How to Get Your Commercial Landscaper’s Best Work

Do you ever feel like your landscaper might be saving their best work for someone else?

You’ve seen all the beautiful pictures on their website, and you wonder why your landscape doesn’t quite look like the photos you’ve seen online.

If you’re pleased with the service you’re getting now, but you just want to be sure your landscaper is doing the best work they can, here are 3 tips to help you push your landscape service partner just a little harder.

1. Learn What You Like
For some reason when it comes to landscaping, there are a lot of clients who don’t really know what they want to see in their landscape. They know what they don’t like, which is helpful, but they can’t point to what they want to see improved.

We get it. Not everyone has a green thumb. But you don’t need to be a Master Gardener or have a degree in Horticulture to appreciate a nice looking landscape.

Spend some time driving around to other properties like yours and look at their landscaped spaces. If you find a tree or a flower you like, take out your iPhone and snap a picture, and then send the pictures to your landscaper.

Here’s a helpful way to think about working with your commercial landscaper:

Think of your landscaper like you’d think of your favorite hairdresser or barber. If you wanted to try out a new look, you’d show them a picture of the style you want and get their opinion. They may suggest some slight changes (or try to talk you out of it entirely), but if they know what you’re going for, they can help you get the look you want.

Once you have a style that you’re happy with, your future visits become much easier. You can say, “Give me the usual” and you both know exactly what the end result should look like.

2. Spend Some Time with Them
These days everyone is busy. That’s especially true if you’re in property management. You’ve got a million things going on and landscaping is probably not at the top of your list.

In fact, if your landscaper is doing their job, landscaping shouldn’t even be near the top of your list.

But, here’s what your landscaper needs from you. Pick one day a month and put them on your calendar. Depending on the size of your property it could be as little as a half hour, or it could take up a whole day. Whatever the right amount of time is, just block it off on your calendar and set it as a monthly recurrence.

What should you do in that block of time you set aside for your landscaper?

Ask them to tell you what they’ve been doing. If you’re onsite or you can meet them at the property that’s even better, because then they can show you what they’ve been doing. Ask them to point out any areas of concern. Have them show you where previous problem areas have been addressed.

Consider that for most properties landscape maintenance represents a significant financial investment. For some communities and commercial properties, it can be more than half of the entire annual maintenance budget. Doesn’t something you spend so much money on deserve a little calendar time, too?

By calendaring time with your landscaper each month, you’ll stay up to date on what’s going well and what needs to improve. You’ll know exactly what you’re getting for your money and you’ll be able to tell your clients and owners about how you’re making the most of their investment.

3. Make Everything Related to the Landscape Their Problem
You might be thinking, “Wait a minute. They’re my landscaper. Of course it’s their problem.”

Here’s what I mean by make everything their problem.

Most commercial landscape companies offer services that go beyond basic maintenance – mowing, trimming, edging, weeding, blowing. Many can also offer pest and disease treatments, fertilization, tree care services, irrigation system management, landscape design and installation, etc. If you’re not using all the services that your commercial landscaper offers, you may be keeping them from doing their best work.

Many times the difference between the showcase properties that you see featured on a company’s website and yours are the services being performed beyond just the basic maintenance. Specialty services make all the difference between a property that stands out, and one that just looks “nice”.

When a commercial landscape company is responsible for everything related to the landscape, there’s simply no excuse not to make it look terrific. If we installed the landscape materials, control the irrigation, apply pest and disease prevention treatments, and take care of the regular maintenance services, it had better be a showcase property or we’re doing something wrong.

An additional benefit for property managers, when you have one vendor that’s accountable for all things landscaping, it eliminates finger pointing if problems arise. It makes your job much easier, because you’ll never have to referee arguments about why there was a problem in the first place. All you have to do is make one call and tell your landscaper to fix the issue. It’s their responsibility. End of story.


Once you’ve talked with your commercial landscaper about what you like, you’ve committed to spending time with them each month, and you’ve given them responsibility for all areas of your landscape, you should expect to see a better result than you have today.

