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Security Services Mandate

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SECURITY SERVICES MANDATE

This Security Services Mandate (the "Agreement") is made and entered into on by and between Client Name: and Security Provider: .

RECITALS

WHEREAS, Client requires professional security services to protect persons, property and assets at locations specified by Client and to perform incident reporting and related duties in accordance with industry standards;

WHEREAS, Security Provider represents that it is duly qualified, licensed where required, trained and insured to provide such security services and agrees to perform the services described in this Agreement in a professional manner;

WHEREAS, the parties desire to set forth the terms and conditions under which Security Provider will provide security services to Client.

SCOPE OF WORK

Security Provider shall provide security services as described below. Services shall include but are not limited to: on-site security personnel, access control, patrols, incident reporting, coordination with law enforcement, and performance of additional duties as agreed in writing. Specific locations, shifts and any specialized duties are to be set out below or in attachments executed by both parties.

PAYMENT TERMS

Client shall pay Security Provider for services rendered according to the following terms.

All fees are exclusive of applicable sales, use or other transactional taxes which shall be the responsibility of the Client unless a valid exemption is provided. Payment is due within the period specified in the Billing Schedule following receipt of an invoice; undisputed amounts not paid when due shall accrue the Late Payment Fee set forth above.

TERM AND TERMINATION

This Agreement shall commence on and shall continue in force until unless earlier terminated as provided herein.

Either party may terminate this Agreement for cause if the other party materially breaches any provision and fails to cure such breach within a reasonable cure period not to exceed the notice period specified above. Termination for reasons of safety or regulatory violation may be effective immediately where continued performance would create imminent risk to persons or property.

CONFIDENTIALITY

Security Provider shall treat as confidential all non-public information disclosed by Client in connection with the performance of services ("Confidential Information"). Security Provider shall not disclose Confidential Information to any third party except to employees, subcontractors or agents who have a legitimate need to know and who are bound by confidentiality obligations no less restrictive than those contained herein. Confidential Information shall not include information that: (a) was in the public domain at the time of disclosure; (b) subsequently entered the public domain through no fault of Security Provider; or (c) is independently developed by Security Provider without use of Client Confidential Information.

INSURANCE, INDEMNITY AND LIABILITY

Security Provider shall maintain, at its expense, insurance coverage customary for security service providers, including commercial general liability and workers' compensation in amounts sufficient to cover liabilities arising from performance of this Agreement. Security Provider shall indemnify, defend and hold harmless Client from and against any claims, liabilities, damages, losses and expenses (including reasonable attorney fees) arising from Security Provider's negligence or willful misconduct in performing services under this Agreement, except to the extent caused by Client's negligence or willful misconduct.

PERSONNEL, CLEARANCES AND EQUIPMENT

Security Provider shall ensure that personnel assigned to perform services are properly trained, licensed and, where applicable, have passed background checks and clearance procedures required by Client or law. Security Provider shall furnish at its expense all uniforms, equipment and supplies necessary to perform the services unless otherwise agreed in writing.

REPORTING AND DELIVERABLES

Security Provider shall deliver incident reports, daily activity logs and other specified deliverables in the format and frequency set forth below. Reports that relate to criminal activity or significant safety incidents shall be provided to Client promptly and shall include supporting documentation as available.

COMPLIANCE WITH LAWS AND STANDARDS

Each party shall comply with all applicable laws, regulations and industry standards in the performance of this Agreement. Security Provider shall maintain all required licenses and permits and shall perform services in accordance with applicable professional and regulatory standards.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the jurisdiction specified below without regard to conflict of laws principles.

ENTIRE AGREEMENT; AMENDMENT

This Agreement, together with any attachments or written schedules executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements and understandings, written or oral. No amendment or modification of this Agreement shall be effective unless in writing and signed by authorized representatives of both parties.

SEVERABILITY; WAIVER

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Failure or delay by either party to enforce any right shall not constitute a waiver of that right.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses specified below or to such other address as either party may designate in writing.

Client

Printed Name:

By:

Date:

Security Provider

Printed Name:

By:

Date:

Enter text✕

What the Security Services Mandate Is and when it applies

A Security Services Mandate is a formal contract or engagement instruction that sets the scope, deliverables, and legal obligations for a security services provider working for a public agency, private facility, or commercial client. It defines duties such as staffing levels, access control responsibilities, incident reporting, insurance and licensing requirements, background-check standards, and performance metrics. The document also documents payment terms, termination rights, data protection expectations and any on-site or remote notarization or witness requirements. Proper completion ensures enforceability, reduces operational ambiguity, and supports auditability.

Why a clear Security Services Mandate matters

A precise mandate reduces disputes, clarifies risk allocation, and documents compliance expectations for both client and provider. It creates a single authoritative source of obligations for procurement, oversight, and post-incident review.

Why a clear Security Services Mandate matters

Who typically prepares and signs a Security Services Mandate

The mandate is prepared by procurement, legal, or facilities teams and executed by authorized signatories on behalf of the client and the security provider.

  • Procurement and contract managers responsible for vendor selection and contract administration.
  • Security company executives or authorized officers who accept operational and insurance obligations.
  • Facility owners, compliance officers, or agency contracting officers who approve scope and budgets.

