Well maintained flower bed in the commercial property concept image for commercial property maintenance RFP.

Out to bid? As a property manager, you are responsible for ensuring that you retain a commercial landscape maintenance partner that delivers the level of service you expect because your brand, leasability and ability to compete is at stake. The way your landscape looks and how guests experience it is a reflection of how you care for guests, tenants and employees.

How can you be sure to hire the best landscape maintenance company to care for your commercial property in New York, New Jersey and Connecticut?

It starts with a commercial property maintenance RFP that covers all the bases and sets expectations so you can compare landscape providers and determine the best fit for your property.

We are constantly reviewing RFPs for existing and potential clients, and there is often missing information that would help property managers, HOA boards and other decision-makers execute a successful bidding process. We’d like to share some of those with you because a strong RFP allows you to make an educated, informed decision.

Bulldozer as part of the snow maintenance service for your commercial property.

Include a Map with Your Commercial Property Maintenance RFP

A visual representation of your property that highlights key areas that require attention and identifies boundaries will help providers understand exactly where you want landscape services. Of course, this will accompany detailed descriptions, but a map offers a quick snapshot. This is especially helpful if your property is mixed-use or is adjacent to similar properties so you can mark what spaces you own. Your property map should also show which areas do not need to be serviced. Additionally, it’s a good idea to prioritize landscape spaces so companies are aware of which spaces might require even more attention to detail vs. less visible areas.

Properly maintained lawn with different colored plants infront of the building signage.

Service Expectations – Speak to Your Brand

The RFPs we review include descriptions of required services, and a concise list is most helpful. But we love when RFPs go beyond listing needs and goals. We want to know more about your brand and how you want to be represented. What draws guests, tenants or employees to your property? What do you feel makes you different from the competition? What areas do you want to really stand out and speak to your brand? How do you want those who visit your property to experience your outdoor spaces? This information can bring an RFP to life and help providers deliver proposals that align with your vision

Well maintained surroundings of the commercial property.

Explain How You’ll Compare Bids in the RFP for Commercial Property Maintenance

What is the criteria for your landscape maintenance provider, and how will you ultimately select the winning bid? Explain this in your RFP so applicants know what qualities and services are  most important to you. Then, they can explain how they will meet your expectations in their proposals. For example, you might compare and choose a provider based on any or all of these qualities:

  • Years in business
  • Service offerings
  • Crews and and ability to scale up or down
  • Employee screening, training, licensing and certifications
  • Reputation and awards – including referrals from properties similar to yours
  • Price and ability to meet your budget

Landscape maintenance company employee mowing the lawn.

Request a Free Consultation and Site Visit

During the bidding process, find out if the landscape providers you’re considering offer a free consultation and site visit to get to know your property and ask questions so they can deliver the best bid possible. At Neave Outdoor Solutions, we take the time to walk your property with you, discuss your vision and identify areas that could be improved. We listen and provide the best commercial landscape management services. And this is the foundation of a successful partnership.

We look forward to getting to know your property. 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; from New Jersey, dial (201) 591-4570. Or, fill out our simple web form, and we’ll contact you about setting up your free consultation.