What to consider when creating an Request for Proposal (RFP)?

While security technology is advancing quickly, communities should be cautious about being on the bleeding edge of new products. That sleek, next-generation telephone entry system might look impressive on paper, but in Southwest Florida it may struggle with heat, humidity, lightning, or power fluctuations. Being the very first property in the area to install a new platform often means discovering the problems before the manufacturer does.

Instead of relying solely on vendor references—which naturally highlight best-case scenarios—talk to fellow community association managers. Ask what systems they are using, how those systems perform day-to-day, and how responsive support has been over time. Real-world feedback from nearby communities operating in the same environment is invaluable.

On the other end of the spectrum, avoid platforms that are already more than ten years old. Even if a product is still technically supported today, it is unlikely to be supported for the full expected life of a new system—often 15 years or more. We regularly see systems only a few years old being removed because the manufacturer went out of business, discontinued the product, or was acquired and abandoned the platform.

This is why RFPs should favor larger, established manufacturers with proven track records. No matter how good a smaller company looks on paper, long-term support and continuity matter more than features alone.

Another critical consideration is vendor compatibility. A platform should be serviceable by multiple local providers. Even the best system will need maintenance, repairs, and emergency service over its lifespan. If only one local vendor supports the product—or if other vendors refuse to quote it—that should raise a red flag. Communities should never be locked into a single service provider.

By specifying well-known, tested platforms in your RFPs, you reduce surprises, minimize downtime, and protect the long-term investment of your community. The goal isn’t cutting-edge—it’s reliable, supportable, and built to last.

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Key Powell is a second-generation security professional with over three decades of hands-on experience in locksmithing, access control, vehicle gates, and surveillance systems. As the owner of Key Security Services, he has worked closely with community association managers, boards, and property owners throughout Southwest Florida. Key is also a certified CEU instructor and regularly teaches security-focused courses designed to help associations make informed, responsible decisions.

This content reflects real-world experience working with Florida statutes, HOA/COA governing documents, Community Association Managers, property managers, and best practices for community security.