Five Landscapers Consulted......

"Turf Tenders" came out Monday afternoon to survey our common areas and prepare a bid to handle our landscaping services for one year.  Their representative was very straight-forward and communicated clearly.  We didn't talk money as I won't talk money until they play their card first.  That card is, of course, their bid proposal.

The larger landscape company sales pitches always include the desire to build a long-term relationship.  I agree because it's nice to have a vendor we can count on for weekly services AND know our exact costs for having those services provided.  The longer a landscaper owns an account, the better they know the property and the faster they can perform their weekly job.  Time is money to them.  I understand that profit margins are tight and there's lots of competitors out there if an HOA board will actively solicit bids.

While the Edgehill Farm Master Association will, by majority vote, decide the official landscaping contract that serves us in 2009, I don't think the decision will be based solely on the lowest-bidder.  Our scope of work lists so many small services that the low bidder may be low because he's not willing to provide a service we're requesting.

What if a bidder offers a great price but refuses to regularly water our flower beds (which have no irrigation) or wants $30-$50 per trip to water 8 flower beds they planted and promised to maintain?

What if a bidder can beat the competition on mowing and edging but has no experience with other forms of landscaping matters outlined in our scope of work?

What if a bidder won't get specific about when he'll perform some tasks, using adjectives like "regular scheduled times" or "routine basis" rather than using numbers - "once per week" or "three times per month?"

Should we, as a board, be willing to pay fuel surcharges on our monthly landscaping bill because gas pump prices reach a certain price?  Is that a fair concession for a small businessperson to ask of the HOA?

Is a one year contract needed or should we sign a multi-year deal with locked-in price adjustments to offset inflation BUT give the company a stable account and some protection for the HOA against rapid price spikes every year?

If you like a touch of good-natured negotiating, then this could be for you.  For any vendor the board selects, I want both the board and the landscaping company to feel it's a win-win situation.  I've found the companies to be friendly and reliable in communication.  That's an excellent first step.

The second step is to see how these companies propose to serve us WITHOUT us prompting them for an explanation of their terms.  A best proposal is a clear proposal.

If you have questions or comments, click "comments" below this posting.  A text box will pop up.

KMc