9 Tips to Comparing Commercial Landscape Maintenance Bids

Chances are when you’re looking for a professional landscaping company to service your commercial property, you have a few choices. So, like a smart shopper, you contact a few and ask for commercial landscape maintenance bids. How much would they charge to take care of your commercial landscaping service needs?

Then, your fun begins. Except, it’s not necessarily fun.

Turns out, you’re not exactly comparing apples to apples here. Or, should we say, mulches to mulches?

There might be considerable price differences that puzzle you. One bid might outline the services in detail, another might be fuzzier.

Comparing bids is tricky. We have a few pro tips to help you through the process.

Note: You’ll need to go beyond the written bids and ask detailed questions. The extra effort is worth it. It isn’t just your flower beds at stake here. It’s your company’s reputation.

How to Bid Commercial Landscaping Jobs

Comparing commercial landscape and grounds maintenance bids can be overwhelming. Experts advise zeroing in on more than a few important details:

Who Best Understands The Scope Of The Project?

Say you get bids from four commercial landscape maintenance companies. The bids come in at $42,000, $44,000, $47,000 and $15,000.

The contractor behind that $15,000 bid clearly misunderstands the scope of the job. Getting commercial lawn care contracts is challenging and it is possible that they bid the lowest as part of the commercial lawn care game to get chosen by property managers.

Have each contractor walk you through the project step by step, so you know who has a thorough understanding of what needs to be done.

Each contractor should be able to tell you exactly what they’ll do for the money and explain their pricing.

It shouldn’t be a mystery.

References, References, References

One more time, for emphasis: Check references.

This is your chance to talk to current clients to find out what they really think of your potential commercial landscaper. Ask plenty of questions:

• Is their commercial landscape contractor reliable?

• Do they do what they say they will, when they say they will?

• Are they available to talk when you need them?

Take a look at their property. Does it meet your high standards for appearance?

Check Licensing And Certification

Don’t assume all commercial landscape workers are licensed and certified. This isn’t a given.

Ask for proof.

Here are a few more important questions to consider when hiring a landscape contractor:

• If workers will apply pesticides to your property, are they licensed for that?

• Does the landscape company have landscape design experts on staff?

• Do they have a full complement of consultants aboard who can address all your concerns and your property’s diverse needs?

• Do you have specialists on staff or are there just a couple guys who mow the grass?

Check Insurance

Much like licensing and certifications, not all landscape maintenance companies have complete insurance coverage. Ask about this.

Your commercial landscaping company should have workers compensation insurance, general liability insurance, bonded workers and appropriate state licensing.

From landscape construction to routine landscape maintenance, accidents can happen. Contractors with liability insurance will cover any property damage or injuries incurred while working on your property.

Consider The Administrative Staff

What does the administrative staff have to do with your commercial lawn care and pest control? More than you might think. Billing, insurance, documentation — all of this happens in the front office.

A quality administrator will send you an email to let you know crews were at your property that day, detail what they did and tell you the fee.

If you get a scrawled note on the back of an old contract, you can see which scenario is better.

What’s The Chain Of Command?

Is the business owner involved in the business? If you want to get him or her on the phone, can you?

If the company owner is the guy in the truck and you’re not happy with the service, you have nowhere else to go with your concerns.

Is The Bid For All-Inclusive Pricing?

All-inclusive pricing means the landscaping company provides a menu of covered items with a yearly commercial lawn care contract and agreement, so you know what you’ll be paying each month and what’s included for your commercial property’s landscape.

You’ll know exactly how much you’re paying each month, and what’s included in that price.

Appearance Matters

That old saying about not judging a book by its cover doesn’t really apply here. Customers who see your landscape maintenance crew at work will judge you by their appearance.

Are the workers in professional uniforms? Are their vehicles and commercial lawn care equipment professional and well-maintained?

If your landscape maintenance crew parks a rusty old vehicle on your property while they work, that reflects poorly on you.

How to Spot a Vague vs. Specific Commercial Lawn Care Contract Bid

Not all landscaping bids are created equal. Some bids might look appealing at first glance because of a lower price, but they can leave out essential services. When comparing bids, detailed pricing ensures you know exactly what you’re paying for and eliminates surprise expenses down the line.

Here’s an example comparing a detailed bid versus a fuzzy bid:

Why Detailed Pricing Matters:

• Transparency: Clear pricing ensures no hidden fees or sudden cost increases.
• Accountability: You know exactly what to expect, so no services get skipped.
• Long-term Savings: Vague bids often exclude critical services like irrigation checks or winter snow removal, leading to costly repairs or last-minute expenses.

A Couple Other Things To Consider

Once you’ve reviewed the bids, asked the questions and done your research, it’s time to choose.

Here are a couple other considerations before you decide on a commercial landscaping company.

Don’t Make A Decision Based On Cost Alone

Sure, it’s tempting to just go with the company that offers the lowest bid. Everybody likes to save money.

