Once RFP responses come in, compare them side by side, check references, and see top candidates in action before you choose.

This is the last of three articles on selecting a patrol partner. For the questions to send, see Selecting a patrol partner: RFP questions to ask.

Evaluate the responses

Read the responses side by side, not one at a time. Look for:

Completeness

A candidate who skips questions or answers vaguely usually has a reason. Note any gaps and follow up directly.

Fit with your community's needs

If a candidate proposes daily daytime patrols when you mainly need overnight enforcement, they've misread your request. It can signal how they'll run the relationship.

Clear pricing

Pricing that requires "a call to discuss" is harder to compare. Favor candidates who give a clear price for a clear scope.

Experience with ParkingPass

A candidate new to ParkingPass isn't ruled out, since they can learn it. Plan for extra ramp-up time, and ask how they'll train their patrol staff before they start at your community.

Responsiveness

How a candidate handles the RFP shows how they'll handle the relationship. Slow responses, vague answers, and overpromised timelines during sales tend to continue after signing.

Check references

References are most useful when you ask specific questions about operations. Try:

• How long have you worked with them?

• How consistent has their patrol been? Any extended gaps?

• How do they handle resident disputes and complaints?

• Have they made a serious error, like a wrongful tow, missed coverage, or a billing issue? How was it resolved?

• How responsive are they to after-hours issues?

• How has their pricing changed over the contract?

• If you were starting fresh today, would you choose them again?

• Is there anything you wish you'd known before signing?

The last two questions often get the most candid answers.

Do a site walk or demo

Invite your top candidates to walk your community in person, or to show you how they work in a virtual demo. Watch for:

• Knowledge of your layout. A candidate who spots hotspots during the walk is paying attention.

• How they describe their staff. Candidates who can speak in detail about tenure, training, and supervision usually run a healthier operation.

• Sample records. Ask to see anonymized examples of a patrol report, a violation record, and a dispute response.

• How they communicate. Email, dashboard messages, weekly summaries, or monthly reviews. There's no single right answer, but they should have one.

Important notes

• References usually tell you more than RFP responses do. Time spent on reference checks pays off.

• Before you sign, review the contract terms. See Patrol vendor contract terms worth reviewing.

• If you're switching from a current patrol partner, email support@parkingpass.com with the new patrol partner's details. See Changing patrol vendors.