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Security Proposal & Scope of Work Builder for HOA and Apartment Boards
The reason security bids are impossible to compare is that every vendor writes their own scope. Fix that by writing the scope yourself, then sending the identical document to everyone bidding.
This builder produces editable scope language covering coverage windows, patrol cadence, post duties, reporting, escalation, insurance minimums, and performance standards. Copy it, download it, edit anything, and use it with any vendor, including companies that are not us.
PPO #122730SECURITY SCOPE OF WORK — DRAFT FOR BID Property: [property name] (Apartment community), Sacramento, CA Approximate size: 150 units/doors 1. COVERAGE WINDOW Service window: 22:00 to 06:00, seven nights per week unless otherwise negotiated. Coverage model: 3 randomized patrol passes per night within the service window. Timing must vary night to night; fixed schedules are not acceptable. Officer posture: Unarmed. 2. DUTIES AT EACH PASS - Randomized vehicle patrol with GPS-verified passes - Foot checks of stairwells, laundry, and mail areas - Parking enforcement and unauthorized-vehicle documentation - Trespass and encampment contact with de-escalation first - Pool, gym, and amenity closing hours enforcement 3. DOCUMENTATION AND REPORTING - Nightly activity log + immediate incident report - GPS or scan verification of each pass, available to management on request - Photo documentation of property deficiencies (lighting, gates, locks) at no additional cost - Monthly summary with pass counts, incident counts, and recurring problem locations 4. ESCALATION - Life-safety events: call 911 first, then the management emergency line - Crimes in progress: observe, report, and document; no pursuit - De-escalation is the required first posture for all contacts - After-hours contact tree to be provided by management and posted in post orders 5. VENDOR MINIMUM QUALIFICATIONS - Active California Private Patrol Operator (PPO) license; number to be provided in the bid - All officers hold a current BSIS guard card, verifiable by license number - General liability of not less than $1,000,000 per occurrence and $2,000,000 aggregate - Workers' compensation coverage; W-2 officers, no 1099 subcontracting of posts - Named supervisor with a stated supervision ratio and documented field checks - Written post orders specific to this property, delivered before the first shift 6. PERFORMANCE STANDARDS - Minimum on-site dwell time per pass to be stated in the bid - Missed passes credited back to the property - Replacement officer standards and no-show remedy stated in the bid - Quarterly review of pass counts against incident data, with the option to step coverage up or down 7. PRICING FORMAT REQUESTED - Price per patrol pass and per officer hour, stated separately - Any vehicle, fuel, technology, or reporting surcharges itemized - Holiday and short-notice rates stated - Term, escalation clause, and cancellation notice stated Bidders must price this scope as written so bids are directly comparable. Questions in writing to management. Drafted with the free scope builder at summitsecuritysacramento.com/tools/proposal-builder. Scope language only. Not a contract and not legal advice — have your manager or association counsel review any agreement.
What this gives you
- —A full scope of work you can paste into a board packet or bid request
- —Insurance, licensing, and supervision minimums written as requirements
- —Performance standards and reporting cadence vendors must agree to
Estimates are planning ranges based on Sacramento, CA-area patrol work, not a quote. Final pricing depends on site walk findings, hours, and post orders.
Common questions
- How do I write a security RFP for my HOA?
- Define the property, the coverage window, the patrol cadence, the duties at each post, the reporting you require, the escalation path, and the licensing and insurance minimums. Then require every bidder to price that exact scope so the only variable left is cost and capability.
- Do we have to use Summit Force if we use this?
- No. The document is yours. We publish it because clear scopes produce better security programs and because we are comfortable being compared on scope rather than on the lowest hourly rate.
- How many bids should a board collect?
- Three is the practical standard for most associations, and many governing documents or management agreements expect it for contracts of any size. Confirm your own requirements with your manager or counsel.
- Is this a legal contract?
- No. It is scope language, not a contract, and it is not legal advice. Have your manager or association counsel review any agreement before signature.
Connected concepts
This page is a node in our security knowledge graph. Follow the chain instead of starting over.
- 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.
- Vendor VettingPPO verification, insurance limits, supervision ratio, and turnover — checked before signature.
- Security CostOfficer hours, pass counts, and coverage windows priced out against the loss they prevent.
Turn the estimate into a written quote
Send us the numbers you just generated and we'll walk the property, mark the gaps, and quote it in writing.
Free site assessment
Tell us about your property
Send a few details and a supervisor will walk your site, identify the vulnerable hours, and return a written coverage plan with flat hourly pricing — no obligation.
- Same-day response on urgent coverage requests
- Licensed, guard-card verified, uniformed officers
- GPS-tracked patrol reports delivered every morning
- Short-term, event, and long-term contracts available