KanenJ (Florida)
Posts: 2
Posts: 2
Posted:
How does the bidding process work, how can I get bids submitted?
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Started by KanenJ • 7 replies • 1251 views
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DonnaS (Tennessee)
Posts: 5,671
Posts: 5,671
Posted:
Kanen,
Hopefully, you have had a budget that has been approved with a set amount for a landscape contract included. You call the companys, give them a list of what will be required of them in their duties and ask for a sealed bid. We are required to get three competitive bids and then the Board can discuss which of the three that they feel the most comfortable with.
If this will be a huge amount of money in the service contract, our Board has invited the contractors to address the membership in a monthly Board meeting. You did not tell us how big your association is and if it is a condo or villa situation.
KanenJ (Florida)
Posts: 2
Posts: 2
Posted:
I wonder what would be a reasonable bid for my area as compared to other properties in my area?
DonnaS (Tennessee)
Posts: 5,671
Posts: 5,671
Posted:
Kanen,
We get quotes all over the price scale from these landscape guys. Just do your homework and get three. Then you will have some idea. Once you decide on a company, you can negotiate before your Board signs.Otherwise, move on to another company. It all depends on what you will be asking them to care for.
MicheleD (Kentucky)
Posts: 4,491
Posts: 4,491
Posted:
Kanen:
Before you contact your first company, develop a checklist of ALL the items you need to have done. Make sure that each company gets the same information and is bidding for the same specifications.
For example, if you have 11 acres of common area, 3 of which are front entrance/signature entrance and the rest are "field" or "meadow" type common area.
You would want to specify weekly cuts on the 3 acres, during the maintenance season (in Kentucky they would only mow from April to October), and bi- or tri-weekly cuts on 8 acres. (The meadow type acreage can get a little longer between cuts.)
If you have flower beds, specify how many, how much mulch, and what type and frequency of plantings (we only get a spring planting and a fall planting of annuals; our perenniels are only weeded, mulched).
And so on.
But the key is to make sure it's the same specifications for each company that will bid.
They will all want to "throw in" extra stuff. But try to to get influenced by that.
As far as what is fair for your area, drive around and look for any subdivisions that have lawn maintenance. Call them and ask if they have any suggestions, recommendations, and what their average budget is. Most will be more than willing to share -- especially if they have a good service. I had several give me heads up on companies to avoid.
Good luck to you.
Before you contact your first company, develop a checklist of ALL the items you need to have done. Make sure that each company gets the same information and is bidding for the same specifications.
For example, if you have 11 acres of common area, 3 of which are front entrance/signature entrance and the rest are "field" or "meadow" type common area.
You would want to specify weekly cuts on the 3 acres, during the maintenance season (in Kentucky they would only mow from April to October), and bi- or tri-weekly cuts on 8 acres. (The meadow type acreage can get a little longer between cuts.)
If you have flower beds, specify how many, how much mulch, and what type and frequency of plantings (we only get a spring planting and a fall planting of annuals; our perenniels are only weeded, mulched).
And so on.
But the key is to make sure it's the same specifications for each company that will bid.
They will all want to "throw in" extra stuff. But try to to get influenced by that.
As far as what is fair for your area, drive around and look for any subdivisions that have lawn maintenance. Call them and ask if they have any suggestions, recommendations, and what their average budget is. Most will be more than willing to share -- especially if they have a good service. I had several give me heads up on companies to avoid.
Good luck to you.
RobertZ1 (Michigan)
Posts: 66
Posts: 66
Posted:
One important heads up:
We were advised by our insurance agent for our HOA, be sure they are properly licensed if they need to be(arborist if tree service, along with lawn maintenance)ask for documentation that they are insured in your state. This all helps to eliminate your liability when they are on your property. The next is get a stated day for service and time of day, if possible. This way you would let members know in a notice, when you would want them and children to avoid the commons or park areas. Easy to help eliminate no harm to them, or your hired contractor.
Alao, our company has been very deliberate in caring for our properties during low use days of the week, and very importantly just before holidays, so the park looks its best when used by members and their guests.
It always helps to show outside family members and guests your best, not to mention it does wonders to your HOA's reputation and likewise your board!
We were advised by our insurance agent for our HOA, be sure they are properly licensed if they need to be(arborist if tree service, along with lawn maintenance)ask for documentation that they are insured in your state. This all helps to eliminate your liability when they are on your property. The next is get a stated day for service and time of day, if possible. This way you would let members know in a notice, when you would want them and children to avoid the commons or park areas. Easy to help eliminate no harm to them, or your hired contractor.
Alao, our company has been very deliberate in caring for our properties during low use days of the week, and very importantly just before holidays, so the park looks its best when used by members and their guests.
It always helps to show outside family members and guests your best, not to mention it does wonders to your HOA's reputation and likewise your board!
PaulM (Pennsylvania)
Posts: 1,347
Posts: 1,347
Posted:
KanenJ: You could wonder what might be a good price; but to be proactive and network with like communities in your local area would give you a 'real' answer to the going rate for what you want. When you seek bids from landscape contractors, make sure you give each the identical 'work order' or the type of service you require, or you will not be able to make a valid comparison.
It is best to take a drive to other communities to observe the manner in which their lawncare is being done. You can tell a lot by how the landscaping appears and whether the residents take pride in their community.
It is best to take a drive to other communities to observe the manner in which their lawncare is being done. You can tell a lot by how the landscaping appears and whether the residents take pride in their community.
KM1 (FL)
Posts: 62
Posts: 62
Posted:
Hello, KanenJ,
I agree with recommendation of three to provide a reasonable baseline. I was researching possible landscapers for a +100 property on about ten acres. We used last year's contract as a template for what we wanted. The Management Company, a volunteer and I pitched in to get 2 or 3 bids each. I also went to my local Better Business Bureau (BBB) site to check for any problem companies. On the site there was also an option to solicit quotes from BBB-registered companies.
One important thing I look for this time is the cancellation clause. Our last one was 60 days (we thought reasonable when signed contract). It's like pulling teeth getting them to come out when they know their contract isn't being renewed! This time on bids I made sure to look at that clause! One national company stated cancel at any time; however, the fine print was we had to pay a certain monthly percentage for the remaining months of the contract. Could have hurt if we didn't pick the right company for our property. The final contract had a 30 day clause.
Either way, once your landscaper is in place, make sure you monitor their quality of service, and that they are performing all their contractual requirements. Document and address any problems as soon as they happen.
I agree with recommendation of three to provide a reasonable baseline. I was researching possible landscapers for a +100 property on about ten acres. We used last year's contract as a template for what we wanted. The Management Company, a volunteer and I pitched in to get 2 or 3 bids each. I also went to my local Better Business Bureau (BBB) site to check for any problem companies. On the site there was also an option to solicit quotes from BBB-registered companies.
One important thing I look for this time is the cancellation clause. Our last one was 60 days (we thought reasonable when signed contract). It's like pulling teeth getting them to come out when they know their contract isn't being renewed! This time on bids I made sure to look at that clause! One national company stated cancel at any time; however, the fine print was we had to pay a certain monthly percentage for the remaining months of the contract. Could have hurt if we didn't pick the right company for our property. The final contract had a 30 day clause.
Either way, once your landscaper is in place, make sure you monitor their quality of service, and that they are performing all their contractual requirements. Document and address any problems as soon as they happen.
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