RFP Toolkit
RFP Scope Language Library
Copy-ready language for property managers, HOA boards, community managers, owners, and asset managers writing or improving a commercial landscaping RFP.
Sample RFP Language
Maintenance Scope
Recurring services, frequency, included areas
Irrigation and Extras
Observations, repairs, approvals, exclusions
Vendor Requirements
Insurance, licensing, reporting, subcontractors
Use with review: Scope languageRFP draftsLegal reviewProcurement reviewOwner approval
Reviewed by Good Landscaping. This RFP Toolkit resource was prepared with input from our commercial landscaping team. Use these samples as a starting point and have final language reviewed by the appropriate advisors.
Use Case
What this tool helps you do
Most landscape RFPs become unclear because the scope uses broad words like maintain, service, inspect, or manage without defining what those words mean. This library gives you clearer starting language for common RFP sections.
Define base maintenance more clearly
Clarify irrigation expectations
Separate included work from extras
Ask for reporting and communication
Require vendor documentation
Reduce proposal assumptions
Make bid comparison easier
Copy-Ready Blocks
Sample language
Use these examples as starting language. Adjust each section for the property, contract, procurement requirements, and legal review.
Included service areas
The Contractor shall provide landscape maintenance services for the areas identified in this RFP and any attached maps, exhibits, or service area descriptions. Included areas may include entrances, monument signs, street frontage, turf areas, landscape beds, parking lot islands, amenity areas, common areas, trails, sidewalks, and other areas specifically identified by the Owner or Manager. Any areas excluded from the base scope must be clearly listed in the Contractor proposal.
Recurring maintenance services
The Contractor shall provide recurring landscape maintenance services necessary to maintain the property in a clean, professional, and orderly condition. Services shall include mowing, edging, string trimming, blowing, bed maintenance, routine shrub pruning, visible weed control, debris removal, and related services as described in this RFP. The Contractor shall identify any services not included in the base monthly price.
Service schedule and seasonal changes
The Contractor shall state the proposed annual number of service visits and describe how service frequency changes during active growing periods, slower growth periods, heavy rain, drought, freeze events, or other seasonal conditions. The proposal shall clarify which tasks are performed weekly, monthly, seasonally, or as-needed.
Irrigation observations
The Contractor shall report visible irrigation issues observed during regular landscape maintenance, including broken heads, leaks, dry areas, overspray, runoff, wet sidewalks, standing water, controller concerns, and other visible water-related concerns. Unless otherwise stated, irrigation repairs shall be separately priced and require approval before work begins.
Irrigation repair approval
The Contractor shall provide written recommendations and pricing for irrigation repairs not included in the base maintenance scope. Repair recommendations should include the location, visible issue, recommended action, estimated cost, approval requirement, and completion documentation where applicable.
Tree pruning and specialty work
Routine shrub pruning is included only to the extent described in the base maintenance scope. Major tree pruning, tree removals, stump grinding, storm-damaged tree work, arborist review, and specialty tree services shall be separately identified and priced unless specifically included in the proposal.
Fertilization, weed control, and applications
The Contractor shall describe any fertilization, weed control, herbicide, pesticide, pest control, or plant health services included in the proposal. The Contractor shall identify who performs these services, whether they are self-performed or subcontracted, and what licensing, documentation, or application records apply.
Optional and separately priced services
The Contractor shall clearly identify services that are excluded from the base monthly price or priced separately. These may include mulch, seasonal color, plant replacement, sod replacement, irrigation repairs, major tree work, storm cleanup, drainage work, enhancements, emergency services, and other non-routine work.
Communication and reporting
The Contractor shall identify the assigned account manager and describe the communication process for routine updates, service concerns, property walks, repair recommendations, issue reporting, photo documentation, complaints, weather delays, and escalation. The Contractor shall state expected response times for routine and urgent matters.
Vendor documentation
The Contractor shall provide current insurance documentation, applicable license or qualification documentation, subcontractor disclosures, and any other documentation required by the Owner or Manager before contract award. The Contractor shall identify any regulated or specialty services included in the proposal and the party responsible for performing those services.
Practical Use
How to use this language
- Do not copy every section blindly
- Start with the property actual needs
- Add maps and service zones where possible
- Ask vendors to identify exclusions clearly
- Make all vendors respond to the same requirements
- Have legal, procurement, insurance, or ownership advisors review final language