Project Details
Right Size Landscape sites from previous RFP
RFP
Submitted
09-22-2025
146 sites needing re-priced due to missed items on initial specs.  Working with PI team on updating specs and sending out a timeline to Pat.  Pat spoke with his contact and was able to get a better idea of where we stood with an increase.  We are going to just focus on truck stops and sites in TX where we spent money out of pocket for pruning.  For Texas we will bring any site below 10% margin up to 10%, 11-15% up to 15%, and anything 16-23% up to 23%.  This totaled in a 29k increase for those Texas sites.  For the truck stops our goal was to get them to 0% margin as all are negative and need uplifts.  We adjusted pricing up to that and it is a 93k uplift for those sites.
Project Log Items
 
Date
Type of Note
Type of Service
Due Date
Status
Note
Resolution
 
10-07-2025 General Note     Open Meeting notes
Review and Adjustment of Site Pricing and Margins: 330D led a discussion with Pat and other team members to review the origins and accuracy of current site pricing, identify issues with previous margin calculations, and establish a new approach for adjusting prices and margins based on legitimate specification changes, aiming for a 15-25% margin range across all properties.
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Origin and Issues with Current Pricing: 330D questioned Pat about the source of current pricing, revealing that previous pricing was set by simply applying a desired margin across all properties without detailed justification, leading to inconsistencies and lack of actionable evidence for price increases.
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Identification of Specification Errors: The team discovered that many site notes, especially for Texas properties, incorrectly listed features such as palm trees, prompting a thorough review to ensure only legitimate specification changes drive price adjustments.
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Margin Targets and Pricing Strategy: 330D and Pat agreed not to pursue a blanket margin increase but to focus on properties with legitimate specification issues, targeting a margin range of 15-25% and leaving sites without valid changes at their current pricing.
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Action Plan for Price Updates: The team decided to review all site specifications, call out legitimate changes such as palm tree trimming and mulch, and update pricing accordingly, with 330D planning to build a model comparing current and post-change margins to inform final pricing decisions.
Site Feature Verification and Data Collection: The group discussed the need to verify site features such as palm trees, mulch, irrigation, retention ponds, and side parcels, assigning tasks to review site photos, consult with the field, and ensure all relevant features are accurately reflected in the pricing model.
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Palm Trees and Mulch Inclusion: The team confirmed that both palm tree trimming and mulch should be included in the scope and pricing for each site where applicable, with 330D planning to call out these features to the site photos team for verification.
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Irrigation System Verification: Concerns were raised about the lack of clear information on irrigation systems at various sites, leading to a plan to reach out to RMS and field teams to confirm the presence of irrigation and ensure accurate pricing.
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Retention Ponds and Side Parcels: Retention ponds, though not a milestone, are in scope and require separate line items in the pricing model; side parcels also need to be identified and verified, with the team agreeing to double-check parcel information before finalizing submissions.
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Data Collection and Communication: The team agreed to use site photos, field input, and existing notes as guides for verification, with 330D and others planning to coordinate with the Pi team and field contacts to ensure all relevant features are captured.
Timeline and Next Steps for Pricing Review: 330D and the team established a timeline for completing the pricing review, aiming for a November 15th due date to allow for pre-verification and review before the holiday season, with plans to coordinate with the Pi team and set up a follow-up meeting for initial price review.
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Project Timeline and Deadlines: The team agreed on a target due date of November 15th for the pricing review, allowing time for the Pi team to start work, two weeks for pre-verification, and flexibility to extend if needed before the holidays.
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Coordination with Pi Team and Field: 330D confirmed that the Pi team would begin work within the week, and that field input would be sought for specific sites, especially those with known issues or requiring provider changes.
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Follow-Up and Communication Plan: After gathering input from Jason and receiving the updated specs, 330D will send out a timeline and schedule a meeting for an initial price review, ensuring all stakeholders are informed and involved in the process.
Handling of Problematic and Unique Sites: The team discussed how to address problematic sites, such as those in Alabama and Fayetteville with recurring issues, agreeing to highlight these for special review and consult with the field to determine if provider changes or other actions are necessary.
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Identification of Problem Sites: Specific sites in Alabama and Fayetteville were identified as problematic due to recurring failures, with plans to highlight these in the pricing review and consult with the field for input on appropriate actions.
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Provider Change Considerations: The team discussed the possibility of changing providers for problematic sites rather than simply increasing prices, aiming to address issues without unnecessary cost increases.
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Follow-up tasks
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Texas Site Pricing and Photos: Send pricing and site photos for Texas properties to Greg for review and right-sizing. (Sandra)
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Alabama Store Review: Send the list of loud Alabama store numbers to 330D for specific pricing review and field feedback. (Marie)
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Irrigation Confirmation: Reach out to RMS to confirm which 7-Eleven sites have irrigation and update the spreadsheet accordingly. (330D)
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Retention Pond Scope Review: Send the scope details for retention ponds to 330D for review and pricing adjustment. (Owner not specified (request made to another participant, likely Marie or Sandra))
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Timeline Communication: Send out a timeline for the pricing/spec review process after coordinating with Jason on expected spec return date. (330D)		  
Postmortems
 
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Question
Answer
Action to What We Learned
 
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