New Get The Right Landscaping Contract

How can my association get the best representation and protection from their new landscaping contract? What is specifically written in the final contract will ultimately be a decision that your community has to make. I have highlighted a few of the most common items and issues that are usually overlooked when considering a new contract.

One of the biggest concerns that communities have with their landscaping companies are meeting the communitys expectations. In most of these cases, although the landscaper meets their contractual agreement with the community, the contracted agreement itself does not satisfy the needs or expectations of the community. This then results with the community incurring additional costs that were unexpected or, in some cases, needed landscaping improvements become neglected. When taking bids for a new landscaping company, be informed with as much of your communitys expectations and concerns. Often times the associations are under the assumption that their contract covers certain perks only to find out these were not specifically stated in the signed contract. Providing as much information as is possible to potential landscaping companies will save time and aggravation for both parties involved in the contract.

Take some time to take an inventory of what your community needs and prepare a scope of work for what your communitys expectations for landscaping is going to be. Be as specific as possible in what you expect and what you are requesting the bid and potentially the new contract to include. Ensure that your request(s) includes a map of the specific areas you expect to be maintained. Include such things as mulch or pine straw, seasonal colors, how often you expect that the shrubs will be trimmed, aeration and over seeding, fertilizing, trash removal, and leaf removal. If you have an irrigation system, include your expectations of the landscaper for maintaining and winterizing the irrigation. Some associations will want to also include maintenance of any landscape lighting as their landscapers responsibility. You may want to set specific times that certain areas can or cannot be maintained such as around a park, swimming area or the tennis courts and set seasonal time periods that certain landscaping maintenance should take place such as trimming shrubs, installing mulch or other seasonal items. In the scope of work, note the costs you would like to have line itemed in the bids and included in the contract. A detailed scope of work will help to ensure that your new landscaping company knows exactly what you are expecting from them. It will also prevent the landscaper from running into unexpected work as well as keep the association from running into unexpected costs.

When sending out proposal requests, offer all potential landscaping companies the same information for the bids to have uniformity with regards to specifications. Provide the potential landscapers with a map of the community as well as areas expected to be maintained. Set aside a time to meet with any potential new landscaping company (keep in mind how much your community spend every year on landscaping; it is a good idea to meet with and get to know the candidates for your new landscaping company).