Fire maintenance tenders: comparing scope, quotations and handover

List premises, floors, equipment types and quantities, with available drawings, recent reports and known defects. Where information is incomplete, arrange comparable site access and share clarifications with all invited bidders.

Set out the maintenance frequency, service hours and reports you need in the invitation to quote. Check contractor registration and statutory inspection arrangements against the building's equipment and applicable requirements.

Separate scheduled maintenance, annual inspection, documentation, parts, repairs and retesting. Identify any extra charges for night work, access equipment, drainage coordination or attendance by other contractors.

The same number of visits can cover different work. Establish what is checked, which records are supplied and how faults are handled. Response times and service hours should be agreed in the contract.

Check the quoting company's name, applicable registrations and scope. When changing contractor, hand over the inventory, latest certificates, unresolved defects and access information.

Name a management contact and agree how reports, additional repair approvals and pre-renewal reviews will be handled. These details make routine follow-up and the next year's review easier.