How to Write an RFP for Commercial Security Services

Every few years, most businesses need to go through the process of evaluating security providers. Whether you're setting up security for a new property, replacing an underperforming provider, or simply going through a periodic competitive review, how you structure that evaluation matters enormously.

Why Your RFP Format Matters

A poorly structured RFP produces unusable responses. You get bids that are hard to compare, proposals that leave out critical information, and ultimately a selection process that's more guesswork than analysis. A well-structured RFP produces responses that tell you exactly what you need to know, in a format that allows apples-to-apples comparison.

Think of your RFP as the foundation of your security program for the next one to three years. The effort you put into the RFP pays dividends throughout the contract.

What Your RFP Should Include

Start with your property details. Provide a clear description of the location or locations to be covered, the square footage, the number of entry points, the operating hours, and the current security measures in place. Include any specific challenges: a history of incidents, a difficult access situation, unusual operating hours, or a high-crime area.

Define your coverage requirements. How many officers do you need, at what times? Do you need fixed posts, mobile patrol, or both? Is alarm response part of the scope? What about special event coverage?

Requirements to Specify

Your RFP should include specific requirements for licensing and insurance. In Tennessee, security guard companies must be licensed by the Department of Commerce and Insurance. Officers must hold current individual licenses. Verify that any responding company can demonstrate both. Ask for certificate of insurance with your business named as additional insured.

Specify training requirements. Tennessee's minimum is 40 hours, but your RFP should specify any additional training you expect: site-specific orientation, de-escalation certification, CPR/First Aid, or other specialized training relevant to your property type.

What to Ask About Technology

Modern security operations rely on technology. Your RFP should ask whether the provider uses GPS-verified patrol tracking, digital incident reporting, real-time client access to activity data, and electronic shift handoff logs. Ask for sample reports. Ask about their guard management platform.

Providers who rely on paper logs and self-reported check-ins will have a hard time meeting these requirements. That's intentional. You want to know who invests in technology and who doesn't.

Performance Metrics

Your RFP should ask for specific performance commitments. Response time guarantees. Incident reporting standards. Supervisor visit frequency. Replacement timelines for officer vacancies. Define what success looks like, and ask bidders to commit to those standards.

A quality provider will welcome these questions. A budget provider will try to avoid them.

Evaluation Criteria

Be explicit about how you'll evaluate responses. Price is important, but it shouldn't be the only factor. Consider weighting criteria: experience and relevant case studies, technology and reporting capabilities, proposed staffing approach, references from similar properties, and price. Define those weights in advance so your evaluation is systematic rather than impressionistic.

Reference Check Questions

Ask for references from properties similar to yours, in Memphis if possible. When you call references, ask specific questions: Has the provider met their response time commitments? How quickly do they replace officers who call out? What's the quality of their incident reporting? Would you hire them again?

We're Happy to Help

If you're beginning an RFP process for your Memphis property, we're happy to answer questions or provide a sample structure. Our commercial security and officer services are available for competitive evaluation. Call (202) 222-2225 or contact us online.