Design-Build Landscaping in Chicago: A Practical Guide
Understanding what design-build landscaping actually means, how the process works, and how to compare your options. A complete resource for homeowners planning landscape projects in Chicagoland.
What Design-Build Landscaping Actually Means
If you've started researching landscape projects in Chicago, you've probably seen the term "design-build" thrown around. Here's what it means in plain English—and how it differs from other approaches.
Design-Build Landscaping
One company handles both the design and the landscape construction. The same team that plans your project also builds it.
The Workflow: You work with a single point of contact from initial concepts through final walkthrough. The design evolves with real-world construction knowledge built in from day one.
Design-First (Then Bid)
A landscape architect or designer creates plans, then you take those plans to multiple contractors for installation bids.
The Workflow: You own the design independently and can shop it around. However, there's often a gap between what's drawn and what installers quote—leading to surprises, value engineering, or redesign.
Why Chicago Homeowners Choose Design-Build
The design-build approach has become popular in the Chicagoland area for several practical reasons:
The key difference: In design-build landscaping, the people designing your space understand exactly how it will be built—because they're the ones who will build it. This eliminates the common problem of beautiful designs that turn out to be impractical, over budget, or impossible to construct on your specific site.
The Design-Build Process: Step by Step
Understanding the typical flow of a design-build landscape project helps you know what to expect. While every project is different, here's how the process generally unfolds for Chicago-area residential projects.
Discovery & Goals
The first conversation focuses on understanding how you want to use your outdoor space and what problems you're trying to solve.
- How will you use the space? (entertaining, play area, relaxation, gardening)
- What's frustrating about your current yard?
- Any specific features you want or want to avoid?
- Budget range and timing expectations
- Site constraints you're aware of (drainage issues, access limitations, utility locations)
Site Assessment
The contractor evaluates your property to understand what they're working with—this is where Chicago-specific factors come into play.
- Measurements and existing conditions documentation
- Drainage patterns and soil observations
- Sun/shade analysis
- Access for equipment and material delivery
- Existing utilities, trees, and structures
- Grade changes and elevation challenges
Concept Direction & Priorities
Based on discovery and site assessment, the contractor develops initial concepts and helps you prioritize what matters most.
- Overall layout and flow between spaces
- Feature placement (patio, planting beds, structures)
- Prioritizing "must-haves" vs. "nice-to-haves"
- Initial material directions
- Discussion of what's realistic for your site and budget
Scope & Materials Planning
The design gets refined with specific materials, quantities, and details. This is where vague ideas become concrete plans.
- Specific paver or stone selections
- Plant species and sizes
- Retaining wall specifications
- Drainage system details
- Lighting, irrigation, or other systems
- Clear scope document defining what's included and excluded
Budget Alignment
In design-build, budget conversations happen throughout—not as a surprise at the end. The scope and budget get matched realistically.
- Detailed proposal with line items
- Options for adjusting scope to meet budget
- Understanding cost drivers (materials, site prep, drainage needs)
- Discussion of allowances vs. fixed prices for certain elements
- Payment schedule and deposit requirements
Scheduling & Sequencing
Once the scope and budget are approved, the project gets scheduled. Sequencing matters—certain work must happen before other work can begin.
- Start date and estimated completion
- Order of operations (demo → grading → hardscape → planting)
- Material ordering and lead times
- Permit acquisition if required
- Weather contingencies (especially important in Chicago)
Construction & Installation
The landscape construction phase follows a logical sequence. Each step builds on the previous one.
- Site preparation and demolition
- Grading and drainage work
- Base preparation for hardscapes
- Hardscape installation (patios, walls, walkways)
- Planting and softscape finishing
- Details and finishing touches
Punch List & Closeout
The project isn't done until it's done right. A proper closeout ensures nothing falls through the cracks.
- Site cleanup and debris removal
- Joint walkthrough with homeowner
- Punch list of any items needing attention
- Care instructions for new plantings
- Documentation of materials and warranty info
- Final payment upon completion
Pros and Cons of Design-Build Landscaping
Design-build isn't the right approach for every project. Here's an honest look at the advantages and drawbacks to help you decide if it fits your situation.
- Single Point of Responsibility When something goes wrong, there's no question about who's accountable. You don't end up mediating between a designer who says "that's not what I drew" and a builder who says "that's what we were given."
- Design Reflects Build Reality The people designing your project know exactly what it takes to build it. They won't draw something that looks great on paper but is impractical or prohibitively expensive to construct.
- Faster Revisions Want to swap materials or adjust the layout? The design-build team can immediately tell you the cost and timeline implications without going back to a separate designer.
- Scheduling Efficiency No gap between design approval and construction start. The same company manages the entire timeline, reducing delays from coordination issues.
- Problem-Solving Continuity When unexpected site conditions emerge during construction (buried debris, drainage surprises), the team can adapt the design on the fly while maintaining the original intent.
