How to Build a Landscape RFP

There are so many things to consider when planning your budget for the upcoming year. Make sure your property’s landscape is a top priority. Hiring the most qualified and competitive company that also fits into your budget can be tough. With the perfect landscape Request for Proposal, you can achieve just that. Here is what you should include to create the perfect RFP.

Part I: Introduction and Instructions

All RFP’s start out in the same general way, with an introduction. You can use this section to lay out your objectives for the proposal, so the proposers are clear on what you want. Most property managers hope to find the best possible landscape company for their needs that they can build a trusting relationship with. Think about it, do you want to search for a new company every year? Use this proposal to find a company you can build a lasting relationship with.

Keep the process on track by stating clear submission requirements. These requirements should include a due date. Be specific, give the proposers a time and date that the proposals must be received by and the address at which to send it.  This is also a good place to let the proposers know what to bring to the pre-bid meeting; such as proof of insurance, current licenses, and certifications.

Part II: Specifications of Work

When reviewing the request, proposers need to know the specifics of your property, as well as the work that needs to be done. To achieve this, include items such as a site map and service calendar in your RFP. A site map is a visual representation of your property that allows the landscaper to evaluate the space and the services needed. On the site map, you should highlight the areas in need of maintenance; such as trees, flowerbeds, and grassy areas. The proposer will use this map to measure out the specific areas so they can price and schedule the services accordingly.

The service calendar is important to include in each RFP because it lets the proposers know how the services will be tracked. This calendar lists each service and how often it is to be done throughout the year. This also allows the proposer to map out a tentative plan for the year, giving you an idea of what to expect.

Part III: Qualifications

Qualifications are key. You might be lured in by a company with drastically lower prices that talk a big game. However, without checking their references you might hire them without knowing that they only show up half the time or leave a sloppy unfinished job.

Before hiring a company, it is important to know how they plan to tackle the job. Ask the proposer to provide an assessment of your property and how they would solve identified problems. This also gives the proposer the chance to show you how they will be proactive and achieve more than just the bare minimum.

Part IV: Pricing

The majority of proposals you receive will appear very similar, making it hard to choose between companies. The pricing section is what will set them apart. Similar to the service calendar, you will want to provide a breakdown of services to the proposer. The proposer will use this breakdown to fill in the prices they charge for each service. You can use this component to compare each company’s prices against your budget, allowing you to choose the best company for your needs.