What should a snow removal contract for a housing cooperative include?

Which surfaces should the contract cover?

The contract should list every surface that is to be cleared and gritted, ideally with a map attached. Surfaces that are not in the contract do not get cleared, and that is where disputes arise.

• Courtyards, footpaths and cycle paths within the property.
• Entrances and steps, including steps down to basements and refuse rooms.
• Garage entrances and garage doors, where snow banks otherwise block the exit.
• Parking spaces, with a clear rule for how cars in the way are dealt with.
• Refuse rooms and bins so that the refuse collection can get through.
• Fire access roads and assembly points for the emergency services, which must always be kept clear.
• The pavement outside the property if the municipality's local regulations place the responsibility on the property owner. The City of Stockholm clears most pavements itself, but in several other municipalities in the county the property owner is responsible.

At what snow depth, and by when, should the surfaces be cleared?

A call-out normally takes place once around 5 cm of snow has fallen, measured on an open surface within the property. Some cooperatives choose 3 cm for entrances and steps and 5–8 cm for larger surfaces cleared by machine. The threshold must be in the contract, otherwise the contractor decides for themselves when it is time.

The deadlines matter just as much. A common requirement is that entrances, steps and footpaths are cleared and gritted before 7 am on weekdays and somewhat later at weekends, and that snow falling during the day is cleared continuously. Write in what applies when snowfall continues for several days.

Gritting must take place even when it is not snowing. Freezing rain, thaws that refreeze overnight and packed snow turning to ice cause more slip accidents in Stockholm than fresh snow. The contract should therefore state that the contractor follows the weather forecast and grits or salts whenever there is a risk of ice, not only after snowfall.

What applies to roofs, icicles and snow that no longer fits?

Under the Swedish Public Order Act, the property owner must remove without delay any snow and ice that could fall from the roof and injure people or damage property. The contract should therefore include checks of the roof and eaves after snowfall and thaws, removal of icicles and cordoning off with warning signs until it is done. Large-scale roof snow removal is often done by a specialist roof safety firm, but the contract must state who inspects and raises the alarm.

After a few snowfalls the courtyard fills up. The contract should state where snow may be piled, that piles must not block entrances, drains, parking spaces or sight lines at exits, and how snow hauling is ordered and priced once the piles are full.

Spring sweeping of grit and sand from paths, steps and courtyards in April is a natural part of the contract. Otherwise the grit stays until the lawn mowing season and damages both machines and lawns.

How should the work be documented, and who is liable when someone slips?

If someone slips and is injured on the cooperative's land, the claim is directed at the cooperative as the property owner. The cooperative can show that it did what was required, but only if there are records. The contract should therefore require the contractor to photograph the surfaces after every call-out and send the date, time, action taken and pictures to the cooperative, for example in a digital log the board can access.

Also require the contractor to hold liability insurance and state the amount in the contract. Appoint one contact person at the contractor and one on the board, with phone numbers that work at night and at weekends.

Per call-out or per season, and how long should the contract run?

There are two common pricing models, and the difference is who carries the weather risk. Price per call-out means the cooperative only pays when it snows, which is cheap in a mild winter and expensive in a winter like 2010–2011 with snow from November to April. The model requires a clear definition of what counts as a call-out. Price per season means a fixed monthly amount from November to April regardless of the weather, which gives a predictable budget and removes the contractor's incentive to call out unnecessarily. Snow hauling and roof snow removal are often priced separately in both models.

The contract period is normally 1 November to 30 April, ideally with a clause for early snow in October and late snow in May. Many cooperatives sign for two to three seasons with a notice period, so that the contractor gets to know the courtyard. The price is affected by the size of the surfaces, how many entrances and steps are cleared by hand, machine access and whether the pavement is included.

Before the board signs, it should check the following.

• That all surfaces are included, ideally on a map.
• A call-out threshold in centimetres and deadlines for when surfaces must be done.
• Gritting when there is a risk of ice, even without snowfall.
• Roof checks, icicles and where snow may be piled.
• Photo documentation after every call-out and a log the cooperative can access.
• Liability insurance, a round-the-clock contact person and F-tax registration.
• What is included in the price and what is ordered as an extra.

Snow removal for housing cooperatives with Service Plus

Service Plus Stockholm AB clears snow and grits for housing cooperatives, property companies and joint property associations throughout Greater Stockholm on seasonal contracts from November to April, often combined with the summer maintenance contract so that the same staff know the courtyard all year round. Our snow specialist Skottis follows the forecast, documents every call-out with photos and sweeps up the grit in April. The board gets one contact person and a free quote after a site visit, with a reply within 24 hours.