Commercial maintenance RFPs can include dozens of properties that all need turf, bed, hardscape and edge measurements before you can price. Short answer: use SiteRecon (aI aerial takeoffs for commercial maintenance bids, the core of this task). Free option: ChatGPT. The workflow has 5 steps and 2 copy-paste prompt(s); expect a sectioned RFP compliance checklist with section references, and a per-site hours table with outliers flagged for you to recheck. Main caution: AI arithmetic and unit conversions can be wrong; recheck every quantity and total.
The problem
Commercial maintenance RFPs can include dozens of properties that all need turf, bed, hardscape and edge measurements before you can price.
Recommended tools
AI aerial takeoffs for commercial maintenance bids, the core of this task.
Contact for pricing / plans listed ~$237.50-$500/mo on order page
ChatGPTFree plan can turn RFP text into a compliance checklist.
Free; paid plans per user - see https://chatgpt.com/pricing
Go iLawn / Aspire PropertyIntelAerial property measurement plus estimating.
$800/yr (1 user); $1380/yr (2); $3060/yr (5)Editorial opinion based on the vendor capabilities and prices listed in our tools directory. Not paid placements; prices as checked Oct 2026 and may change. Compare all use cases →
All tools mentioned
Step-by-step workflow
- Put the RFP property list in a spreadsheet: site name, address, service frequency, specs from the RFP.
- Measure each site with an aerial measurement tool; SiteRecon describes bulk property upload for landscape maintenance.
- Spot-check 2-3 sites you know or can visit; fix misclassified areas (e.g., shaded beds read as turf).
- Apply YOUR production rates and burdened labor costs in your estimating system.
- Use AI to turn the RFP documents into a compliance checklist so nothing required is missed.
Copy-paste prompts
Summarize this commercial landscape maintenance RFP into a checklist: scope by service, frequencies, required certifications/insurance, submission format, deadlines, pricing format and penalties. Quote the section number for each item. RFP text: [paste].
Here are measured quantities per site [paste]. Using my production rates [task: hours per unit] and burdened labor rate $[ ]/hr, calculate annual hours per site and flag any site whose quantities look unusual compared with the others. Show the math.
What to expect
A sectioned RFP compliance checklist with section references, and a per-site hours table with outliers flagged for you to recheck.
Limits & safety
- AI arithmetic and unit conversions can be wrong; recheck every quantity and total.
- Aerial imagery can be outdated or blocked by trees; verify critical sites in person.
- Vendor descriptions are the vendor's own claims; we have not tested the product.
Source / inspired by
- SiteRecon for landscape maintenance — SiteRecon (vendor site). Describes bulk property upload, AI measurement and estimates from production rates. Summarized in our own words.