Author: Robert Beagle
While it is common for security and facilities managers to issue a “Request-for-Proposal” (RFP) when purchasing a security camera system and/or access control, it isn’t always a good idea due to the limitations it puts on both your security provider and the new equipment which you’re requesting.
At the end of the day, writing an RFP could end up being a huge waste of time – and if you follow through with vendors that accept your RFP, you could be severely limited by your product selections or worse – completely out of luck if your security provider goes out of business or decides not to offer support for the products that have been installed per your RFP.
Pros of the RFP process
When using the RFP procurement process to purchase and install a security system, a project leader will document all of the project’s requirements, necessary materials, timelines, and details, and submit a formal proposal to numerous vendors that he/she wishes to consider. Vendors will respond only if they can fulfill the exact request and won’t include any extraneous information or suggestions. This solution typically only works if you have extensive knowledge of the security products, which brands are best, and in which applications these products are meant to be used. If you’re a project manager with extensive knowledge on what you’re submitting a proposal for, here are a few reasons why you can benefit from the RFP process:
It offers a level playing field. You can submit your RFP to any vendors who meet your qualifications and all vendors will have access to the same information. You’ll likely receive multiple quotes from competing vendors and will have the opportunity to select the most reasonable offer.
It puts focus on specific criteria. Your security project manager can direct the company’s evaluation committee to focus on specific information outlined in the proposal. This ensures that the committee won’t be influenced by extraneous information that the project manager doesn’t find pertinent to the RFP and that vendors will be compared on criteria established by the project manager.
It offers the potential to discover new vendors. If your project manager has cast a wide net – submitting RFPs to multiple qualified vendors– this provides the opportunity to work with a new and potentially better-suited vendor for your project.
Cons of the RFP Process – Proprietary, Descriptive, and Performance
While some organizations use the RFP process in order to find exactly the products they have researched and hand-picked, this amounts to a lot of limitations when it comes to which vendors can help you, how long your new equipment will be supported, and a number of other downsides. If you’re thinking about writing a lengthy RFP for a security project, here are a few reasons why you may be wasting your time.
Many RFPs use the Proprietary Method, which involves the buyer describing exactly what he wants to buy, how he wants it installed, and including manufacturer names and model numbers. This method can be particularly risky because it places complete responsibility for equipment performance on the buyer – who is often less knowledgeable on these products than the vendor. Some disadvantages of the proprietary method include:
You have to do your own research. Security cameras and products are complicated – and many brands use confusing terminology in order to make it sound like their systems perform better than advertised. That means even if you do all of your own research and find a system you have complete confidence in, you may still be purchasing a product that won’t perform as advertised.
Read more at: Pros and Cons of Writing an RFP for Security Cameras
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