In most cases, you’ll be pleasantly surprised to find that open communication and built-in accountability checks go a long way toward getting the best work your commercial landscaper can offer.

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Landscaping and Other Outdoor Feature Upgrades That Make Cents

Fall is a great time of year to consider an outdoor feature project for your community or commercial property. But before you commit to a decision about what project to tackle with your budget dollars, there’s a new study out that you should consider first.

The study, released last week by the National Association of Landscape Professionals in partnership with the National Association of Realtors, looks at the return on investment for some of the most common landscaping upgrades and other outdoor feature projects. The report, titled “2016 Remodeling Impact Report: Outdoor Features”, also looks at the reasons why projects are undertaken and considers the happiness a project brings to the owner upon completion.

While the study is focused on homeowners, the results do offer some interesting insights for commercial property managers about the most effective ways to increase the value of your owner’s property through outdoor features and upgrades.

Not surprisingly, the least financially responsible outdoor project was the addition of a swimming pool. While homeowners reported the highest degrees of happiness after the project was completed, the study found that only half of what they spent would ever be recovered at resale.

This would also be true for an association that might be considering an addition of a community pool, playground, or sports courts. Pools and other recreational spaces are some of the highest liability areas for any HOA, they are expensive to keep in good working order, and very rarely become the community gathering places that well-intentioned Board Members envision.

If you’re looking for an outdoor project that won’t lose half the money you put into it, the survey found that landscape overhauls, patios, and decks all returned the investment put into them and brought high levels of enjoyment to homeowners.

For a commercial property or residential association, think of anything that creates or enhances areas where people gather at your property. In a residential community, this could be creating a nature trail or a community garden. For a commercial property, consider adding or updating outdoor break areas and dining spaces. Landscape overhauls and enhancement projects, like enlarging annual color beds, or adding trees and shrubs around parking areas, are other examples of outdoor features that are both a sound financial investment and will increase the visual appeal and enjoyment of your property.

So what was the number one, overall best investment for anyone looking to improve their outdoor spaces?

The study found that the most appealing project also offers the highest return on investment, and it’s something most homeowners don’t ever consider when selling their home – a lawn care treatment program. Simply having a regular fertilization and spray application program in place returns over 300% on its investment. That means you can expect $3 back for every $1 you spend on your landscape management program!

It’s not nearly as exciting as a pool or a new firepit, but a lawn that’s lush, green, and weed free is the number one recommendation made by realtors to increase the value of their sellers’ homes.

For the professional PM, this is information that you can apply to your properties, too. Whether you’re a CAM serving as advisor to homeowner associations or a CPM managing and leasing commercial spaces, make sure that any discussions about landscaping or outdoor feature projects start with a careful evaluation of the health and quality of your green spaces. Not only will it immediately increase the attractiveness of your property, it’s also a sound investment that adds long term value to the property for the owners. Something they’ll be sure to appreciate when renewing your management services agreement.

You can read the complete report on the REALTOR website here.

Or you can view an infographic created from the study’s findings here.


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Why You Need More Than Just a Number

If you’re like most Property Managers, you probably look forward to writing an RFP for landscape services about as much as your next dental visit.

There are a number of valid reasons for the overall lack of enthusiasm about RFPs, on both sides of the process.

For Property Managers, the prospect of recommending an unqualified vendor to your board or property owner can be devastating. When you recommend a vendor, in many ways you’re tying your reputation to their ability to deliver the services that your property needs. If they fail, then it’s not just their fault – it’s your fault, too.

For companies responding to an RFP, we worry that the Property Manager conducting the RFP won’t be able to spot an unqualified proposal. We worry that you’ll end up taking a ridiculously low number, even if it’s given by a company that didn’t do their homework. We worry that we’ll put in hours of work to deliver a thorough and thoughtful RFP response, only to be left at the end shaking our heads, knowing that a competitor missed something, or just left it out intentionally, because there’s no way anybody can do the job for that price.

So, with neither side really all that excited about your RFP from the beginning, how can you make sure you get the best vendor for your property with an orderly and fair RFP process?

One key to success is to clearly define your Submission Requirements.

