Free Security Vendor Comparison Checklist for Property Managers
Price alone is a poor way to choose a security vendor. This checklist scores licensing, insurance, staffing, reporting, and price together so you can defend your recommendation to ownership or the board.
Built for Property managers and HOA boards evaluating multiple security guard company proposals. · Updated 2026-07-15
PPO #122730How to use it
- 1.Send your security-rfp-template to at least three vendors before starting this checklist.
- 2.Score each vendor's proposal against every item below on a 1-5 scale.
- 3.Total the scores and use the comparison table to line vendors up side by side.
- 4.Verify licensing and insurance directly with the issuing agency or carrier before final selection.
- 5.Bring the completed comparison to the board-presentation-outline if approval is required.
Licensing and compliance
- Current state PPO license number provided and verifiable
- Officers registered per state guard card requirements
- General liability insurance certificate provided
- Workers' compensation coverage confirmed
- No unresolved license complaints found on agency lookup
Staffing and training
- Minimum officer training hours documented
- Background check process described
- Uniform and identification standards described
- Supervisor or account manager assigned to your property
- Backup staffing plan for call-outs described
Reporting and technology
- Sample incident report format provided
- Patrol verification method described
- Reporting turnaround time stated
- Reports delivered digitally, not just verbally
References and reputation
- At least three comparable-property references provided
- References contacted and confirmed satisfaction
- Company years in business confirmed
- Online reviews checked for consistent complaints
Vendor comparison scoring
| Vendor | Licensing/Compliance (1-5) | Staffing/Training (1-5) | Reporting (1-5) | Price |
|---|---|---|---|---|
| Vendor A | ||||
| Vendor B | ||||
| Vendor C |
Notes on use
Verify license numbers directly with your state's licensing agency rather than relying solely on documents provided by the vendor.
This checklist is a decision-support tool, not a guarantee of vendor performance. Confirm insurance limits meet your property's requirements with your own insurer or counsel.
Free resource from Summit Force Security Group, PPO #122730. This document is general information, not legal, insurance, or compliance advice, and it is not endorsed by any government agency. Requirements change: confirm current rules with your insurer, association counsel, or the relevant agency before you rely on it.
Connected concepts
This page is a node in our security knowledge graph. Follow the chain instead of starting over.
- Vendor VettingPPO verification, insurance limits, supervision ratio, and turnover — checked before signature.
- Security RFPThe bid document that makes three vendors comparable on scope instead of on hourly rate alone.
- Board ApprovalThe vote: scope, budget, metrics, and the risk of doing nothing, in language directors accept.
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