- Define frequency, not just tasks. "Mow as needed" invites widely different prices.
- Spell out weed control: how often, where, and by whom.
- Require proof of licensing and insurance up front.
- Include reporting and an extra-work pricing method.
Property managers, HOA boards, and procurement officers often receive grounds maintenance bids that range wildly in price for what appears to be the same job. Usually it isn't the same job. When a specification leaves room for interpretation, each contractor prices their own assumptions. A clear spec fixes that and makes it easier to hold the winning contractor accountable.
1. Define the property
Include a site map marking turf areas, beds, parking lot islands, slopes, detention or retention areas, and any areas excluded from the contract. Note acreage or square footage where known. If different areas get different service levels, such as a manicured entrance versus a back field, mark them clearly.
2. Mowing
- Frequency by season (for example, weekly during the growing season, reduced in fall, as needed in winter)
- Mowing height by turf type
- Clipping handling: mulched in place or removed, and cleared from hard surfaces
- Slopes and ponds: frequency and method for areas that require special equipment
3. Edging, trimming, and blowing
State whether hard edges along curbs and sidewalks are edged every visit or every other visit, and whether bed edges are maintained. Specify that walks, lots, and entrances are blown clean after each visit.
4. Beds and shrubs
- Weeding method and frequency (hand-pulled, spot-treated, or both)
- Pruning schedule and standards, including no shearing of flowering shrubs at the wrong time
- Mulch or pine straw: type, depth, and how many refreshes per year
- Seasonal color: number of rotations and bed square footage, or priced separately
5. Weed control and turf treatments
This is where specs are most often vague, and where price differences are largest. Define:
- Pre-emergent applications per year and target timing
- Post-emergent weed control in turf and beds
- Curb, sidewalk joint, and fence line weed control
- Fertilization schedule, if included
- Fire ant treatment, if included
Require that all herbicide and pesticide applications be made by properly licensed applicators, with application records provided. In Georgia, applying pesticides for hire requires a license from the Georgia Department of Agriculture. Our article on why your contractor needs a pesticide license explains why this protects the property owner.
6. Leaves and seasonal work
Specify leaf removal frequency in fall, whether leaves are mulched or hauled, and spring and fall cleanups. Wooded commercial sites in our area can generate a large volume of leaves; vague language here leads to disputes later.
7. Irrigation
If the site has irrigation, state whether the contractor is responsible for seasonal startup and shutdown, routine checks, and minor repairs, and how larger repairs are priced.
8. Reporting and communication
- Visit logs or service reports
- Photo documentation if desired
- Pesticide application records
- A named point of contact and response time for issues
9. Extra work
Storm cleanup, tree work, drainage repairs, and enhancements will come up. Ask bidders for hourly or unit rates so extra work has a defined price instead of a surprise.
10. Qualifications
Require certificates of insurance with appropriate coverage, applicable licenses, and references from similar properties. For public contracts, include required vendor forms and any local preference or documentation requirements.
A clear spec benefits everyone
Contractors who do quality work prefer detailed specs, because it means they're compared fairly against competitors pricing the same scope. If you're writing or updating a spec for a property in Northeast Georgia, we're glad to walk the site and offer input, whether or not we end up bidding.