But opting for the company with the lowest bid might cost you more in the long run. This company might seem great at first. But chances are, if they bid very low, they’ll realize they’re not making enough to cover their costs. So they might begin spending less time on your property. Things won’t look as tidy anymore.

Soon, you’ll have to start all over again to look for a qualified company.

Or maybe this bid is low because the company is saving money by cutting corners — maybe by foregoing liability insurance and worker’s compensation.

Remember, you really do get what you pay for.

Does The Company Meet All Your Needs?

Hire a commercial landscaping company that meets all of your property’s landscape maintenance needs and there’ll be less stress for you.

A full-service company can handle all of your needs, from lawn maintenance to annual color to pruning to irrigation systems. That means one phone call when you need something.

If you hire one company for all your property’s needs, they’ll get to know it well. That means they’ll spot safety issues before they become problems.

Key Concerns for Business Owners When Reviewing Commercial Lawn Care Bids

When selecting a commercial landscaping contractor, avoid these common pitfalls to protect your property and budget:

1. Underbidding and Cutting Corners

While low bids are tempting, they often mean shortcuts, such as:

• Skipped seasonal services.
• Inferior materials (e.g., lower-grade mulch or fertilizers).
• Minimal crew time on-site, resulting in poor quality work.

2. Missing Critical Details in the Bid

Vague bids often fail to outline:

• Scope of seasonal cleanups.
• Irrigation maintenance (winterization, repairs).
• Snow removal triggers and post-storm treatments.
• Emergency response times.

Tip: Always ask for a line-by-line service breakdown to understand what’s included and excluded.

3. Not Checking Insurance and Licensing

An uninsured or underinsured contractor exposes you to serious financial liability in case of accidents. Always confirm:

• Workers’ compensation insurance.
• General liability insurance.
• Appropriate state licensing for pesticide applications and other specialized work.

The Bidding Process For Commercial Landscaping Contracts

Navigating the commercial landscaping bidding process requires precision and transparency to ensure property managers receive value-driven proposals. Here’s a step-by-step overview:

1. Understanding the Scope: Clearly outline the project requirements, including lawn care, seasonal maintenance, irrigation, and snow management.
2. Request for Proposal (RFP): Solicit bids that include a detailed breakdown of services, timelines, and costs.
3. Evaluating Proposals: Compare bids for thoroughness, credentials, and clarity, avoiding vague or underpriced offers.
4. Interviews and Site Visits: Meet with potential contractors to discuss the project, inspect references, and assess expertise.
5. Final Selection: Choose a contractor based on experience, transparency, and alignment with your property’s needs.

A streamlined process ensures the right partner for lasting landscape excellence.

Why Local Business Owners Work With Neave Group for Their Landscaping Jobs

At Neave Group, we pride ourselves on professionalism, safety, and quality. Here’s why businesses across the region and our commercial clients trust us with their commercial properties:

Industry Certifications and Approvals

• ISO 9001 / SN 9001 Certification: Demonstrating our commitment to quality management and continuous improvement.
• Avetta Approval: Recognized as a safety-conscious, compliant property management provider that meets strict industry standards.

Staff Credentials

The Neave Group’s staff boasts unmatched expertise in commercial landscaping, holding numerous credentials that reinforce their qualifications:

• Landscape architects (ASLA, PLA)
• Advanced degrees in landscape architecture, horticulture, and business management.
• Certified Pesticide Applicators (NY, NJ)
• ISA Certified Arborists
• ICPI Certifications for paver installations.
• APSP Certified Pool Specialists and Service Technicians.
• Licenses for irrigation systems, pools, and property management across NY, NJ, and CT.

Learn more: Neave Group Staff Training and Credentials

Affiliations

Neave Group’s industry affiliations demonstrate their commitment to excellence, training, and innovation. They include partnerships with:

• New York State Turfgrass Association: Advocating professional, eco-responsible practices.
• American Society of Landscape Architects (ASLA): Leaders in landscape design and planning.
• Tree Care Industry Association: Focus on safety and arboriculture standards.
• Accredited Snow Contractors Association (ASCA): Advancing snow and ice management.
• Rachio: Providers of smart irrigation systems.

These affiliations highlight Neave Group’s industry leadership and dedication to high standards. Learn more: Neave Affiliations.

Start the Year With the Right Commercial Landscaping Contract with Neave Group

At Neave Outdoor Solutions, we have experts in a multitude of divisions to meet all your commercial property’s needs, from landscaping to smart irrigation systems to enhancements like landscape water features and masonry services.

When you get our bid, you’ll know exactly what you’re paying for. We’ll walk you through it, explain the pricing and answer all your questions.

No mystery — just great, reliable service that’s clearly the best.

If you’re in the Hudson Valley, call us at (845) 463-0592. If you’re in Westchester County, call (914) 271-7996; from Connecticut, dial (203) 212-4800; from New Jersey, dial (201) 591-4570. Or, fill out our simple web form, and we’ll contact you about setting up your free consultation.