The checklist
- COI and W-9 sent within a business day
- Additional-insured endorsement on request
- Written scope of work and calendar
- Itemized pricing: base vs. add-ons
- One named contact by phone and email
- Photo documentation after service
- Clear rain-day policy
- Snow and ice option for winter
- Licensed applicator for weed control
- Photos or references from similar sites
1. Insurance and paperwork, fast
If a vendor takes a week to send a certificate of insurance, that's how long everything else will take. Ask for a COI naming your company as certificate holder, additional insured if your agreements require it, and a W-9.
2. A written scope
The most common complaint is "I thought that was included." A real proposal lists what happens every visit, what happens seasonally, and what's extra, along with a season calendar.
3. Pricing you can explain to ownership
Commercial pricing depends on property size, scope and frequency. An itemized proposal lets you compare bids line by line and adjust scope to fit a budget.
4. Communication and proof
You should know who to call and get an answer within a business day. Remote managers should ask for photos after service.
5. Local rules, followed
Suffolk County prohibits lawn fertilizer from November 1 to April 1, and New York limits phosphorus on established lawns. Weed control should be applied by a licensed applicator. A vendor who knows these rules protects you from fines and complaints.
6. One vendor all year
Bundling landscape maintenance with snow and ice management means one contract, one COI and one contact, and a crew that already knows where curbs, drains and sprinkler heads are.
Questions to ask in the interview
- Who is my day-to-day contact, and how fast do you respond?
- How do you handle rain days and missed visits?
- What's included every visit, and what's billed separately?
- How will I know the work was done?
- Can you send a COI and W-9 today?
- Do you handle snow and ice, or will I need a second vendor?
Red flags
- No written scope, or a one-line "maintenance" price
- Slow or missing insurance paperwork
- No clear contact person
- Pricing far below other bids with no explanation of scope
Contract length and renewals
Most commercial maintenance agreements run for a full growing season, with options for year-round service that includes snow. Month-to-month terms are useful for a trial or a mid-season switch. Ask how renewals, rate changes and cancellation notice work before you sign.
Managing a Long Island property from out of state
Remote owners and asset managers should ask for photo updates after service, emailed invoices with online payment, and a single contact who answers within one business day. A vendor who can walk the site for you and send photos and measurements saves a trip.
