From Grass to Snow: What Every Property Manager Should Know

What Property Managers Should Know When Selecting a Landscape Contractor for a Grounds Maintenance & Snow Removal Partnership

Maintaining the exterior of a property is just as important as managing its interior. For property managers, hiring the right landscape contractor for grounds maintenance and snow removal is a critical responsibility that directly impacts tenant satisfaction, property value, and operational efficiency. A well-structured bidding process ensures that you not only get the best value for your budget but also secure a reliable partner who can deliver consistent, high-quality service year-round.

1. Define the Scope of Work Clearly
   Before soliciting bids, property managers must develop a comprehensive scope of work (SOW). This document should outline all expected services, including:
   • Grounds Maintenance: Lawn mowing, edging, fertilization, weed control, pruning, mulching, irrigation system maintenance, seasonal planting, and pest control.
   • Snow Removal: Plowing, shoveling, salting, de-icing, snow hauling, and emergency response times.
     
2. Include frequency, performance standards, and any site-specific requirements.
   • A detailed SOW ensures that all bidders are quoting on the same services, making comparisons fair and accurate.
     
3. Prequalify Contractors
   • Not all landscape contractors are an apples-to-apples comparison. Prequalifying vendors helps narrow the field to those who are capable, experienced, and properly insured. Key criteria include:
     • Licensing and Insurance
     • Experience
     • References and Reviews
     • Certifications
       
4. Issue a Request for Proposal (RFP)
   Once you’ve identified qualified contractors, issue a formal Request for Proposal. A well-crafted RFP should include:
   • Project overview and objectives
   • Detailed scope of work
   • Site maps or property layouts
   • Contract duration and renewal terms
   • Insurance and compliance requirements
   • Proposal submission deadline
   • Evaluation criteria
     
5. Conduct a Site Walkthrough
   Invite all prospective bidders to a mandatory site walkthrough. This allows contractors to assess the property firsthand, ask questions, and identify any challenges that could affect pricing or service delivery. It also ensures that all bidders have the same understanding of the site conditions.
   
6. Evaluate Proposals Objectively
   When reviewing proposals, don’t base your decision solely on the lowest bid. Use a weighted scoring system to evaluate:
   • Cost
   • Experience and References
   • Approach and Methodology
   • Staffing and Equipment
   • Responsiveness and Communication
     
7. Check for Seasonal Readiness
   Snow removal requires a different level of preparedness than landscaping. Ask specific questions about:
   • Equipment Inventory
   • Staffing Plans
   • Weather Monitoring
   • Response Time Guarantees
     
8. Negotiate Terms and Set Expectations
   Once you’ve selected a contractor, negotiate the final terms of the agreement. Key elements to include:
   • Service Level Agreements (SLAs)
   • Communication Protocols
   • Billing and Payment Terms
   • Termination Clauses
     
9. Monitor Performance and Maintain Communication
   The bidding process doesn’t end with a signed contract. Ongoing oversight is essential to ensure service quality. Best practices include:
   • Regular Inspections
   • Performance Reviews
   • Feedback Loops
   • Documentation
     
10. Plan for Contingencies
    Even the best contractors can face unforeseen challenges. Have a contingency plan in place for:
    • Equipment Failures
    • Staff Shortages
    • Severe Weather Events
      
11. Review and Renew Annually
    At the end of each contract term, conduct a formal review. Assess whether the contractor met expectations and whether the scope or pricing needs adjustment. Use this review to decide whether to renew the contract, renegotiate terms, or reissue the bid.
    
    Conclusion
    Bidding for a landscape contractor is more than just collecting quotes—it’s about finding a reliable partner who can enhance your property’s curb appeal and ensure safety during winter months. By following a structured, transparent, and thorough bidding process, property managers can secure high-quality services that align with their operational goals and budget constraints. The right contractor not only maintains your grounds but also contributes to tenant satisfaction and long-term property value.
    
    ABOUT THE AUTHOR
    John Mraz is an Account Manager for LandCare Allentown. He is a veteran of the industry with 40 years of experience. John entered the industry with a Bachelor of Science degree in Forestry from the Pennsylvania College of Technology and worked extensively in turf care for 17 years before joining the landscape maintenance division in mid-2021. He serves on the Board of Directors for the Kayhart Arboretum and is licensed PDA Applicator. Contact John via email at: john.mraz@landcare.com.