Communication is always key to any successful relationship between Real Estate Manager and service providers. Communication takes on a special significance with Snow and Ice Management. This service is a bit unpredictable and it will never be perfect, however scenario mapping can give a significant amount more clarity as to what you want to see for services – and billing.

Below, you will find different scenarios for multiple property types and snow and ice events. These do not come close to mapping out every type of scenario nor are they meant to be followed to the letter. In fact, you want to put your faith and trust in your contractor to perform in your best interest.

For example, imagine that the temperature is expected to plummet to 5º and we get a ½” of wet snow but your trigger is 1”. You want to empower your snow providers to go ahead to plow and clear the walks because that wet snow will become an icy disaster. Don’t let them abuse the  relationship, but make sure they understand via your specifications that everything is situation-specific.

For this scenario, we are going to assume the following the contract:

  • Contract Type: Seasonal
  • Salting Requirements: One application of salt to sidewalks and parking lots per event. Additional salting is a flat, per time fee
  • Never apply salt to parking lots or sidewalks until an event has ended.
  • Triggers are variable per scenario
  • Open-ups are variable per scenario

You can download the full Scenario Mapping pdf here.Scenario Mapping jpg

Retail Scenario Mapping

This high-end retail property with a coffee shop requires snow and ice management operations to be completed before 5 am. The trigger amounts for the property ¼” accumulation for sidewalks and 1” for parking lots.

A dusting of snow falls

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. No service
  • Parking Lot Service: No service
  • Billing: No invoicing

A coating of freezing rain

  • Sidewalk Service: Salt sidewalks
  • Parking Lot Service: Salt parking lots
  • Billing: Invoice a full per-time fee for sidewalk and parking lot

Extended snow event with 5” of accumulation beginning at 10 pm and expected to end mid-day

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. Sidewalks to be cleared by 5 am. Clear again with every 2” of accumulation
  • Parking Lot Service: Clear lot before 5 am (does not need to be Full Plow). Full plow in evening after lot is empty.
  • Billing: No additional invoicing.

Major snow event beginning at noon and snowing heavily until noon the following day

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. Sidewalks to be cleared every 2” of accumulation until shops close at 9 pm. Clear before 5 am and every 2” of accumulation thereafter.
  • Parking Lot Service: Open up lot every 4” of accumulation between 5 am and 9 pm. Clear lot before 5 am (does not need to be Full Plow). Full plow the following evening.
  • Billing: No additional invoicing.

Strong winds with blowing and drifting snow and no new snow accumulation

  • Sidewalk Service: Clear sidewalks and apply salt as necessary.
  • Parking Lot Service: Clear drifts and apply salt as necessary.
  • Billing: Invoice hourly for sidewalk clearing and plowing. Invoice ½ (or appropriate fraction) of per time salting for sidewalk and parking lot.

Call-back for specific service

  • Billing: Bill hourly / per time if not an item that should have been addressed during snow and ice management operations.

Industrial Scenario Mapping

This industrial property requires snow and ice management operations to be completed before their shift begins at 6 am. The trigger amounts for the property 1” accumulation for sidewalks and 2” for parking lots.

½” of snow falls

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. No service
  • Parking Lot Service: No service
  • Billing: No invoicing

A coating of freezing rain

  • Sidewalk Service: Salt sidewalks
  • Parking Lot Service: Salt parking lots
  • Billing: Invoice a full per-time fee for sidewalk and parking lot

Extended snow event with 5” of accumulation beginning at 10 pm and expected to end mid-day

  • Sidewalk Service: Sidewalks to be cleared by 6 am.
  • Parking Lot Service: Clear lot before 6 am (does not need to be Full Plow). Full plow in evening after lot is empty.
  • Billing: No additional invoicing.

Major snow event beginning at noon and snowing heavily until noon the following day

  • Sidewalk Service: Open up a path to doors and fire exits before 6 am and 5 pm and after every 5” of accumulation.
  • Parking Lot Service: Open up lot before 6 am and 5 pm and after every 5” of accumulation. Full plow the following evening.
  • Billing: No additional invoicing.

Strong winds with blowing and drifting snow and no new snow accumulation

  • Sidewalk Service: Clear sidewalks and apply salt as necessary.
  • Parking Lot Service: Clear drifts and apply salt as necessary.
  • Billing: Invoice hourly for sidewalk clearing and plowing. Invoice ½ (or appropriate fraction) of per time salting for sidewalk and parking lot.

Call-back for specific service

  • Billing: Bill hourly / per time if not an item that should have been addressed during snow and ice management operations.

Class-A Office Scenario Mapping

This Class-A Office expects the highest levels of service and operations along with being cleared by 6 am. The trigger amounts for the property ¼” accumulation for sidewalks and 1/2” for parking lots.

A dusting of snow falls

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. No service
  • Parking Lot Service: No service
  • Billing: No invoicing

A coating of freezing rain

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. Salt sidewalks
  • Parking Lot Service: Salt parking lots
  • Billing: Invoice a full per-time fee for sidewalk and parking lot

Extended snow event with 5” of accumulation beginning at 10 pm and expected to end mid-day

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. Sidewalks to be cleared by 6 am. Clear again with every 2” of accumulation
  • Parking Lot Service: Clear lot before 6 am (does not need to be Full Plow). Full plow in evening after lot is empty.
  • Billing: No additional invoicing.

Major snow event beginning at noon and snowing heavily until noon the following day

  • Sidewalk Service: Apply anti-icing before snowfalls are expected. Sidewalks to be cleared every 2” of accumulation until 6 pm. Clear before 6 am and every 2” of accumulation thereafter.
  • Parking Lot Service: Open up lot every 2” of accumulation between 6 am and 6 pm. Clear lot before 6 am (does not need to be Full Plow). Full plow the following evening.
  • Billing: No additional invoicing.

Strong winds with blowing and drifting snow and no new snow accumulation

  • Sidewalk Service: Clear sidewalks and apply salt as necessary.
  • Parking Lot Service: Clear drifts and apply salt as necessary.
  • Billing: Invoice hourly for sidewalk clearing and plowing. Invoice ½ (or appropriate fraction) of per time salting for sidewalk and parking lot.

Call-back for specific service

  • Billing: Bill hourly / per time if not an item that should have been addressed during snow and ice management operations.