Seasonal Contracts: Landscaping and Snow Pricing

Introduction

Managing landscaping and snow removal through seasonal contracts is essential for commercial properties, retail centers, and multifamily communities. A well-structured seasonal contract clarifies responsibilities, defines triggers for service, and provides transparent pricing models. This ensures predictable budgets, safe conditions, and reduced disputes during peak winter or landscaping seasons. This guide explains how to structure seasonal contracts for landscaping and snow services, covering service triggers, responsibilities, and pricing structures.

Define Triggers & Responsibilities

Snow Depth Triggers

Seasonal snow contracts should specify depth triggers that initiate service. For example, plowing may be triggered at 2 inches of accumulation, while salting might occur at the first sign of icing. Clear thresholds prevent ambiguity and ensure timely response during storms.

Sidewalks vs. Lots

Contracts should separate responsibilities for sidewalks, parking lots, loading docks, and stairways. Each area requires different equipment, response times, and safety considerations. By defining these responsibilities, property owners avoid confusion about coverage.

Docks and Stairs

Loading docks and stairs are high-risk areas for slips and accidents. Seasonal contracts should require these zones to be prioritized, with specific service methods such as hand shoveling or specialized de-icing treatments.

De-Icer Types

Different de-icers—such as rock salt, calcium chloride, or magnesium chloride—vary in effectiveness, cost, and environmental impact. Contracts should specify approved products for each site, ensuring consistency and compliance with local regulations.

Re-Applications

Storms often require multiple de-icer applications. Contracts should clarify re-application thresholds, such as every 2–3 hours during ongoing snowfall, to maintain safe conditions.

Black-Ice Monitoring

Black ice is a hidden hazard, especially overnight and in shaded areas. Contracts should include provisions for proactive monitoring and treatment of black ice to reduce liability risks.

Haul-Off Rules

When snow piles become excessive, hauling may be required. Contracts should define when haul-off is triggered, whether by height of piles or loss of parking capacity. Pricing for haul-off should be clear and not left to interpretation.

Snow Farm Locations & Fees

If snow must be hauled off-site, contracts should specify designated snow farm locations and applicable disposal fees. This prevents disputes over logistics and unanticipated charges.

Quote with Clarity

Seasonal Base Pricing

Seasonal contracts often start with a fixed base fee that covers standard service levels. This creates budget predictability for property owners, spreading costs across the season rather than spiking during major storms.

Per-Event Adders

To account for unpredictable weather, contracts may include per-event adders. For example, additional charges may apply if snowfall exceeds a certain depth or requires multiple passes within a single storm.

Per-Inch Pricing

Another common structure is per-inch pricing, where charges increase in tiers as snowfall totals rise. For example, 2–4 inches may cost a baseline amount, while 6–8 inches triggers higher rates.

Storm Caps

Storm caps protect both parties from runaway costs. A cap sets a maximum charge per storm, even if snowfall totals exceed expectations. This ensures financial certainty for property owners while still compensating contractors fairly.

Emergency Rates After Thresholds

When storms exceed defined thresholds, emergency rates may apply. These rates cover additional labor, equipment, and fuel required to manage extreme conditions. Contracts should define when emergency rates take effect.

Priority Routes

Photos and diagrams of priority routes—such as fire lanes, entrances, or main traffic arteries—should be included in the contract. This ensures crews focus first on critical areas for safety and access.

Pile Zones

Contracts should also include diagrams showing designated snow pile zones. Proper planning prevents loss of visibility at intersections and protects landscaping or infrastructure from snow damage.

Integrating Landscaping Services

Year-Round Contracts

Many property owners combine landscaping and snow removal into year-round service contracts. This approach ensures consistent site management, spreads costs evenly, and creates stronger contractor-client relationships.

Landscaping Seasonal Tasks

Seasonal landscaping may include mowing, edging, aeration, fertilization, and leaf cleanup. Integrating these into one agreement simplifies vendor management and billing.

Transition Between Seasons

Contracts should define how services transition between landscaping and snow removal seasons. For example, the contract may switch from lawn care to snow clearing on a specific calendar date or temperature threshold.

Case Example: Retail Plaza Seasonal Contract

A retail plaza implemented a bundled landscaping and snow removal contract. Snow removal triggered at 2 inches with re-application every 3 hours during storms. The contract also specified calcium chloride as the de-icer and set storm caps at $5,000. Diagrams highlighted priority routes and pile zones. This structure reduced disputes, ensured safety, and created predictable annual budgets for the owner.

Best Practices for Seasonal Contracts

• Define snow depth triggers and area-specific responsibilities clearly.
• Specify de-icer products and re-application rules.
• Include haul-off provisions and snow farm locations.
• Use seasonal base pricing with per-event or per-inch adders.
• Set storm caps and emergency rate thresholds.
• Include diagrams for routes and pile zones to guide crews.

Conclusion

Well-designed seasonal contracts for landscaping and snow services protect both property owners and contractors. By defining service triggers, responsibilities, and pricing structures with clarity, contracts minimize disputes and ensure safe, attractive properties throughout the year.