What is an HOA landscaping RFP?
An HOA request for proposal (RFP) is a document the association sends to vendors asking them to bid on a contract. Landscaping is one of the largest yearly contracts most communities have.
Without a written scope, every vendor bids something different and the board can’t compare prices fairly. An RFP puts every bid on the same footing.
What to include
- Community overview and contact
- Detailed scope of services
- Service frequency and schedule
- Insurance and license requirements
- A standard pricing table
- Contract term and submission deadline
- How bids will be evaluated
Template preview
Fill in the [highlighted] fields[Community name] is a [number]-unit community in [city]. Common areas include [entry, parks, ponds, roadside medians, clubhouse grounds], totaling approximately [acres].
- Mowing, edging, and trimming: [frequency] during [season]
- Shrub and hedge pruning: [frequency]
- Weed control in beds and hardscape: [frequency]
- Fertilization and turf treatment: [number] applications per year
- Irrigation monitoring and minor repairs
- Seasonal color installation: [number] rotations per year
- Leaf removal and storm cleanup
- General liability of $[amount], workers’ compensation, and auto insurance, naming the Association as additional insured
- State and local licenses for pesticide application
- Three references from communities of similar size
- Monthly maintenance fee: $[amount]
- Annual total: $[amount]
- Seasonal color, per rotation: $[amount]
- Hourly rate for extra work: $[amount]
[One / two]-year term beginning [date], with a 30-day termination clause for either party.
Email proposals to [email] by [date]. The Board will evaluate bids on price, experience, references, and responsiveness, and expects to award the contract by [date].
Tips for using this template
Invite vendors to a site walk so they bid on what’s really there.
Ask every vendor to price the same line items so you can compare them.
Verify certificates of insurance and call at least two references.
Frequently asked questions
How often should an HOA bid out landscaping?
Many associations rebid every two to three years, or when service quality slips.
What insurance should a landscaper carry?
Usually general liability, workers’ compensation, and auto insurance, with the association named as additional insured.
How many bids should an HOA get?
Three is a common standard for major contracts.