Snow removal contracts can generate serious winter revenue. However, it’s easy to make bidding mistakes that cost you, especially when you’re used to more informal quotes.

This guide covers everything you need to know about how to bid for snow removal jobs, including:

• What bidding involves and how it’s different than a quote

• Where to find high-value snow removal opportunities

• A step-by-step process to prepare clear, accurate bids

• Winning strategies and costly mistakes that make or break profitability

• RFP response tactics to get your proposals noticed

If you’re ready to move from low-margin driveway plowing to high-value snow removal contracts, read on for bidding strategies that will help you scale.

What is bidding for snow removal jobs?

Bidding for snow removal jobs involves creating a proposal that defines the scope of your services, pricing, and terms and conditions. It is typically used for complex contracts that require more than just a quote.

For example, you might bid on projects for:

• Homeowners Associations or property management companies

• Hospitals, shopping centers, or office complexes

• Businesses with multiple locations

• Municipal roads, sidewalks, and public spaces

Winning bids like these can maintain cash flow for landscaping companies during the winter off-season and help dedicated snow removal companies improve their profit margins. 

But to find these more complex, high-value jobs, you’ll need to know where to look.

How do you find snow removal jobs to bid on?

It may be easy to find quick snow removal jobs on sites like Angi and Thumbtack, but these sites are less likely to have larger contracts. Instead, search for snow removal bids on niche websites and connect with businesses in your local community:

• Search online directories like BidNet Direct.

• Search local city or county websites, which usually have a page for bids and tenders.

• Register on SAM.gov to see opportunities for federal facilities.

• Attend events at your local chamber of commerce.

• Approach property management companies and local businesses.

In some cases, you may even be invited to bid on larger opportunities if you develop a good reputation in your community.

Finding the right jobs is only the beginning – next, you’ll need to know how to craft a competitive bid.

How to bid effectively for snow removal jobs: a step-by-step process

Successful bidding often comes down to competitive positioning and professional presentation. Here’s a broad overview of the entire process…

Below are more details on each step in the process and how snow removal management software can help.

Step 1: Determine the scope of work

You’ll need to understand the size and complexity of the project so you can put together an accurate bid. Clients may not always paint an accurate picture of the job and fail to request all the services they need. 

A thorough review with the client can uncover new revenue opportunities and prevent any surprise costs.

How to scope snow removal jobs:

• Schedule a consultation with the client to clarify their needs. For example, some clients may require pre-treatment, de-icing, and complete snow removal during snow season, while others may just want snow plowed.

• Conduct a site walkthrough to identify where structures or landscape elements might present challenges for your crew.

• Make accurate property measurements, including square footage and slopes, for accurate time and materials calculations.

Creating proposal checklists before the walk-through saves time, and Aspire’s estimating tools come with bidding templates that list your commonly used services along with pricing that includes set margins to guarantee profitability of every job.

You can combine this with Aspire’s PropertyIntel for fast, accurate property measurements based on aerial imagery, including slope visualizations to determine equipment needs and drainage patterns.

This will help you systematically organize project details and ensure nothing gets missed in your bid.

Step 2: Accurately calculate your material costs

Once you’re clear on the full scope of the job, you’ll be in a better position to accurately calculate the cost of materials. This is a crucial step in protecting your profit margins, especially on larger jobs:

• List all materials, such as salt, sand, liquid de-icer, and fuel for equipment and vehicles.

• Include equipment rentals for machinery like snow blowers, salt spreaders, and dump trucks.

• Don’t forget commonly overlooked costs like hydraulic fluid.

You can use Aspire’s job-costing features to make precise calculations based on material costs for similar jobs. As soon as your job is ‘won’ in the system, all materials and supplies will carry over to the purchasing assistant, where you can review and generate purchase orders for your upcoming jobs.

When you know what you need in advance, you can purchase materials like salt and sand in bulk pre-season to reduce costs.

Step 3: Consider labor costs

Labor is one of the most significant costs on any project, so it’s important to calculate it correctly.

Look at past projects to estimate the number of hours you’ll need to finish the job, and factor in some leeway for unexpected snow events, especially if you’re charging a flat fee:

• Break down each job into tasks and estimate completion time for each task.

• Multiply hours by each staff member’s hourly rate, including markups.

• Include overtime and weekend hours for emergency snow removal.

• Factor in any additional fees for subcontractors if you’ll need specialized services.

Your labor costs will also depend on how efficiently you manage staff. 

Aspire’s scheduling features let you easily stagger shifts to avoid burnout, factor in buffer time for unexpected weather events, and notify crews instantly of any schedule changes.

