CREJ - Multifamily Properties Quarterly - May 2016
Whether you are regional, district or property specific, it is your responsibility to find the best service partners possible. With landscaping being one of the largest visual items within the budget, searching for the right landscape partner becomes essential. When moving forward in a quest to find a landscape service partner, have all your specifications ready within your request for proposal. Below are key tips to prepare when meeting your potential landscape services partner. Have a property map. One of the most important aspects of getting a precise bid is providing your landscape contractor with a property map that encompasses the areas included within the scope of service. If your property does not currently have a service map, create one. Online maps can be created through websites such as Google Earth. Take the map and highlight the areas to make sure the contractor has the correct boundary lines. The more details you provide, the more the landscape contractor can hone in on the scope. Impact areas. Once a labeled map is clearly defined, begin noting areas of impact, higher detail or trouble areas. These areas can be monument signs, model walk paths and annual flowerbeds. Having these areas defined lets the landscape contractor understand that these specific areas will require more detailed work throughout the season. Outline services. Putting together a clear outline of specifications can be one of the most challenging aspects of an RFP. Deciding how many times to have your property mowed, edged, fertilized and aerated needs to be determined prior an RFP going out. The determining facts for your specifications can vary on your organization’s specific goals for appearance. Mowing heights can vary between 2.5 to 3 inches every seven to 10 days for Colorado turf grass. Mowing heights less than 2 inches reduces the grasses ability to tolerate heat and drought situations and increases the ability for diseases, insects and weeds. Also, consider how many frequencies for steel-blade edging you are looking for through the contract period. Concerning fertilization, under fertilization can lead to unhealthy turf and over fertilization contributes to the buildup of thatch and can increase mowing frequencies. Aerating frequencies can range from once to twice a season, depending on the traffic of the turf, health and thatch buildup. When creating specific frequencies for an RFP, remember every property has different needs. Landscape RFPs should not be considered one-sizefits-all. The goal of an RFP is to create an equal bidding opportunity, not to create to unneeded services for one property or missed services for another property. However, creating a base template for gathering bids is essential. The table shares examples of standard services for RFP purposes to help compare apples to apples. Additional services. Throughout the season, your landscaping may need additional services outside the maintenance service scope. Services can range from insect and disease control, irrigation repairs, additional fertilization, spring flowers, native mowing or property enhancements. These services are considered upgrades or add-ons outside the service scope of work. Work with your contractor to ensure these services are something that is within their capabilities. Create a specification for the particular request and gather a proposal for the service requested before you enter into an agreement. Once you have a clear specification and proposal, this allows you to move forward or search for different options. Just because you have one contractor performing services in one area on your property does not automatically mean they have the ability to perform all functionality throughout your property. The most important factor in your search for a contract is making sure you have a clear, precise set of service specifications. Have maps, outlined services and additional services ready and discuss with your candidates what you are looking for in a service provider. Keep necessities within your scope of services and leave the fluff out.