Grounds Maintenance, Green Roof Maintenance & Landscaping Services

Service Scheduling & Safety

  • Service Postponement: Services may be postponed due to inclement weather, plant health concerns, property conditions, or unforeseen circumstances.
  • Impact of Skipped Services: Occasionally, skipping a scheduled service may be beneficial for plant growth and overall landscape health.
  • Inaccessible or Unsafe Areas: Services may be delayed or omitted if parts of the property are deemed inaccessible or unsafe.
  • Hazardous Conditions: Earthbound Maintenance Inc. (EBM) reserves the right to refuse service if hazardous conditions are present.

Client Responsibilities

  • Marking Property: Clients must clearly mark property lines and any underground utilities (e.g., gas, hydro, irrigation, lighting). EBM is not liable for damages to unmarked services.
  • Renovation Responsibility: Clients are responsible for the removal of buried obstacles (e.g., rocks, stumps, foundations) and any associated costs.

Garden & Lawn Renovations

  • Damage to Existing Systems: Damage to existing irrigation or lighting systems may occur during renovations. EBM is not responsible for such damages.
  • Irrigation & Lighting Upgrades: We recommend upgrading irrigation and lighting systems during major renovations to better suit new designs.

Rooftop Maintenance

  • Service Period: Rooftop maintenance is typically provided from April to October with customized frequency based on client needs.
  • Green Roof Maintenance: Includes weeding, trimming (when necessary), and keeping drains clear of debris, dirt, or growth.
  • Additional Services: Plant replacements or other enhancements are quoted separately upon client request.
  • Liability Limitations: EBM is not responsible for incorrect installation of green roofs or faulty drainage systems. We are also not liable for damages caused by severe weather, vandalism, or structural issues unrelated to our maintenance duties.

Plant Guarantee

  • Guarantee Coverage: Plants are guaranteed for six (6) months, provided proper maintenance (watering, weeding, etc.) is performed.
  • One-Time Replacement: The guarantee covers a one-time replacement of any plants that do not survive.
  • Exclusions: The guarantee does not cover damages caused by vandalism, animals, extreme weather, or specific plant varieties (e.g., roses, annuals, bulbs, and tender plants).
  • Replacement Terms: Replacements will be provided upon full payment of the account.

De-Icing Products

  • Void of Plant Guarantee: The use of calcium chloride de-icing salt on walkways will void the plant guarantee.
  • Recommended Alternatives: We recommend using alternative de-icing products to protect landscaping.

Snow Clearing, De-icing, Removal & Relocation Services

Commencement of Service

  • Trigger for Service: Snow clearing services begin once snowfall reaches 3 cm. Follow-up visits may be made as needed.
  • Service Split: During heavy snow events, services may be split into multiple visits:
    • The first visit focuses on providing access.
    • Subsequent visits address detailed clearing after a mandatory crew rest period.
  • Municipal Delays: Services may be delayed until municipal snowplows and sidewalk cleaners have passed.
  • Service Timing: The timing of service visits will vary based on snowfall duration and intensity.

Snow Clearing Service Process & Limitations

  • Scope of Service: EBM provides comprehensive snow clearing services, which may include but are not limited to snowplowing, snow pushing, and shoveling.
  • Limitations: Snow removal/relocation, transport, sanding, ice removal, ice maintenance, and hand shoveling may not be included unless explicitly stated in the contract.
  • Walkway/Sidewalk Shoveling: This service may be performed separately from driveway clearing if included in the contract.
  • De-Icing (Salt Application): De-icing is included unless otherwise stated. Salt will be applied after snow clearing, and pre-salting may be done at the crew’s discretion.
  • Client Responsibility for Pre-Snowfall: Before 3 cm of snow accumulation or in the absence of snow, property owners or managers are responsible for the property grounds and applying de-icing materials.

Service Limitations

  • Heavy Snow Events: Services may be split into multiple visits. The first visit provides initial access, with detailed clearing occurring after a mandatory crew rest period.
  • Windrows: EBM will clear windrows (snow left at driveways by municipal plows) only if the municipal plow has passed before our visit.
  • De-Icer Availability: Availability and pricing of de-icing products depend on supplier stock. Shortages or price fluctuations will be communicated to clients.
  • Obstructed Areas: Parked vehicles or obstacles may prevent service in certain areas.
  • Safety Protocols: Equipment operators maintain a 2-foot clearance from vehicles, garage doors, and objects to prevent damage.
  • Children’s Safety: Services will be paused if children are present in the service area.

Service Duration & Timing

  • Contract Duration: Valid from November 1 to April 15, unless otherwise stated.
  • Service Timing: Properties will be serviced within 8 hours of a regular snowfall.

Additional Snow Services

  • Snow Removal or Relocation: Available for excessive snow accumulation at an additional cost. Typically scheduled 48–72 hours after a snowfall.
  • Salt Bins: Can be provided upon request. Locations will be agreed upon, and refills are charged monthly.

General Terms & Conditions

Key Management & Property Access

  • Clients must ensure their property is accessible for scheduled services and provide necessary access keys or security codes.

Arrival Time & Scheduling

  • While we strive to accommodate time preferences, specific time slots cannot be guaranteed.

Quality Control & Client Responsibilities

  • EBM crew members will not perform tasks beyond the agreed scope unless prior notice and approval are given. Please give us advance notice and adequate time to schedule, price/quote, and inform our team.
  • Property visits may be conducted for quality control.
  • Clients are encouraged to communicate any property changes, schedule updates, or special requests via email.

Modifications & Extra Work

  • Written Approval for Changes: Any changes to the agreement must be approved in writing by both parties.
  • Additional Work: Any work beyond the contract scope must be agreed upon in writing, with costs determined in advance.

Insurance & Liability

  • Coverage: EBM maintains workers’ compensation, public liability, and property damage insurance.
  • Pets: EBM is not responsible for pets escaping during service visits. Clients must inform us if pets are allowed to roam freely.
  • Safety of Pets, Children, and Human Interaction: EBM is not responsible for any illness, irritation, or adverse reactions in animals, pets, or humans (including children) coming into contact with materials or products used during snow clearing, de-icing, or other services. Clients are advised to ensure that pets and children remain away from treated areas until they are safe for contact.
  • Unforeseen Delays: Weather, acts of nature, strikes, and material shortages may affect scheduling.
  • Materials Ownership: Materials remain the property of EBM until full payment is received.

Payment Terms & Charges

  • Payments Due Upon Invoice.
  • Returned Checks: A $25 fee applies for returned checks.
  • Payment Schedule for One-Time Projects:
    • Residential:
      • 20% due at contract signing
      • 25% due at project commencement
      • 25% due at the halfway point
      • 30% due upon completion
    • Commercial: Terms arranged separately.

Cancellation & Termination

  • Clients may cancel one-time services up to 48 hours in advance without penalty. Late cancellations incur a 20% fee.
  • Project Abandonment: If a client cancels mid-project, EBM is entitled to fair compensation for work completed and materials purchased.
  • EBM Cancellation Rights: EBM reserves the right to cancel services at any time.
  • Either party may terminate ongoing services with 60 days’ written notice.
  • Outstanding payments must be settled within 30 days of termination.

Office Hours & Contact

  • Monday to Friday, 10:00 AM – 3:00 PM
  • Email: contact@ebmaint.com

This policy outlines the terms and conditions for clients engaging with Earthbound Maintenance Inc. and its services. By signing a contract with Earthbound Maintenance Inc., clients agree to these terms.