A strategically written request for proposal (RFP) is essential for finding the right partner to meet your commercial landscaping needs. Here’s what you need to know to build yours to ensure the success of your commercial landscaping program.
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Why is getting your commercial landscaping RFP right so important?
Building a comprehensive commercial landscaping program for multiple sites in different regions across the country is a complex process, and the importance of thoroughly planning, scoping and communicating your needs cannot be overstated. It allows you to accurately compare potential vendors throughout the RFP process, and thereby increase your likelihood of finding a partner that both understands and can fulfill your requirements.
When should you start your landscaping RFP?
Your prospective providers need as much time as you can give them to set up your program for success. Starting your RFP process early ensures they’re able to contract with the best landscaping experts in each service area before they’re booked for the year. And it helps ensure you can get any needed pre-season work done at your sites. Contracts generally span spring through fall, with a typical landscaping program timeline being:
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What are the must-haves for a landscaping RFP?
To ensure you get the best responses, make sure the following are included in your commercial landscaping RFP:
- Your complete site list. Sharing a complete list of your sites, including addresses and maps if available, helps vendors understand the needs of your specific locations, including details like the climate, to estimate potential impacts on your landscaping.
- A comprehensive scope. Your scope of requested services is the heart of your RFP, detailing what potential commercial landscaping partners should complete, such as cleanup, weeding and mulching, irrigation startup, mowing and parking lot sweeping.
- Your service-level agreements (SLAs). Your requested services must be separated from your expectations for them. An SLA should detail your expectations of the service and how you'll measure whether they've been met—as well as potential penalties for not doing so. Getting highly detailed regarding how you manage your landscaping program and your sites’ SLAs enables prospective partners to confidently (and more accurately) price them for you.
- A detailed budget. To ensure the best responses, your RFP must include a detailed budget. To maximize your budget, you may also want to consider a multiyear contract—especially if you have a large number of sites across the country. A two- or three-year contract may lower your overall costs and avoid the need to write a time-intensive RPF every year.
What are some key questions to include for vendors in a landscaping RFP?
Just as you want to give vendors a clear picture of your needs, it’s helpful to get a better look at what they’re about as well, with key questions like:
- Can you tell us about your company/introduce yourselves?
Asking vendors for a more detailed introduction of who they are beyond the services they provide allows you to get acquainted with companies that may be lesser known in the industry, but are still competitive and can provide the level of service you need.
- What's your service delivery model?
Understanding their delivery model will increase your confidence in their ability to provide the services you’re seeking. Is the vendor self-performing, subcontracting or a combination of the two (hybrid)? Do they have boots on the ground via regional service centers where they can more efficiently provide service?
- How do you ensure satisfactory service?
Dig deeper into the measures your prospective landscaping partner takes, from how they provide quality control and oversight, to whether they take before and after photos or use geo-tracking software and clock in/out times on property. Does their software integrate with your existing systems, or do they provide access to the information at your convenience? Knowing the services have been completed as outlined provides peace of mind and keeps your properties looking their best.
What’s one aspect of the RFP process that tends to get overlooked?
Many companies put great effort and care into developing their commercial landscaping RFPs, only to drop the ball on getting the word out. Once you’ve developed yours, ensure it reaches all of your potential vendors. If you use sourcing platforms like Coupa or K2, you can specifically add a potential vendor into your channel or system so they’re able to review your RFP, and provide a thorough and timely response. It can also help to keep a running list of prospective vendors you learn about via advertising, trade shows, emails, social media and other forms of marketing.
Include Chain Store Maintenance in your landscaping RFP
Consider including Chain Store Maintenance – an MCS company in your commercial property landscaping RFP process for 2025. With boots on the ground via our regional service centers across the U.S., and an extensive, qualified service partner network, Chain Store Maintenance provides consistently high-quality work to effectively meet all of your commercial landscaping needs. Request a quote today.
