Important Dates

Mapping out dates to ensure a successful delivery is a significant component of any landscaping maintenance service. To determine your timelines, you can work backwards from the expected delivery date as that is the most easily established. From that date, you can estimate the other dates.

Here are some questions to consider when determining the correct:

• Implementation Date
  This is the date that the landscaping maintenance should start on your property. Ask
  • Is there an existing contract that is expiring?
  • Are there seasonal weather changes that are coming that would require a change in maintenance?
  • Is there an external event or timeline that needs to be considered?
  • How much lead time do you need it to be there before landscaping maintenance starts?
• Decision Date
  This is the date that we need to select the vendor and inform them that they have won the bid. To determine this date, ask:
  • How much reasonable lead time will your vendors need to be organized for delivery? 
  • Then work back from the Delivery Date
• Evaluation Date
  This is the date that you will start reviewing the submissions; when you want all the submissions to be received.
  • Consider how much time you want yourself and your team to consider the submission. 
  • Consider all stakeholders (strata, property owners, AGMs, etc) and their availability 
  • Then work back from the Decision Date
• Post Date
  This is the date that you will send out the RFPs
  • What is a reasonable amount of time that vendors will need to create the RFP submission? 
  • Consider allowing time to ask questions and for you to provide answers.
  • Then work back from the Evaluation Date

Description 

Now that you have determined dates, providing an in-depth detailed project description is equally important. The more you can communicate with vendors about your project, the better.

When forming your project description for an upcoming landscaping maintenance RFP, consider including the following:

• Describe your property and your desired outcome.
  

Consider including the number of levels or elevation changes in your property. How clean or maintained do you expect your property to be? This is important as seasonal changes may require the vendor to perform their services more/less often. Invite them to visit your property for an opportunity to see the environment, challenges, ease of access, ask questions, and share thoughts.

• Describe your expectations with cleanliness and debris.

Some high-end properties expect that there be no debris on the walkways or public spaces to keep up the appeal of the building, while others have a more lax approach. Describe your expectations.

• Describe your expectations on grass and foliage.

Similar to debris and cleanliness, some buildings expect that the grass always be green and the flowers always be blooming, while others have more relaxed standards.

• Describe the typical lifestyle of the people living in the building.

This can affect the timing of the services provided as landscaping services are typically loud with mowers and other machines. Different demographics will prefer different services to be performed at different times.

• Describe the scale of the work on your property

Unlike one-off projects, maintenance work typically doesn’t require a large team. However, the volume of work could range from small to large.

Requirements & Questions

There might be requirements that need to be met or matched by the vendor that cannot be compromised, especially if time is of the essence. Determining if the vendor can deliver on these requirements can save an enormous about of time and confusion. 

Examples of what can be included in the requirements section in the RFP:

• What is your proposed frequency of service and schedule for each season?

Seasons will affect the need for landscaping maintenance. Such specificity helps vendors understand their responsibilities and align their capabilities accordingly.

• What is involved in your regular maintenance schedule for each season?

Some vendors may offer comprehensive groundskeeping services encompassing the entire property, while others focus strictly on landscaping tasks. Comparing services apples to apples is essential when looking at different vendors’ offerings and their associated costs. 

• What is your policy on adjusting frequency based on the seasons or demand?

The landscape’s aesthetic and health needs need to be met year-round. Asking this will help to evaluate the vendor’s ability to adapt to seasonal changes while optimizing cost efficiency throughout the year.

• How large is your maintenance crew? 

Landscaping maintenance on a larger scale will require a larger crew. This information can indicate that the vendor is equipped to service a property of your scale. 

• Please provide a list of your reference customers.

References allow insights into validation, reliability, consistency, and quality of work. This information can help you understand whether the vendor is accustomed to managing properties of similar size and scale to yours. 

Files

• Property Blueprints or maps

Shows the property layout and scale.

• Photos of the property across different seasons 

Illustrates the property’s seasonal changes and ensures year-round aesthetic and health preservation.

• List of existing plants and structures

Provides the current state of the landscape.

• Previous maintenance schedules and contracts

Historial care routines and expectations records.

Scorecard 

There are many factors to consider when choosing the right vendor for your landscaping maintenance service.  As a result, It is best to create a criteria hierarchy based on the importance level to keep organized and ensure that you choose the right option.

Consider using the following priority rankings for your landscaping maintenance service:

1.Product/Service Fit

This will most likely be the most important consideration. The vendors’ ability to maintain the current landscaping condition of your building and preserve its aesthetic appeal

2.Flexibility 

A second close consideration. Can this vendor adjust easily for season changes? Season changes are predictable, and a good vendor can adjust for the volume increase or decrease when weather conditions change. 

3.Price

The budget directly impacts the property owners and budget, and a balance must be found between affordable service, quality, and consistent landscape care to maintain the property’s value and aesthetic appeal.

4.Experience

Can they uphold the level of aesthetic appeal for the property scale? Has the vendor worked with clients similar to your maintenance level prior? This should be considered to keep the appearance and value of the property.

Next Steps

With this information in mind, try PowerRFP software for your first landscaping maintenance project for free here!