Working with Architects, General Contractors, and Vendors

You are likely to find yourself working with architects, general contractors, and vendors who design, install, use, and maintain various physical security devices. These persons are going to become very aware of your facility’s vulnerabilities. They should be worthy of your trust and confidence. Choose them carefully, not only for their professional competence, but also for their integrity.

You can have discrete, off-the-record discussions with Forest Service law enforcement officers to learn about the performance and integrity of prospective security products, service contractors, and vendors. It is important to avoid entrusting detailed knowledge of your facility to someone working both sides of the street (using security skills legally as well as illegally). Check with the local Better Business Bureau and State and local licensing agencies to learn about other complaints, particularly unresolved complaints, regarding the service of prospective contractors and vendors.

When dealing with architects, general contractors, subcontractors, and vendors, define precisely what you expect in terms of results, performance, and appearance in physical security products, their installation and maintenance, and associated services. Use your own words as clearly and explicitly as possible when defining the results that you expect. You do not need to know or use security jargon. Vendors and contractors are obligated to understand your expectations; you are not obligated to translate your English to their technobabble!

Security measures will be more effective and less costly if they are designed during new construction rather than retrofitted. Planning for and specifying physical security takes a lot of thought and hard work. Put your requirements in a detailed written statement of work.

Do not tell contractors how to achieve your desired results. Instead, discuss how they intend to proceed so you can stop them from making mistakes that could be avoided. Insist on final acceptance testing for security products and services. Do not blindly accept assurances that their products or services will do the job for you.

Be wary of contractors and vendors who are not willing to make sure they understand exactly what you expect. Many vendors of security products and services are salespeople, not independent security professionals. Their job is to sell you their product or service. It is your responsibility, not theirs, to determine whether their product or service meets your requirements.

Don’t expect vendors of security products and services to be mindreaders or to be as familiar with Forest Service operations as you are. You will have to spend a great deal of time working with architects, contractors, and vendors to make sure that they have correctly interpreted your instructions and to answer any questions they may have.

Treat competitive bidders for security products and services fairly and equally. Ideally, all bidders should receive the same information and have the same opportunity to request clarification or additional information.

Insist that contractors and vendors provide you with user manuals, technical manuals, and product information about each product they intend to install in your facility.

Require that all work and products comply with or exceed local fire, building, and electrical codes. All required licenses, bonding, and insurance must be in order for all vendors being considered.

If plans, diagrams, and other documents concerning your facility’s security measures must be filed with a local planning department or other agency to obtain permits, work with the department to control public access to information about your facility’s security. Most departments will work with you.

Require all outside architects, contractors, and vendors for security-related products and services to sign nondisclosure and nonpublicity agreements. The agreements will help you control your proprietary security information and keep it out of the hands of those who might target you.

Request, or require in the contract if possible, that the architect provide you with two complete sets of as-built drawings of your facility. These should include elevations, landscapes, and architectural, plumbing, electrical, glazing, security, and hardware plans. Keep one set of these plans secured in your facility and secure the second set offsite. If a facility is taken over by attackers, law enforcement responders will be better able to plan a counterattack or rescue when using the set of plans stored offsite