All work time is recorded in the software and tracked with Aspire’s job-costing feature. You can track staff productivity, then use historical data to estimate labor costs more accurately on future bids.

Step 4: Include overhead expenses

Overhead costs are often overlooked in snow removal bids, which can hurt profitability. Indirect costs accumulate over time and are also more difficult to calculate than direct time and materials.

Here are common examples of overhead costs:

• Insurance, including general liability, workers' compensation, and vehicle insurance.

• New equipment purchases, including new snow blowers, safety gear, and new vehicles.

• Equipment repair and maintenance.

• Marketing and advertising costs.

• Admin and office costs, including admin staff salaries and office supplies.

Aspire’s reporting tools give you complete, real-time insights into all your overhead costs. This information feeds into its estimating feature, so you can calculate overhead margins automatically when you generate estimates.

Step 5: Decide your profit margin

Researching local market rates can help you decide on a profit margin that’s realistic.

Here are some resources for market pricing research:

• SAM.gov and other procurement sites where pricing information from past awarded contracts is available.

• Get quotes from other contractors in your area as a benchmark.

• Budget data from RFPs and potential clients.

• Your network of contractors may be willing to share their pricing.

Combine information from multiple sources, since pricing can vary by region and market conditions.

Use Aspire’s visual margin analysis tool to compare your margins for different estimates. This can help you find the contracts that are the most profitable for your company and create pricing strategies that protect your bottom line.

Step 6: Put together a professional proposal

Once you’ve gathered all the information, it’s time to send a proposal. Be clear, concise, and demonstrate that you understand the client’s needs and the scope of the project. 

What to include in your proposal:

• Business name, logo, and contact details, including emergency contact information.

• A detailed scope of work describing services such as plowing, salting, sidewalk clearing, ice control, etc.

• A pricing breakdown with separate line items for each service and any added-on services the client chooses.

• Emergency response times, snow depth triggers, service dates, and availability during snow events.

• Testimonials and client references.

If your proposal is accepted, you’ll need a separate snow removal contract that outlines terms and conditions, liability, and legal compliance requirements.

Step 7: Present your bid

Once you’ve created your proposal, the final step is delivery, supported by clear communication. 

For larger bids, this may mean walking the client through your proposal in a meeting or following up after submitting a digital proposal.

Tips for delivering your proposal:

• Highlight what’s unique about your company and what you’ve achieved for similar clients.

• Educate the client on what the job involves, and be up front about any additional fees.

• Use before-and-after photos, team photos, and other imagery to make your presentation more effective.

• Include testimonials, quotes, and other social proof that showcase your experience.

After delivering your proposal, keep in touch with clients and make sure you’re responsive to any follow-up questions. 

Aspire’s CRM features can help you keep up with every prospect with a visual overview of all your proposals. Simply drill down into each opportunity to see all related communications, so you never miss a beat on bids.

How do you win more snow removal bids?

Contractors who consistently win large bids position themselves as experts and strategic partners. 

Below is a more detailed look at how to position your business for success this winter.

1. Build relationships in your community

Often, larger clients want contractors they can trust, and a personal connection can give you an edge in the bidding process. Search for industry events that let you rub shoulders with property managers, HOA board members, and business owners throughout the year.

Local business events and chamber of commerce meetings, as well as conferences and trade shows, are great starting points. You could also try partnering with complementary businesses, such as property maintenance companies, to get your foot in the door with larger clients.

2. Leverage your existing client base

Satisfied customers may be willing to refer you to new clients, but they might not think to do so unless you ask. For example, a residential client that relies on you to clear their driveway might be part of a Homeowners Association looking for snow removal for the whole community.

You could activate your client base by:

• Creating a referral program for loyal clients

• Asking if they’d be willing to participate in case studies

• Asking about other properties that might need snow removal

If you offer landscaping, don’t forget to remind your landscaping clients about your snow removal services as well.

3. Offer flexible contract terms

Sometimes, flexible contract terms can make large contracts more manageable for client budgets. This can include:

• Multi-year contracts with price locks for predictable pricing.

• Hybrid pricing models that combine a flat fee with additional hourly charges for work beyond the scope of the original contract.

• Bundled service discounts that package snow removal with other services to increase contract value.

Once you understand each client’s budget constraints and risk tolerance, you can structure terms that work for them.

4. Time your outreach strategically

Being first to market often matters more than being cheapest, especially for clients who value reliability over rock-bottom pricing. Many of these larger clients will start planning for snow removal early and finalize their budgets from August to September. 

If you start marketing in late summer or early fall, you may grab their attention before your competitors. In later months, target newly developed business parks as they may have yet to make arrangements.

