How to Write a Garden Maintenance Tender for Your Strata Scheme (NSW)

Why a Clear Tender Matters

Putting your strata garden maintenance out to tender is the best way to secure reliable service at a fair price — but only if the tender is clear. A vague brief invites vague quotes that are impossible to compare and easy to under-deliver against. This NSW-focused guide walks committees and building managers through exactly what to include.

When you're ready, our strata and commercial maintenance team is happy to quote against your tender.

What to Include in Your Tender

1. Scope of Work

Spell out exactly what's covered: lawn mowing and edging, weeding, hedge trimming, pruning, mulching, fertilising, irrigation checks, leaf and green-waste removal, and any garden-bed renewal. List the common areas room by room (front verge, courtyards, driveway, pool surrounds).

2. Frequency and Schedule

State the required visit frequency (e.g. fortnightly in the growing season, monthly in winter), preferred days, and any access or noise restrictions — important for aged-care or noise-sensitive buildings.

3. Service Levels (SLA)

Define response times for reactive works (storm damage, trip hazards), what counts as "complete", and the standard of presentation expected. A documented SLA is what separates a real contractor from a mow-and-go operator.

4. Insurance and Compliance

Require evidence of public liability insurance (we carry $20M), workers compensation, SafeWork NSW compliance and SWMS, and current White Cards. Ask for a certificate of currency.

5. Reporting

Specify the reporting you expect: digital service reports after each visit, photos, and periodic condition assessments for the committee and AGM.

6. Pricing Structure and Term

Ask for pricing broken down by routine service, seasonal works and any extras, plus the contract term and review mechanism. This makes bids genuinely comparable.

How to Compare Bids

Score every submission against the same criteria — not just price:

Compliance and insurance (pass/fail)

In-house teams vs subcontractors

Reporting and communication

References from comparable schemes

Total annual cost, not just per-visit rate

For help estimating a realistic budget before you tender, see our strata garden maintenance cost guide.

Red Flags to Avoid

No certificate of currency or vague insurance answers.

Quotes far below the field (usually a sign of skipped visits or subcontracting).

No reporting offered.

Reluctance to commit to a written SLA.

Transitioning Contractors Smoothly

A good contractor manages the changeover for you: a site walkthrough, an SWMS and scope baseline, and a documented transition plan so there's no gap in service. Most complexes are fully onboarded within one service cycle.

Frequently Asked Questions

How long should a strata maintenance contract run?

Many schemes use a fixed 12-month term with a defined review, balancing budget certainty with the ability to reassess.

Do we need multiple quotes?

Comparing two or three compliant contractors against the same scope is good governance and usually required for larger contracts.

Can you respond to a tender or RFQ?

Yes. Send us your scope and we'll provide a detailed proposal and SLA — start here.

Ready to Tender?

Use this guide as your checklist, then invite us to quote. Request a strata proposal and we'll respond with a clear, compliant submission.