Submission Requirements are generally listed in the Introduction section of your RFP. They typically take the form of a numbered or bulleted list of requirements that the proposing companies must supply, in order to have their bid considered for your property.

Your list should include only the most relevant items for your property. It’s easy to pad this section with a lot of requirements and documentation that have nothing to do with a company’s ability to provide you with quality landscape services. Avoid the temptation to Google “RFP templates” and simply copy and paste. You’ll end up asking for a lot of information that makes no sense to the proposing companies and only adds confusion and headache to your evaluation process.

Some examples of items that are often requested, but have little impact on choosing the right vendor:

  • Complete Listing of Contracts on Hand and Expected Completion Dates
  • Listing of Company Owned Equipment
  • Resumes of Company Executives
  • Distance of Vendor’s Offices to Project Site

There are plenty of things you should be asking for. Things that really will give you a clearer picture of the proposing companies’ qualifications and their ability to provide high quality landscaping services.

Some examples of items that should be included in your Submission Requirements:

  • Your Proposal Due Date and Time
  • Commencement of Services and Contract Term
  • Pre-Bid Conference Details and Required Attendance
  • Minimum Insurance Limits and Certificate of Insurance Requirement
  • Company’s Overview and Financial Stability Statement
  • Company’s Narrative Approach to the Scope of Services to be Provided
  • Company’s References and Listing of Similar Experience
  • Company’s Assigned Staff and Their Career Experience Summaries

Asking for relevant information, in a common format, by a certain date and time, will make your RFP process much more orderly and will give your proposing companies the confidence that you are doing your best to make an informed decision about who will be the best partner will be for your property’s landscape service needs.


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How to Write an RFP Introduction

So, tell me a little about yourself...

Welcome back to our series on how to construct a well written and thorough landscape Request for Proposals document. If you missed last week’s post when we kicked off our discussion of commercial landscape service RFPs, don’t worry. You can catch up here.


The Introduction. It's not just the first section of your RFP, it may very well be the most important section of your RFP.

Simply put, a poorly written (or non-existent) Introduction can determine the quality of landscape firms that respond to your RFP.

The introductory sections are where you, the client, need to outline two important pieces of information for your bidders: your Objectives and your Submission Requirements.

You can label these introductory subsections whatever you’d like, as long as your Introduction accomplishes these two things:

  1. Tell the proposing landscape contractors a little about your property’s story, letting them know why you’re accepting proposals in the first place.
  2. Give them the ground rules for how your RFP process is going to play out, and let them know you’re not going to put up with any nonsense.


Your RFP’s Objective
This is your chance to tell all of the proposing landscape companies what you really care about.

If you manage a community, tell us how important the landscaping is to your residents.

If you manage a commercial property, tell us that the quality of your landscaping is an integral part of your marketing strategy to draw in new tenants and their businesses.

You’d be surprised how many RFPs start out by diving right into their requirements and detailing their scope of services. They never bother to tell the proposers why they’re looking to obtain proposals for their landscape service needs in the first place.

Landscape contractors can always guess why a Property Manager might be looking for a new vendor. But, if you’re serious about finding the right commercial landscaping partner for your property, why not take the time to put together a couple of paragraphs about your objective for the RFP?

And it’s important to be honest about your objective. If you’ve been burned by taking the lowest price in the past, there’s nothing wrong with letting the proposing firms know that you intend to select the most qualified and competent vendor, and are not just looking for the lowest price. (This is one of the ways you can start to weed out “Low Buck Chuck”.)

Conversely, if you really are just looking for the cheapest price, your RFP's scoring system should make that apparent to the potential bidders. (Much more on RFP scoring systems and bid tabulations in a future post.)

The more information you provide about why you’re accepting proposals, the higher the quality of firms that will submit proposals for your landscape service needs.


Your Property Description

Including a brief one to two paragraph section in your Introduction about your property is a great way to help potential contractors understand exactly what they may be getting themselves into as your landscape service partner.

If you describe your property using words like “award-winning”, “world-class”, and “luxurious”, all of the proposing landscape companies should understand that you expect a level of service and professionalism that will exceed what many contractors may be accustomed to providing.

