A commercial landscaping RFP works best when every bidder is pricing the same property, the same tasks, and the same assumptions. If one proposal includes seasonal color, irrigation checks, and storm cleanup while another does not, the totals are not truly comparable.

The goal is not to prescribe how a landscape company must run its crews. It is to describe the site, required outcomes, service frequency, exclusions, and communication rules clearly enough that each proposal can be evaluated on equal terms.

Start with a property inventory

Begin with what a bidder can verify during a walk-through. Attach a current site plan or marked aerial image and identify the areas included in the contract. Record separate zones for turf, planting beds, walkways, parking edges, entrances, loading areas, and irrigation.

• Property address, service boundaries, and any excluded parcels
• Access hours, gates, loading restrictions, and noise-sensitive periods
• Approximate turf and bed areas, plus steep or difficult-to-reach sections
• Known irrigation controls, shutoffs, and recurring trouble spots
• High-visibility areas where appearance standards differ from back-of-site areas

Label uncertain quantities as bidder-verified instead of presenting them as exact. That gives every company the same opportunity to confirm the property before submitting a price.

Turn expectations into a scope matrix

A matrix separates the work from the standard used to accept it. It also reveals gaps before the RFP is issued.

Request pricing in the same format

Ask each bidder to separate the recurring base service from optional or variable work. A useful pricing form includes:

1. Base annual or seasonal price: tied to the scope matrix and stated visit assumptions.
2. Unit prices: for clearly defined extras such as mulch by unit, additional cleanup visits, or approved repairs.
3. Alternates: optional enhancements priced independently so they do not obscure the base comparison.
4. Exclusions: tasks, materials, disposal, or site conditions not covered by the proposed amount.
5. Assumptions: quantities, access, water availability, and owner responsibilities used to build the price.

Do not compare only the bottom line. First normalize the proposals by moving exclusions and alternates into the same columns. A lower price may simply reflect fewer included tasks.

Define communication and change control

Name one property contact and ask the bidder to name one service contact. State how routine observations, urgent site issues, and proposed extra work should be communicated. No extra should proceed until the authorized contact approves its scope and price in writing.

For recurring service, define a simple acceptance loop: visit completed, exceptions documented, property contact notified, and unresolved items tracked to closure. This is more useful than a vague requirement to “maintain a professional appearance.”

Use a structured walk-through

Hold one walk-through for all invited bidders, distribute the same answers to questions, and issue written clarifications when the scope changes. Ask bidders to flag missing quantities, inaccessible zones, drainage concerns, damaged plant material, or unclear ownership boundaries before proposals are due.

Commercial landscaping RFP review checklist

• Does every proposal cover the same mapped areas?
• Are visit assumptions and seasonal limits stated?
• Are materials, disposal, and repair approvals separated from base service?
• Are exclusions and owner responsibilities easy to identify?
• Is there a clear contact and escalation path?
• Can optional work be compared without changing the base scope?

McLeod Landscaping’s commercial property maintenance services provide a useful primary reference when defining the landscape work your property may need. When your site inventory and scope matrix are ready, request an estimate and share the same bid package with every invited company.