What Makes a Great Winter Maintenance Contract? 6 Questions to Ask

A winter maintenance contract is one of the most valuable safeguards a business can have. Snow and ice are more than just inconveniences – they create real risks such as slips, falls, and injuries – all of which come with significant legal hazard and financial risk. Lost productivity, supply chain delays, and even temporary site closures are disruptions that no organisation wants to face. Choosing the right partner to take on these risks is essential. But with so many providers competing in the market, how can you be confident you’re selecting the best one?

To make the process easier, here are six key questions every facilities or procurement manager should ask when reviewing a winter maintenance contract – and why the answers matter.

1. How accurate are the weather forecasts being used?

A contract is only as strong as the information it relies on. Broad, generic weather forecasts often cover entire regions, which can trigger unnecessary site visits or, even worse, fail to flag risks specific to your location. The most reliable providers use professional, site-specific forecasting models designed to predict the exact conditions on your premises. At OUTCO we utilise advanced weather forecasting technology to monitor road surface temperatures (RSTs) to ensure precise service delivery and proactively schedule gritting services based on accurate site-specific data. This allows for timely interventions to achieve a 99.89% service success rate and enhanced overall safety while preventing the cost and waste of needless visits.

2. Is the pricing model right for your business?

Not all sites are the same – and not all pricing models are created equal. Fixed-price agreements and cost-per-visit contracts each serve a purpose, but the right choice depends on the unique characteristics of each site, your company’s budget certainty, appetite for risk, and operational requirements. A strong winter maintenance partner should offer flexibility, including hybrid models that balance predictability with cost efficiency. This adaptability ensures you get both value and confidence throughout the winter season.

Notably, winter risk is not uniform across the UK, which is another important factor that argues against a “one-sized fits all” approach. While Scotland and northern England experience extended snowfall and repeated freeze-thaw cycles that demand consistent gritting and snow and ice clearance, other milder regions can face less frequent sudden cold snaps that can find organisations unprepared.  

Tailored, site-specific strategies with the right pricing model are key to mitigating disruption while managing budgets with confidence.

3. What evidence of service will you receive?

Documented proof of service is vital for compliance, insurance claims, and peace of mind. Without reliable records, it can be difficult to demonstrate that your duty of care has been met. Look for providers who deliver transparent, verifiable evidence for every visit – ideally including time-stamped GPS data, digital service logs, and photographic proof. These records not only protect your business but also give you reassurance that the work is being done properly.

4. How quickly can services be delivered?

When a cold snap hits, demand for winter maintenance spikes rapidly, and some providers struggle to keep up. The result is that sites are left exposed to unnecessary risk. A great contract includes guaranteed response times and access to nationwide resources that can scale quickly during severe weather events. Ask potential providers how they manage peak demand, what resources they have in reserve, and whether they can demonstrate a proven record of delivering under pressure.

When overseeing multiple sites, you also need to determine how a provider can deliver a consistent service across regions. OUTCO’s national network, backed by regional operatives and real-time service visibility via our digital portal, ensures that every site receives the same high level of service, no matter where it’s located. 

5. What materials and methods are being used?

Not every de-icing solution is the same. Some salts and grits can corrode surfaces, damage landscaping, or leave unsightly stains when tracked indoors. A reputable partner should be transparent about the products they use and be able to explain why their approach is safe and effective. A leading provider like OUTCO uses sustainable solutions such as white marine salt to be environmentally responsible and less damaging to assets. We also take into account sensitive areas such as metal staircases and use appropriate de-icing products and methods to prevent corrosion or damage.

6. How transparent is communication and reporting?

Clear, proactive communication makes winter maintenance far easier to manage. The best contracts provide client access to online portals where you can monitor job progress in real time, download service reports instantly, and request extra visits with just a few clicks. Without these systems in place, you may end up chasing updates at the busiest and most stressful times of year.

This is an area where OUTCO aims to surpass expectations. Thanks to our award-winning technology, our clients have 24/7 access to real-time service updates via our OUTCO Service Portal, which provides complete visibility of gritting services. This includes GPS-tracked reports and breadcrumb audit trails; instant service status updates (Scheduled, En-route, On-site, Completed); and call-out requests at the click of a button.

Setting the Standard

By asking these six questions, you can quickly distinguish between providers who merely deliver “gritting services” and those who offer real peace of mind. A great winter maintenance contract is built on accuracy, flexibility, transparency, responsiveness, sustainability, and open communication.

At OUTCO, we set the benchmark in every one of these areas. With a proven two-decade heritage in winter maintenance, we manage over 250,000 gritting jobs annually powered by award-winning technology. It’s why we’re trusted by businesses to keep them safe, compliant, and fully operational all winter long.

Winter may feel months away, but the best time to prepare is now. Sign-up windows for winter maintenance begin in September, and demand increases rapidly as colder weather approaches. By acting early, you can ensure capacity, secure pricing, and avoid the reactive panic that leads to poor outcomes. 

To learn more about how OUTCO can help you this winter, contact us on 0800 0432 911 email enquiries@outco.co.uk or visit www.outco.co.uk