Planning and Preparing your Tender Pack for a Compliant Fire-Stopping Quotation for a New Build Project
Tom Laws – Managing Director
Introduction
Obtaining a compliant fire-stopping quotation for a new build project is essential for developers to make sure that they can compare like-for-like quotations. But how do you ensure your tender pack is adequately planned, prepared and comparable to achieve this? Let’s delve into the basics.
What is your aim?
Start with the end in mind. We believe this means thinking about the type of contractor you want, at which price point and what your tolerance for risk is. Typically, this analysis will present options ranging from relatively new companies whose management teams are on-site daily overseeing a small workforce and may only manage a few projects simultaneously, to larger fire stopping contractors. The latter usually provide more extensive insurance coverage, systems and processes designed for their specific purpose, teams dedicated to compliance and quality assurance, estimating departments, and office-based support staff. These larger companies are likely to generate comprehensive records of fire stopping work, which will be essential for your Building Regulation 38 documentation upon project completion.
Step 1 – Developing a detailed scope of work
At this stage, one option is to distribute your construction drawing to fire stopping contractors and hope their team of estimators will review them and compile their recommendations. However, this approach is not advisable as it often leads to a variety of quotations, each with different quantities and prices based on individual company formats. Such inconsistency does not instil confidence in the comparison of like-for-like quotations, and you may end up selecting the lowest bid without assurance of its adequacy.
Creating a detailed written scope of work to accompany your construction drawings increases the likelihood of receiving more comprehensive quotations. Nevertheless, if fire stopping contractors are left to determine their own specifications, they may omit essential elements and present quotations filled with caveats, leaving you with incomparable proposals.
If you are tight on time, consider reviewing previous projects to help in constructing a scope, quantifying materials, and listing opening sizes all in one single document for all fire stopping contractors to use. This will ensure uniform pricing, though it may not reflect the final value of the fire stopping package, unless the scope of work is robust – it is common for there to be many variations on most projects.
So, what can you do? In our experience, the best thing you can do is to partner with a trusted fire stopping contractor and make sure you start the process early! Work with the contractor (compensate them for their time in scope development) and maintain transparency for about your requirements. Inclusion of other key contractors such as Drylining and M&E contractors is crucial for the integrity of the fire stopping systems and processes.
There are plenty of good software solutions now to speed up the process of doing take offs but do make sure you allow sufficient time – typically several months – is still necessary for completion.
Step 2 – Go to tender with marked up drawings and a quantified schedule detailing the scope and inclusions.
We would not advise distributing the scope to 15 different contractors. Instead, spend time meeting with fire stopping contractors to assess their experience, ensuring they have a proven track record and robust processes in place. This will make sure they are the right fit for your business. After completing the extensive preparations of stage 1, allow contractors a review period of 3-4 weeks for drawings, scope, and specifications.
Make sure to allow plenty of time for mid-tender meetings. These sessions provide an opportunity to re-engage with contractors, confirm their understanding of your requirements, and address any queries. Develop a scoring matrix that evaluates quality and health & safety standards, as well as the contractor’s level of engagement. Consider whether they have been responsive, asked pertinent questions, chosen suitable fire stopping manufacturers for the project, and comprehended the programme, quality expectations and daily on-site management requirements.
Step 3 – Review quotations carefully
Once you’ve received quotations from fire-stopping contractors, review them carefully to ensure they meet your project requirements and budget constraints. Pay close attention to any deviations from the scope of work and seek clarification from contractors as needed. Remember, the lowest price may not always equate to the best value, so weigh all factors before deciding.
Step 4 – Contract award and feedback to contractors
Award the contractor who best fits your business needs, and scored high on quality, technical ability, and record-keeping rather than choosing solely based on the lowest bid. Remember to provide feedback to all contractors who failed; this will enable them to consider your feedback the next time you need them to provide you with a quotation.
Conclusion
Planning and preparing your tender pack for a compliant fire-stopping quotation requires attention to detail and a thorough understanding of fire safety requirements. By following the steps outlined above ensure that your project is equipped with effective fire-stopping measures to safeguard occupants and property against the devastating effects of fire.
