How to Write an RFP for Commercial Security Services

Property managers and business owners in Memphis who need contract security services often send out vague requests and receive bids that are impossible to compare. One vendor quotes per-officer hour. Another quotes for a package. A third qualifies everything with footnotes. You end up making a decision based on the lowest number you see without understanding what you are actually buying.

A well-written Request for Proposal solves this problem. Here is how to write one that produces comparable, complete bids from qualified vendors.

Section 1: Company and Property Overview

Describe your organization, the property or properties being covered, and the general nature of the security need. Include the property address, square footage or acreage, number of buildings, occupancy type (office, retail, industrial, mixed-use), and hours of operation. Bidders need this context to understand the scale and nature of the engagement.

Also describe any existing security infrastructure: camera systems, access control, alarm systems, guard posts, and patrol vehicles. Vendors bidding on your contract need to know what they are working with.

Section 2: Scope of Work

Be specific about what you need. Define the coverage hours (days, evenings, nights, weekends, holidays). Specify the number of posts and whether posts are fixed or mobile patrol. List any specific duties beyond standard patrol, such as visitor check-in management, package handling, or fire watch. Identify whether armed or unarmed officers are required.

Vague scope sections produce vague bids. If you say "24/7 security coverage" without specifying the number of officers, post positions, or duties, every vendor will make different assumptions and your bids will be incomparable.

Section 3: Minimum Qualifications

Specify what you require from the vendor and from individual officers. For the company: minimum years in business, Tennessee security firm licensing, minimum insurance coverage amounts (specify general liability and workers' comp minimums), references from comparable properties, and any required certifications.

For individual officers: Tennessee security officer license, background check standards, minimum training hours, first aid and CPR certification if required, and any site-specific requirements such as armed guard licensing or vehicle operation.

Section 4: Pricing Format Requirements

This is where most RFPs fail. Tell vendors exactly how you want pricing presented. Require a per-officer-hour rate for each shift type (day, evening, overnight, weekend, holiday). Require separate line items for supervision, if applicable. Ask for the fully-loaded rate including all overhead and profit margin so you are comparing apples to apples.

Also ask vendors to disclose their current prevailing wage rates for officers and their turnover rate for the past 12 months. High turnover is a red flag and a real cost to your operation.

Section 5: Reporting and Accountability Requirements

Describe what reporting you expect. Daily activity reports, incident reports within a specified time window, supervisor check-in frequency, access to patrol tracking data, and escalation protocols for critical incidents. Vendors who cannot or will not commit to your reporting requirements will not perform to your standards in the field.

Section 6: Contract Terms and Evaluation Criteria

Specify your proposed contract length, notice period for termination, and any performance standards with associated remedies. Tell bidders how you will evaluate proposals, whether price is weighted most heavily or whether qualifications and references carry more weight.

Submitting and Evaluating Bids

Set a single deadline, require written responses to each section, and conduct in-person interviews with your top two or three finalists before awarding. Check references. A vendor who performs well on paper but cannot provide references from comparable Memphis properties is a risk.

Our team is familiar with the RFP process and happy to respond to formal bids from commercial property owners and managers. Review our commercial patrol services and security officer capabilities to understand what we offer.

To get started or ask questions before you issue an RFP, call (202) 222-2225 or contact us online.