Model RFP for Security Survey

The __________________museum located at _______________________________ requests proposals for a security survey conducted at the above facility. A description of the facility including the number of buildings to be surveyed, approximate square footage, approximate gallery square footage, type of collection, campus size and setting, and other data are enclosed as an attachment to this request for proposal.

Only full time, independent, non-product security consultants are invited to submit proposals. Consultants are required to submit a legally binding statement assuring that they are not affiliated with any security hardware, alarm, CCTV, or equipment supplier, any guard of manpower service provider, private detective agency, or related industry where their recommendations could be construed as being a conflict of interest or for which they are compensated in any way by anyone other than the client.

The scope of work is as defined in this proposal. All security consultants submitting a proposal are required to quote on the services as outlined herein. They will be expected to do all of the work outlined in the “Scope of Work” statement for the base price plus actual expenses.

Consultants taking issue with the scope of work or wishing to add to or delete from the “Scope of Work” may do so only by quoting the defined scope of work, then submitting an add or delete statement clearly stating exactly what they propose to add or delete and how that add or delete will change the base price. No proposal will be accepted that does not comply with this format or include the defined scope of work in the base quotation.

All security consultants quoting on this project will have professional liability insurance in the amount of at least $1,000,000 each claim and $1,000,000 aggregate and general liability of at least $1,000,000 each occurrence and $2,000,000 aggregate. Consultants will submit a Certificate of Insurance in the ACORD format with their proposal. The policy shall be true error and omission coverage free of exclusions and shall cover projects of the type defined herein by the scope of work.


1. Tour the facility as defined in the attached statement and observe conditions.

2. Meet with necessary staff who might provide pertinent information and discuss conditions. This includes the Director, Registrar or Collections Manager, and Building Manager. It will include a total of approximately five people outside the security


3. Evaluate physical security. Note problems with perimeters including doors, windows, ducts, hatches, and similar penetrations. Evaluate lighting, locks, hardware, hinges, and similar security equipment. The conditions will be observed by day, and again after dark. The consultant will make specific recommendations for corrections, provide product cut sheets as appropriate as well as cost estimates for improvements recommended.

4. Examine and evaluate the security alarm system including alarm panels, detectors, the alarm line to the central station, and other pertinent components. If the central station is determined to be within ten miles of the museum, the consultant will visit the central station to determine if it operates within the requirements of UL. Electronic systems to be evaluated include but are not limited to the burglar alarm system, fire alarm system, exhibit case and object alarm system, panic alarms, CCTV, card access,

etc. The consultant will make specific recommendations for improvements. Where specific products or systems are recommended, provide a product cut sheet and price estimates.

5. Examine security manpower for adequacy and performance. Ascertain if manpower is properly deployed. Are all areas properly protected? Do guards perform properly under normal conditions? Is there economy or efficiency to be gained by


6. Evaluate the training program for security and non-security personnel on security and fire protection matters. Is training properly documented and proper records kept? Does the training program obtain omissions or deficiencies? Is the trainer qualified? Are training conditions adequate? Are visitor services staff properly trained in security

and fire protection issues?

7. Evaluate access and parcel controls in use on the property, in office areas, and in storage. Evaluate contractor, visitor, and employee compliance with access control rules. Make specific recommendations for improvements in access and parcel controls.

8. Evaluate security and fire protection policies and procedures. Evaluate the evacuation plan.

9. Evaluate key control and retrieval in effect. In addition, determine the desirability of card access or similar controls for storage. The consultant will make specific recommendations for development of a key control and retrieval system.

10. Evaluate internal and personnel security programs. The consultant will recommend an appropriate program.

11. Evaluate security for objects on display and in storage including those in exhibit cases. It is not necessary to evaluate every exhibit case in detail in your report but you must point out exhibit cases with deficiencies beyond what is typically found in a

museum or which make the case unusually vulnerable. Evaluate security for objects in collection storage. Evaluate exhibit case alarms and locks. Make specific recommendations for improvements.

12. Evaluate the Registration records system vis a vis security and make specific recommendations.

13. Evaluate interior and exterior lighting.

14. Evaluate the Security Department manual and policies. Provide an outline of topics that should appear in our policy manual. Evaluate our disaster plan.

15. While it is not the goal of this project to identify each guideline in the "Suggested Guidelines in Museum Security" that we do not comply with, provide a copy of the guidelines and, in a general way, provide recommendations for bringing our institution

into full compliance.

16. Is the security management staff operating efficiently? Are they properly supported? Are they properly funded? Is the budget adequate? Are their economies to be found by redeploying manpower?


The survey must result in the production of one copy of a comprehensive written report with detailed recommendations. The report must be extensive and must include specific recommendations for correction of the problems noted. When a recommendation includes a brand name product, an architectural or product cut sheet will be provided. An estimate of the approximate cost of the recommendation will be provided.

The report shall be prepared on a word processor and printed on a quality printer on xerographic bond paper and bound into a three ring binder. It shall be clearly labeled. The report shall include an Executive Summary. A copy of the report shall be provided on CD-ROM in Adobe Acrobat format.


The report will be delivered by Federal Express or a similar secure express method appropriate for the material in it. If an interim, final or other oral report is considered necessary by the consultant, it shall be provided as an “add” and shall be at a fixed fee plus fixed expenses. Include the added cost as an attachment to your bid.


The consultant shall have the following qualifications:

1. Be recognized in the security field as an expert in museum, collections and/or historic site security and fire protection including electronic security systems. Specialists in other disciplines of security who have not complied with item 3 below will not be

considered for this project.

2. Maintain a full time consulting operation and not function as a consultant on a part time basis only.

3. Submit a list of at least five previous projects of a similar scope at a similar cultural institution which have been successfully completed and for which references can be supplied.

4. Submit the names and resumes of each associate or employee who will be assigned to this project or who will have access to the report or confidential materials. This work is to be performed by the principal consultant in the firm unless agreed otherwise in

advance and in writing.

5. Submit the names, titles, addresses, and phone numbers of at least five (5) professional references who can provide information on the consultant’s qualifications and performance. These shall be different from the five previous clients required above.

6. The consultant must have professional liability insurance as indicated above.

7. This work may not be sub-contracted to any other firm or consultant. The consultant may not engage in any joint venture with any other consultant or firm in completing this work. The consultant agrees that future phases of work will not be performed as a joint venture or using a sub-contractor. A sub-contractor or joint venture partner is defined as any other firm or individual doing business under any other Federal Employer Identification Number in the field of security, security system design or management consulting.


Indicate in your proposal for services the hourly rate for all additional work beyond the scope of this project.


The following expenses shall be billed as actual expenses: coach class airfare, hotel, meals, parking, car rental, taxi, blueprinting and computer plotting. phone, fax, express mail, and related out of pocket expenses. No premium or add-on costs to expenses are permitted. Indicate confirmation of this in your proposal.

If the consultant requires additional expenses such as first class travel, the terms of his requirements shall be submitted as an add-on to the proposal. The consultant will provide, for information only, an estimate of the approximate not-to-exceed cost of all

expenses anticipated for this project for the scope of work as defined herein and for any adds and deleted indicated.


The Consultant shall submit copies of all receipts with the invoices. Availability is as mutually agreed but the project shall be completed and the work product submitted within 90 days of signing of a contract by both parties.

Submit your proposal to the following no later than____________________:





You may include with your proposal sales literature on your firm.