Landscaping Annual Contract RFP Template

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.

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.

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).

- $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.

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.

Property has [X] sq ft of lawn, [X] linear ft of beds, [X] mature trees. Site map provided on interest.

• 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?

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).