THE RFP:
Creating the RFP is a key to getting the project started right. Make sure the RFP template is straight forward and simple to read.
It is important that all pertinent site information is included in the RFP packet. This includes addresses and scope of work for each location. This should also include a site contact with whom to touch base in case there are any site specific restrictions or needs that may not be transposable in the RFP packet. An example would be an area of the parking lot sectioned off for container storage. Having the pricing broken down by service type is important, so you can see exactly what you are paying for. Another key to a successful snow RFP is to have employee parking and loading dock requirements broken out as key points on the site map, so all bidding partners have the exact service expectations at their fingertips.
Every piece of the project comes at a cost, but by being prepared and having an easy-to-use, straight forward, concise RFP can save thousands of dollars. When using an RFP properly, you can adequately budget and prepare for the needed services for years to come. Your dollars can be maximized and you will know exactly where they are going. One thing to also keep in mind is that the lowest bid price often comes at the highest cost. Under-bidding can result in having to remove an under-qualified contractor and having to take costly steps backwards in the process and possibly affect next year’s budgeting process. Budgets also can be affected when slip and falls occur. Many retail locations are charged high dollars to their operation budget when slip and falls occur at their store locations. Many managers receive their yearly bonuses based on a store closing budget, so slip and falls can easily cost more than a missed service.