What Should Be Included in a Commercial Landscape Maintenance Contract?

Maintaining a commercial property takes a lot of work. A well-maintained commercial property requires attention to detail to keep it safe, functional, and aesthetically appealing. But how can you make sure you’re fully covered?

Getting the services you need starts with your commercial landscape maintenance contract. This document is incredibly important, as it serves as the roadmap for your property’s care. It also aligns everyone by setting clear expectations for the work.

Jump to Section

• What should be included in a commercial landscaping contract?
• What should I look for in a commercial landscape maintenance contract?
• How to compare commercial landscaping proposals, side-by-side
• How to choose the right commercial landscaping partner in Chicago
• Commercial Landscape Maintenance Contract FAQ
• Create the Right Chicagoland Commercial Landscaping Contract for You

In this guide, we’ll cover everything you need to know about what to include in a commercial landscaping proposal.

What should be included in a commercial landscaping contract?

A good commercial landscape maintenance contract should be both transparent and thorough. Think of it this way: You shouldn’t have many questions after reading it. You should feel confident in the relationship you’re forming with your commercial landscape maintenance partner.

Here is everything that should be included in a commercial landscaping contract:

• Property/site map
• Detailed scope of work
• Service frequencies
• Seasonal services
• Irrigation responsibilities
• Additional work/pricing
• Service standards
• Communication/account management
• Contract term and renewal
• Pricing and payment terms
• Insurance and liability
• Clear exclusions

Missing details can lead to misunderstandings and problems. A clear, upfront contract can prevent many of these issues.

What should I look for in a commercial landscape maintenance contract?

A strong commercial landscape maintenance contract goes beyond a list of what’s included. It should clearly define expectations, responsibilities, schedules, communication, and the level of care that your property will receive. You should be seeking both clarity and accountability in the contract.

Here’s more to look for to ensure it is a strong contract.

What’s included?

You obviously need to start by looking at what’s included (and we have that list above). Make sure the contract covers everything your property needs.

How often is it performed?

A great commercial landscape contract should outline how often each service is performed, not just that it’s included. Service frequency is an important detail, and defining it helps property managers and landscape maintenance providers stay on the same page.

What is excluded?

What’s not included is as important as what is included in the contract. Certain services may fall outside the scope of work and would therefore be an additional charge.

Understanding exclusions upfront helps you get a clear picture of what to expect. It can also help prevent misunderstandings.

What costs extra?

As you review your commercial landscape maintenance contract, consider which services or circumstances might trigger additional charges. Knowing what situations might lead to additional costs is key to budgeting and avoiding hidden cost surprises.

Who is responsible?

A landscape maintenance agreement should also define who is responsible for each aspect of a property’s care. This helps prevent confusion about who handles an issue when something goes wrong.

How are problems handled?

What happens when something goes wrong? You shouldn’t have to scramble to figure this out in the midst of a problem. Instead, a strong commercial landscaping contract will define how problems are handled (including how they're identified, reported, and resolved).

Renewal and termination terms

A clear and transparent contract also covers renewal and termination terms, explaining whether the contract renews automatically, how long each renewal period lasts, and how much advance notice is needed. The contract should also cover circumstances under which termination may be initiated.

How to compare commercial landscaping proposals, side-by-side

When comparing proposals side-by-side, always compare scope before price. Make sure you’re comparing apples to apples. The lower proposal may be missing services. In other words, the lowest price isn't necessarily the lowest cost if the scope differs significantly.

Putting proposals side-by-side, look at:

• Frequency
• Services included
• Exclusions
• Extra-work rates
• Seasonal services
• Irrigation
• Supervision/account management
• Contract terms
• Annual increases

Taking the time to review these details can reveal differences that may significantly affect how your property is cared for. Ultimately, the goal shouldn't be to find the lowest number, but to find the commercial landscaping proposal that gives you the most value for your investment.

How to choose the right commercial landscaping partner in Chicago

Choosing the right commercial landscape partner will set you up for long-term success. The contract is a great “first look” at what a relationship with your commercial landscape maintenance partner will be like.

A commercial landscape provider that offers a detailed, transparent commercial landscaping proposal is more likely to communicate honestly and transparently than one that provides minimal detail and murky answers to your questions.

As you aim to find the right commercial landscape provider for you, look beyond price and also evaluate:

• Experience with similar properties
• Quality of communication
• Management and supervision
• Staffing and equipment resources
• Accountability
• References
• Contract transparency
• Understanding of your property

As we’ve said, a proposal is often the first real look at how a company operates. But you should dig deeper and make sure that you’re choosing a company that is the right fit for you.

Commercial Landscape Maintenance Contract FAQ

What services should a commercial landscaping contract include?

Depending on the property, some of the common services that a commercial landscape maintenance contract includes are:

• Mowing, trimming and edging
• Bed maintenance and weed control
• Shrub/tree pruning
• Fertilization and turf care
• Spring/fall cleanups
• Mulch and seasonal flowers
• Irrigation
• Plant replacements
• Landscape repairs/enhancements
• Snow and ice management

What questions should you ask before signing?

• What exactly is included?
• What isn't included?
• How often will you service the property?
• Who manages our account?
• What requires additional approval?
• What are your additional-work rates?
• How do you handle irrigation and plant replacements?
• How are storm events handled?
• Can pricing increase?
• What are the cancellation terms?

How can property managers avoid unexpected costs?

• Understand all exclusions.
• Establish additional-work rates.
• Require approval before extra work.
• Clarify irrigation and plant replacement responsibilities.
• Understand storm-damage costs.
• Review annual price increases.
• Clearly define snow/deicing pricing.

Create the Right Chicagoland Commercial Landscaping Contract for You

We know evaluating landscaping proposals can be a lot of work. But that upfront effort will pay off by helping you choose what’s best for your property.

This process should also build confidence in the service partnership you're creating. That trust goes a long way in keeping the process smooth throughout the season.

We know it can be hard to find a partner who truly understands the unique challenges of your commercial property in Greater Chicago. But the work must get done, and KD Landscape wants to help you make the most informed decision possible.

Want to learn more about how KD Landscape can help you maintain your Chicago commercial property? Get started today with a free quote. We’ll review your options together so you can feel confident and choose the right option.