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Subject: Sample RFQs for Landscaping Contract?
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Author Messages
MikeV


Posts:0


08/27/2010 7:31 AM  
Does anyone have a sample Request for Quotation (RFQ) for a Landscaping Contract that they would be able to post?

My HOA recently transitioned from developer to member control and we are potentially looking to hire a different landscape company than the one that the developer has retained for the past couple of years. We're not unhappy with the service, but we are looking into the possibility of trying to receive the same/similar service for less cost.

Thanks in advance for your assistance.
SteveM9
(Massachusetts)

Posts:2924


08/27/2010 2:51 PM  
There is a bunch of samples here (wink)
http://tinyurl.com/22pumrq
KellyM3
(North Carolina)

Posts:1113


08/27/2010 5:49 PM  
MIke,

As you prepare to get multiple bids, walk the property with your first bidder, explain what you need and ask if he sees any other basic maintenance items that you may be overlooking.

Take the knowledge and build upon it when you meet the second landscaping bidder and then the third.

Tweak the initial solicitation/bid with the services you need and contact all the bidders to adjust their prices. Some will and some will hold their price.

I don't recommend turning the solicitation of bids over to a property manager. Use the property manager was the person who ultimately deals with the winning landscape company.

You will learn lots of stuff (if you've never done this), build a personal relationship with your landscaper (which greatly enhances customer service if you're easy to deal with) and you'll learn that landscaping contracts are quite expensive.

If the developer had a landscaping contract with a company, get that contract (if you liked the service) and mimic the requested services into your request.

The companies will draw up the proposal and contract for you. But, you need to read it and tweak it so all your bidders are bidding on the same services.

It took me about three weeks of light, after-work, phone calls and reading to get three bids that were apples to apples. Not bad.

I personally find that boilerplate forms could lead to the contracting of services that really aren't worth the money.
KellyM3
(North Carolina)

Posts:1113


08/27/2010 5:51 PM  
Posted By KellyM3 on 08/27/2010 5:49 PM
MIke,

As you prepare to get multiple bids, walk the property with your first bidder, explain what you need and ask if he sees any other basic maintenance items that you may be overlooking.

Take the knowledge and build upon it when you meet the second landscaping bidder and then the third.

Tweak the initial solicitation/bid with the services you need and contact all the bidders to adjust their prices. Some will and some will hold their price.

I don't recommend turning the solicitation of bids over to a property manager. Use the property manager was the person who ultimately deals with the winning landscape company.

You will learn lots of stuff (if you've never done this), build a personal relationship with your landscaper (which greatly enhances customer service if you're easy to deal with) and you'll learn that landscaping contracts are quite expensive.

If the developer had a landscaping contract with a company, get that contract (if you liked the service) and mimic the requested services into your request.

The companies will draw up the proposal and contract for you. But, you need to read it and tweak it so all your bidders are bidding on the same services.

It took me about three weeks of light, after-work, phone calls and reading to get three bids that were apples to apples. Not bad.

I personally find that boilerplate forms could lead to the contracting of services that really aren't worth the money.





OHHHHHHH.....and I just pick up the phone, call the landscaping company owner and set up an initial informal meeting to walk the property. No request forms or formal letters of introduction.
GlenL
(Ohio)

Posts:5232


08/28/2010 9:29 PM  
Mike you also might consider a multiple year contract or an automatic renewal clause with the appropriate provisions to terminate for cause. A lot of time, depending on the complexities of the landscaping and the prior care it recieved might take more than a season to get the property into shape and if the landscaper knows that you won't automatically dump them for someone who under bids them $5.00 you get much better overall service. You become a customer they want to please, our current landscaper has been with us for many years now although some of the owners threw hissy fits when we got rid of the previous landscaper.

French historian and author of Democracy in America Alexis de Tocqueville famously observed, "In a community association, members get the boards they deserve."
KellyM3
(North Carolina)

Posts:1113


08/29/2010 6:45 AM  
Glen,

Excellent advice!
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Forums > Homeowner Association > HOA Discussions > Sample RFQs for Landscaping Contract?



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