The Buyer’s Guide to Procuring FM & Security Services

Why is buying FM and security services the right way so important?

Hiring a facilities management or security provider means giving someone control of your premises. You need to be confident they are qualified, dependable, and understand your requirements. If procurement is rushed or vague, you could face unexpected costs, poor service, and increased risks. When handled properly, it supports smooth operations, compliance, and a safe environment.

Procurement problems often stem from a lack of clarity. This can result in service failures and unsuitable providers. These issues can disrupt operations, harm compliance, and damage your organisation’s reputation.

Facilities management (FM) and security work together to keep your site running properly. Effective procurement involves understanding your building’s needs, choosing accredited providers, and setting clear expectations in your contract.

Organisations sometimes delegate this to team members without the right experience. That increases the risk of missteps. You can reduce that risk by following guidance from the Security Industry Authority (SIA), Royal Institution of Chartered Surveyors (RICS), and British Standards like BS7858. UK government procurement advice also helps ensure the process stays fair.

What FM and security services do you actually need?

Before you approach any vendors, make sure you know exactly what your site needs. This will help you avoid under-specifying or spending too much.

Understand the service scope

Hard FM services focus on the physical structure of the building. These include:

• Electrical systems and lighting

• HVAC (heating, ventilation, and air conditioning)

• Fire detection and alarms

Soft FM services support day-to-day operations. These cover:

• Cleaning and hygiene

• Waste removal

• Reception and front-of-house support

Define your physical security requirements

Different buildings and businesses need different types of security. Your options might include:

• On-site security officers or concierge staff

• Mobile patrols and alarm response

• CCTV monitoring and recording

• Door access and visitor systems

Anyone working in security must hold a valid SIA licence. You can check licence types on the SIA’s official website.

Build an internal checklist

Answering a few key questions will help you shape your requirements:

• What is the size and layout of your site?

• What are your business hours?

• Are there any high-risk zones?

• Who visits or works on-site each day?

This risk assessment helps create a clear service scope and avoids costly mistakes later.

What should you know about FM and security budgets and providers?

Understanding pricing and supplier options allows you to make better decisions when selecting outsourced building services.

Know your supplier options

Some providers offer full FM and security packages across the UK. Others specialise in certain services or local areas. Larger companies often offer bundled solutions and CAFM (Computer-Aided Facilities Management) tools. Smaller firms may offer more personalised support.

Choose based on your building’s size, service needs, and whether you want a bundled or separate contract.

Understand what drives cost

Your service cost depends on the following:

• Hours of coverage required

• Site complexity and location

• Accreditation needs

• The number of buildings or teams

To give you an idea:

• Manned guarding might cost £18 to £30 per hour exc VAT, excluding extras

• CCTV monitoring may range from £400 to £800 per month

Request a breakdown of costs. Ask whether the quote includes uniforms, training, or Living Wage payments.

Focus on long-term value

Choosing the lowest quote can create long-term problems. These may include:

• Poorly trained staff

• Missed tasks or rota gaps

• Hidden fees during contract changes

Focusing on real contract value protects your service quality and reputation.

How do you write a useful FM and security brief?

If your brief is unclear, providers will not know what to deliver. A good brief keeps things on track from day one.

Key items to include in your specification

Your scope should outline the following:

• Areas that need servicing

• Task timings

• KPIs or SLAs to measure quality

• Responsibilities and exclusions

BS EN 15221 is a helpful reference when writing a facilities brief or building a service specification template.

Use visual references

To help clarify your needs, include floor plans, cleaning or patrol schedules, and reporting templates. Writing the brief clearly helps avoid misunderstandings later on.

How do you choose the right FM or security provider?

Choosing the right contractor means knowing what to ask and what to look for.

What to ask potential suppliers

• Are you approved under the SIA’s ACS scheme?
• What certifications do you hold?
• Can you share client references?
• How do you cover unplanned absences?
• What is your mobilisation plan?

Watch for warning signs

Be cautious if you notice any of the following:

• Vague or incomplete answers
• No evidence of past performance
• No clear contact plan for emergencies

Check reviews, case studies, and online feedback before you commit.

What should be in your contract and mobilisation plan?

Your contract should make it clear who is responsible for what and how performance will be measured.

Important clauses to include

Your contract should cover the following:

• Service description and schedule
• KPIs and SLAs
• Payment and notice periods
• TUPE arrangements if staff are affected
• Review dates and exit options

Use resources from IWFM or GOV.UK to build your template.

Mobilisation checklist

To prepare for service start, you should:

• Arrange site inductions and access passes
• Handover all documents and assets
• Set up communication and escalation plans
• Plan early performance reviews

Starting strong helps avoid early service failures and supports uninterrupted service continuity.

How do you manage FM and security services after they start?

You need to monitor performance after the contract begins. This ensures the service stays consistent.

Performance tracking and reviews

Track key information each month, such as:

• Attendance and shift data
• Task completion rates
• Feedback from tenants or staff
• Issues or incidents

You can use a spreadsheet or dashboard to monitor performance. Knowing how to run service reviews gives you the structure to address issues early.

Issues to monitor

Some common issues include the following:

• Staff not showing up
• Work left incomplete
• High staff turnover

Raise problems quickly using the agreed escalation procedure.

How do you switch or renew providers with minimal hassle?

Every contract ends eventually. Planning early helps prevent disruption.

Prepare for contract exit

Give yourself three to six months before expiry to do the following:

• Review current performance
• Decide whether to switch or renew
• Check notice periods and contract terms

If you switch providers:

• Follow TUPE rules where required
• Gather all handover documents
• Consider overlapping providers during the switch

Planning this early protects continuity and avoids rushed decisions.

Your FM and security buying checklist

Use this checklist to stay organised:

1. Confirm your FM and security needs
2. Identify hard and soft FM requirements
3. Define your physical security scope
4. Write a clear, specific service brief
5. Check provider accreditations and references
6. Compare long-term value, not just price
7. Include key terms in your contract
8. Plan and execute a solid rollout
9. Monitor performance every month
10. Start exit planning before your contract ends

Being clear at every step gives you more control and better results. This guide helps you achieve that with confidence.