Annual Fire Safety Inspection Contract RFP Template
Code-required annual inspection of alarms, sprinklers, extinguishers, and exit lighting.
You need an Ontario Fire Code (or provincial equivalent) certified inspection of fire alarm, sprinkler, extinguishers, and emergency lighting systems. Required annually for commercial and most multi-unit residential buildings.
Sample RFP title & summary
What auto-fills when you click “Use this template” — you can edit anything.
Annual Fire Safety Inspection & Maintenance — [Property Name]
Annual inspection and maintenance of fire alarm, sprinkler, extinguishers, exit lighting, and other life-safety systems at our [property type], per [provincial fire code].
Scope of work
Annual scope per CAN/ULC-S536 and provincial fire code: - Fire alarm panel + all devices (heat / smoke / pull stations / horns / strobes). - Sprinkler system (wet / dry / pre-action) — annual inspection per NFPA 25. - Standpipe and hose inspections. - Portable fire extinguishers (annual service + 6-year teardown / 12-year hydrostatic where due). - Emergency / exit lighting (monthly visual, annual 90-min discharge). - Kitchen suppression systems (semi-annual if applicable). - Smoke control / pressurization systems (where applicable). - Generator fuel quality test (where applicable). - Inspection certificate per device, retained in fire safety binder. Reporting: - Written report with all deficiencies categorized: code violation (must-fix), recommended, deferred. - Quote for repair of any deficiencies (owner-approval required before work). - Online portal with inspection history and certificates. Add-alternates: - 5-year sprinkler full-flow test (when due). - Magnetic door release testing. - Fire pump annual. - Battery replacement allowance.
Standard requirements
- CFAA-certified fire alarm technician (Canadian Fire Alarm Association). - Sprinkler company licensed per provincial requirements. - $5M general liability insurance. - WSIB clearance. - Three references for similar property types in the last 12 months. - Online portal with searchable inspection history. - Clear conflict-of-interest disclosure (some bidders quote inspection cheap and pad repair quotes — we'll be comparing).
Suggested timeline
- 1
RFP open
21 days.
- 2
Award
Within 2 weeks.
- 3
First inspection
Scheduled within 30 days of award.
- 4
Contract term
1- or 3-year.
Site access & logistics
Property contact will coordinate access to mechanical rooms, sprinkler valve rooms, and all floors. Notice to tenants required for in-suite smoke detector tests.
Questions every bidder should answer
Ask all bidders the same questions so you get apples-to-apples responses.
- Per-property annual cost?
- Is the cost itemized (alarm vs. sprinkler vs. extinguishers) so we can compare apples-to-apples?
- How do you handle deficiency repair quotes — are you independent or biased toward upselling?
- Do you have a customer portal? Can we see a demo?
- What's your conflict-of-interest policy?
Evaluation criteria
How you’ll weigh bids when you receive them.
- 1.Total annual cost.
- 2.Cost transparency (itemized).
- 3.Reputation for honest deficiency reporting (this matters a lot).
- 4.Portal quality.
- 5.Technician certifications.
Trades who match this work
Once you post, these are the kind of vendors who’ll see your RFP and express interest.
Common questions
PMRFP is a vendor discovery and RFP visibility platform. We do not guarantee project availability, bid success, contract awards, property manager response, or revenue. Members are responsible for their own due diligence, qualifications, insurance, licensing, pricing, and agreements.
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