Start Here: The Property Story

• Tell me the basic facts about the property, including lot size, year purchased, and any recent major projects.
• Select the option that best describes the property's existing condition. Options: Well-maintained, mature garden, Mostly lawn with generic nursery plantings, Declining mature landscape, New construction or largely bare site, Mixed conditions across the lot
• When did you first notice the landscape was not matching the home's quality or your expectations?
• Who uses the outdoor spaces most often? Options: Homeowners, Children and family, Guests for entertaining, Estate staff, Pets, Occasional renters/short-term guests
• How often do you host gatherings or events outdoors that the landscape should support? Options: Weekly, Monthly, Seasonally, Rarely
• What single site condition would make you stop a project immediately, for example a protected tree, an unresolved boundary dispute, or an easement?

Where the Landscape Lets You Down

• What's the most disappointing thing about how the property feels today compared with the house?
• Pick the problems you think cause the most cost, time, or reputational pain. Options: Poor plant selection and early decline, Inconsistent hardscape details, Insufficient or harsh lighting, Chronic drainage or grading failures, Irrigation malfunctions, Maintenance costs that feel unsustainable, Lack of seasonal interest
• Describe how previous landscaping work has aged over the last two to five years on this site.
• Name the maintenance tasks you are most worried will become unsustainable long term. Options: Frequent pruning and corrective work, Irrigation troubleshooting, Pest and disease management, Weed and turf upkeep, Lighting maintenance, None of the above
• If a proposal produced a beautiful install that declined within 24 months, how would that affect your willingness to commit to a similar project? Options: I would require stronger guarantees, I would demand different species or methods, I would pause until references prove longevity, I would likely walk away
• Identify any outcome that would make you walk away from an agreement, for example removal of mature specimen trees, installation without irrigation, or no maintenance plan.
• How much time are you personally willing to spend on post-install maintenance each week if the project remains partly DIY? Options: None, I want turnkey care, 1-3 hours, 4-6 hours, 7+ hours, Depends on season

The Look, Life, and Seasons You Want

• Imagine walking the property through the seasons, what three moments would prove to you the landscape is 'done'?
• Select the priorities that matter most when you picture the finished landscape. Options: Stronger integration with the home's architecture, Continuous seasonal interest, Low long-term maintenance, Privacy and screening, High-performance entertaining spaces, Large specimen trees and legacy planting, Sustainable, drought-conscious plantings
• How important is delivering high-impact areas first through phasing of the project? Options: Very important, Somewhat important, Not a priority, Unsure
• Describe a favorite outdoor room or detail you have admired on another property and what specifically you liked about it.
• What measurable signal will tell us this design succeeded within 12 months, for example irrigation efficiency, healthy specimen establishment, or consistent guest praise?
• Which sensory qualities should be emphasized most: fragrance, texture, color, sound, or layered evening light? Options: Fragrance, Texture and foliage form, Seasonal color, Sound and water features, Evening lighting and drama, A balanced combination

Budget, Timeline, and Non-Negotiables

• Which budget range are you prepared to commit to for the full project including design, materials, and installation? Options: Under $100,000, $100,000 - $250,000, $250,000 - $500,000, $500,000 - $1,000,000, Over $1,000,000
• How rigid is that budget range for you? Options: Firm, Slight flexibility (10-15%), Flexible for the right vision, Unsure
• By when do you expect work to be substantially complete? Options: 0-3 months, 3-6 months, 6-12 months, Within next year, Flexible
• If costs increase by about 10% because of unforeseen site conditions, would you pause, approve the increase, ask to reduce scope, or walk away? Options: Pause to reassess, Approve and proceed, Ask to reduce scope, Walk away
• Are financing, HOA, or board approvals required to proceed? Options: No approvals needed, Homeowner approval only, HOA or board approval required, Lender or trustee approval required, Unsure
• Who will sign the final agreement on your side? Options: Homeowner(s), Estate manager, Trustee or board, Architect acting as agent, Other

