Security RFP Template for Property Managers

How to use this template

Fill in sections 1 and 2 from your own knowledge of the property, keep sections 3 to 7 as they are or trim them, and send the whole document to each bidder with a date for the walk-through and a date for bids. Price Protection responds to RFPs in this form and to a phone call the same way: with a walk-through, a proposal built on the post orders and a sample daily report. Bracketed items are yours to replace.

1. About the property

Item	Entry
Property name, address, owner or management company
Type and size	[e.g. 312-unit garden community, 14 buildings, 2 pools, gated]
Occupancy and hours	[residential; office hours; amenity hours]
Current security arrangement	[none; courtesy officer; contract company; cameras only]
Access points	[gates, lobby doors, garage, pedestrian gates]
Existing systems	[cameras, access control, alarm, guardhouse]
Concerns that prompted this RFP	[what has been happening, in general terms]
RFP contact	[name, role, phone, email]

2. Scope of services

Post	Type	Days and hours	Duties
[Courtesy patrol]	[Unarmed, foot and vehicle]	[7 nights, 21:00–05:00]	[Rounds, amenity closings, access, resident contact, reporting]
[Gate]	[Unarmed]	[Fri–Sat, 20:00–02:00]	[Visitor screening, log, gate operation]
[Event]	[Armed]	[As scheduled]	[Presence, access, incident response]

• Post orders: to be written with the property before start and approved in writing
• Reporting: daily activity report to [contact] by [time]; incident reports same day
• Supervision: named supervisor; monthly review meeting
• Start date: [ ]; contract term: [ ]; notice for termination: [ ]

3. Bidder qualifications

Provide with the bid:

• Texas DPS security company license number and class (Class B security contractor for guard services)
• Certificate of insurance naming the property as additional insured, with general liability and workers’ compensation
• Confirmation that all officers assigned hold current Texas DPS registrations or commissions at the level the post requires
• Description of officer training beyond the state courses
• Description of supervision: who reviews reports, how often, who visits the post
• Sample daily activity report and sample incident report, redacted
• Sample post orders, redacted
• Dispatch arrangements: hours, phone, how a call-off is covered
• Certifications the company holds (e.g. City of Houston MBE, Texas HUB), if relevant to the owner

4. Pricing format

Item	Rate	Basis
[Unarmed officer, courtesy patrol]	[$ per hour]	[per post hour]
[Armed officer]	[$ per hour]
[Vehicle patrol]	[$ per hour or per round]
Holiday rate
Short-notice or emergency rate
Minimum hours per shift
Included: uniforms, equipment, reporting system, supervision	[yes / no]

State the billing period, payment terms and any increase mechanism.

5. Transition

Describe how the company would start: walk-through, post orders, officer selection and introduction, first-week supervision, and how an existing vendor’s handover would be managed.

6. Evaluation

Bids will be evaluated on: licensing and insurance in order; the quality of the sample reports and post orders; the supervision plan; the officers proposed and their assignment stability; price on the stated scope; references from properties of similar type, if the owner requires them.

7. Schedule

Milestone	Date
RFP issued
Walk-through
Questions due
Bids due
Decision
Start of service

Notes on filling it in

Section 2 does the work; spend most of your time on it. Describe the property’s real problem in section 1 in general terms so bidders can propose against it rather than guess. Keep the pricing format fixed so bids line up, and insist on the sample reports: they show what you will actually receive every morning. The RFP article explains each section, and the coverage planning worksheet helps you settle the posts and hours before you issue the RFP.