SECURITY VENDOR SELECTION CHECKLIST - BOMA SF

SECURITY VENDOR SELECTION CHECKLIST
STEP 1: INTERNAL PROCESS AND TEAM SELECTION
TEAM (One representative from each of following departments)
NAME
PROPERTY
MANAGER
PURCHASING
LEGAL
FINANCE
SECURITY
ESTIMATED SELECTION PROCESS TIME
FINAL DECISION MAKER
Weeks
STEP 2: BRAINSTORM CURRENT SERVICE
1 What do you like about your current service?
2 What do you dislike about your current service?
3 Are you confident that security officers are properly trained?
4 Are site supervisors competent and well-trained?
5 Are officers appropriately supervised?
6 Do officers exhibit a professional attitude and good customer relation skills?
7 When problems arise, are they solved to your satisfaction quickly and efficiently?
8 What is the current turnover rate? How is current turnover perceived?
9 Is compensation of security officers appropriate for the tasks required?
10 Is the current contractor's local management proactive?
11 Do you know your current total costs and understand your contract?

STEP 3: DEFINE DESIRED IMPROVEMENTS
STEP 4: DEFINE KEY OBJECTIVES
Combine the elements of Steps 2 and 3 into a list of key objectives

STEP 5: SELECT POTENTIAL CONTRACTORS TO INCLUDE IN YOUR PROCESS
ENSURE BASIC QUALIFICATIONS
YES NO
Is the contractor licensed to provide security services in the states in which service is required?
Are the contractors personnel licensed and certified?
Is the contracting company financially sound?
Is the management of the company stable?
OBTAIN SPECIFICS REGARDING:
Years in business by state
STEP 6: DEFINE SPECIFIC NEEDS
RANK
TOTAL WEEKLY
HOURS
SHIFT
START/
NUMBER STOP
PER SHIFT TIME SUN MON TUES WED THURS FRI SAT
POST DESCRIPTIONS (Describe duties at each post)

YES NO Are Contractor’s employee’s affiliated with a union?
If yes, seek explanation of ramifications of affiliation
Uniforms
What type of uniform is required?
Blazer, Tie
Military Look
Business Casual
Personal Best
Insurance Coverage:
What are your basic requirements?
Request Certificate of Insurance from Contractor
General Terms of Contract
Include a sample contract or request one fromContractor
Vendor History
Require Contractors to provide sufficient information to evaluate:
References
Request references from companies that receive services similar to yours.

Management
Specify that vendor management view your locations and meet with your management
prior to proposal submission.
Supervision
Define the frequency of unannounced inspections
Employee Selection Standards
Education Level
Skill Requirements
Physical Capibilites
Experience
Security Clearances
Screening Methods
Review Methods
You should also state your perogative to reject any employee and/or request an immediate replacement
State a requirement to conform to EEO standards
Screening & Selection Methods
The contractor should screen for the following criteria in candidates
Criminal Background check
Drug screening
Pre-hiring psychological tests (personality, honesty, reliability, etc)
Mental Alertness
Verifying employment history, education, eligibility to work in US
Credit Check
Literacy

Employee Training
Provide a specific breakdown of hours and areas of training (First aid, etc).
Wages & Benefits
Specify base wages by post and rank (It is desirable to offer higher wages for experience personnel)
Wage Post Rank
List holidays and state the policy for employees to be paid for work missed due to holidays and work
performed on holidays
Holiday Pay rate Worked Pay non-worked?

Benefits for Consideration
Paid vacations (partial for Part Time employees)
Holiday pay
Life Insurance
Medical/Dental Insurance
Billing Rates
Specify how billing rates are to be quoted (It's best to have a rate for each experience level of each rank,
with a special rate for holidays
Require a breakdown of the rate into at least three areas: wages, benefits, overhead and profit
Explain how rates for equipment purchases such as vehicles are to be quoted.
Audit & Review
Clearly state your right to audit and review all records of wages, benefits, personnel selection, traning, etc.
Contractor Selection Process
Outline the time frame for propsal receipt, bid review, sucessful bidder notification, and starting date of the
contract
Explain in general terms how the sucessful bidder will be determined
Include a requirement for a pre-award coverence, at which time all terms of the contract can be confirmed
and specific problem areas covered

STEP 7: NARROW THE FIELD: PRESENTATIONS AND MEETINGS
Determine the contractor's understanding and mastery of quality improvements and partnering principles
Ask for specific examples of how they can continuously improve daily decision making processes
Ask for examples of teamwork/partnership that occur within the company
Determine the fairest price. Get specifics to obtain and "apples-to-apples" comparison
How are pricing levels established?
What types of wage/benefit analyses, market surveys and other such tools are used?
Evaluate each contractor's plans for filling openings due to personnel loss
Evaluate the requirements for adding personnel, how will this affect pricing, and how much transition time
is needed
Determine whether the contractor's personnel have the proper training, including customer service training
Find out what training is above and beyond standard, ask specific questions that will help you evaluate
the degree of emphasis
Ask for examples of training manuals
Determine the extent of site supervisor training and testing
Asses the quality of the personnel the contractor will provide
Review screening specifications
Determine employee retention rates and morale
Request data on annual employee retention rates at sites similar to yours, with comparable wages
Learn what incentive awards are provided
Determine how much of contractor’s services are automated. The better contractors have automated the following functi
Administration
Payroll and Scheduling
Reporting
Business development
Learn how the contractor communicates with clients
Will the contractor have a designated individual for you to count on?
What communication methods are used?
How frequent are communications, and at what levels do they occur?
Ensure the contractor's focus on customer satisfaction and loyalty
Yes No
Does contractor conduct client survey? If yes, request copy
Does contractor have a local market presence?
% Client customer retention rate

Check at least three references
Result
REFERENCE 1
REFERENCE 2
REFERENCE 3
Transition Plan
Ask to see a detailed proposed transition plan they would use if awarded the contract
STEP 8: FINALIZE SELECTION OF PARTNER PRICE AND SERVICE ELEMENTS
Review all above options, and select the contractor you wish to partner with.
Conduct the pre-award conference
Define terms of contract
STEP 9: REVIEW THE TRANSITION PLAN TO ENSURE A GOOD START
Allow sufficient time for the new contractor to prepare to begin service.
Give notice to your current vendor per your contract agreement
An effective transition plan should detail:
Tasks to be accomplished and the parties responsible for completing each task
Prerequisites
Target completion dates
Resources needed
Copyright Allied Security, Inc. 1999 Val Kosorek, 415-543-0366