Annual Fire Safety Inspection Contract RFP Template

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.

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].

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.

- 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).

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.

Property contact will coordinate access to mechanical rooms, sprinkler valve rooms, and all floors. Notice to tenants required for in-suite smoke detector tests.

• 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?

1. Total annual cost.
2. Cost transparency (itemized).
3. Reputation for honest deficiency reporting (this matters a lot).
4. Portal quality.
5. Technician certifications.