Site Risks, Trees, and Hidden Costs

• Choose the hidden site condition that worries you most: invasive roots, unknown utilities, poor subsoil, or protected trees. Options: Invasive roots and root conflicts, Unknown or undocumented utilities, Poor or unstable subsoil, Protected or heritage trees, Complex drainage and water table issues, No single dominant concern
• List any recorded easements, heritage protections, or utility corridors on the property we should know about.
• How many mature specimen trees are on site and what is their general condition? Options: None, 1-3 healthy, 1-3 declining, 4-10 healthy/mixed, 10+ mixed health
• Is there any legal restriction that would prevent regrading or tree removal if needed? Options: No, Yes and it would block the project, Yes but negotiable with permit, Unsure
• Indicate who currently maintains irrigation and who would be responsible during construction. Options: Owner/household staff, Estate manager or groundskeeper, Current landscaping company, New contractor to be engaged, Combination
• How often does flooding or ponding occur on the property? Options: Never, Rarely, Seasonally, After most heavy storms, Frequently

The Other Paths You Could Take

• List the other landscape approaches you are actively considering, for example a local landscaper, a design-build firm, a DIY plan, or architect-led coordination. Options: Independent landscape designer, Local general landscaper, Luxury design-build firm, DIY with estate staff, Architect-led coordination, Unsure, Other
• What would have to be true about your current approach for you to keep it instead of hiring a new design-build team?
• Has anyone on your team proposed solving this without an outside vendor or by expanding in-house work? Options: Yes, estate manager proposed it, Yes, architect proposed it, Yes, in-house crew proposed it, No one has proposed that, Unsure
• Indicate any incumbent contractors or specialists you would prefer to keep involved, if any. Options: Existing landscape company, Irrigation contractor, Lighting specialist, Hardscape contractor, None, Unsure
• Would a lower initial price without long-term plant guarantees make you choose an alternative? Options: Likely, Maybe if warranty added, Unlikely, Definitely not
• What experience, reference project, or proof from a competitor would make you switch right away?

Can We Mobilize When You Want?

• Are there permits, HOA approvals, or municipal constraints that must be secured before crews arrive? Options: No approvals needed, Building/landscape permit required, Heritage or tree review required, HOA approval required, Other
• Name the person who will be the day-to-day site contact for construction decisions. Options: Homeowner, Estate manager, Architect, Selected project manager, Other
• Is there a required window for construction activity because of events, neighbors, or tenant occupancy? Options: No restrictions, Specific months only, Weekdays only, No weekend work, Specific blackout dates
• Do you have an absolute completion date tied to an immovable event, and if so what is it? Options: No absolute date, Yes, a fixed date we must meet, Yes but date can be adjusted, Unsure
• Do you have existing as-built drawings, planting plans, or irrigation plans available to share? Options: Complete as-built set, Partial plans only, No plans available, Unsure
• Tell me about any supplier lead times or specimen plant sourcing windows you already know could affect schedule.

How We'll Know the Project Succeeded

• Choose the measurable outcomes that will determine whether this project succeeded after 12 months. Options: Irrigation performs with measurable efficiency, Specimen plants are healthy and established, Hardscape shows no settlement or defects, Lighting is fully commissioned and approved, Maintenance costs are lower or steady, Privacy and screening achieved, Positive guest feedback and owner satisfaction
• How important is a formal maintenance plan, and who should own it? Options: Essential and seller should hand over plan, Important and I will hire recommended provider, Nice to have but not required, Not necessary
• Pick a warranty length that would make you comfortable for plant establishment, irrigation, and hardscape. Options: 1 year, 2 years, 3 years, 5 years
• Would you require phased acceptance with payments tied to milestones, or prefer a single final acceptance? Options: Phased milestones tied to payments, Single final acceptance, Hybrid approach, Undecided
• Identify the person authorized on your side to sign off on final acceptance. Options: Homeowner, Estate manager, Trustee/board representative, Architect with delegated authority, Other

