Municipal Landscaping IFB Checklist (Printable)

Mowing, grounds and park maintenance bids from cities, counties and school districts.

Before you decide to bid

Read the whole IFB, the scope and every addendum
List every site, its acreage and the service frequency (weekly, bi-weekly, per cycle)
Note the season dates and how many cycles the price must cover
Go to the pre-bid meeting or site walk if there is one (some are mandatory)
Check whether you must have a pesticide applicator license for any chemical work
Confirm you have the crew and equipment for the busiest week, not the average one

Documents to gather

Business license and any state contractor or landscape license the IFB asks for
Certificate of insurance at the limits stated (general liability, auto, workers' comp)
W-9 and vendor registration with the buyer, if they require it before award
References from similar grounds contracts, with contact names
Equipment list, if the IFB asks for one
Bid bond or certified check, if the IFB requires bid security
Signed non-collusion affidavit or other forms in the bid package

Pricing

Price per site and per cycle exactly as the price sheet is laid out
Include fuel, disposal of clippings and debris, and travel between sites
Price optional or extra services (leaf removal, mulch, irrigation checks) only where asked
Check whether prevailing wage applies before you set labor rates

Submit

Use the exact bid form or price sheet the buyer gave; don't retype it
Sign every form that asks for a signature, by someone allowed to bind the company
Acknowledge every addendum on the form the solicitation names
Match the submission method: sealed envelope, e-bid portal or email, as the IFB says
Label a sealed envelope exactly as instructed (bid number, title, due date)
Deliver or upload before the deadline; late bids are usually rejected unopened
Keep a full copy of everything you submitted

After the opening

Attend or check the public bid opening, or ask for the bid tabulation
Note the winning price and winner for your next bid
If you win, have insurance certificates and bonds ready within the deadline the award letter gives

A general checklist of what public buyers commonly ask for. The solicitation and its addenda are the rules for each bid: follow them where they differ.

Municipal Landscaping IFB Checklist

Before you decide to bid

Documents to gather

Pricing

Submit

After the opening

Now find a landscaping bid to use it on