Landscape Contract Request

I don't think there is a "form" for this. You can simply call or have someone suggest a contractor for the job. Take the potential contractor around the area and let them get an idea of what the job will entail. I would "shadow" the current contractor to see what they do to get a general "feel" or start to the real contract. If there are improvements to be done, jot that down to the side for options for the new contractor to bid.
Contractors tend to like to evaluate the job themselves. You may give them a general guideline with a few options. I would let them give you a quote first. However, you may guide them into giving them a general pay range that the HOA is willing to pay. For example: Our previous lawncare guy came up to me and asked for a raise. He was paid $2K a month/12 months a year/landscaped only 8 months of the year. He asked for $2100 a month. I knew our HOA could afford 2K a month and most likely the $2100. However, his service was lacking and he didn't do some options.
When I bid out the job, I told them what the previous lawncare guy got paid. I knew we were willing to go above that if we got better service and some additional options. I maxed our range to about $2300 a month. However, I did NOT tell the contractors our maxed limit. They would simply bid to that regardless of what they were willing to do. I just let them know what the lawncare person was making currently or maybe tell them a few hundred lower than actual. That would give us some "wiggle" room to negotiate.
I interviewed about 4 different contractors. Some presented me contracts that if we signed a 3 year contract the 2nd and 3rd years would be lower than the first. NEVER lock into multiple year deals with a new contractor! I had a bid for $2500 from a lawncare company already doing a HOA of million dollar homes. (Our homes are less than $100K). I finally settled for a company that cost us $2200 a month. It was more than the previous lawncare even with his raise. However, their service was more professional, better response, and they did the job in one day. The other lawncare guy lived in the HOA and would mow on his leisure. He'd never respond to complaints.
Expect this process to take about a month. You want to start this prior to the end of the original contract. Otherwise, you could be paying 2 contractors at the same time. That's another thing that happened to us. The contract started in April but the other lawncare guy had started in May. We had to pay BOTH contractors for that month overlap. So be careful to the contractual dates.
Collecting bids is different than the actual lawncare contract. You may get lucky and the contractor will be willing to write it up for ya.

Jason, develop a RFP listing the specific details of the landscaping desired for your HOA and submit it to several recommended landscaping contractors.

I have attached the RFQ we used to obtain bids for a fence to be built around our retention basin. Feel free to copy the format. You can also find other samples of RFPs or RFQs online.

For our landscaping we included the following details in the "Scope of Work" section (I don't have a copy of that RFQ on my machine).

Full-service quote based on:

32 cuts/year of common areas totalling 10 acres and weekly landscape maintenance during season for signature entrance ("season" is defined as roughly from mid-April to early October); trash pick up at signature entrance; edging and weedeating; lawn treatments (5); trim shrubs two times during year; prune trees two times during year; annual flower plantings two times (spring/fall) on median at signature entrance only; re-edge and re-mulch planting beds; on-going weed maintenance of flower beds; lawn treatment (5 each to entrance and Noah Ct.); irrigation system maintenance (open/close)

With this information being the same to all vendors, we were better able to evaluate bids.

Old thread reactivated for purpose of soliciting.
I've reported the posts to the moderators.