A landscaping crew mowing and string-trimming a community common area

HOAcrew™ by VendoRFP · Landscaping

All landscaping and maintenance vendors in one place.

Publish your mapped scope once and every landscaping vendor prices the same ground.

The mapped ground

The acreage a landscaping vendor prices is the acreage on the map.

Home lots and street surface come out of the green. What is left is what gets priced.

69 ac
Acres inside the mapped boundary
43.5 ac
Left once private home lots, streets and ponds & parking come out
Satellite view of one residential community: rows of townhomes and houses on curving streets, with a pool and clubhouse at the center and a pond at one edge.

43.5AC

upper limit · streets out

© Mapbox © OpenStreetMap © Maxar
  • Common-area grounds (the estimate basis)
  • Private home lots
  • Streets
  • Ponds & parking, cut out
  • Outside the community
  • Community boundary
  • Amenities already on the map

A landscaping company walks the grounds before it prices them, and writes its line items against what it finds out there — the slopes, the bed edges, the trees a mower has to work around.

South On Main, a real subdivision in Woodstock, Georgia.

Priced over the green above

Sixteen scope lines: five sit in a mow-and-edge scope, ten more in a full-service scope, and irrigation repair returns as its own proposal.

  • MowingCommon turf, at the height your scope setsMow-and-edge
  • EdgingWalks, curb line, and drive apronsMow-and-edge
  • String trimmingAround trees, poles, hydrants, and fence linesMow-and-edge
  • Blowing offWalks and drives, at the end of the visitMow-and-edge
  • Clipping removalOff the hard surfaces and out of the bedsMow-and-edge
  • Bed weedingEntrance, median, and amenity bedsFull service
  • Mulch refreshBeds topped up before the growing seasonFull service
  • Seasonal color changeAnnuals in the entrance and median bedsFull service
  • Shrub and hedge pruningFoundation planting and screening hedgesFull service
  • Tree workCommon-area trees, to the height your scope setsFull service
  • Leaf haul-offCommon turf and the curb line, in the fallFull service
  • Pre-emergentTurf, on the schedule your climate needsFull service
  • FertilizationTurf and beds, by roundFull service
  • Weed controlBeds, walks, and cracks in the hard surfacesFull service
  • Irrigation zone walkEvery zone, monthly, with the count on the reportFull service
  • Irrigation repair or overhaulValves, heads, and controllersIts own proposal

Whichever lines you publish are the lines every company prices, so the proposals come back comparable. A repair or an overhaul comes back under its own number, and your board approves it before anyone digs.

Service reports

See what the crew records to close out a visit.

Sample recordFiled
A grounds crew spreading fresh mulch into a planted median bedPhoto logged on site
LandscapingThu 4:12 PM
On site1:40 PM – 5:12 PMTime on site3h 32m

On the report

Areas mowed
6
Mow height
3 in
Irrigation zones
14
Debris bags
9
Edged & blown
Yes

A visit will not close without acreage serviced, the areas mowed, and a photo of the finished work.

What it costs

Publishing a landscaping RFP costs nothing.

VendoRFP charges nothing to ask for work, compare what comes back and award it, however many communities and however many people you put on the account.

1Scope of work

43.5acres

Traced from the mapped boundary, with this community’s own private home lots subtracted. Treat it as an upper limit: curb strips and medians inside the boundary are still counted, so a walkthrough may bring it down. Land inside that boundary that belongs to a neighboring association was also taken out. The street surface inside the boundary is not counted in this figure.

ItemServiceOn the map
PoolLandscapingLocated
Dog parkLandscapingLocated
Common areaLandscapingLocated
PlaygroundLandscapingLocated
Powered byVendoRFP

This packet was assembled on VendoRFP from the customer's own answers and files. Before a company can propose: general liability, workers’ compensation, and — in every trade but painting — the credential that trade requires. The community reads the proposals, selects one, and contracts on VendoRFP.

How the map sizes a landscaping scope: RFP Generator Early access

Next

Map your grounds in about two minutes.

Enter the community address and set the scope. Publishing it takes an account, and an account starts with an application. Insured landscaping vendors send back their proposals.

Before you bring it to the board

What boards ask us first.

How is a landscaping proposal priced?

Off the acreage mapped for your community’s own common ground — the ground your association owns and mows, once home lots and street surface come out of it. Three vendors pricing the same mapped scope are pricing the same acreage, so their proposals compare directly.

What’s on the scope a vendor answers?

A line-item list: mow-and-edge lines, full-service lines for beds, mulch and seasonal color, and irrigation repair priced as its own separate proposal. You publish it once and every vendor answers the same document.

How do we know a visit happened?

A visit closes only once the crew logs three things: the acreage serviced, the areas mowed, and a photo of the finished work.

What credential does a landscaping vendor carry?

Landscape Industry Certified Technician, issued by NALP — the trade credential VendoRFP checks before a landscaping proposal is admitted.

What keeps a vendor honest after the contract is signed?

Two ongoing checks: the line-item proposal against the board’s spec sheet, and the quarterly property walk.

Run a service company? Join VendoRFP for free.