Free Tool
Commercial Landscaping RFP & Bid Checklist
Putting your grounds contract out to bid? Use this checklist to define scope, verify coverage, and compare proposals fairly — so the lowest number doesn't turn into the most expensive mistake.
1. Define the scope in writing
Vague scopes are why bids look wildly different. Spell out exactly what “maintained” means.
- Total maintained acreage and a site map marking turf, beds, trees, and hardscape zones
- Mowing frequency by season (e.g. weekly in growing season, bi-weekly in winter)
- Edging, blowing, and trimming cadence — and who is responsible for debris removal
- Bed maintenance: weeding, mulch depth, and refresh frequency (annual vs. bi-annual)
- Shrub and hedge pruning schedule and target heights
- Seasonal color rotations — how many, where, and how many times per year
- Irrigation: inspections, wet checks, repairs, and who covers parts vs. labor
- Tree and palm care: trimming height limits and what requires a certified arborist
- Fertilization, weed, and pest programs with an application calendar
- Storm response and cleanup expectations (before/after named storms)
2. Verify insurance & compliance
This is where lowball bidders quietly cut corners. Never skip it.
- Certificate of Insurance (COI) naming your property/association as additional insured
- General liability of at least $1M per occurrence / $2M aggregate
- Workers’ compensation coverage for every crew member on site
- Commercial auto coverage for vehicles and trailers
- Business license and any state-required landscape/pesticide applicator licenses
- Confirmation that subcontractors (if any) carry equivalent coverage
3. Set service standards & accountability
A contract is only as good as how it is measured and enforced.
- Named account manager and a single point of contact for issues
- Guaranteed response time for service requests and emergencies
- Documented quality checks or site walk cadence (with photos)
- Communication method and reporting frequency (monthly summary, portal, etc.)
- Crew consistency — same team where possible, uniformed and identifiable
- Clear process for change orders and out-of-scope work approval
4. Compare bids on an apples-to-apples basis
Make every bidder answer the same questions so price differences are real, not scope gaps.
- Require a line-item breakdown, not a single lump sum
- Confirm each bid covers the identical scope and frequencies you defined
- Ask for contract length, renewal terms, and annual escalation clauses
- Request 3+ references for similar commercial properties in Florida
- Confirm equipment and crew capacity to actually service your site
- Clarify what is explicitly excluded (a short exclusion list is a red flag)
Red flags to watch for
- ✕A price far below every other bid — usually a scope or insurance gap
- ✕No named account manager or single point of contact
- ✕Reluctance to provide a COI or add you as additional insured
- ✕Lump-sum pricing with no line-item detail
- ✕No references, or references outside commercial property work
- ✕Handshake scope — anything “we’ll take care of it” that isn’t written down
Want us to bid your property?
We'll walk your site, build the scope for you, and deliver a clear, line-item proposal you can compare against anything else on your desk — free, with no obligation.
This checklist is provided as a general planning resource for commercial property decision-makers. Your specific requirements may vary by property type, association bylaws, and local regulations.