You should also mention any previous issues or recent changes in your landscape that would be of relevance for a new landscape vendor to know. For example:

  • Replaced sod on the great lawn last fall due to significant chinch bug infestation
  • Recently updated irrigation system to a reclaimed water source connection
  • Annual flower rotation designs must be approved by the Board of Directors prior to installation

Stating your RFP’s Objective and offering a succinct Property Description may seem like fluff to some, but for the discerning landscape contractor - the one who actually cares about creating a proposal that addresses your needs - the Introduction is so much more than the pages they flip past to get to your pricing sheets.

In our next post we’ll tell you how your Submission Requirements, the second part of a great Introduction, can help you avoid being buried by an avalanche follow up questions.

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The One Sentence Landscape Maintenance RFP

“If it was up to me, the RFP would be one sentence. Make it look good.”

That’s how the frustrated Director of Engineering started the conversation.  He was clearly unhappy that he was about to start yet another round of sifting through Landscape Maintenance proposals.

Two years ago, he’d hired a landscape contractor that seemed entirely capable of taking care of his resort’s landscaping. They said all the right things. They had good references. They had been in business for a while, and they seemed really excited about the opportunity to work at his resort.

But for the last 6 months, they just hadn’t been able to keep up. Their service teams that used to be 6-man crews were down to 4-man crews. Their trucks and equipment that used to look new and clean, were starting to look dirty and seemed to break down all the time.

When the guests started to notice that his property didn’t look like the pictures they’d seen online, he knew he had to make a change. And he had to make it quick.

He’d never had a formal RFP template before. Two years ago, he just sent out the service calendar that one of his old landscapers had given him. He narrowed the field down to his top three choices, but in the end, he went with his gut and he chose the company that seemed like the best bargain. Less than 2 years later, he now realized he couldn’t make the same mistake again.  It was time for a formal RFP process, but building an RFP from scratch is a lot of work and he knew he didn’t have the time to put into it.

So, why can’t you have a one sentence RFP?

Just make it look good.

That should be all the instruction it takes, right?

First, we need to understand that an RFP is not a magic bullet. You can have the most detailed RFP process, with exhaustive specifications, detailed service area maps, and a fair and logical scoring system, but still end up with a landscape contractor that doesn’t live up to your expectations.

RFPs were invented as a way to standardize how we purchase products. Products don’t come with all the variables that services do. It’s pretty easy to tell if the TV you bought meets your specs. Ongoing landscape maintenance service? That's a much harder thing to evaluate.

With services, what you’re really buying is the result they produce. Until you hire someone and the do the work, you can’t really see if they’re capable or not. Even then, the key trait of a great service provider is consistency in the results they produce over time.

How is an RFP going to predict that?

The goal of the RFP process and the documentation you create is to make sure all the proposing companies are on the same playing field from the start. There’s nothing more frustrating than five different landscape companies bringing back pricing that’s all over the board. You want to leave the proposing companies no room to cut corners and that you’re comparing apples to apples.

The problem that RFPs create is that we sometimes start to think of them as a prescription for how the contractor should do the job after it’s awarded. An RFP isn’t meant to tell the contractor how to do their job. It’s meant to be a guideline for their proposal, making sure that all the competing companies include the same services and frequencies.

In this post we're kicking off a multi-part blog series, where we’ll offer our thoughts on some of the most challenging parts of constructing a well written and thorough RFP document.

If you need an RFP template to start from, please feel free to download our free Landscape RFP Template here. Over the next few weeks, we’ll be updating and adding to the thoughts we first published in the template, so make sure to come back and read our future posts in this series.

In our next post, we’ll discuss why the Introduction isn’t just the fluff at the beginning. It’s the most overlooked and underutilized section of an effective RFP.


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Sarasota Intern Understands the Value of Field Experience

This is a guest post, written by Shelby, about her intern experience with us this summer.


My internship with Yellowstone Landscape is my very first, and I wouldn’t have had it any other way! I knew after graduation from Southern Illinois University, I wanted to do an internship with a landscape company and gain hands on experience as opposed to only classroom work. I wanted to work in the field and experience all aspects of landscaping.

