Start with the business and license record
Texas DPS regulates private security in Texas and provides access to its Texas Online Private Security (TOPS) system. Use the official DPS page to reach the current license-search service. Match the company name and relevant license information to the business named in the proposal. Record what you checked and when; do not treat a website badge or a copied certificate as a live status check. Ask the provider to explain any mismatch before proceeding. This guide does not certify any company or determine the legal requirements for your particular assignment. Source: Texas DPS Private Security.
Give every bidder the same assignment
Write a one-page scope: property type, city, dates, coverage hours, posts, access duties, reporting expectations and the contact who can authorize changes. Distinguish time at a dedicated post from scheduled patrol visits. A proposal covering occasional visits is not directly comparable with one providing an officer throughout a shift. Ask each bidder to identify assumptions and exclusions. Keep gate codes, detailed patrol routes and personal resident information out of an initial public inquiry.
Request evidence you can actually assess
Ask for current insurance documentation appropriate to your procurement process and route coverage questions to your insurance adviser. Request a redacted sample activity report and an explanation of supervisor check-ins, attendance verification and missed-shift escalation. References should concern comparable work and be shared with permission. A polished report template shows presentation quality; it does not establish that a provider consistently delivers the promised service. Ask how reports are reviewed and how unresolved issues are closed.
Compare the full scope, not just an hourly figure
List scheduled coverage, relief arrangements, supervision, report delivery, equipment responsibilities, holiday terms, cancellation terms and any additional charges beside each proposal. Mark unanswered items as unresolved rather than assuming they are included. For example, two offers for a warehouse gate may differ because one includes relief coverage while the other expects the client to cover breaks. Resolve that difference in writing. This checklist intentionally provides no market-rate claim or assumed savings.
Agree on the first review before service starts
Name one client contact and one provider escalation contact. Agree when the first service review will happen and what information it will use: attendance exceptions, reports received, open issues and approved changes. Decide who maintains post orders when the property layout or operating hours change. Keep your evaluation notes with the contract so the person managing the service can see exactly what was purchased.
Copyable planning checklist
- Company name and license record checked through official DPS resources; date recorded
- Assignment, hours and coverage model matched across proposals
- Insurance questions reviewed by the appropriate adviser
- Supervision, relief and missed-shift escalation documented
- Redacted reporting sample and authorized references assessed
- Pricing inclusions, exclusions and change approval confirmed
Sources and scope
Texas DPS Private Security. Official resources accessed September 29, 2026. Agency links are references, not endorsements of GTS. The checklist is original planning material, not an official form.
This AI-assisted guide provides general planning information. It is not a site assessment, legal determination or evidence of a completed GTS assignment. Site-specific procedures require approval by the responsible organization. Read our editorial policy and corrections process.