The common phrase “comparing apples to oranges” does not even come close to explaining what a lawn care bid process is like for a property manager or owner who does not have set specifications to bid against. At least in the case of apples v. oranges, they are both fruits, so they are somewhat close. No, without specifications, I have seen too many home owner associations, property management companies, and other property owners struggle with comparing competing bids, more like comparing apples to a cucumber.
This time of year, many individuals responsible for the maintenance and upkeep of a property are starting the process to find an exterior maintenance contractor for the upcoming lawn care season. The start of that process is creating a list of qualified contractors, and requesting a bid from them. It is right there, in the bid request, that it seems to start becoming an arduous task for many. A large portion of frustration for these individuals is often that the competing bids have differing service levels, application amounts, and so on.
As an example, we had received a bid request via our website last fall for an association in the south west suburbs of the Minneapolis/St. Paul metro area. The only thing the website inquiry stated was that this HOA was requesting a bid from us for a 12 month service agreement. I contacted the individual who submitted the request and inquired about the specifications for their specific property. Here is how that conversation went:
My Self: Thank you for the bid request, we would be happy to put some numbers together for you, do you have a second for me to ask some quick questions?
Board Member: Yes.
My Self: Do you have a copy of your association’s specifications I can build a proposal off of?
Board Memeber: What do you mean?
My Self: Do you have a document that you are giving to all of the contractor candidates that details the level of service you want on your property?
Board Member: Oh…No… we just want the lawn mowed, and the snow removed.
My Self: Okay, do you want to include shrub trimming and spring and winter clean ups?
Board Member: Yeah, that sounds good.
My Self: What about fertilizing the turf and treating for weeds, how often do you have that done?
Board Member: How often should we get it done?
My Self: It is really up to each association, it depends on how much concern there is regarding color and weeds in your turf.
Board Member: Okay… well… just put down however many you think we will need.
My Self: Okay… well regarding the snow removal, what trigger depth would you like?
Board Member: What? I don’t get it.
My Self: At what snow fall amount do you want us to come out and clear the property?
Board Member: I don’t know, whenever it snows I guess.
This went on for around another 10 minutes with the board member continuing to tell me “just bid for what you think we need” or “I don’t know, what do you think?”.
After going through the same process with a couple other contractors all asking the same questions and receiving the same answers of “I don’t know” and “Do what you think is best”. The association ended up receiving proposals from 5 different companies ranging in service levels from a 3″ snow trigger to a 1/2″ snow trigger, 2 fertilizer applications to 7 fertilizer applications, no pruning to monthly pruning during the season. To top it off, because the service levels were all over the place, so was the pricing. The five bids they received ranged from $10k or 12 months to $35K for 12 months. The association board was dumbfounded and did not know how to go forward.
I am not sure exactly what the end results were, as Green Stuff Outdoor Services was not awarded the contract. But I can guarantee you that if that association does not change the way they bid their contracts, every year will get more and more difficult for them to decide which bid to go with.
If this is an issue that you worry about within your organization, contact me at Green Stuff Outdoor Services and I would be more than happy to assist you in creating a set of specifications for your property. There is no cost to you, and no obligation to even have Green Stuff included in your next bid process. We just want to help make the bidding process easier for you. Contact me today at either ridgley@greenstufflawn.com or 763.553.7711 and ask for Ryan Ridgley.