As an intern I am able to work with the Account Managers, mow and trim crews, irrigation and fert-pest departments, and even the mechanic! I have really enjoyed this rotational internship as it very important for me to learn about each aspect of the company.

It’s awesome that each intern has a project and I was able to do what I enjoy the most, design! I plan to go into design in the future and I have thoroughly reveled in my project. Another favorite part of my internship is working with the irrigation department. Before coming to Yellowstone Landscape I knew nothing about irrigation and after a week with the irrigation crew I gained a new skillset. Irrigation is a must to keep the most pleasing landscape attractive after it’s installed.

The greatest lesson I have learned is every aspect of the company is important and must work together as a team, like a well-oiled machine. Without the mow and trim crews the landscape would become over grown. The irrigation crews keep the lawns and shrubs properly watered when there are broken spray heads and rotors. Account Managers keep the lines of communication open between clients and crews. The fert-pest crew keep lawns and plant materials green, healthy and free of insects and disease. Every part of this company is crucial to its success and no job or position is of greater or lesser importance.

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Why We Decided to Join Instagram

Admittedly, we’re a little late to the Instagram party. Since setting up our profile and creating our first post about a week ago, it already seems like something we should have done sooner.

Instagram is a platform that’s all about sharing images of the world around you. For individual users, that could be pictures of your family and friends, favorite meals you’ve eaten, or some of the places you visit in your everyday life.

For companies like us, it’s a little different.

So, what does Yellowstone Landscape hope to share with our Instagram account?

In short, these are the things we’ll be sharing with you, if you decide to give us a follow:

  1. The Spaces We Create and Maintain
  2. The People Who Make Those Spaces Happen
  3. A Glimpse Inside Our Company


The Spaces We Create and Maintain

As one of the country’s leading commercial landscaping companies, we have the great privilege of working with some amazing clients, creating beautiful and unique landscapes, and maintaining them throughout the changing seasons.

There are a number of things that we need to do to be successful as we grow our company. We focus a lot of our attention on safety, educating our teams, and providing great customer service to our clients. But none of those things are the first thing that most people think of, when they think about what a commercial landscaping company is.

We are the spaces that we create. When one of our Landscape Installation teams finish a project, does it fulfill the architect’s vision? When our Landscape Maintenance teams complete a weekly service visit, is the property more beautiful and tidy than it was before we got there?

Over the years, we’ve built a pretty expansive photo library, and there’s only so much of it that we’ve been able to include on our website and in our sales, marketing and recruiting collateral. Our Instagram account will now be the place where we pull some of our favorite images off the hard drives, and put them into the world. We hope you’ll enjoy seeing these spaces as much as we enjoyed creating them.


The People Who Make Those Spaces Happen

We talk a lot about the dedicated Landscape Professionals that make up our company. For most of our new clients, our people are one of the first things they ask about. Who are you going to send out here to take care of my property?

In peak growing season, there are over 1800 of us that put on a Yellowstone Landscape uniform every day. Not all of us are out in the field, but the men and women who are directly responsible for the spaces that we create and maintain, deserve to be featured alongside the beautiful results they produce.

We’ve said it many times before. Commercial landscaping is a dangerous and difficult profession. Too often, the effort and energy required to produce the end result is overlooked. There are hundreds of diligent Landscape Professionals across the South wearing our logo on the back of their safety vests. With our new Instagram account, we hope to share more of the faces that make up Yellowstone Landscape.


A Glimpse Inside Our Company

Over 1500 properties currently being served. 18 branch locations in 4 states. Hundreds of trucks and trailers. Thousands of mowers, edgers, string trimmers, blowers, and hand-held tools.

What in the world is it like to work for a company like that?

There are a million little things that have to go right, each and every day. Of course no day is ever perfect. What makes Yellowstone a special place to work is the way that we overcome the challenges.

