The RFP – Your Blueprint for Fair and Accurate Bidding
Every year landscapers review hundreds of RFPs, and the ones that produce the best outcome for the association (and the most competitive pricing) always contain the same key details: Complete site address and legal description
• Total number of residential units (this directly affects color quantities, mulch volumes, and labor hours)
• Current site map or aerial with property lot lines clearly marked
• Specific scope requirements (example: “include two preventative grub applications” or “provide four seasonal color rotations per year”)
• Current irrigation map (if applicable) and any known turf or drainage problem areas
When these items are provided up front, your landscaper can bid exactly what the property needs – nothing more, nothing less. Without them, your vendor is forced to make assumptions. One bidder may include grub control while another leaves it out; one may assume 12,000 square feet of annual beds while another assumes 8,000. The result? Pricing that looks dramatically different but actually reflects completely different scopes. Clear specifications eliminate that confusion and ensure every vendor is truly bidding apples-to-apples.
Landscape Enhancement Reviews –
More Than Just a Walk-Through Beyond routine maintenance, many boards and managers are now requesting formal Landscape Enhancement Reviews. This service sets professional companies apart from basic “mow-and-blow” operators.
During an Enhancement Review, a degreed horticulturist or ISA Certified Arborist walks the entire property with the manager or committee members. They document existing conditions with photographs and provide a detailed written report that typically includes:
• Turf and plant health analysis
• Tree and shrub health evaluation (insect/disease damage, structural issues, planting conflicts)
• Drainage and hardscape concerns
• Recommendations for plant replacement, bed reconfiguration, or native conversions
• Phased budgeting: short-term (this year), 1–3 years, and 5–10-year capital projections with itemized costs
Providing realistic, phased budgets for enhancement projects is just as important as the maintenance budget. These projections help boards plan reserve contributions, avoid special assessments, and gradually transform the landscape without financial surprises.
PARTNERING FOR LONG-TERM BEAUTY AND VALUE
The most beautifully maintained associations in the Chicago suburbs and city neighborhoods didn’t get that way by accident. They got there through clear communication at the RFP stage, comprehensive maintenance performed by trained professionals, and periodic enhancement reviews that keep the landscape evolving as the community matures.
28 | COMMON INTEREST® • Spring 2026 • A Publication of CAI-Illinois Chapter
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