TIMELINES:
Once all of the information has been gathered and the RFP is ready for release, it is important to set a realistic time line for the vendor partners you have chosen to prepare an adequate proposal. Most companies will have feet on the ground at each location, verifying square footages and reviewing the areas for potential pit falls. While most companies use a mixture of technology and feet on the ground bidding strategies to determine their final price, it is imperative they have the time they need to provide adequate proposals. A range of 3 to 6 weeks should be allotted from the date of RFP release to the final bid opening. This is a common time frame for portfolios that number locations in the thousands.
By allowing partners to thoroughly review the sites on which they are bidding, costly mistakes can be avoided by rushing proposals. It is never in your best interest to make a rushed decision. It is better, if needed, to extend the RFP date, or to take longer than expected in making a final vetting decision. Finding the right partner can save thousands in a rushed decision.
Once the right partner has been vetted and the project awarded a 30 day implementation, time should be allowed to properly set the project in place. The projects should then be scheduled sequentially as their needs require. It is key to start the process of the RFP early enough to make sure your partner vendors can provide the work in the predetermined time frame. Because snow removal work is extremely sensitive to weather requirements, having the right plan in place will save thousands in scheduling conflicts and issues. In our experience it is vital that the snow removal partner be selected by August 1st. What this means is that the vetting process and RFP must happen during the Months of June and July.