The lowest price often means the most expensive security. The items every specification must contain.
Most organisations buying private security compare quotes only by price per officer. Yet the same price can mean two different service levels: one merely puts a person at the gate, while the other delivers training, supervision and reporting. A well-prepared specification makes this difference visible.
1. Scope of duties and posts
The duties of each post (access control, patrols, CCTV monitoring), working hours and authority should be written clearly. A phrase like 'general security service' invites disputes.
2. Staff qualifications
A private security officer ID card, basic training certificate, security vetting and health report should be required. Extra conditions can be set according to experience and type of duty.
3. Shifts and relief staff
Covering a post 24/7 needs several times the head count of a single shift. The specification should guarantee that a post will not be left empty during leave or absence.
4. Training and certification
Annual refresher training, first aid and fire training should be tied to a requirement to share training records.
5. Supervision and reporting
Define monthly performance reports, incident logs, patrol data and the frequency of random on-site inspections. It helps to attach the report format to the contract.
6. Labour law compliance
Overtime, timely wage payment and full social security premiums are the contractor's obligations; however, remember that as the principal employer you may share responsibility under the principal-subcontractor relationship. Ask the company for regular social security and wage payment documents.
7. Equipment and uniforms
State who provides radios, torches, patrol clocks, uniforms and ID cards.
8. Price and revision mechanism
How will prices be updated after a minimum wage increase? Setting a transparent formula (cost items and rates) prevents disputes.
9. Penalties and service levels
Define measurable service levels and sanctions for situations such as an unfilled post, late arrival or delayed incident reports.
10. Insurance and liability
Professional liability insurance covers damage caused by an officer. Ask for policy limits and scope.
At Tuğra we offer free consultancy when you prepare a specification. You can build a preliminary budget with our cost calculator.
When comparing quotes
Collect the incoming quotes in one table: compare price per officer, head count, management share, equipment, training and reporting items on separate rows. An unusually low quote usually means too few staff, long working hours or cuts in labour rights, which come back to you as unfilled posts, incidents and legal risk.
Do not forget to make the specification an annex to the contract; in a dispute the written specification is decisive. Holding a service review meeting at the end of the contract and setting improvement targets for the next term is also good practice.