HOA landscaping RFP template
What should an HOA landscaping RFP include?
A landscaping RFP should define the property and service areas, a detailed scope (mowing frequency, edging, shrub pruning, bed maintenance, leaf removal, irrigation checks, fertilization and weed control), a pricing schedule that splits the monthly contract price from seasonal and extra-work rates, insurance and license requirements, the contract term, and how bids will be evaluated.
Download the landscaping maintenance RFP
Editable Word document (.docx) — opens in Word, Google Docs, or Pages. Free, no email required.
What's in this RFP
Every section is pre-written for landscaping maintenance — edit the [bracketed] fields for your property and send it to at least three contractors.
- Cover sheet — property, site walk, question and proposal deadlines, contact.
- Scope of work — 10 landscaping maintenance items, written so every bidder prices the same job.
- Contract term & schedule.
- Pricing schedule — 8 line items with units, so the bids come back itemized and comparable.
- Qualifications — license, insurance, references, plus 3 landscaping maintenance-specific asks.
- Exclusions, submission checklist, and evaluation criteria.
Scope of work
- Mowing of all turf areas [weekly during the growing season / bi-weekly otherwise], with clippings blown off hard surfaces
- Edging of walks, curbs, and beds each mowing visit; string trimming around obstacles
- Shrub and hedge pruning [number] times per year; tree pruning to [height] ft
- Bed maintenance: weeding, debris removal, and re-edging of beds
- Mulch installation [annually / spring], [depth] inches, [type]
- Fertilization and pre- and post-emergent weed control [number] applications per year, by licensed applicator
- Seasonal leaf removal and haul-off
- Irrigation: monthly system check, controller adjustment, and minor repairs (heads, nozzles) — larger repairs quoted separately
- Seasonal color installation [number] times per year (optional line)
- Litter pickup in common areas each visit
Pricing schedule
Bids that come back as one lump sum can't be compared or held to the scope. The template asks every contractor to price these lines:
| Line item | Priced |
|---|---|
| Base maintenance (mowing, edging, trimming, beds, litter) | per month |
| Shrub & hedge pruning | per occurrence |
| Mulch installed | per cubic yard |
| Fertilization & weed control program | per application |
| Leaf removal | per season |
| Irrigation monthly check & minor repairs | per month |
| Seasonal color (optional) | per flat |
| Extra-work labor rate | per man-hour |
Qualifications to require
- Active contractor license(s) for the work in this jurisdiction (copy attached)
- Certificate of insurance: general liability [$1,000,000 per occurrence / $2,000,000 aggregate — confirm with your insurance agent], auto liability, and workers' compensation, naming [Association/Owner] as additional insured
- Three references from similar properties in the last three years, with contact names
- Years in business and the name of the on-site supervisor or account manager
- Pesticide/fertilizer applicator license for chemical applications
- Irrigation license or certification where required
- Crew size and equipment list for a property this size
What a complete landscaping maintenance bid includes
- A monthly price for the base scope, plus separate prices for pruning, mulch, fertilization, and leaf removal
- Visit frequency by season, in writing
- Hourly and material rates for extra work, so add-ons can't be priced on the fly
- Who carries irrigation repairs, and above what dollar amount they need approval
Red flags when the bids come back
- A single annual number with no breakdown — you can't compare it or hold it to the scope
- Mulch, leaf removal, or irrigation 'as needed' with no unit price
- No applicator license on a bid that includes chemical treatments
- Mowing frequency that drops quietly in peak season
How the bids will be evaluated
The RFP tells bidders up front how they'll be judged — which discourages lowballing by leaving work out:
- Total cost on the pricing schedule, compared on full scope (nothing excluded)
- Completeness — every scope item priced, with no allowances, 'TBD', or 'by others'
- Qualifications, references, and experience with similar properties
- Schedule, staffing, and responsiveness
- Warranty and contract terms
When the proposals arrive, line them up in the free bid comparison template and check each one with the 20-point bid review checklist. Rather not write the RFP at all? Bid Builder drafts one from your photos and notes and collects the bids for you.
This template is general information, not legal advice. Have your association counsel review contract terms and your insurance agent confirm coverage requirements before use.
More free RFP templates
Got the bids back? Compare them on true cost.
Upload the proposals and BidsScores levels them to one scope, flags exclusions and allowances, and writes a board-ready recommendation — your first review is free.
Compare my bids freeCommon questions
How do I compare landscaping bids fairly?
- Give every bidder the same scope and pricing schedule, then compare each line — base monthly price, pruning, mulch per yard, fertilization per application, and extra-work rates. A low monthly price with high add-on rates often costs more over the year.
How long should an HOA landscaping contract be?
- One to two years is common, with a termination-for-convenience clause so the association isn't locked in if service slips. Check what your governing documents allow.
Should irrigation be in the landscaping contract?
- Usually routine checks and minor repairs are, with a dollar threshold above which repairs need approval. Spell it out so irrigation work isn't billed as unlimited extras.