Deciding Together: Next Steps

• How quickly could you sign an agreement if the proposal meets your expectations? Options: Immediately, Within 2 weeks, 2-6 weeks, 1-3 months, Longer
• Provide the roles or people who must be consulted before you make a final decision. Options: Spouse or partner, Estate manager, Project architect, Financial advisor, HOA or board, Other
• Point to the single biggest blocker that could prevent you from signing in the next 30 days.
• How would you prefer we present the initial concept: virtual renderings, physical mockups, or on-site visits to completed projects? Options: Virtual renderings and diagrams, Physical mockups or planting tests, On-site visits to comparable installations, Combination of the above
• Would you like a preliminary budget range and phased pricing before we develop a full concept package? Options: Yes, please provide a preliminary range, Maybe, after a brief scoping call, No, I want a full concept first
• What's the best way for the seller to follow up and at what cadence would you prefer contact? Options: Phone call within 48 hours, Email with materials and timeline, Schedule an on-site meeting, Check back in two weeks, No follow-up until I request it

• Design Experience & Concept Review

• You confirm that a chosen concept addresses the current state and materially reduces the identified financial and maintenance risks.
• Quick process orientation
• Produce a refined concept package that includes the chosen concept, one alternate, an annotated plant palette showing seasonal progression, and a preliminary phasing and cost-implication summary, delivered within 7 business days.
• You validate that the seasonal progression and proposed plant choices meet your expectations for appearance and long-term performance.
• Confirm the current state and its cost
• Provide prioritized feedback and select the preferred concept or list requested revisions within 5 business days of receiving the refined package.
• Identify site access constraints, HOA or permit considerations, and your anticipated maintenance staffing or service capacity that would affect phasing and maintenance assumptions.
• Confirm the desired future state
• You agree on the next deliverable and timeline needed to proceed to material and installation specifications.
• Walk through the primary concept rendering
• Review alternate concepts and trade-offs
• Validate the fit
• Agree design direction and next deliverable

• Design Experience & Concept Review
• Design Experience Deck
• Design Concept Brief

• meeting
• slides
• document

• Construct Stone Patios, Walkways, and Terraces
• Build Retaining Walls and Structural Masonry
• Install Water Features, Ponds, and Fountains
• Install Specimen Trees and Structural Plantings
• Execute Mass Planting and Garden Bed Installation
• Prepare Soil and Apply Amendments
• Perform Grading, Drainage, and Erosion Control
• Install Irrigation Systems with Zoning and Controls
• Install Outdoor Lighting and Commissioning
• Source and Procure Specialty Plant and Hardscape Materials
• Build Custom Hardscape Structures (pergolas, steps, fireplaces)
• Provide Plant Establishment Care and One-Year Warranty

Construct Stone Patios, Walkways, and Terraces

• Which existing hardscape areas (patio, front walkway, terraces) are to be replaced or integrated? Options: Front entry walkway, Rear patio, Side terraces, Pool surround, Driveway threshold, Other
• Would you prefer a single stone type across all paved surfaces or distinct materials per area? Options: Single stone type, Different materials per area, Open to designer recommendation
• Specify stone finish and nominal thickness preferences (for example sawn 2-inch flagstone or tumbled 1.25-inch pavers)
• How should the paving tie to adjacent elevations—flush, raised step, or retaining-edge condition? Options: Flush with adjacent grade, Raised step(s), Edge with low retaining, Custom detail required
• State the targeted load or use case for each paved area (foot traffic, light furniture, vehicle overrun) Options: Pedestrian only, Pedestrian + furniture, Occasional vehicle overrun, Driveway rated
• Who will approve the final stone sample panel or on-site mock-up? Options: Property owner, Estate manager, Project architect or designer, We coordinate approval

Build Retaining Walls and Structural Masonry

• Identify the wall types requested (gravity stone, segmental block, reinforced concrete, timber) Options: Gravity stone, Segmental block, Reinforced concrete, Timber/treated wood, Mixed types
• Is structural engineering and stamped drawings required for walls over 4 feet? Options: Yes, required, Only if required by local code, No
• Describe preferred exposed wall face treatments and maximum visible height tolerances
• How should drainage behind walls be handled (weep outlets to daylight, perforated pipe to swale, or sump with pump)? Options: Weep outlets to daylight, Perforated pipe to daylight swale, Perforated pipe to sump and pump, Open to engineer recommendation
• Who will coordinate engineered wall details with the permitting authority? Options: You coordinate permits, We handle permit coordination, Architect handles permits
• Provide known site constraints affecting wall placement such as easements, underground utilities, or mature root zones

