A strata landscape maintenance scope checklist for Langley, BC

When a Langley strata council requests landscape maintenance quotes, the useful question is whether every bidder is pricing the same areas, tasks, access conditions and reporting expectations. A written scope makes gaps easier to spot and gives the council a basis for comparing proposals.

Begin with a baseline site inventory

Prepare a current property plan or marked-up aerial view and label the included areas: lawn panels, planted beds, shrub groupings, entrances, shared paths and other common spaces. Note exclusions or areas managed under a separate agreement. Flag unclear boundaries for a site discussion rather than letting each bidder make a different assumption.

Record conditions that may affect work, such as narrow gates, locked enclosures, steep sections, parked vehicles, shared routes, delicate planting, or places where equipment should not be stored. Add photographs if available. The contractor still needs to confirm access, but this makes the same questions visible to all bidders.

Describe tasks, not just areas

For lawns, distinguish mowing and trimming from edging along paths, curbs, fences and bed borders. “Lawn edges” may mean a cut line beside a hard surface, control of grass growing into planting, or both. Specify the edges that matter rather than assuming one phrase covers every detail.

For planted beds, list routine tasks such as hand weeding, removing loose debris and maintaining visible bed edges. Identify beds that should not be disturbed and plants needing special care. State shrub pruning permissions: which shrubs may be pruned, what type of pruning is acceptable, and what must be left alone without council approval. “General trimming” should not be treated as blanket permission.

Set boundaries for access, disposal and checks

Explain common-space access: who provides keys or codes, which gates are relevant, when shared areas are available, and whom to contact about access problems. Note constraints such as keeping a path clear. Ask bidders to list access assumptions so the council can check them before approval.

State whether clippings, leaves and other debris should be removed or taken to an approved on-site location; include restrictions or mark disposal as an open question. Ask whether irrigation checks are included, what a check covers, and whether findings are reported rather than repaired. Do not assume irrigation inspection or repair is included without written confirmation.

Make frequency and reporting comparable

Rather than request an undefined “regular” visit, ask bidders to propose frequency by task or season and explain variations. Ask how they will communicate schedule changes, missed access, visible damage, extra work needs and completed visits. Specify the council contact, preferred channel and information wanted after a visit; agree the details with the selected provider.

Keep maintenance separate from installation

Recurring maintenance addresses agreed existing areas. Replacing plants, changing bed layouts or adding planting is installation work and should be described and priced separately. Separate options keep a one-time improvement distinct from ongoing maintenance. Atlas provides Landscape Maintenance and Strata Landscaping & Grounds Care; confirm the requested work, availability and terms directly with Atlas.

Quote checklist for the council

• Attach a labelled site plan or area list, with inclusions and exclusions.
• Define lawn mowing, trimming and the lawn edges to be maintained.
• List planted-bed tasks and identify shrubs or plants needing written pruning permission.
• Describe common-space access, disposal arrangements and any site constraints.
• Ask whether irrigation checks are included and how findings or repair needs are handled.
• Request proposed frequency by task, plus a clear communication and reporting approach.
• Separate recurring maintenance from optional design or installation work.
• Ask each bidder to list assumptions, exclusions and items requiring confirmation.

Copyable request brief

Send the same brief and attachments to each bidder. Replace bracketed fields with confirmed details; this is a template, not an Atlas project or service commitment.

Property / strata name: [name]
Site address, Langley: [address]
Council contact and preferred reply method: [contact]
Areas included / excluded: [attach labelled plan]
Requested lawn and bed tasks: [list]
Shrub pruning permissions / restrictions: [list]
Common-space access and constraints: [details]
Debris disposal arrangement: [details or confirm]
Irrigation checks: [ask whether included; define requested check]
Requested frequency and reporting: [council preference]
Separate installation items for pricing: [list or none]
Please state assumptions, exclusions and items to confirm.

Frequently asked questions

Visit the Atlas blog for more planning articles. Atlas must confirm property-specific availability, inclusions and terms before council approval.