Short answer: Compare guarding quotes against one written scope, with the same duties, coverage assumptions, reporting and exclusions. A lower headline price is not meaningful if the proposals describe different work.
The purpose of a comparison is to expose the operational difference before appointment. Ask each supplier to show what is included, what the site must provide and what would trigger a revised price or staffing arrangement.
Give suppliers the same requirement
Describe the site type, broad operating pattern, the decisions officers are expected to make and the required reporting. Identify relevant site hazards and welfare arrangements through an appropriate private channel. Avoid circulating detailed vulnerabilities simply to obtain an initial indication.
Separate core duties from optional work. Admission checks, reception assistance, incident reporting and specialist activities should not be blended into a vague request to “cover security”. List priorities where duties compete for attention.
For example, a commercial reception post and an external access-control post may both be called static guarding, yet involve different conditions and responsibilities. A supplier needs that distinction to propose a workable service.
Ask how the coverage assumption works
Check the number of posts, how simultaneous tasks are managed, and the arrangements for breaks, absence and supervision. Ask what the supplier expects the site team to do. Do not infer continuous attention at every entrance merely because a proposal uses “24/7” in a heading.
Compare the explanation rather than only the number of people. If an officer is expected to leave a reception position to investigate something elsewhere, establish what protects the original duty during that period.
Verify licensing for the work involved
SIA guidance explains when a licence is required based on the work and contractual arrangement. Use the official licence-checking service for checks relevant to the proposed duties.
An individual’s licence and a company’s Approved Contractor Scheme status are different matters. If a company claims approval, check the official scheme information and register separately. Do not treat a logo on a proposal as verification, or assume one licence type covers every task.
None of these checks by itself proves that the staffing plan, training or site instructions are suitable. Ask how the officers will be briefed for the actual premises and how performance concerns are escalated.
Make the commercial comparison explicit
- Which duties and posts are included?
- What supervision and reporting are supplied?
- What equipment and welfare must the client provide?
- How are additional duties or changed hours authorised?
- What exclusions, minimum commitments and tax treatment apply?
Read the terms alongside the quote. Ask for ambiguous items to be clarified in writing. Use current quotations for the actual job; a historical hourly rate or a different customer’s arrangement is not a current public offer.
Check reporting and review arrangements
Specify what a manager receives: incidents, exceptions, unresolved actions and a useful service review. A large volume of routine entries can look impressive while offering little information for decisions.
Agree who reviews instructions, who can approve changes and how a concern about the service is handled. Ask for an example report with fictional or properly anonymised content rather than another client’s private records.
Choose on the evidence of a workable plan
Record the material differences and the reasons for the decision. If a cheaper proposal leaves a task to the client, confirm the client can actually perform it. If a more expensive proposal adds a feature, identify which requirement it addresses.
To discuss a defined requirement, see ZimCos Security’s services and send the site location and scope. Availability and staffing require confirmation. This guide does not endorse a supplier or certify a particular contract.
Featured image: an illustrative security officer, not a claim about staffing for a quoted job.