Commercial Security Proposal Checklist

Use this commercial security proposal checklist to compare alarm, access-control, video, and monitoring proposals on a common basis. Copy the questions into your project notes and record the provider’s written answer, supporting document, and any unresolved item. Complete it before choosing a system or authorizing a major upgrade.

1. Define the business outcome

First, record the problem to solve, affected locations, operating hours, and people who will use the system. For each proposal, write how the design addresses that problem. An example might be identifying what happened at a warehouse entrance after hours, rather than simply adding more cameras. Ask which outcome will be demonstrated during handover.

2. Identify the exact equipment

Next, list the panel or controller model, camera and reader models, software edition, communication equipment, and proposed accessories. Record which existing items will remain and the basis for reusing them. Mark unspecified equipment as an open question. A manufacturer name alone is not enough to establish compatibility or capacity.

3. Compare alarm and access functions

Ask how many alarm areas and access-controlled doors are included, which users may administer them, and who manages operating schedules. Record whether a valid credential changes alarm state or only permits entry. Any coordinated control should have an agreed sequence and explicit authorization. Compare the actual workflow rather than assuming every integrated system behaves the same way.

4. Compare video and event review

Record the required views, lighting conditions, recording locations, retention choices, and export process. Ask how operators retrieve video related to a door or intrusion event. Identify which analytics are included and which require extra licenses. Require a representative demonstration; an attractive daytime image alone does not answer an after-hours requirement.

5. Clarify monitoring and communications

Identify the signals the service will monitor, communication paths, responsible service provider, contact sequence, and process for changing instructions. Ask what happens during power or network interruptions and how trouble conditions are reported. Record any registration or local response questions that the project team must resolve before activation.

6. Separate installation responsibilities

Record who supplies and installs each item, who handles cabling and door hardware, and who performs configuration and testing. Include responsibilities for work by the owner or another contractor. Ask what conditions could require a change order and how you will approve additional work. Also compare exclusions as carefully as included equipment.

7. Compare recurring costs and future changes

Request a clear description of subscriptions, monitoring, storage, software support, mobile credentials, and other recurring services. Record contract length, renewal arrangements, and what happens if a service ends. Ask how adding users, doors, cameras, or locations changes cost and capacity. Finally, obtain current written pricing for the proposed configuration.

8. Confirm ownership and support

Ask who owns the customer account, who controls administrator access, and how configuration records or video exports are obtained. Record the support contact and the process for requesting service. Identify who maintains each integration and software component. Discuss how a future provider change would be handled without assuming migration is automatic.

9. Agree on acceptance tests

Write a short test list with a responsible person and expected result for each item. Include an authorized entry, a denied entry, an alarm event, a communication trouble condition, and retrieval of related video where applicable. Coordinate testing with affected staff and the monitoring service. Record exceptions and the plan for resolving them.

10. Close the handover gaps

Confirm operator training, approved drawings or device schedules, support information, and documentation storage. Record who will review user permissions and contact lists as staff change. Do not mark an item complete merely because equipment is installed; the agreed operational result and supporting handover information should also be available.

Use the security proposal checklist with the reference library

The commercial security manufacturer guide helps you identify model and integration questions. The multi-site planning guide covers coordination across Pennsylvania and the Mid-Atlantic. Bring your completed checklist to a NERSA security assessment, or call 888-344-3846.