Landscaping Annual Contract RFP Template
Lawn, bed, and tree care — May to October on a commercial property.
You manage a property with grounds that need weekly upkeep — mowing, weeding, beds, tree pruning, fertilizer, irrigation. Best for commercial buildings, multi-unit residential, and properties where curb appeal matters.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Landscaping & Grounds Maintenance — [Property Name] — [Season]
Annual landscaping contract for our [property type] at [address]. Covers weekly maintenance May–October, spring + fall cleanup, and irrigation start-up / shut-down.
Scope of work
Weekly / bi-weekly (May–October): - Lawn mowing, edging, trimming. - Garden bed weeding and maintenance. - Walkway and parking lot edge clearing of grass clippings. - Visual inspection of trees and shrubs; report on issues. Seasonal: - Spring cleanup (early May): debris removal, bed prep, mulch refresh, pruning. - Fall cleanup (October): leaf removal, bed winterization, perennial cut-back. - Irrigation start-up (May) and shut-down + blow-out (October). Annual: - Fertilizer (one or two applications — bidder to recommend). - Weed control (per provincial cosmetic pesticide regs). - Aeration + overseeding (fall). Add-alternates (price separately): - Tree pruning (above visual inspection level). - Tree / shrub removal or replacement. - New planting design + install. - Mulch top-up (additional applications).
Standard requirements
- $2M general liability insurance. - WSIB clearance. - Pesticide applicator licence (provincial) for any chemical applications. - Three references for properties of similar size in the last 2 seasons. - Schedule: visits on consistent day(s) of the week.
Suggested timeline
- 1
RFP open
Post by February / March for best pricing.
- 2
Award
April 1 latest.
- 3
Season start
Spring cleanup early May.
- 4
Season end
Fall cleanup October.
Site access & logistics
Property has [X] sq ft of lawn, [X] linear ft of beds, [X] mature trees. Site map provided on interest.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Weekly or bi-weekly visits — what do you recommend for our property type?
- What's included in spring vs. fall cleanup?
- How do you handle organic / pesticide-free preferences if we ask?
- What's your equipment list (mowers, blowers — gas or electric)?
- Per-visit cost vs. flat-season cost?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Total seasonal cost.
- 2.Quality of references and photos of work.
- 3.Reliability of scheduling.
- 4.Equipment quality and noise / emissions standards (if relevant).
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
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