Landscape Maintenance RFP — Contract Years 2027–2029

Willow Bend Homeowners Association, Inc. (Idaho entity W-44821) invites sealed proposals for common-area landscape maintenance for the three-year term 1 January 2027 through 31 December 2029. The Association comprises 340 residential lots on approximately 186 acres (Westfield Homes plat, Ada County Instrument 104098765), with Association Property including the clubhouse grounds, pool-deck beds, playground plantings, mail-kiosk areas, street common strips maintained by the Association, and the twelve-acre willow-corridor linear park.

1. Scope of Work

• Mowing, edging, and blowing of Association turf and common lawn areas on a schedule appropriate to the season (typically weekly in peak growth; reduced frequency in shoulder seasons).
• Bed maintenance at the clubhouse, pool deck, playground, and mail kiosks: weeding, mulch refresh as specified, ornamental grass cutback once per year.
• Willow-corridor pruning and cleanup twice per year (spring and fall), protecting drainage and root zones; debris removal from paths.
• Irrigation system start-up (spring) and winterization (fall), including coordination of repairs under a not-to-exceed allowance or time-and-materials protocol set in the contract.
• Fertilization and weed-control program for Association turf consistent with Ada County / City of Meridian rules; product labels available to the manager on request.
• Snow/ice is not included unless added by separate work order.
• Private Lots are excluded; Owners maintain their own yards subject to Design Guidelines (ornamental grasses; turf limited to rear yards).

2. Site Visit

A site walk was offered through Westgate Property Management prior to the bid due date (clubhouse, 18 November 2026, 9:00 a.m.). Proposers should inspect the willow corridor, pool deck, playground, and representative common strips. Contact Susan Collins, 208-555-0142, manager@willowbendhoa.org, for access. Written questions may be sent to the manager; answers are shared so every bidder works from the same information.

3. Insurance and Qualifications

• Commercial general liability: minimum $1,000,000 per occurrence / $2,000,000 aggregate; Association and Westgate named as additional insureds.
• Automobile liability and workers’ compensation as required by Idaho law.
• Certificates of insurance due before contract start; coverage maintained for the term.
• Licensed and bonded as required for pesticide application; references for at least two comparable HOA or multi-family accounts preferred.

4. Proposal Requirements

Annual lump-sum price for each of 2027, 2028, and 2029 (or a flat annual price for all three years); exclusions clearly stated; unit rates for extra work; proof of insurance; three references; acknowledgment of scope and Design Character (no alteration of shou sugi ban streetscape plantings on private Lots under this contract).

5. Bids Received (opened together 2 December 2026)

Westgate opened the envelopes together at the Board meeting. The Board may award to other than the low bidder based on scope completeness, staffing, corridor experience, and performance history. The award, when made, will be posted to Owners with the bid numbers attached. The Association reserves the right to reject any or all proposals.

6. Contract Administration

Day-to-day administration: Susan Collins, Westgate Property Management, 980 W State Street, Suite 210, Boise, ID 83702. Invoices monthly in arrears; landscape escrow / retainage as the Board may require. Current Greenbench term ends 31 December 2026.

Issued pursuant to Board authorization of 4 November 2026.