5 Tips For Attending a Security Guard Bid Conference

Security is an inherently risky industry. And while you want your business to grow, every time you sign a new contract you’re taking on heavy liabilities and risks that could quickly get out of hand.  One of the best ways to get a handle on these risks and opportunities is the security guard bid conference (sometimes known as a pre-bid conference).

Large potential clients, such as municipalities, corporations and health care providers, hold these conferences with multiple security firms at once to give them an opportunity to find out more about the scope of work and the procurer. The bid conference allows you to get the information you need to both protect your business and build new partnerships. Here’s how to make the most of your next one.

1. Send a Team to the Security Guard Bid Conference

While it can be a hassle in terms of costs and logistics, it’s a good idea to send several people to a bid conference. Your finance, operations and administrative leaders will be able to provide different perspectives and give you a clearer picture of whether this procurer is the right fit for you.

In some cases, your company may be invited to attend a security guard bid conference. If so, make sure to provide the names of all attendees who may go to represent your company. Decide this in advance, because if someone’s name isn’t on the list at the conference, they won’t get in.

2. Ask Smart Questions

Before the bid conference, carefully review any materials that outline the scope of work, and consider what those criteria might mean for your operations, finances and infrastructure. Identify what the levels of risk, profitability and pressure on your infrastructure and back office will be if you win the contract, and have questions ready to ask during the conference to get the information you need.

During the Q&A period, remember that verbal answers the procurer gives are likely not binding. In many cases, the procurer will later provide written answers that are considered “firm” but still may not be legally binding. If they’re not provided, ask for copies of the questions and answers from all bidders.

Finally, be strategic about how and when you ask questions. Don’t show up the procurer by highlighting shortcomings in the bidding materials as you ask your questions, for example.

3. Request a Tour

Resist bidding on guarding a property that you don’t have a chance to look at, even if you think you understand the scope of work. Some bid conferences will offer a tour during the bid conference; if the conference doesn’t include one, ask to schedule one. You may not be able to see everything because of security issues, but even a partial tour will help clarify your bid.

4. Size Up the Competition

The security industry can be a small world, and bid conferences can give you a chance to see who else is competing for similar clients. Make note of who’s there and who isn’t, as well as the kinds of questions they ask. Understanding your competitors’ concerns can help you make a stronger bid.

5. Be Ready to Move

The deadline to submit a proposal or bid is likely to come fairly quickly after the conference, so ensure that your team is ready to pull it together. You must follow bid instructions to the letter, including on issues such as how many copies to provide, how the bid should be organized, the information it should contain, how it’s delivered and when it’s due. If the procurer provides a template to budget your bid, use it — don’t send in your standard form. Closely following the instructions will make it as easy as possible for the organization to review your bid against the others.

This is a laborious process, so clear your schedule. It may take several days to assemble all the necessary certifications, schedules and purchasing plans and to include any adjustments from the information you got from the bid conference — and you must have it all ready by the deadline.

What kinds of experiences have you had at bid conferences? What tips do you have for getting the most out of them?  Please feel free to leave your comments below.

 

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By Al Ricketts

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