Security RFP & Procurement Guide
Write Faster, Evaluate Smarter. Download templates and checklists you can adapt to your property, then invite vendors to respond apples-to-apples.
Write Faster, Evaluate Smarter
Everything you need to issue a clean, comparable RFP in days—not weeks.
Security RFP Template
DOCXScope, SLAs, pricing tables, legal boilerplate. Complete DOCX template ready to customize.
Vendor Evaluation Checklist
XLSXWeighted scoring matrix for capabilities, price, risk, and references.
Compliance Addendum
PDFLicensing, UL-827 alignment, data/insurance requirements.
TCO & ROI Worksheet
XLSXConvert guard hours to hybrid scenarios; compare 12–18-month payback.
Recommended RFP Structure
A procurement-friendly outline that gives vendors clear guidance and makes your evaluation easier.
Background & Objectives
Sites, risks, KPIs you want to measure.
Scope of Services
On-site hours by post; remote monitoring hours; mobile response SLAs.
Site List & Volumes
Addresses, camera counts, access points, incident history.
SLA & KPIs
Time-to-verify, patrol arrival targets, reporting cadence.
Compliance & Certifications
BSIS, UL-827 alignment, privacy & evidence handling, insurance limits.
Staffing & Training
Roles, vetting, refreshers, supervision model.
Technology Requirements
Reuse policy (ONVIF/RTSP), integrations (access, alarms), device health checks.
Data Security & Privacy
SSO/MFA, least-privilege, retention windows, signed links.
Pricing Forms
Structured tables for guard hours, monitoring fees, mobile, equipment (purchase vs. amortized).
Evaluation & Award
Scoring criteria, timeline, Q&A protocol.
Evaluation Criteria & Weights
Use this matrix to compare proposals objectively and involve your stakeholders in the decision.
| Category | Weight | What to Look For |
|---|---|---|
| Service Quality & SLAs | 30% | Verification <60s; patrol ≈15m; reporting <24h |
| Compliance & Risk | 20% | BSIS, UL alignment, insurance endorsements, privacy controls |
| Approach & Tech | 20% | Hybrid design, device reuse, integrations, monitoring redundancy |
| Pricing & TCO | 20% | Apples-to-apples forms, amortization clarity, dispatch inclusions |
| References & Fit | 10% | Similar sites/industry, account team access |
Service Quality & SLAs
30%What to Look For
Verification <60s; patrol ≈15m; reporting <24h
Compliance & Risk
20%What to Look For
BSIS, UL alignment, insurance endorsements, privacy controls
Approach & Tech
20%What to Look For
Hybrid design, device reuse, integrations, monitoring redundancy
Pricing & TCO
20%What to Look For
Apples-to-apples forms, amortization clarity, dispatch inclusions
References & Fit
10%What to Look For
Similar sites/industry, account team access
Keep "price" powerful but not dominant—your district/board still needs coverage, compliance, and dependable response.
Sample Statement of Work (SOW) Clauses
Copy-paste ready language you can drop into your RFP or vendor contracts.
Monitoring
Provider will verify priority alerts within 60 seconds on average per month and document outcomes with media links.
Patrol Response
After verified dispatch, provider will target ≈15 minutes arrival within defined zones; all patrol routes are GPS-logged.
Reporting
Provider will deliver monthly incident packets and quarterly KPI reviews (SLA, incidents, device health, recommendations).
Evidence
Media is shared via signed, expiring links; retention windows are documented.
Device Health
Camera offline >5 minutes during coverage windows triggers operator alert and client notice.
Privacy & Access
Provider enforces SSO/MFA and least-privilege roles; masked zones where requested.
Required Insurance & Endorsements (Typical)
Coverage Limits
| Coverage Name | Value |
|---|---|
| General Liability | $2M occ / $4M agg |
| Auto Liability | $1M CSL |
| Workers Comp | Statutory / EL $1M |
| Professional/E&O | $1M |
| Umbrella | $5M |
Required Endorsements
- Primary & Non-Contributory
- Waiver of Subrogation
- Additional Insured
Suggested Timeline
Week 0–1
Release RFP + questions window
Week 2
Site walks / data room access
Week 3
Final Q&A + addendum
Week 4
Proposals due (structured forms)
Week 5
Demos & short-list interviews
Week 6
Award & implementation planning
Frequently Asked Questions
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