Install Water Features, Ponds, and Fountains

• Select the preferred water feature type (reflecting pool, swimming pond, bubbling fountain, recirculating stream) Options: Reflecting pool, Swimming pond, Bubbling fountain, Recirculating stream/streambed, Custom cascade
• When do you expect the water feature to be operational relative to the overall construction schedule? Options: Before hardscape completion, After hardscape completion, Near planting phase, Flexible
• Should the feature include filtration, UV sanitation, or ecological planting to maintain pond water quality? Options: Mechanical filtration + UV, Biological/ecological filtration, Minimal recirculation only, Open to recommendation
• Describe how the water feature should integrate with adjacent irrigation and drainage to prevent overflow into planting beds
• Confirm who will review and accept basin liner mock-ups, pump schedules, and plumbing riser diagrams Options: Property owner, Project architect/designer, We coordinate review
• Indicate any sound-level or flow constraints for neighbor setbacks or pool adjacency Options: Quiet trickle required, Moderate flow acceptable, Full cascade acceptable, Noise mitigation required

Install Specimen Trees and Structural Plantings

• List proposed specimen tree locations and the species indicated on the planting plan
• Specify rootball sizes and container types preferred for specimen trees (for example 48-inch ball and burlap, large container) Options: 48-inch B&B, 36-inch B&B, Large container (gallon/box), Accept nursery recommendation
• Is an arborist assessment required for any trees at risk from existing root conflicts or grade changes? Options: Yes, arborist report required, No, not required, Undetermined—recommend assessment
• Provide access constraints for crane or large-plant handling and preferred mitigation (driveway access, street permit, crane pad)
• State staking, guying, and initial irrigation requirements for each specimen tree in the planting detail
• Confirm the contact who will accept specimen tree condition at delivery against the planting schedule Options: Property owner, Estate manager, Architect/designer, We coordinate acceptance

Execute Mass Planting and Garden Bed Installation

• Indicate which garden bed areas are designated for mass planting versus specimen-only zones
• List the target plant density per square foot for massing (for example 1 plant per 1 sq ft, 1 per 2 sq ft) Options: High density (~1/1 sq ft), Moderate (~1/2 sq ft), Low (~1/4 sq ft), Custom
• Do you want a preliminary plant palette provided or a seasonally driven palette focused on bloom succession? Options: Preliminary palette from plan, Seasonal bloom succession palette, Provide both options
• Which mulch type and depth do you prefer for beds (for example shredded hardwood 3-inch) and is a weed barrier required? Options: Shredded hardwood 3-inch, Shredded bark 2-inch, Inorganic mulch option, Weed barrier required, No weed barrier
• Assign the decision maker for substitutions when specified varieties are unavailable and the required notification timeline Options: You approve substitutions, We propose substitutions for approval, Architect approves
• Are there deer, rodent, or irrigation constraints that should alter species selection or spacing? Options: High deer pressure, Rodent risk present, Drought restriction zone, No significant constraints

Prepare Soil and Apply Amendments

• Do you have recent soil test results (pH, texture, organic matter) to guide amendment recipes? Options: Yes - attach report, No - we should run tests, No existing data but accept standard amendment mix
• Will you require a specific organic matter and fertilizer strategy for planting beds (for example compost incorporation 2 inches, slow-release fertilizer)? Options: Yes - provide specification, No - accept standard professional mix, Open to recommendation
• Are there soil contamination or compaction issues requiring remediation such as deep ripping or soil import? Options: Compaction only (deep ripping), Contamination requires remediation, Topsoil import needed, None known
• Detail areas requiring topsoil import and the target topsoil depth for planting beds Options: 1-3 inches, 4-6 inches, 6+ inches, No import required
• Name the point of contact for reviewing soil amendment samples prior to planting Options: Property owner, Estate manager, Project designer, We coordinate review
• Are erosion control measures required during amendment and grading activities (silt fence, straw wattles, erosion blankets)? Options: Silt fence required, Straw wattles, Erosion blankets/blanket stabilization, Temporary hydroseed