Ensure the individuals listed as signers have documented authority within their organization and that signatures follow any notarization or witness rules required by the client or applicable jurisdiction.

Stepwise process to complete the mandate

Follow these core steps in order to prepare, verify and execute a compliant Security Services Mandate.

  • 01
    Prepare Document: Assemble scope, insurance, and background-check requirements.
  • 02
    Populate Fields: Fill every required field and attach supporting exhibits.
  • 03
    Compliance Review: Legal and procurement confirm insurance and licensing.
  • 04
    Execute and Archive: Obtain signatures, deliver copies, and save audit records.

How to configure an online workflow for the mandate

Configure eSignature fields, signer order and authentication before sending for signatures.

Field Configuration
Authentication Method Email link | SMS code | KBA if required
Signature Type Simple e-signature or PKI-based digital signature
Audit Trail Enable full IP, timestamp and action logging
Template Automation Use reusable templates for recurring mandates

Typical routing flow for filing and distributing the mandate

A standard routing sequence ensures each stakeholder receives the document in the correct order and retains records.

  • Upload Document: Start with the mandate template and add exhibits.
  • Place Fields: Insert signature, date, and checkbox fields for each signer.
  • Send to Signers: Route in order or send simultaneous invitations as required.
  • Archive Copy: Store signed PDF and audit trail in records system.

Digital signing and integration considerations

Choose a signing platform that supports required authentication, audit trails, and integrations with your records systems.

  • Formats Supported: PDF, DOCX, HTML
  • Integrations: Salesforce | NetSuite | Google Workspace
  • Authentication Options: Email link | SMS | KBA

Confirm the platform can produce tamper-evident PDFs, export certificate-of-completion audit logs, and meet any regulatory requirements such as HIPAA or 21 CFR Part 11 when applicable.

Essential information to include in the mandate

Provider Name: Legal entity name
Client Name: Contracting organization
Scope Summary: Locations and duties
Effective Dates: Start and end date
Insurance Details: Carrier and limits
Contact Information: Address and authorized rep

Core sections every professional Security Services Mandate should include

A complete mandate balances operational detail with legal protections; the sections below form the standard structure used by procurement and legal teams.

Parties

Full legal names and contact details for client and provider, with registered agent information if applicable.

Scope and Deliverables

Specific duties, staffing levels by shift, equipment responsibilities, patrol routes, reporting cadence and measurable performance indicators to be used in acceptance.

Service Levels and KPIs

Response times, incident escalation procedures, metrics for punctuality and incident resolution, and remedies for missed service-level targets.

Compliance and Background Checks

Background screening standards, license requirements, drug testing, training certifications, and any industry-specific regulatory obligations.

Insurance and Indemnity

Insurance types and minimum limits (general liability, professional liability, workers' compensation), certificate submission deadlines, and indemnification language.

Term, Termination, and Dispute Resolution

Contract term, renewal mechanics, termination for convenience or cause, cure periods, and chosen method for resolving disputes such as arbitration or governing law.

Typical deadlines and time-bound obligations

Key dates in a mandate set expectations for pre-start compliance, renewals, and required deliverables.

Proof of Insurance Due:

Before first day of work; failure may delay start.

Start Date:

Contract becomes effective on the stated date.

Background Checks Complete:

Typically required before access is granted.

Renewal Notice Window:

Often 30–90 days before contract expiration.

Invoice Submission Deadline:

Follow billing cycle and payment terms in contract.

Common mistakes to avoid when preparing the mandate

  • Leaving scope descriptions vague, which creates disputes about service expectations and deliverables.
  • Failing to require or verify insurance certificates and expiration dates before personnel deployment.
  • Using unsigned or partially signed agreements that lack enforceability or complete authorization.
  • Overlooking authentication and audit-trail settings when enabling electronic signatures for critical sections.

Consequences of incorrect or incomplete mandates

Contract Void Risk: May invalidate certain obligations
Financial Exposure: Liability for damages or indemnity claims
Regulatory Penalties: Fines for noncompliance where law applies
Operational Disruption: Service gaps and access denials
Delayed Payments: Invoices withheld for incomplete documents
Reputational Harm: Loss of client trust and future work

Comparing eSignature vendors for Security Services Mandates

Vendor capabilities and pricing models differ; the table compares typical entry-level pricing and compliance features. signNow is listed first per vendor ordering requirements.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of mandates in use

These examples show how organizations incorporate mandates into operations to reduce friction and improve compliance.

Martin Properties (Property Management)

Martin Properties digitized their guard contracts and routing

  • Reduced turnaround time for approvals by centralizing templates
  • The firm reports consistent compliance with insurance proof timing and faster vendor onboarding using standardized mandate templates.

Xerox (Enterprise Operations)

Xerox integrated mandates into NetSuite workflows

  • Automated signature requests tied to project milestones
  • Integration ensured the right signers received the mandate at the correct approval stage and simplified post-contract audits and recordkeeping.

Frequently asked questions about Security Services Mandates

Answers to common questions about enforceability, signatures, notarization, and recordkeeping when using electronic processes.


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