Fall is when most property managers and HOA boards sign snow contracts and look ahead to next year’s grounds work. It is also when a lot of rushed decisions get made. The low bid looks good in September and a lot less good during the first big storm in December.
Here is a practical guide to choosing a property maintenance partner, with the questions worth asking before you sign anything.
Start with a clear scope
Most vendor problems start with a fuzzy scope. Before you collect bids, write down what you actually need.
- A simple site map with lawn areas, beds, lots, sidewalks, entries, and dumpster pads marked
- How often each area needs mowing, trimming, and cleanups
- Which walks and entries need to be clear first
- Where snow can be piled, and where it can’t
- Any special areas, like loading docks, accessible parking, or fire lanes
A clear scope makes bids comparable, and it gives you something to point to when there is a question later.
Snow is where it counts
Snow and ice carry the most risk on most properties. Ask every bidder to answer the same questions in writing.
- What is the trigger? At how many inches do plows start? Is it the same for lots and sidewalks?
- How fast do you respond? When will lots and walks be cleared after the snow stops, and what happens during a long storm?
- Who clears sidewalks and entries? Some plow contractors only do lots.
- How is salt handled? Ask how they decide how much to use and whether crews have taken the MPCA’s Smart Salting training. Over-salting costs money and harms our lakes and streams.
- How do you document visits? Time stamps and photos protect everyone if there is ever a slip-and-fall claim.
- What about roof snow and ice dams? Ask whether they handle them, or who does.
Seasonal contract or per push?
There are two common ways to pay for snow.
Seasonal contracts set one price for the whole winter, paid in equal installments. You know your cost up front, no matter how much it snows. The tradeoff is that you pay the same in a light winter.
Per push or per event pricing charges for each visit. You save in a light winter and pay more in a heavy one, which makes budgeting harder.
Many boards and owners prefer seasonal pricing for the budget certainty. Whatever you choose, make sure the contract spells out exactly what counts as a visit and what costs extra.
Insurance and who does the work
Ask for a certificate of insurance before any work starts, and ask to be named as an additional insured. Then ask who actually does the work. Some companies use their own crews, some use subcontractors, and many use a mix. None of those is wrong, but you should know which, and the company you hire should stand behind all of it.
Reporting and communication
The best vendors make your job easier. Look for:
- Photos and notes after every visit that you can forward to owners or the board
- One person to call who actually answers
- A service calendar for the year so you know what is coming
- Regular walk-throughs to catch problems before tenants do
Billing that matches
If you manage several properties or several services, separate invoices with different due dates add up fast. Ask whether everything can come on one monthly invoice, and how extra work gets approved. Extra work should always be quoted in writing before it happens.
Lower the risk with a pilot
Switching vendors feels risky because it is. A paid pilot makes it smaller. Try a new partner on one property or for one season, judge the work, and decide from there. It costs very little compared to a bad full-portfolio switch.
Questions to ask before you sign
- What exactly is included, and what costs extra?
- What are your snow triggers and response times?
- Can you send a certificate of insurance and name us as an additional insured?
- Who does the work, your crews or subcontractors?
- How will you document each visit?
- Who is my contact, and how fast do you respond?
- Can we start with a pilot?
How we work with property managers and HOAs
Eminence Services offers grounds maintenance, snow and ice management, window cleaning, pressure washing and gutters, holiday lighting, painting, repairs, and cleaning for property managers, HOAs, and businesses in the southwest metro. Our own trained crews handle grounds, snow, windows, washing, gutters, and holiday lighting. Licensed, insured partners that we manage handle painting, repairs, cleaning, and permanent lighting.
Every commercial care plan includes one monthly invoice, a full-year service calendar, and photo reports after every visit. Plans are custom quoted for each property. We can send a certificate of insurance and name you as an additional insured, and we are happy to start with a paid pilot on one property or one season.
Our snow and ice service starts in November 2027. Agreements and pilots signed by December 31, 2026, keep 2027 prices through 2028. For an overview of every service, see our post on commercial property maintenance in the southwest metro.
See our commercial property services, or book a free site walk. Have a scope of work already? Send it, and we will price it.
Questions from property managers
What snow trigger should a commercial property use?
It depends on the property. Busy retail and medical sites often want lower triggers for walks and entries than for the lot. Put the trigger in writing for each area.
Is a seasonal snow contract better than per push?
Seasonal contracts give budget certainty. Per push can cost less in a light winter. Many boards prefer seasonal pricing so there are no surprises.
Can we try you on one property first?
Yes. Start with a paid pilot on one property or for one season, with no long-term commitment.
