage can and will happen—but your RFP should clearly state that the contractor is responsible for:

• Documenting service visits

• Repairing plow-related damage in the spring

• Conducting a walk-through with the property manager at season’s end

Tip: Requiring photos or GPS-tracked service reports adds another layer of accountability.

7. Contractor Qualifications

Don’t just award the lowest bidder. Use your RFP to ask for:

• Years in business

• Commercial site references

• Equipment list

• Subcontractor usage (if any)

• Certifications (like Smart About Salt)

The RFP process isn’t just about finding the cheapest option—it’s about choosing a reliable partner who can manage your risk and keep your tenants safe.

Let’s Talk About Your RFP

At VS Landscape Group, we’ve worked with dozens of Ottawa property managers to respond to custom snow RFPs—whether for commercial plazas, warehouses, condo developments, or federal sites.

We maintain $5M in liability insurance, use calibrated salt equipment, and offer real-time service tracking and reporting so you’re always in the loop. And if you’re just starting to plan your next RFP, we’re happy to help.

Contact us today for a free consultation or to receive a sample snow removal RFP template tailored to your site’s needs.

Related Reads:

• Why Snow Removal Contractors Need Insurance

• Ottawa’s Snowfall Limit: Why 254 cm Matters

• How Much Snow Is Expected in Ottawa for 2025/2026?