Start with the same scope for everyone
The most useful thing a board can do is give every bidder the same written scope of work. Without it, you're comparing different services, not different prices.
- Map of areas included: entries, parks, streetscapes, retention basins and amenity areas
- Visit frequency by season
- Specific tasks and standards for each area
- What is included versus billed as extra work
If you don't have a written scope, ask bidders to walk the property and propose one. The quality of their scope tells you a lot about how they'll manage your community.
Compare scope line by line, not just the total
Lay the proposals side by side and check each item. A low price often means something has been left out or reduced.
- Mowing and edging frequency, especially in summer
- Shrub pruning: how often, and whether it's shaping or proper selective pruning
- Weed control in granite and beds
- Litter and debris removal
- Seasonal color and overseeding, and whether they're included or extra
Look closely at irrigation
Irrigation is where many proposals get vague, and it is often the biggest hidden cost in a community's budget. Water wasted by broken heads and misprogrammed controllers rarely shows up in the landscape contract, but it shows up on the water bill.
- Are irrigation checks part of every visit?
- Who adjusts controllers seasonally?
- How are repairs priced: included, time and materials, or per item?
- How quickly are leaks reported, and how?
More on what good irrigation management looks like: irrigation installation and repair.
Understand how extra work is priced
Tree work, storm cleanup, plant replacements and irrigation repairs usually fall outside the base contract. Ask every bidder for their pricing on extra work, so the cheapest base price doesn't become the most expensive year.
- Hourly labor rates and equipment charges
- Material markups
- Approval process and spending limits for the manager
- Emergency and after-hours rates
Verify license, bonding and insurance
In Arizona, landscape contractors should hold a license from the Registrar of Contractors. You can look up any contractor's license status on the Arizona ROC website. Ask for certificates of insurance naming the association, and confirm bonding.
- Active Arizona ROC license, matching the company name on the proposal
- General liability and workers' compensation coverage
- Bonding
- Compliance with your management company's vendor platforms
Pro Turf is licensed, bonded and insured under AZ ROC #162171 and is compliant with NetVendor, VendorCafe, RealPage and Coupa.
Ask how they communicate
Most frustration with landscapers comes from communication, not mowing. Ask each bidder how they report problems and respond to requests.
- Who is your point of contact, and how do you reach them?
- How are issues reported, and are photos included?
- Do they provide visit reports or walk the property with the manager?
- What is their response time for urgent requests?
Check crew consistency and references
A consistent crew learns your community, your residents and your problem spots. Ask whether the same crew will service your property each week, and request references from communities of similar size.
Read the contract terms
- Contract length and renewal terms
- Termination clause and notice period
- Price adjustments over the contract term
- Who is responsible for plant and tree replacement
Plan beyond maintenance
The right landscaper also helps your board plan ahead: pruning cycles, irrigation upgrades and capital projects that line up with your reserve study. Ask bidders how they would approach your community's long-term needs, and see our Phoenix commercial landscape calendar for what should happen each month.
Request a proposal from Pro Turf
We write detailed, line-item proposals designed to be easy for boards to compare and approve. Learn more about our HOA landscape maintenance, or request a proposal.
