How to Win Landscaping RFP: #1 Factor Property Managers Want

For landscaping businesses, responding to a Request for Proposal (RFP) is often the gateway to securing long-term commercial contracts. However, many vendors might struggle to understand what truly influences a property manager’s decision when evaluating bids.

Is it pricing? Reputation? A well-crafted proposal?

While these factors matter, the #1 thing property managers prioritize is communication and engagement—the ability to demonstrate proactive service, transparency, and responsiveness from the very start of the RFP process.

In this blog, we’ll break down why communication is the key differentiator in winning landscaping RFPs, how property managers assess vendors, and practical strategies to stand out from the competition.

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What Property Managers Really Look for in Landscaping RFPs

Ali Breland, Senior Property Manager at Colliers International, who manages nearly 2 million square feet of commercial space, shared invaluable insights in a recent SiteRecon webinar titled - “How Property Managers Choose Landscaping Vendors”. She emphasized that property managers don’t just want a landscaping vendor—they want a partner who treats the property as their own.

One of the biggest mistakes a landscaping company could make is assuming that an RFP is only about submitting a price. Ali made it clear that the best proposals aren’t just numbers on a page:

"If somebody just sends me a bid through email without any kind of questions, that’s—I'm not looking for that… I’m looking for people who are asking questions, who want to meet me, who say, ‘Hey, I’m on-site, I have a question about this. Is this included?’”

This means property managers favor vendors who engage early, ask smart questions, and show they understand the site’s needs.

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The Role of Proactive Communication in Landscaping RFPs

Unlike residential properties, commercial landscapes directly influence tenant satisfaction and lease renewals. Property managers rely on their landscaping vendors to:

✅ Identify potential issues before they escalate

✅ Ensure landscape maintenance aligns with tenant expectations

✅ Recommend improvements that enhance curb appeal and property value

That’s why they expect contractors to be proactive—not just during the RFP process but throughout the contract.

Ali explained:

"I don’t want to get to a building and notice something, like dead flowers in beds or weeds everywhere, and have to bring it to their attention. I would like them to come to me and say, ‘Hey, we have an irrigation problem here. I’m on it. Just wanted you to know.’”

A landscaping company that demonstrates proactive communication from day one sets itself apart from the competition.

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DOWNLOAD FREE WINNING PROPOSAL CHECKLIST

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How to Stand Out in the RFP Process

To increase your chances of winning an RFP for landscaping services, here’s what you should focus on:

1. Ask Questions—Don’t Just Submit a Bid

Property managers expect vendors to ask clarifying questions about scope, site conditions, and expectations. The more engaged you are, the more confidence they’ll have in your ability to deliver.

2. Use Data & Visuals to Strengthen Your Proposal

Instead of submitting a proposal with just a number, back it up with site-specific measurements, maps, and reports. Property managers appreciate when a contractor provides a well-researched estimate.

Ali mentioned:

"A lot of times, I’m getting bids with just numbers, and I’m not seeing how they came up with them. If a landscaper walks in with property boundaries, bed square footage, and service maps—it saves me time and shows me they’ve done their homework.”

This is where technology like SiteRecon gives contractors a competitive edge. With SiteRecon, landscapers get access to automated takeoffs and done-for-you estimates that are both quick and highly accurate. By incorporating this data into your proposal, you provide property managers with fact-based, data-driven bids—demonstrating your professionalism and due diligence before even stepping on-site.

3. Submit a Site Report with Observations

A powerful way to showcase your expertise and initiative is by submitting a site audit report with your proposal. This could include:

• Photos of current site conditions
• Notes on areas needing improvement
• Suggested enhancements with estimated costs

Ali highlighted how valuable these reports can be:

"This helps me in capital budget planning and presenting to owners. My clients don’t visit the properties often, so a visual report makes it easier to push for necessary improvements.”

Providing a detailed site audit report not only strengthens your proposal but also signals to the property manager that you’ll maintain transparent communication throughout the service contract. Regular reporting reassures them that you are actively monitoring the property’s condition and taking initiative.

This is where SiteRecon’s Plato App comes into play. Equipped with Site Quality Audit (SQA) templates, the app allows vendors to send weekly or monthly site progress reports effortlessly. By using these reports, landscapers can keep property managers informed without requiring them to visit the site frequently, making their job easier and strengthening long-term relationships.

4. Build a Relationship Before the RFP is Issued

Many property managers choose vendors based on reputation and familiarity. So, if you’re trying to get on a bid list, networking is essential.

Ali’s advice to vendors trying to break in:

"Check in with me once a month. You might not get a response, but I see that you’re trying. And I like that."

Joining real estate industry groups like BOMA (Building Owners and Managers Association) and IREM (Institute of Real Estate Management) is a great way to connect with property managers before an RFP even comes up.

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P.S. - Here's a full blog on the top Industry Association that every landscaping business owner should join

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Wrapping Up!

Winning a landscaping RFP isn’t just about offering the lowest bid. Property managers want a vendor who is:

✅ Proactive in communication

✅ Engaged in understanding the site

✅ Reliable in delivering high-quality service

By focusing on strong communication, detailed proposals, and relationship-building, you position yourself as not just another landscaping company—but a trusted partner.

Want to submit landscaping RFPs that stand out? SiteRecon can help you streamline the process with automated property measurements, quick & accurate estimates, and site audit reports—so you can stand out from the competition.

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FAQs

What do property managers look for in a landscaping RFP?

Property managers prioritize communication, reliability, and proactive service. They seek vendors who engage early, ask smart questions, and provide detailed proposals backed by site insights.

Is pricing the most important factor in winning a landscaping RFP?

Not necessarily. While competitive pricing is important, property managers don’t always choose the lowest bid. They value vendors who demonstrate understanding of the property, offer clear communication, and show a proactive approach to maintenance and issue resolution.

How can I make my landscaping RFP stand out?

To stand out, consider these steps:

• Ask questions about the site and RFP details.
• Include property maps, measurements, and a site condition report in your proposal.
• Demonstrate a proactive approach by identifying potential site issues and solutions.
• Follow up with the property manager to discuss your proposal.

How can a landscaping company get on a property manager’s bid list?

Networking is key. Property managers prefer working with vendors they know and trust. Joining industry groups like BOMA and IREM, following up consistently, and proving your expertise through valuable insights can help you get on their bid list.

Do property managers prefer working with large or small landscaping companies?

Both large and small companies can win contracts. The deciding factor is how well they communicate, respond to issues, and maintain the property. A smaller company with strong communication and reliability can compete with larger firms.

Should I include property maps and measurements in my landscaping RFP proposal?

Yes! Property managers appreciate when vendors provide accurate site measurements, boundary details, and asset mapping in their proposals. This saves them time and shows that you’ve done your research.

What is a site audit report, and why should I include it in my RFP response?

A site audit report highlights:

• Existing site conditions with photos
• Areas needing improvements
• Recommended enhancements with estimated costs

Including this report shows proactiveness and expertise, making your bid more compelling.