How-to
How HOA boards should evaluate landscape bids
Updated · Glossary
Give every contractor the same scope sheet, ask for line-item pricing, and check licenses, insurance and references before you look at price. A bid that looks cheaper usually leaves something out. Fewer mows in summer, one color rotation instead of two, irrigation repairs billed by the hour.
1. Write one scope sheet
Before you ask for bids, list what the community needs: mowing frequency by season, beds, shrub and tree pruning, turf treatments, fire ant control, seasonal color, mulch, irrigation inspections and leaf removal. Attach a map of the common areas. When every bidder prices the same work, the numbers actually mean something side by side.
No scope yet? Ask the first contractor who walks the property to write one, then hand it to everyone else.
2. Ask for line items
One monthly number hides the differences. Line items show you where a bid is cheaper and why.
3. Walk the property with each bidder
A contractor who prices your community without walking it is guessing. The walk also tells you how they think. Pay attention to what they notice and whether they ask about irrigation, drainage and problem areas.
4. Check the basics
| Check | What to ask for |
|---|---|
| Insurance | A certificate of insurance naming the HOA |
| Irrigation license | A TCEQ Licensed Irrigator on staff |
| Chemical license | A Texas Department of Agriculture licensed applicator |
| Tree care | An ISA Certified Arborist, if the community has many trees |
| Playgrounds | A Certified Playground Inspector, if the community has play areas |
| References | Two or three communities of similar size you can call |
| Account manager | The name of the person you’ll deal with |
5. Call the references
Ask other boards and managers how fast the contractor responds, whether the same crew shows up, how extras get handled, and whether they’d hire them again. That last one tells you the most.
6. Compare more than price
| What to compare | |
|---|---|
| Scope | Same tasks and frequencies as the scope sheet |
| Extras | Hourly rates, irrigation repair pricing, approval process |
| Communication | Response time, reports after visits, one contact |
| Transition | How they take over from the current contractor |
| Term | Length and notice to cancel |
Common questions
How many landscape bids should an HOA get?
Three is common. More than that rarely changes the decision and eats a lot of board time.
Should an HOA always pick the lowest landscape bid?
No. The lowest bid often has fewer visits or leaves out items like color, mulch or irrigation repairs, so compare line items against the same scope sheet first.
What licenses should an HOA landscaper have in Texas?
A TCEQ Licensed Irrigator for irrigation and a Texas Department of Agriculture licensed applicator for fertilizer, weed and fire ant treatments, plus a certificate of insurance. Sage and Stone Landscapes also has an ISA Certified Arborist and a Certified Playground Inspector.
Can a new landscaper start before our current contract ends?
A new contractor can plan the start date around your current contract’s notice period, so there’s no gap and no overlap. Read the termination clause before you sign anything new.
We maintain HOAs and master-planned communities across Dallas–Fort Worth, including Quail Hollow and Granada in Westlake. See our HOA landscaping, or request a proposal and we’ll walk the community with your board.