The Ultimate Guide To The RFP ProcessYou know the importance of finding the best landscape contractor in Hudson Valley for your commercial property. Your reputation depends on having safe, well-maintained, attractive grounds.

The minute customers approach your property, they form an opinion.

But how you find the best landscape experts is important, too. It all starts with the request for proposal — RFP for short.

If these three letters fill you with dread, we get it. The process can seem daunting.

But creating a thorough request for proposal is a great tool for commercial property managers. And that, in the end, helps you choose the best landscape experts for your commercial property.

Do it right, and potential contractors will have everything they need to know about your property in order to give you an informed proposal. Let’s take a look at five can’t-ignore benefits of creating a request for proposal — thoroughly.

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Understanding It’s Not All About Cost

Sure, you’re concerned about price. But there’s a lot more to choosing a landscape contractor than just the cost.

How each vendor attacks the work detailed in the request for proposal matters.

Your RFP gives you the chance to ask specific questions about the company’s work, to help you zero in on more than just who offers the lowest bid.

Are they efficient? Effective? Reliable?

This is where you clearly define your property’s needs and specifications and find out how each contractor will best meet those needs.

You create the RFP, so you can ask the questions most important to you.

Apples To Apples — Accurately Compare Bids

the more specific your request for proposal is, the easier it will be for you to compare proposals that come inThis is huge. One of the most confusing aspects of choosing a landscape contractor for your commercial property is trying to figure out who does what service for what price.

Create a thorough RFP, and you’ll be able to clearly compare.

List everything you need when it comes to landscaping on your property. Be specific. That will make it easier for you to compare apples to apples when reviewing the proposals that come in.

Create detailed maps that highlight each part of the service areas. Break down each service — mowing, pruning, mulch, fertilization, annuals, irrigation —  with a price broken out for each section.

Yes, this means more work for the contractors, but it will help you immensely when you review the proposals.

Aim for a specific scope of work that leaves no room for interpretation, and it will make your choice easier in the end.

Find Out Who’s Most Qualified To Handle Your Property

Hopefully, you’ve done your homework and have figured out what landscape contractors in your area are qualified to care for your property.

Remember, you don’t want to send your RFP to dozens of providers — it’s better to submit them to a few of the best companies.

But a thorough RFP gives contractors a chance to share details about their qualifications that may set them apart from the competition. That’s information you can use.

Yes, you’ll ask about:

  • licensing
  • certification
  • training
  • insurance coverage

This is also your chance to make your priorities clear. Is environmental leadership important to you? Ask for a list of LEED projects or examples of their environmental initiatives.

Weeds Out The…Weeds

talk to the references of the commercial landscapers you're considering hiringYou can tell a lot about the integrity of a contractor by the way they complete your RFP.

Did they leave a third of the proposal blank? Do they understand the services required for your property? You can tell how knowledgeable and comfortable they are by reading their responses.

Did they readily include client references? A side note here: Be sure to talk to references. Do they speak highly of the contractor’s work and their responsiveness? What were their biggest complaints? If a contractor won’t provide references, that’s a red flag.

A Contract Free Of Surprises

If you create a comprehensive, detailed request for proposal, you’ll know exactly what each landscape contractor has pledged to provide. No surprises.

No unexpected pruning bill — you already asked about that cost.

Is spring clean-up included? You’ll already know.

Knowing exactly what services are offered for what price helps you stay on budget — and gives you peace of mind that all the details of your property’s care will be addressed.

Need Help Creating A Request For Proposal? Ask Neave

At Neave Group Outdoor Solutions, we understand the value of matching the right landscape contractor to the right commercial property.

The right fit benefits everybody.

That’s why we care about a quality request for proposal. It’s part of the high standards and attention to detail that have made us the top choice for commercial property owners for decades.

Neave’s “Ultimate Guide to the RFP Process” can make sure your RFP results in the best partner for the job.

Check it out. Then, we’d love to hear from you.

If you’re in the Hudson Valley, call us at (845) 463-0592. If you’re in Westchester County, call (914) 271-7996; from Connecticut, dial (203) 212-4800. Or, fill out our simple web form, and we’ll contact you about setting up your free consultation.

Download the Ultimate Guide to the RFP Process

Images: ApplesDandelions