Perform Grading, Drainage, and Erosion Control

• Detail whether areas require cut-and-fill grading versus surface regrading only Options: Cut and fill required, Surface regrading only, Both depending on area, Minor spot grading
• Will a stormwater management plan or detention feature be required to meet local runoff ordinances? Options: Yes - formal SWMP required, No - not required, Undetermined - permit review needed
• Outline finished grade tolerances required adjacent to hardscape (for example ±0.5 inch at patio edge)
• Choose the preferred method to manage concentrated flows—swales, buried drains, or raised planting beds Options: Swales/grassed channels, Buried drains to outlet, Raised beds with overflow, Custom structural drainage
• Will seasonal constraints such as frost season or wet-season restrictions affect heavy grading schedules? Options: Yes - restrict wet season work, Winter frost restrictions, Schedule flexible
• Assign erosion control devices to be installed during construction and identify who will maintain them until final stabilization Options: Silt fence installed, Straw wattles, Erosion blankets, We maintain until stabilization

Install Irrigation Systems with Zoning and Controls

• Estimate the number of irrigation zones anticipated based on exposure and plant water demands Options: 1-4 zones, 5-8 zones, 9-16 zones, 16+ zones
• Choose preferred controller type and connectivity (standalone timer, Wi-Fi smart controller, weather station integration) Options: Standalone timer, Wi-Fi smart controller, Weather station integration, DMX or proprietary system
• Would you require drip for all beds with pop-up heads for turf, or a mixed approach? Options: Drip for beds + pop-ups for turf, All drip, Pop-ups only, Mixed zones by plant type
• What is the maximum allowable run-time per zone and the target precipitation rate for heads during commissioning? Options: Max 60 min/zone, Max 120 min/zone, Custom schedule
• What commissioning evidence will validate irrigation acceptance (zone flow measurements, controller schedule export, as-built zone map)? Options: Zone flow measurement report, Controller schedule export, As-built zone map and valve schedule, Full commissioning packet
• Name the party responsible for obtaining utility locates before irrigation trenching begins Options: You provide locates, We coordinate locates, Third-party utility locator

Install Outdoor Lighting and Commissioning

• Select areas requiring accent, path, or architectural wash lighting and indicate any target lumen ranges Options: Accent (20-100 lm), Path (5-20 lm), Wash (100-1000 lm), All of the above
• Recommend preferred voltage and fixture family for exterior lighting (low-voltage LED, line-voltage, concealed hard-wired) Options: Low-voltage LED, Line-voltage fixtures, Concealed hard-wired fixtures, Mixed specification
• List any exterior control requirements such as astronomical timer, photosensor, or DMX scene control Options: Astronomical timer, Photosensor, DMX/scene control, Simple timer
• What circuit documentation and as-built deliverables do you expect at handover (circuit map, fixture schedule, voltage drop report)? Options: Circuit map + fixture schedule, Add voltage drop report, Full as-built package including photos
• What commissioning report and light-level measurements will confirm lighting acceptance (lux readings at focal points, DMX continuity, as-built circuit map)? Options: Lux measurement report, Nighttime walkthrough photos, DMX continuity report, Complete commissioning packet
• Who will approve the final nighttime walkthrough and any adjustments to beam aiming or intensity? Options: Property owner approval, Designer/architect approval, Estate manager approval, We coordinate approval