- Harder to Compare Apples-to-Apples When each company does their own design, comparing proposals gets complicated. Different scopes, different assumptions, different levels of detail make true comparison difficult.
- Design Ownership Questions If you pay for design-build services but decide not to proceed with installation, can you take the design to another contractor? This varies by company—clarify upfront.
- Potential for Change Order Surprises If the scope isn't clearly documented before work begins, you may face unexpected costs. This risk exists with any approach, but design-build's "all-in-one" nature can obscure the details.
- Less Competitive Bidding With design-first approaches, you can shop a completed design to multiple installers. With design-build, you're typically committed to one company once design work begins.
- Quality Varies Significantly Not all design-build landscapers are equal. Some excel at design; others at construction. Finding a company strong in both requires careful vetting.
When Design-Build Is the Right Choice (And When It's Not)
Design-build landscaping isn't universally better or worse—it's better suited to certain situations. Here's how to know if it makes sense for your project.
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Your site has complex challenges
Significant grade changes, drainage problems, difficult access, or unusual soil conditions. These situations benefit from having builders involved from the design stage—they can identify issues early and design around them.
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You're planning a multi-feature project
Combining hardscape (patio, retaining walls) with planting, lighting, and possibly structures like pergolas or outdoor kitchens. Design-build keeps all these elements coordinated.
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You want to phase over multiple seasons
If budget or timing requires breaking the project into phases, design-build ensures the master plan accounts for future phases. Infrastructure (drainage, utilities) gets roughed in correctly from the start.
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You value simplicity and single-contact communication
If coordinating between multiple companies sounds stressful, design-build streamlines everything into one relationship.
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You need realistic cost estimates early
Design-build companies can give you budgetary feedback throughout the design process, so you're not designing a project you can't afford.
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You only need minor updates
Refreshing mulch, adding a few plants, or basic maintenance doesn't require a design process. A straightforward installation or maintenance service makes more sense.
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You want a fully independent design first
If you prefer to work with a landscape architect to create a design you own outright, then competitively bid the installation, design-first is the better path.
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You're extremely budget-driven and want maximum price competition
Shopping a completed design to multiple installers may yield the lowest installation price—though you'll need to pay for the independent design upfront and manage coordination yourself.
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The project is very straightforward
A simple patio on flat ground with no drainage concerns or a basic planting bed may not require integrated design services—an experienced installer can handle it without a formal design phase.
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You've already paid for a detailed design
If you already have construction-ready drawings from a landscape architect, you just need installation services—not another design process.
How to Vet a Design-Build Landscaper in Chicago
Choosing a design-build landscape contractor is a significant decision. Use this checklist to evaluate companies and reduce your risk of problems down the road.
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Detailed scope document — Do they provide a clear list of what's included and excluded? Vague proposals lead to disputes later.
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Material specifications — Are specific products, sizes, and quantities noted? Or just generic descriptions like "quality pavers"?
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Assumptions stated — Does the proposal note what they're assuming about site conditions? What triggers additional costs?
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Design ownership clarity — If you pay for design but don't proceed with installation, what do you own? Get this in writing.
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Drainage and grading approach — How do they assess and address drainage? This is critical for Chicago properties. Vague answers here are a warning sign.
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Base preparation specifications — For hardscapes, what base depth and compaction methods do they use? Chicago's freeze-thaw cycles demand proper prep.
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Plant selection rationale — Do they explain why they're recommending specific plants? Are they suited to your site conditions and Chicago's climate?
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Permit knowledge — Do they know when permits are required in your municipality? Will they handle the permit process?
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Timeline communication — Do they provide a realistic schedule with start date, phases, and estimated completion? How do they handle delays?
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Change order process — How are changes to scope handled? Is there a written process for approving and pricing changes?
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Point of contact — Who will you communicate with during design? During installation? Is it the same person?
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Update frequency — How often will you hear from them during construction? Will they notify you of issues proactively?
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What "completion" means — Is site cleanup included? Debris removal? Lawn repair where equipment tracked?
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Walkthrough process — Do they do a formal walkthrough with you? How is the punch list handled?
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Warranty terms — What warranty is offered on labor? On materials? On plants? Get specifics in writing.
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Post-project support — If issues arise after completion, what's the process for getting them addressed?
Ask for references carefully: Any company can provide cherry-picked references. Ask specifically for projects similar to yours in scope and complexity. Better yet, ask to see a project that had challenges and how they were resolved—that tells you more about how they'll handle problems on your project.
