Few phrases cause more friction in grounds maintenance than "as required" or "maintain to a good standard". At tender stage, they sound flexible and sensible. Once the contract starts, they leave the client and the contractor with completely different expectations.
Why vague wording costs money
When a contractor prices a tender containing phrases like "weed shrub beds as required", they must guess how many visits that means to stay competitive. One bidder might allow for four visits a year; another might allow for twelve. The lower price wins — and six months later, the beds are full of weeds because only four visits were priced.
Turning vague lines into practical specifications
A clear specification does not need to be a 200-page legal document. It needs to combine clear frequencies with clear outcomes:
- Define the area clearly: Map and measure grassed areas, formal lawns, sports pitches, hedges, and hard standings so everyone is pricing the same footprint.
- State annual visit numbers alongside seasonal windows: For example, 26–28 cuts between March and October for formal lawns, rather than "keep tidy".
- Specify what is included and excluded: Clarify green-waste removal, arisings, herbicide application, and litter picking prior to mowing.
When both sides know exactly what has been bought, tenders become comparable and site inspections become straightforward.