For facilities managers and project teams in Essex and London
Choosing a fire alarm contractor is easier when every bidder receives the same information and is asked to price the same responsibilities. A low installation price tells you little if the design basis, commissioning, handover and future maintenance are unclear.
This guide is for commercial and other non-domestic premises. Domestic systems have different considerations. The right specification for any site depends on its fire risk assessment, building use and the applicable design requirements.
1. Define the job before asking for prices
Start with the building address and use, who occupies it, whether it remains open during the work, the current fire risk assessment, available drawings and details of any existing alarm system. Say whether you need a new installation, an extension, a replacement, fault rectification or a maintenance contract. Include your programme, access hours and any interfaces with other building systems.
The responsible person retains fire safety duties for non-domestic premises. GOV.UK's workplace fire safety guidance explains the need for a fire risk assessment and appropriate fire safety measures. A contractor's quotation should respond to the resulting brief; it cannot replace the site's risk assessment.
2. Make design responsibility explicit
Ask each bidder who will determine system coverage and design, who will approve the device and panel specification, and who will coordinate interfaces with other contractors. If a design already exists, identify its author, revision and any assumptions the installer is expected to check. A drawing that simply marks proposed devices is not, by itself, an agreed allocation of responsibility.
BS 5839-1:2025 provides recommendations for design, installation, commissioning and maintenance of fire detection and fire alarm systems in non-domestic premises, as described by BSI. The project team should confirm which requirements apply to the proposed work and which edition their contract uses.
3. Check the precise certification scope
Ask for current third-party certification evidence and check the named company against the relevant register. A logo alone does not tell you which activities are covered. BAFE explains that its SP203-1 fire alarm scheme has distinct design, installation, commissioning and maintenance modules. Check the modules needed for your project and the entity that will perform each stage.
Also ask who will carry out and supervise the work, how subcontracted work is controlled, and what evidence will be supplied at handover. Do not assume certification for one service automatically covers another.
4. Compare the actual scope, not just the total
Request an itemised response that identifies the areas and devices included, interfaces, builders' work or making good, access equipment, testing arrangements, working hours, disruption assumptions and exclusions. For an occupied building, agree how the site will be kept informed during isolations and tests. Ask what happens if the survey reveals an undocumented system or additional defects.
A comparable quotation should state who is responsible for commissioning, demonstrations, as-fitted information and any outstanding items. It should also distinguish installation from the later maintenance agreement.
5. Agree the handover package in advance
Ask what will be delivered at completion: operating instructions, drawings and zone information, commissioning and test records, certificates or declarations applicable to the agreed work, staff familiarisation and a list of defects or exclusions. Name the person who will receive the documents and confirm where the site's fire safety records will be kept.
The Home Office guide for offices and shops describes the importance of suitable maintenance by a competent person and keeping records of tests and faults. Handover information should make future inspection and maintenance practical.
Questions to put to every bidder
- What design information do you need before giving a firm price?
- Which company is responsible for design, installation, commissioning and later maintenance?
- Which third-party certification modules cover those exact activities, and where can I verify them?
- What is included in your price, and what is explicitly excluded?
- How will you manage access, temporary arrangements and tests in an occupied building?
- What commissioning evidence and documents will be handed over?
- How will defects or changes discovered during the work be priced and reported?
- What information do you need to propose an ongoing maintenance plan?
Prepare your enquiry
The more complete the brief, the easier it is to compare replies. Send the site address, building use, relevant risk assessment findings, plans, current alarm information, programme and access constraints. Explain whether you want installation, maintenance or both as separately defined scopes.
C & H Fire Protection can discuss fire alarm installation, fire alarm maintenance and the information needed for a project quotation.
Related guide: Preparing for a Fire-Safety Maintenance Visit.
This is general planning information, not a fire-risk assessment, system design or equipment operating instruction. Seek competent advice for the requirements of your premises.