When a business, an individual, or an event organizer requests security services, it is crucial to provide a request for a quote (RFQ) that is as clear and detailed as possible. This will not only help you obtain an accurate estimate, but also ensure that the security guards provided are qualified, experienced, and capable of meeting the specific needs of the mission. An incomplete or poorly formulated submission may result in inappropriate security coverage or surprises in the quote.

In this article, we guide you through the 7 essential elements you must include in your submission form to guarantee that you obtain qualified and competent security guards for your mission. We will also explore factors that can influence a submission, such as training bonuses, required equipment, mission-specific criteria, and the necessity to provide precise information like the location address and mission dates.

Detailed description of the security services needed

The first and most important element to include in your request is a precise description of the security services you are seeking. The security sector is vast, and each mission requires different services. For example, event security requires different resources than those needed for guarding a construction site or a private property.

What to Include:

• Type of service: Event security, site guarding, mobile patrols, access control, crowd management, etc.
• Specific details: For example, is it an indoor or outdoor event? The size of the site or the number of participants, potential risks, and specific areas to monitor.
• Duration and frequency of service: Is it a one-time service or recurring? If recurring, how often (daily, weekly, etc.)?

This description will help the agency determine how many guards will be required and what type of training or qualifications the guards should have.

The number of agents needed and their qualifications

The number of agents required is a key factor for an accurate quote. It’s important to determine how many guards will be needed to properly cover your site or event. The number of agents depends on the site size or the number of participants in the event, but it’s also crucial to specify any specific qualifications you expect from your agents.

What to Include:

• Number of agents required: Indicate how many guards are necessary to ensure adequate coverage. For example, a large event with thousands of people will require more guards than a smaller event.
• Specific qualifications: Depending on the nature of the event or site, you might require guards with special qualifications. For example, guards trained in first aid, fire safety, customer service, or sensitive facility surveillance.

Some specific training grants bonuses, and it is crucial for the agency to know about this to ensure they have the right agents available. These training-related bonuses can influence the overall cost of the quote.

Training bonuses to know:

• P-1 Bonus: Special training to fight fires. If a guard has this training and is assigned to a firefighting team, a bonus is paid.
• P-4 Bonus: First aid, CPR, and defibrillator training (minimum 16 hours). Guards certified in this field can receive this bonus.
• P-10 Bonus: Certification required for specific sectors like construction.
• P-8 Bonus: Training on the use of force for guards working in judicial or para-judicial sectors.

This information must be included to ensure that the agency can send qualified guards with the necessary certifications.

Service hours and mission duration

Service hours are another key factor in calculating the cost of a mission. Some services may require 24/7 coverage, while others may only need a one-off service, such as during an event for a day.

What to Include:

• Service hours: Specify the exact hours for which you need agents. For example, do you need daytime or nighttime coverage? Will you require 24/7 surveillance or just during a specific event?
• Mission duration: If you need security for only one day or you want a recurring service (weekly, monthly, etc.), specify the exact duration.

It’s also important to mention if the mission involves flexible hours or if specific schedules must be adhered to during holidays or weekends. Some missions may also include bonuses for nighttime work or during holidays.

Necessary equipment

Certain missions require specific equipment to ensure proper security coverage. For example, radios for communication, vehicles for mobile patrols, or surveillance cameras to monitor specific points.

What to Include:

• Required equipment: Specify the specific equipment you need. This could include radios, patrol vehicles, surveillance cameras, access control systems, etc.
• Providing equipment: Clarify whether you intend to provide the necessary equipment or if the agency will supply it.

Additional equipment may affect the final cost of the submission, so it’s important to be clear on this point.

Available Budget

It’s essential to provide an estimated budget for security services so the agency can tailor the quote to your financial constraints. This will also help avoid surprises or misunderstandings when it comes to determining costs.

What to Include:

Budget flexibility: If your budget is flexible and you are open to discussing certain options, indicate it so the agency can propose alternatives that meet your needs.

Estimated budget: Provide a realistic estimate of the available budget for security services. This will help the agency propose solutions that fit your budget.

Legal and regulatory requirements

Security services are governed by strict laws, and it is essential that the agency complies with all local, provincial, and national regulations. Some missions may require specific background checks or certifications.

What to Include:

• Legal compliance: If you have specific legal requirements, such as criminal background checks or specialized training, mention this in your request.
• Background checks: Specify if you want the agency to check the criminal background of the agents assigned to your site.

This ensures that the agents meet local requirements and are compliant with the applicable regulations.

Specific Working Conditions

Finally, it’s important to provide details about the working conditions. This includes information about the type of work environment (industrial area, outdoor event, commercial site), as well as any risks or specific requirements to consider.

What to Include:

• Type of environment: Describe the site or event to be monitored (industrial zone, outdoor event, shopping center, etc.).
• Special conditions: If specific risks exist (such as managing a large crowd or monitoring sensitive areas), be sure to specify them.

This will help the agency assign agents with the appropriate experience and qualifications for your situation.

Checklist: What to include in your submission request

Here is a complete list of items you should include in your submission form to ensure your request is clear, precise, and thorough. You can copy-paste this into your email or form and fill it out to receive a personalized and complete quote:

1. Address of the site and mission dates

• Exact location where the security services will be provided
• Dates and times of the required services

2. Description of the security services needed

• Type of service requested (event security, site guarding, mobile patrols, etc.)
• Specific details about the site or event (size, number of participants, risks, etc.)
• Additional services like access control, crowd management, etc.

3. Number of agents needed and their qualifications

• Number of agents required
• Specific qualifications needed (customer service training, first aid, etc.)
• Necessary certifications (fire safety, crisis management, etc.)

4. Service hours and mission duration

• Duration of the mission (one-off, recurring, 24/7, etc.)
• Specific hours (day, night, weekends, holidays)

5. Compliance with legal requirements (security checks)

• Compliance with legal requirements (security checks)
• Details on certifications, background checks

6. Available budget

• Estimated budget range
• Details on the flexibility of the budget

7. Working conditions and site specifics

• Description of the site or event
• Specific risks or requirements

A complete submission request for qualified security agents

In summary, a well-detailed and structured submission request is key to ensuring you get the security services that meet your needs. By providing complete information on the type of service, the number of agents, the necessary qualifications, the required equipment, the hours, the budget, and the legal requirements, you will ensure a precise quote that meets your expectations.

If you’re ready to request a quote for security services, feel free to fill out our submission form here to receive a personalized offer.

Check if your security service provider is properly registered by consulting the BSP’s business registry.