Hello there!
First post :)
I've been working various grounds maintenance contracts for local councils and central government for about half a dozen years now, so I have a reasonable grasp of the comings, goings and general requirements. However, this year I have taken a new contract on for a local parish council and they are stipulating only nine grass cuts per season. I was honest from the start and said before I priced that I felt that wasn't enough, especially with the summers as they are now - so wet and mild, ideal growing conditions. The grass doesn't really slow down in the same way it used to. I was awarded the contract and told to basically "see how you get on". Obviously it was only a matter of time until I was proven right and sure enough, the complaints about the length of the grass between cuts are beginning. The previous contractor was doing a dozen or more cuts but only billing them for nine, which has given them a false impression of how the parish looks under the terms of the contract. He was making up the difference by charging an exorbitant weed spraying rate so it all balanced out. Unfortunately, when he resigned he told them how many hours the weed spraying took so they could then work out his ridiculous rate, leaving me unable to do the same thing. Not that I would have done that anyway, because it's unprofessional to operate like that and this conversation needed to be had.
Given a recent complaint, the parish couincil has contacted me to try and prompt me to cut the grass and I have once again explained the situation to them. I can't just cut it at their behest because I only have four more cuts to space out between now and the end of October (it's crazy). I am banging my head against a brick wall. They won't listen to me. Does anyone have any suggestions of what I can say to convince them to let me cut more frequently? I feel that the complaints of the parishioners won't be enough, rather that they will turn it around against me and say that I'm doing a poor job. Has anyone dealt with people like this before?
Cheers!
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There are 8 cuts through the season with 3 left this year.
I feel for you. They took on quite a few of their plots from the central government who told them they cut them nine times a year, which is where they've got this notion from. The govt would have been talking about roadside verges that people fly past at 50mph (and they also don't care if it looks a mess - they just throw school leavers with beaten up old mowers at it), but that's not what I'm dealing with. I have highly visible areas that parishioners walk past and overlook.
It's frustrating.
I would send them a letter/e-mail and set out in writing what you think it needs, how much it should cost and what you are prepared to do for them. Explain your reasons as a professional contractor. Then just be prepared to walk away if you cannot find a sensible solution. No job is worth that much and when the site looks crap for a good proportion of the time it does not reflect well on you as a business.
We are going through this at the moment with a large pub. They have tried to basically cut the contract in half in terms of the amount of work they want done, but then expect the same standard of maintenance and are not happy when it does not materialise.
I'm seriously thinking on it this weekend regarding mine, they have demanded I bring in my guys for 3 days to get the sites up to scratch.
If I walk off and tell them to stick it could they do me for contempt of contact?
That's good advice, James. I have emailed them this evening and told them that I believe twelve cuts is the bare minumum required, which would at least mean I could do a cut every three weeks or so and keep it looking half tidy. I think the problem is, these contracts are drawn up by people who aren't out there doing the work. Infrequent cutting is hard on you, hard on your machinery and leaves an undesirable finish, but all they see is cost cost cost. I believe my price is already very good, given that a full cut takes me two days and a morning. I could come down a little, but there isn't a huge amount of leeway.
I have never had a disatisfied commercial customer before and pride myself on providing a good standard of work at a fair price in the face of the usual local contractors here who just see dollar signs. Unfortunately, here on the Isle of Man it's a much smaller pool and I'd rather not have to walk away if it can be avoided.
As someone has mentioned, these contracts are given out by people who have no idea of the work involved. I have always found it very useful to deal face to face, with the Clerk of the Council or whoever gives out the contracts It is very difficult to get through to a 'Committee'. It is well worth investing your time building up a personal relationship and should things arise, you usually have someone fighting your corner.
In this case, you obviously thought that 9 visits could be a problem, then it should have been in writing that additional cuts would be extra costs. However, most authorities and commercial contracts, have a budget and that is it for the year.
We have a number of commercial contracts at set annual prices and regardless of growth rate, we get paid the same. As an example, on one we have 100m of neat Hawthorn hedge which has already had it's 2nd cut this year and will almost certainly need another - at my cost! This type of work needs very close monitoring, but the 'year(s)' seem to balance themselves out - how about explaining your problem this year Steve, suggesting you will put in an extra visit or two at say half price and opening a dialogue about a 3 year fixed contract?
This was discussed as a contingency so I was hoping the clerk, with whom I do get along quite well, would have been a bit more open towards the idea of adding more cuts.
I believe it's the previous contractor who has caused most of the problem by not being open and honest with them. Unfortunately he is a family member so I can't very well fall out with him. But yes, a compromise might get them on my side. I may well offer to do a few extra cuts at a low price for this year with a view for having the contract written up for next. That's the other issue......everything so far is verbal, as it was with the previous contractor. It's not very professional. I was promised a written contract which hasn't yet materialised.
I'm just waiting for a reply to the email I sent in which I wrote that I feel twelve cuts is the bare minimum required to keep the area to a reasonable standard. In a place which sees so much tourism during the summer, I really don't understand why you wouldn't want your parish looking the absolute best it can, within reason.
Oh dear, this sounds a very slap-dash way for a Parish Council to go about their business - it is usually the client that drags us gardeners kicking and screaming into the 21st Century! I think you will need to 'educate' them into becoming more professional Steve! They do have legal guidlines to work to regarding the issuing of contracts.
Yes, I'm trying my best. That's what it can be like here, I'm afraid. But it's my home parish and I take great pride in working there so I want to keep the relationship good. Thanks to the advice here, I have just this minute emailed the clerk to suggest I lower my prices across the board and add three extra cuts. I don't believe my price was high anyway but there was room for a little movement so I'll see what they come back with. If they accept I will once again chase for a written contract. As it stands, not having one could work in my favour if the situation ultimately can't be resolved to either side's satisfaction.