Source and Procure Specialty Plant and Hardscape Materials

• Identify specialty materials that require lead-time confirmations (large specimen trees, reclaimed stone, custom-cut bluestone)
• What maximum supplier lead time is acceptable for critical-path items measured in weeks? Options: 2-4 weeks, 4-8 weeks, 8-12 weeks, 12+ weeks
• Will you require pre-delivery material mock-ups or a sample board for approval? Options: Yes - sample board, Yes - on-site mock-up, No - approve from photos
• How should partial shipments and on-site staging be handled for items delivered early? Options: We manage staging on-site, You provide staging area, Hold at supplier until needed
• Are there import, phytosanitary, or special handling requirements for specific plants or stone that affect procurement? Options: Phytosanitary certificates required, Customs/import logistics needed, Crane delivery requirements, No special requirements

Build Custom Hardscape Structures (pergolas, steps, fireplaces)

• Which custom structures are included and what are the target materials and finishes (timber pergola, steel frame, stone fireplace)? Options: Timber pergola, Steel frame pergola, Stone fireplace, Custom steps/terracing

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Payment Schedule & Deposit Agreement
• Work Authorization / Notice to Proceed
• Materials Purchase Authorization
• Warranty & Plant Establishment Agreement
• Change Order and Scope Adjustment Agreement
• Insurance Certificate & Indemnity Statement
• Lien Waiver & Final Release
• Site Access & Permit Authorization

• Post-Handover Health Check
• First Establishment Measurement
• 90-Day Realization Review
• Ongoing Seasonal Performance Review (Quarterly)

• Create a time-boxed plan to close high-priority warranty items before the next seasonal changeover.
• Adjust irrigation run-times and document the changes and expected impacts for the next review.
• Publish updated maintenance hours per month and tasks to the shared project workspace.
• Outcome data presentation
• Confirm whether plant establishment rate (%) and irrigation incident trends are moving toward targets recorded in Final Acceptance & Handover.
• Close all resolved warranty items and place any remaining items on a tracked remediation schedule with dates.
• Document any supplier or material risks that could affect remediation timelines.
• Publish the 90-day outcome report with updated metrics and remediation timelines to the shared workspace.
• Schedule replacement planting or corrective construction activities to occur within the agreed seasonal window.
• Open a tracked item for any supplier lead-time risks and assign a target mitigation date.
• Trend review of maintenance hours and plant health metrics
• Validate that maintenance hours per month are sufficient to meet plant performance goals or agree specific adjustments.
• Reduce the open enhancement request backlog count by scheduling or deprioritizing items with clear rationale.
• Ensure no warranty items remain without an agreed remediation owner and completion date.
• Publish the quarterly performance summary with maintenance hour usage and the updated enhancement backlog prioritization.
• Schedule the next seasonal on-site walkthrough and request pre-read metric package two weeks in advance.
• Re-confirm scope and maintenance handover
• Irrigation and lighting systems confirmed commissioned or have documented commissioning faults and remediation tasks.
• Immediate plant establishment issues and safety/defect items recorded with remediation tasks and timelines.
• Next review date and required metric reports agreed for the first measurement meeting.
• Document and circulate the open-issue list with remediation tasks and target completion dates.
• Schedule targeted irrigation adjustments or re-commission tests for identified zones within 7 days.
• Capture photographic evidence of at-risk planting areas and circulate for replacement planning.
• Produce a remediation schedule for any underperforming planting areas including replacement dates and supplier lead times.
• Present establishment and punch-list metrics
• Measurement of plant establishment rate (%) and punch-list closure rate (%) reviewed against targets recorded in Final Acceptance & Handover, with gaps diagnosed.
• All required corrective and warranty actions assigned with target completion dates.
• Maintenance plan updated to support plant establishment and a date for verification set.
• Warranty and punch-list burn-down
• Warranty backlog and ticket review
• Diagnose causes for shortfalls
• Irrigation and lighting commissioning validation
• Decide on targeted replacements or extended maintenance
• Agree corrective and warranty actions
• Enhancement request triage
• Early plant establishment inspection
• Update ongoing maintenance plan
• Open issues and remediation planning
• Document long-lead material or supplier risks
• Adjust seasonal maintenance plan and budget forecast
• Capture enhancement requests
• Confirm next seasonal walkthrough and reporting cadence
• Confirm next seasonal metric checkpoint
• Confirm next quarterly walkthrough and reporting deliverables