Selecting a Landscaping Company |
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A practically universal service required of an association is management of landscaping. From manicured signs and entryways to parks and flower beds, effective landscaping provides a critical first impression for visitors to or prospective buyers in a community association. Because of the importance of this work, the board of directors should solicit requests for proposals (RFPs) bids from multiple competitors before contracting for landscaping services. The greater the detail of expectations included in the RFP and contract, the less chance for confusion and miscommunication.
Below is a suggested list of specifications:
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Sample Specifications Turf Mowing and Maintenance: |
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Mowing and edging all turf areas at least once per week during Spring through Fall growing months. |
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Mowing shall not remove more that one and one-half inches of the above-ground grass. The turf shall be cut at a uniform height (no scalping or uneven cutting). |
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Mowing and edging as necessary to maintain a manicured turf during dormant Winter months. |
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Raking of leaves to be performed as needed to maintain appearance. |
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At the conclusion of each visit, walks adjacent to work areas are to be swept or blown clean. |
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| Turf Fertilization and Pest Control: |
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All turf areas are to be fertilized two times per year. |
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The day of fertilization application shall be coordinated with the operation of the automatic irrigation system to assure watering the day after application. |
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Monitoring continuously for weed infestations and taking timely measures to treat with appropriate herbicide. |
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To be spot treated with appropriate fungicide as needed to maintain appearance. |
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To be spot treated as often as necessary with appropriate insecticide to control soil pests. |
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| Shrub and Ground Cover Beds: |
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To be maintained weed free, as needed, using appropriate chemicals and manual weeding. |
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Destruction or removal of flowering plants or shrubs shall not be done without prior approval of the Property Manager. |
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Applications of fertilizers shall be carried out throughout the year to maintain proper nutrient levels. The day of application shall be coordinated with the operation of the automatic irrigation system to assure watering the day after application. |
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Hedge and other type of shrubbery to be trimmed as necessary to maintain a manicured appearance. |
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All shrubbery along concrete areas will be kept trimmed back to the concrete line. Shrubbery will be kept free of vines. |
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To be spot treated with appropriate insecticides and fungicides as necessary. Such treatments shall be coordinated with the Grounds Committee Chairperson prior to application. |
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All shrub and ground cover will be weeded weekly and beds will be aerated once a month during the months of March through October and November through February as needed. |
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All areas of poison ivy or poison oak shall be sprayed regularly with an appropriate material until it is completely killed and removed. |
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| Landscape Trees (4" Caliper or Less): |
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Keep trees free of vines. Tree limbs will be kept free of vines in all areas at all times. |
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The maintenance contractor shall watch for insect and disease infestations and other tree damage such as lightning and vehicle damage at all times. The maintenance contractor shall notify the Property Manager immediately of such damage or disease so that the association can take corrective action. |
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To be kept free of sucker growth. |
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All trees over roadways will be kept trimmed to a height of nine feet above the road. All other trees, particularly over sidewalks and driveways, will be kept trimmed to a height of seven feet above the ground. |
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During November through March, effort will be concentrated on fallen leaf removal and removal of all dead tree limbs. |
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| Large Trees (Greater Than 4" Caliper): |
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Keep trees free of vines. Tree limbs will be kept free of vines in all areas at all times. |
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The maintenance contractor shall watch for insect and disease infestations and other tree damage such as lightning and vehicle damage at all times. The maintenance contractor shall notify the Property Manager immediately of such damage or disease so that the association can take corrective action. |
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To be kept free of sucker growth. |
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All trees over roadways will be kept trimmed to a height of nine feet above the road. All other trees, particularly over sidewalks and driveways, will be kept trimmed to a height of seven feet above the ground. |
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During November through March, effort will be concentrated on fallen leaf removal and removal of all dead tree limbs. |
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| Replacement of Dead or Stolen Plant Materials: |
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The contractor will provide a bid to replace dead or stolen plant materials within seven days after observation or notified of same. |
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| Watering: |
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The contractor shall be responsible for regular operation of the installed irrigation systems at the project. |
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Any damage to the installed irrigation systems caused by the contractor shall be repaired by the contractor within 24 hours at no expense to the owners. |
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| Debris, Trash and Litter: |
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Normal trash and litter will be removed from all lawn and landscape areas, including drive areas, on a weekly basis. |
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All debris resulting from any and all landscape work by the contractor shall be removed before the contractor leaves the project. |
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In using blowers for debris removal, the contractor shall not blow any material onto lawns, ground cover, bushes or other planted areas. |
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| Paved Areas: |
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All sidewalks, curb lines, and concrete slabs shall be mechanically edged as needed to maintain a neat, clean appearance. |
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At the parking area perimeters and paving joints, weeds and grasses are to be controlled with contact herbicide sprays and/or manual weeding are required. |
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| General Provisions: |
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The contractor shall provide adequate supervision to assure that all work will be done in accordance with these specifications. |
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The project will be inspected by supervisory personnel after each visit of the contractor and randomly checked by a member of the Grounds Committee. |
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Costs for normal supplies such as fertilizer, insecticides, weed treatments, etc. shall be born by the contractor. |
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The negotiated contract shall be in force for twelve (12) months. The contract may be canceled by either party after providing sixty (60) days written notification of same. |
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The contractor shall pay all payroll taxes and other related costs such as social security, employment insurance, workmen's compensation, etc. |
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The contractor shall repair or replace any damaged project property resulting from negligence or overt acts by the contractor. |
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The contract shall accept responsibility for loss or damage to property, or bodily injury resulting from its negligent performance of service. |
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Under separate cover, the contractor shall forward to the Property Manager Certificate of Insurance evidencing coverage of: " Workmen's Compensation " "Comprehensive General Liability", " Automobile Liability." |
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| Additional Items to be Included: |
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Neither the contractor nor his employees shall make use of the swimming pool, club house, tennis courts or other amenities of the association. |
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The contractor and his employees shall exercise due care in parking vehicles and equipment in a manner that will not interfere with home owners and their guests normal use of the driveways and streets. |
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Pouring of fuel into equipment shall not be done over planted areas. Pouring of fuel over any paved surface shall be done in such a manner as to avoid surface damage. |
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Contractor and his employees shall have the right to enter, at all reasonable times during daylight hours, those private areas owned by individual members of the association lying between the streets and the fences. Entry into fenced areas surrounding the individual member's homes is not permitted without the owner's approval. Trimming of plantings within home owner's fenced areas is prohibited. |
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The contractor shall not begin the operation of mechanical equipment before 7:30 a.m. |
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