8 Steps for Selecting a Security Contractor

Nov 1, 2006 12:00 PM

Remember enduring the ambibilant mind process that occurs on a first date? Wherever the outing took place, chances are, you spent most of the time sizing up your similarities and differences with the other person, wondering if a long-term relationship would be possible. Choosing a security provider for your company is a lot similar. Just think of them as a potential mate.

Many professionals already have the basic skills to make this choice. A company should find a firm that will be the right fit, since the two organizations will enter into a partnership that requires commitment from both sides. In an effort to make the selection process easier, Alan Stein, vice president of national marketing for AlliedBarton Security Services, devised a list of eight tips to guide companies in the decision-making process. Stein originally developed the list for use by educational institutions; however, these steps will hold steady for companies looking for a security partnership in any industry.

STEP 1

BUILD A SELECTION TEAM

Consider building a knowledgeable internal team that can help prioritize your company's security needs and make vital decisions. The team should include employees from different departments and have a designated point of contact to handle information inquiries from potential vendors.

STEP 2

IDENTIFY IMPROVEMENTS NEEDED

Once the team is in order, review your company's current security program to identify areas of improvement in areas such as employee training, customer service, responsiveness, turnover and problem solving.

STEP 3

PRIORITIZE OBJECTIVES

As a team, set objectives for the new partnership using the needs, wants and improvement areas already identified. Reevaluate the objectives to ensure they are realistic and fit within the company's proposed budget.

STEP 4

CONSULT THE EXPERTS

After the objectives have been set, invite potential security providers to visit the company and give recommendations regarding its security needs. Experts can help identify some areas that might have been overlooked during the internal review. Have a pre-bid questionnaire prepared to help you select appropriate companies.

STEP 5

CREATE A REQUEST FOR PROPOSAL (RFP)

After identifying potential security providers, create an RFP to learn more about each firm. The RFP should combine the company's key objectives with specific security-personnel requirements and needs. The proposal should include basic details such as the provider's insurance carrier and their technology applications. The RFP should also include an outline of requested services with a brief description of the duties required and special needs. Check each firm's insurance coverage, and ask for references of other companies who have used their services.

STEP 6

NARROW THE FIELD

Interested firms will typically respond to the RFP in the form of a written proposal. Select two or three contractors that meet your criteria on paper, and schedule meetings with them. Involve the selection team in the meeting, and try to probe deeper into each provider's understanding of your company's needs and how they can maximize the partnership.

STEP 7

SELECT A SECURITY PROVIDER

After meeting with potential firms, review thoughts about each firm with the selection team. Once a decision has been made, conduct a pre-award conference call or meeting to address any specific questions you have about the partnership. Pay attention to the contract's allowances for canceling the service without penalty and allowing security officers to remain onsite during a transition period if the company decides to change vendors. Make sure your company has the right to audit the provider's performance at any time.

STEP 8

HELP YOUR NEW PARTNER PREPARE

It is important to allow sufficient time for the security provider to prepare to begin offering service. In this stage, take the time to communicate your needs, and check in frequently with your account manager. Remember that putting performance requirements in writing is an important step, but not enough to guarantee success. Work with the firm on an ongoing basis regarding the security issues your company faces.

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© 2008 Penton Media Inc.

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