How to Compare Design-Build Proposals Fairly
When evaluating multiple design-build landscaping proposals, comparing them can be frustrating. Each company may present information differently and include or exclude different elements. Here's a framework to help you evaluate proposals on more equal footing.
| Comparison Factor | What to Look For | Red Flags |
|---|---|---|
| Scope Detail | Clear list of every element included with quantities and specifications | Vague descriptions like "patio installation" without size, materials, or prep details |
| Prep & Base Work | Specific information about excavation depth, base material, compaction methods | "Standard base preparation" with no specifics |
| Material Specifics | Named products, colors, sizes—or allowances with clear parameters | "Quality materials" or "comparable products" without specifics |
| Drainage Approach | Explicit discussion of how drainage will be handled on your specific site | No mention of drainage or grading |
| Timeline Assumptions | Realistic start date, phase durations, and completion estimate with caveats | Promises of specific completion dates without weather/material caveats |
| Change Policy | Written process for how changes are requested, priced, and approved | No mention of how changes are handled |
| Payment Terms | Clear deposit amount, milestone payments tied to work completed | Large upfront percentage or final payment before walkthrough |
When Proposals Are Hard to Compare
If you're getting wildly different prices for what seems like similar work, the scope probably isn't the same. Lower prices often mean:
- Less thorough base preparation
- Smaller plant sizes
- No drainage provisions
- Thinner material applications
- Exclusions buried in fine print
Creating a Level Playing Field
To get comparable proposals, consider:
- Giving each company the same written description of what you want
- Asking each to clarify their assumptions in writing
- Requesting line-item breakdowns, not just lump sums
- Asking specifically about drainage, base prep, and cleanup
- Comparing warranties and what they actually cover
Planning a Landscape Project in the Chicago Area?
Whether you're considering design-build or still figuring out the right approach for your project, getting expert input early helps you avoid costly mistakes. R & G Almanza Landscape Inc works with Chicagoland homeowners on projects of all sizes, from focused backyard renovations to comprehensive property transformations.
Explore Landscaping ServicesServing Skokie, Evanston, Wilmette, and the greater Chicago area
Frequently Asked Questions About Design-Build Landscaping
Not necessarily. While you might get a lower installation bid by shopping a completed design to multiple contractors, that doesn't account for the cost of the independent design, potential redesign costs when bids come in over budget, or coordination time. Design-build can actually be more cost-effective when you factor in reduced change orders, better initial cost accuracy, and fewer coordination issues. The total project cost often comes out similar—the difference is more about process preference and risk allocation than absolute cost.
This varies significantly by company and should be clarified before you start. Some design-build contractors include design rights in their proposal—if you pay for the design phase, you own those drawings regardless of whether you proceed with installation. Others retain ownership of design work as part of their intellectual property. Some offer a buyout option. Get this in writing upfront. If design portability matters to you, make it a selection criterion.
A thorough proposal should include: detailed scope of work with all elements listed; material specifications (products, sizes, quantities); site preparation details including base work and drainage; timeline with start date and estimated completion; payment schedule; change order process; warranty terms; exclusions clearly stated; and assumptions the quote is based on. The more specific the proposal, the fewer surprises you'll encounter. Vague proposals should raise concerns.
For most residential projects in Chicago, expect the design phase to take 2-6 weeks depending on complexity. Simple projects with straightforward requirements move faster. Complex sites, multi-feature projects, or designs requiring multiple revision rounds take longer. The design phase also includes time for material selection and ordering, which can add weeks depending on product availability. Rushing design to start construction sooner often backfires—thorough planning prevents costly changes during installation.
A well-run design-build company will have a documented change order process. Typically: you request a change; they evaluate the cost and schedule impact; they provide a written change order with the adjustment; you approve in writing before work proceeds. Changes should never happen without your explicit approval. If a contractor is making changes or adding costs without this process, that's a serious red flag. The best way to minimize change orders is thorough design and scope documentation upfront.
Yes, and design-build is actually well-suited to phased projects. The key advantage: the complete master plan is developed upfront, so each phase connects logically to the next. Infrastructure like drainage, electrical rough-ins, or irrigation sleeves can be installed in Phase 1 even if those features aren't completed until Phase 2 or 3. Work with your contractor to identify logical phase breaks—typically foundational work (grading, drainage, hardscape) comes before finishing elements (planting, lighting details).
In the Chicagoland area, the most common delay causes are: weather (rain delays hardscape work, early frost impacts fall planting); material availability (specific products may have lead times); site surprises (buried debris, unexpected drainage issues, soil conditions different than anticipated); and scope changes mid-project. Of these, scope changes are the most controllable—investing time in thorough design and clear documentation dramatically reduces mid-project changes that derail schedules.
Budget creep usually stems from unclear scope, undocumented assumptions, or decisions deferred until construction. To minimize it: finalize all design decisions before construction starts; ensure the proposal documents assumptions and what triggers additional costs; understand what's included vs. excluded; build a contingency into your budget (10-15% is reasonable); resist the urge to add features once construction begins. If the contractor discovers something unexpected (buried debris, worse drainage than anticipated), that's legitimate—but expanding scope mid-project is a choice you control.
This guide is provided by wmltblog.org to help Chicago-area homeowners understand their options for landscape design and construction projects.