During the winter, reach out to leads after a snowstorm. This can work in your favor if they’ve just received poor service from competitors and are open to switching mid-season.

5. Highlight value, not just price

Your operational capabilities are a significant selling point for larger clients, who are looking for professionalism. Consider highlighting what makes your snow removal services valuable, such as:

• The equipment fleet and backup systems that ensure reliability

• Crew training and safety protocols that limit liability

• Your ability to handle multiple properties efficiently

• Proactive weather monitoring that helps you plan ahead

• Any environmentally friendly approaches you take

Remember that precision and reliability matter more to many clients than just the cheapest price. That might mean investing in extra equipment or snow removal business apps that give you a competitive edge.

What are common mistakes in snow removal bidding?

On smaller jobs, a mistake won’t hurt your business much, but with larger snow removal contracts, the impact of mistakes is much bigger. 

Here are a few rookie mistakes to avoid:

• Underbidding to win contracts. Even though it can be tempting to offer the lowest price you think you can manage, any unexpected issues can increase the total project cost above your fee.

• Unclear terms for service timelines, trigger points, and additional fees up front can set you up for a bad relationship with your client down the road.

• Inaccurate site measurements. Eyeballing the measurements for a quick driveway quote, but guesswork on larger properties can lead to unprofitable jobs.

• Unrealistic commitments. Promising response times you can’t consistently meet puts property owners at risk for fines and lost business for failing to clear snow, setting both parties up for failure.

• Unprofessional or overly brief proposals can miss key details or propose services that don’t match the client’s actual needs.

In general, the more accurate, realistic, and clear your proposal is, the less likely it will be to cost you down the road.

How do you bid on government snow removal contracts?

Government contracts work a little differently from those in the private sector. They’re usually one-shot, formal submissions with no opportunity for negotiation.

Here are the steps you’ll likely have to follow when bidding on government snow removal contracts:

1. Register as a vendor on state and local government portals. Requirements will vary by jurisdiction, but you’ll likely need to have basic business information ready, such as your business license, tax ID, insurance documentation, and financial capability statements.

2. Search for RFPs that match the level of service you can offer. Make sure the scope, duration, and logistics are realistic for your company, and review past awards if you’re unsure.

3. Submit a proposal that matches the instructions laid out in the RFP. Follow any formatting requirements exactly, and include all the documentation the RFP requests. Most often, you’ll need to submit a ‘sealed bid’ – in other words, documents that can’t be viewed until the deadline has passed.

If you’re selected, you’ll need to verify your documentation and certifications, and possibly undergo a background check or facility inspection.

What is the going rate for snow removal?

Average snow removal costs can vary widely depending on the area, client, and season. 

Here’s a brief look at some broad averages for residential, commercial, and government contracts.

Residential

Angi reports that the average snow removal project on the platform ranged from $50 to $203, while seasonal contracts ranged from $200 to $700.

Commercial

Angi’s report stated that snow removal for commercial parking lots costs between $50 and $200 per hour, including deicing, sanding, and salting. Thumbtack reported that one snow removal service charged a fixed fee of $450 per snowfall for 20,000 square feet and $900 for 50,000 square feet.

Government

Municipal contracts can vary significantly depending on whether they are for a single facility or city-wide snow removal. For example, in 2021, Toronto awarded a 10-year contract for winter maintenance services (including snow removal), projected to cost over $1.4 billion over the contract term.

How do you respond to a snow removal RFP?

RFP stands for ‘request for proposal,’ and these documents are created by organizations looking for snow removal contractors.

Snow removal RFPs are used by property managers, commercial businesses, and government agencies to standardize the bidding process. Unlike simple quote requests, they provide a way to compare multiple contractors on experience, response times, safety protocols, and other elements.

To respond to an RFP, you’ll need to:

• Read it carefully and make sure you meet all the requirements. 

• Check the formatting requirements and submission deadlines.

• Address every requirement using the same terminology and section numbers as the RFP.

• Include supporting documentation up front.

• Submit well before the deadline, and confirm receipt of your proposal.

Unlike informal bids, you should avoid contacting evaluators after submitting your proposal unless they reach out for clarification. Overall, the RFP process is structured and formal – so like government contracts, there’s no chance to negotiate after you bid.

It’s your turn now

Big snow removal contracts offer an exciting chance for more lucrative winter contracts. 

As operations manager at TruCo, Nial Magoffin, says, data is your secret weapon in the bidding process: “It gives you the advantage, because you go in with confidence saying, ‘If you want to bid this out, fine. I know you’ll be back because other companies don’t know their true costs and hours. We do.”

Ready to start creating more accurate, professional snow removal bids? Book a demo today to see how Aspire can help.