Security Guard RFP
Request proposals that providers can answer the same way, so you can compare them on staffing, records, and price.
One request, comparable proposals
A security guard RFP (request for proposal) is a formal document that asks security companies to propose on the same scope, answer the same questions, and price in the same format. Use one when the contract is large, covers several sites, or requires a documented selection. Attach your scope of work, require a standard pricing sheet, state how proposals will be scored, and ask for a transition plan.
Quote request or RFP?
| Situation | A quote request is enough | Use an RFP |
|---|---|---|
| Number of sites | One site | Several sites or a portfolio |
| Contract size | A small or short-term assignment | A large or multi-year contract |
| Decision process | One decision-maker | A committee, a board, or a procurement policy |
| Documentation | An informal comparison is acceptable | A documented, defensible selection is required |
| Complexity | Standard duties | Special requirements, armed posts, or a complex site |
For a single site with standard duties, a clear coverage brief and a quote request are usually faster.
What a security guard RFP should include
Security Guard RFP — Outline
- Introduction and background: your organization, the site, and why you are requesting proposals
- Scope of work: attached as an exhibit
- Minimum requirements: licensing, insurance limits, and experience with similar sites
- Staffing and training: screening, site training, and officer continuity
- Supervision: the supervisor's role, site visits, and after-hours contact
- Reporting and verification: required reports, patrol records, and your access to them
- Pricing sheet: the standard format every bidder must use
- Transition plan: how the provider will take over from the current one
- References: sites similar to yours
- Evaluation criteria: how proposals will be scored
- Timeline: key dates from release to the start of service
- Submission instructions: format, deadline, and a contact for questions
- Contract terms: a draft agreement or the key terms bidders must accept
Require one pricing format
If every bidder prices differently, you cannot compare them. Give bidders a pricing sheet to complete, with the same rows for every post.
| Post | Hours per week | Regular bill rate | Overtime rate | Holiday rate | Minimum hours | Other charges |
|---|---|---|---|---|---|---|
| Example: Post 1, Main gate | 168 | |||||
| Example: Post 2, Lobby | 50 |
Ask bidders to state what the bill rate includes and to list any charge that is not shown on the sheet. Our security guard cost guide explains what a bill rate covers.
Set the evaluation criteria in advance
State how you will score proposals before you release the RFP. Weights depend on your site; the example below shows one way to balance them.
| Criterion | Example weight | What you are looking for |
|---|---|---|
| Licensing and insurance | Pass / fail | A current license and insurance confirmed with the agent |
| Staffing, training, and supervision | 25% | A clear staffing plan and a named supervisor |
| Reporting and verification | 20% | Sample reports and electronic patrol records |
| Experience and references | 20% | Similar sites and references you can contact |
| Price | 20% | A complete, comparable pricing sheet |
| Transition plan | 15% | A realistic plan for the first weeks |
Example only. Adjust the weights to your site and your procurement rules. For interviews with shortlisted bidders, use our questions to ask a security company, including the scorecard.
A typical RFP timeline
| Step | What happens |
|---|---|
| 1. Release the RFP | Send it to the providers you selected, with all exhibits |
| 2. Questions deadline | Bidders submit written questions; the answers go to every bidder |
| 3. Site walk | Bidders visit the site together or on a set schedule |
| 4. Proposals due | Bidders submit proposals in the required format |
| 5. Shortlist and interviews | Meet the top bidders and their proposed supervisors |
| 6. Award | Select the provider and finalize the contract |
| 7. Transition | The new provider takes over under the agreed plan |
Leave enough time between release and the deadline for a site walk and questions. Rushed RFPs produce rushed proposals.
Plan the transition from the current provider
Most problems in a new security contract appear in the first weeks. Ask each bidder how it will take over: hiring or retaining officers, training them on the site, updating the post orders, and running the first shifts. Agree on how records from the previous provider will be handed over, and set a date to review the service after the first month.
RFP mistakes to avoid
- Sending the RFP without a written scope of work.
- Letting each bidder use its own pricing format.
- Scoring on price alone.
- Skipping the site walk.
- Answering one bidder's question without sharing the answer with all bidders.
- Asking for a transition plan only after the award.
Make verification part of the RFP
Ask every bidder how it will prove that posts were covered and patrols were completed, and score the answer. Electronic patrol records, clear reports, and your access to them should be requirements, not extras. Our provider accountability guide explains what to require.
Digital Guard Tour is separate patrol-verification software published by Trinity Guard LLC; it is not a security guard company. The companies we recommend use it, so their patrols are recorded electronically.
Confirm the provider and the terms
This website does not employ guards. Any agreement is between you and the company you select. Confirm qualifications, staffing, insurance, and terms directly; see our referral disclosure.
Security guard RFP questions
What is a security guard RFP?
A request for proposal is a formal document that asks security companies to propose on the same scope, answer the same questions, and price in the same format, so their proposals can be compared fairly.
What should a security guard RFP include?
Background, the scope of work, minimum requirements, staffing and supervision, reporting and verification, a standard pricing sheet, a transition plan, references, evaluation criteria, a timeline, submission instructions, and the key contract terms.
How long should a security guard RFP process take?
Allow enough time for written questions, a site walk, and careful proposals. Complex, multi-site RFPs take longer than a request for a single site.
How should security guard proposals be evaluated?
Set the criteria and weights before you release the RFP, treat licensing and insurance as pass or fail, and score staffing, supervision, reporting, experience, price, and the transition plan.
Should price be the main factor?
No. A low price often means thinner supervision, weaker relief, or lower officer pay. Compare price only after the staffing, reporting, and transition plans meet your requirements.
How many security companies should receive the RFP?
Enough to create real competition without making careful evaluation impossible. Three to five qualified providers is a common range.
Related pages
Ready for the next decision?
Use a clear scope and comparable terms when you contact providers.