What to Review Before Renewing Your Access Control or Patrol Services
Security is one of the most sensitive—and scrutinized—vendor categories in community management. When something goes wrong, it’s highly visible to residents and boards. But when things seem quiet, it’s easy to let security contracts roll over without review.
September is the perfect time to ask: Is your current vendor still meeting the evolving needs of your community? From patrol coverage to gate systems and camera access, here’s a checklist to help you evaluate your current security setup before renewing for the new year.
✅ 1. Review Incident Response Times and Reports
Why it matters: Security is only as good as the response it provides.
What to check:
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Average response times to resident calls or issues
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Whether reports are consistent, detailed, and timely
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How the vendor handled escalations (trespassing, noise complaints, etc.)
If you haven’t received regular incident reports—or if they’re vague or poorly written—it’s worth flagging.
✅ 2. Evaluate Patrol Visibility and Coverage
Why it matters: Residents notice when patrols are present—and when they’re not.
Ask yourself:
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Are patrols being completed as scheduled?
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Are officers visible during high-traffic hours?
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Do logs match what was promised in the contract?
Consider requesting GPS logs or audit trails if there are doubts.
✅ 3. Check Access Control System Functionality
Why it matters: Gate systems, fob entries, and visitor management systems are your first line of defense.
What to review:
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Are access points working reliably (gates, doors, garages)?
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Are resident credentials or fobs being managed efficiently?
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Is the system outdated or unsupported by the manufacturer?
If you’ve had repeated issues or complaints, it may be time for a tech upgrade—or a new vendor.
✅ 4. Assess Camera & Surveillance Coverage
Why it matters: Many communities rely on cameras, but never review footage quality or access.
To consider:
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Are the cameras placed in the right locations (entrances, mailrooms, amenities)?
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Is footage clear and accessible in case of an incident?
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Is there a backup system or cloud storage in place?
Also confirm who has access to footage and how long it’s retained.
✅ 5. Review Resident & Board Feedback
Why it matters: Security vendors interact directly with residents—positively or negatively.
Ways to gather feedback:
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Ask your board about any complaints they’ve received.
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Review call logs or emails related to gate or patrol issues.
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Consider sending a short feedback form to gauge overall satisfaction.
If residents have lost confidence in your vendor, even quiet dissatisfaction can become a problem later.
✅ 6. Compare Cost to Risk Exposure
Why it matters: High spend doesn’t always mean high value—and low spend could mean you’re underprotected.
What to look for:
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Is your current vendor charging overtime or hourly rate increases?
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Are you getting 24/7 monitoring, or just limited patrols?
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Would a fixed-rate contract with a broader scope serve the community better?
Align your contract structure with the level of risk your community faces.
✅ 7. Plan for Upcoming Board or Insurance Reviews
Why it matters: Boards often request security summaries during budget season—and insurance carriers may ask for security details during renewals.
Be prepared to provide:
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A summary of incidents in the past year
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Proof of patrols or access logs
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Details on security hardware or software updates
This also helps you demonstrate due diligence in case of liability concerns.
🔐 Secure Your Community—And Your Peace of Mind
Security vendors are some of your most visible partners. If your current vendor isn’t responsive, reliable, or aligned with your community’s growth, September is the perfect time to explore alternatives—before year-end renewals lock you in for another 12 months.
Need help reviewing contracts or initiating an RFP for patrol or access control vendors? We’re here to support the process.