Hiring a landscaper for your HOA can feel daunting. If you’re in the midst of an HOA landscaping bid comparison, then you probably already know that no two bids are exactly the same. When this task starts to feel overwhelming, some HOA decision-makers fall into the trap of just opting for the lowest bid.
But falling for the low-ball trap can be a big mistake.
We do understand that the pressure you feel in making this decision can build, and that taking the easiest path might be tempting. But there are so many reasons why that can lead you astray and set your property back.
While comparing HOA landscape maintenance contracts might be a lot of work, we’re here to make this process easier for you.
Let’s look at some things you should look for in an HOA landscaping contract so you can focus on these necessities when reviewing bids while also avoiding any pitfalls that can cost you down the road.
Comparing commercial landscaping proposals means looking at the big picture…NOT just the price. It’s important not to shop based on price alone. You need to compare value, reliability, and scope consistency.
Keep in mind that a well-structured HOA landscaping bid will likely save an HOA money in the long-term, so don’t just choose the lowest upfront price.
Here are some specifics that you should look at for an HOA landscaping bid comparison:
Your HOA landscaping contract should be thorough, detailed, and understood by both parties. You have standards, and they should be represented.
Typical HOA contracts in Greater Chicago are approximately 8 months long, running from early spring to late fall each year.
A strong contract will be detailed and lengthy. Here is everything that ought to be included.
Your HOA landscaping contract should naturally list the services that your commercial grounds maintenance professional will perform. This includes mowing, edging, trimming, weeding and cleanups. Depending upon what’s been discussed, it might also include:
The contract should also specify how often each task is performed and which locations are included. Common areas only or sections of individual properties as well? An HOA common-area maintenance contract will look different from one that covers individual homes.
Appearance expectations and performance criteria also need to be included. When reviewing your needs with your commercial grounds maintenance professional, outline your expectations for how you like your lawn mowed, as well as any specifics necessary for special areas.
For pruning, discuss areas that are important for visibility that you’d like kept clear. Cleanup may involve removing fallen branches and picking up trash in common areas. Think about what areas you’d like freshly mulched each year to keep your property looking sharp.
Details around communication are also key. Who is your point of contact, and how will updates be delivered? Response times should also be included for regular issues and for emergencies.
Also, what about communication between your company and residents? Within your community, not only is there an HOA board to satisfy, but there are also residents who ask questions and nitpick services.
An HOA landscaping contract should outline procedures for property owners to contact the commercial landscape company to resolve issues or ask questions. This ensures everyone is happy with the process and knows how to respond or take action when necessary.
Monthly rates, inclusions, exclusions, and extras should all be spelled out. When comparing commercial landscaping proposals, keep in mind that it’s likely not an apples-to-apples comparison in terms of price.
Some companies may charge for every extra thing and nickel-and-dime you later, raising the price of the services you actually want. A quality commercial landscape company in Greater Chicago will provide a full package that includes all the services you need and specifies those costs. All of this should be spelled out in the proposal to prevent cost surprises later on.
This includes information on change orders. You should know in advance how additional work is approved and billed.
Coverage requirements and compliance should be part of the contract, too. These sections are critical as they help protect the HOA board.
The contract length, renewal terms, and exit clauses are also vital aspects of an HOA landscape maintenance contract. Without clear termination language, HOAs can get trapped in poor service relationships or face disputes over cancellation fees.
Finally, the inspection process and accountability measures should also be spelled out so that you have a way to provide feedback. This includes details about your commercial landscape walkthroughs.
The lowest bid can be a red flag for a landscape contract, particularly if it’s significantly lower than everyone else's. Is there something the company has cut to offer such a lower price?
Here are some reasons why the lowball price might be a problem:
If you’re looking for more than an HOA common-area maintenance contract and want your contract to cover individual properties, there is important language that needs to be included. Here are some of our recommendations.
Define ownership clearly: Specify that all common-area turf includes front, side, and (if applicable) rear yard turf for individual units.
Map the areas: Attach a site map labeling exactly which unit spaces are maintained by the HOA vendor.
List unit-level services: Are you including mowing, edging, weed control, irrigation checks, and cleanups at each unit?
Clarify boundaries: Distinguish HOA-maintained turf from homeowner-maintained or private fenced areas.
Specify service frequency: Ensure unit turf is treated the same as other common areas (not “as needed”).
Include irrigation responsibility: Define who is responsible for maintaining and repairing the unit's turf-zone irrigation.
Set quality standards: Uniform appearance expectations across all units.
Require walk-through verification: Periodic inspections with the HOA manager to confirm compliance.
A detailed scope of work for HOAs can help prevent being nickel-and-dimed for a few key reasons. For one, it clearly defines the inclusions (mowing, trimming, irrigation checks, cleanup, etc.) so there are no questions about add-ons down the road. This limits “extra work” loopholes with fewer gray areas for vendors to charge additional fees.
It also standardizes expectations because service levels and frequency are written, not assumed. And it pre-approves routine tasks. Common work, like weed control, minor adjustments, and debris removal, cannot be billed separately.
Similarly, exclusions should be clarified upfront. Anything that is truly “extra” (like major repairs or plant replacements) should be agreed upon in advance.
All of this helps improve pricing accuracy, as vendors must price the full scope upfront. This reduces low-ball bids with add-ons later. It also ensures accountability, as HOAs can enforce contract terms rather than debating what was “included.”
You can never ask too many questions when you’re reviewing your HOA landscaping contract. If you’re getting to the point of signing and you are still unsure of some specifics, that’s not a great position to be in. Don’t be afraid to drill down into bids and analyze them so you feel confident making your final decision.
This process should also be about building confidence in the commercial grounds maintenance service partnership you're creating.
We understand it can be hard to find the right partner that truly empathizes with the unique challenges of your HOA. But the work must get done, and KD Landscape wants to help you make the most informed and best decision for you.
Want to learn more about our HOA landscape maintenance services in Greater Chicago? Get started today with an on-site consultation. We’ll review your options together so you can feel confident and make a great choice.