With our Instagram account, we hope to share some of the behind the scenes images. Pictures of our mechanics working hard to keep all our equipment running, so our field crews can get their jobs done. Interns and Rookies learning the ropes as they launch their commercial landscaping careers. Seasoned pros finding the most efficient and effective way to serve our clients and their properties. Business Developers connecting with new clients at tradeshows and networking events. Celebrations in our local branches, honoring individual and team accomplishments.


We’re excited to begin sharing and connecting with a new audience. If you’d like to follow us on our Instagram journey, you can join us here.

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Daytona Intern Gains New Perspective On The Landscape Industry!

This is a guest post, written by Anthony, about his intern experience with us this summer.

Working at the Daytona Beach Branch for the past eight weeks has been exciting. I’ve seen and experienced nearly every aspect of the landscape business, from meeting clients to working out in the field with mow crews. At the University of Florida I studied crop production, so landscapes and ornamental plants are new to me.

I’ve learned so much it’s hard to recount. I came in not knowing how to operate a lot of the equipment used for landscape management. I can now effectively use an edger, zero-turn and walk-behind mowers with sulkies and a tractor. I’ve been able to interact and learn from my mentor as well as nearly every member of the Daytona team. Sometimes, it can be a little awkward as the intern, but being at this branch and in this environment has taught me how to work with a wide range of people.

I didn’t notice landscapes much before this internship, but now I notice well managed landscapes and those that need an expert’s help all of the time. I can now assess when something’s been done well, or not. I’ve gained a better perspective of the everyday needs of a landscape that I don’t believe can be gained in a classroom. There’s a distinct difference when you learn how to spray plant protection products in theory, and when you carry 40 pounds of liquid solution on your back in the middle of a highway median. I have spent the last few years doing the former, so to have the opportunity to do the latter is more valuable than words can describe.

Interning with Yellowstone is challenging, there is a lot of work required to be done, but it is also one of the most valuable learning experiences in my career so far. I’ve learned so much about an area of agriculture that I wasn’t familiar with. It’s an experience I highly recommend.

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Why Commercial Landscaping Clients Should Care About Pokemon Go

Seriously. You should pay attention to this thing. Give me three minutes and I’ll tell you why.

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Mississippi State University Intern Builds Her Skillset!

This is a guest post, written by Krystin, about her intern experience with us this summer.


This internship has been one for the books! I have had two mentors, which is definitely something to remember, both having helpful tips along the way. I’ve learned that respect between managers and the workers goes a long way. Without that respect, there is a void in communication, and nothing gets accomplished within the time frame that is needed. In order to gain this type of respect, you have to go out and work with the crews, show them that you understand what they are out there doing day to day in the heat. Having the opportunity to be on both sides definitely shows me the managers, or any person higher up than a crew member, truly cares about how everyone is doing. For me, that really means something. It means a lot to me when I’m out working with the service workers, and see my Mentor, or other Account Managers out there breaking a sweat and getting dirty with the crews to help get the work done.

Many of the Crew Leaders, Irrigation Techs, and my Mentors have taught me multiple new skills. I have used plenty of new tools and felt very accomplished when I’ve figured out the technique because I know now I have the skills to do any job. I am capable of trimming trees or finding irrigation breaks or clogs so much easier than I had before. Knowing that there is a specific technique to most everything that is done when taking care of a neighborhood or resort landscape opened my eyes in a whole new way. Being able to spot fungus and identify worms, chinch bugs, or other types of pests on turf or plants, is something I have come to find valuable. I know I can call the fert-chem crew or manager if I spot any type of problem while out in the field, and know that they’ll be there that day to fix the problem. This keeps the client or Property Manager pleased with the way the property looks.

Everything I have learned this summer has helped me so much and I hope with the time I have left in this awesome city of Orlando, that I will continue to learn and make more memories to look back on in the future. I came into this internship thinking I knew so much, only to realize that I had in fact only touched the surface with my previous internship. This being said, I am very pleased that I made the choice to come all the way to Florida, and expereince this hands on opportunity.


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3235 North State Street
PO Box 849

Bunnell, FL 32110

 Customer Rating : 4.5 / 5Based on 57 ratings 

Excellence in Commercial Landscaping