7 Things GCs Should Look for When Comparing Fire Protection Bids

 A Fire Protection Bid Is More Than a Number 

When bids come in, the number matters. We know that. But two fire protection bids with similar prices, or event different, may not actually represent the same scope, the same level of planning or the same experience once construction begins.

A number that looks good on bid day can look a lot different if missing scope, coordination issues, long lead times or closeout problems show up later.

We work with general contractors every day, and we’ve seen how much easier a project can be when the right questions are asked before the fire protection contract is awarded.Want a quick reference for your next bid review? Download our Fire Protection Quote Review Checklist for seven things worth comparing before selecting a fire protection contractor.

Here are seven things we recommend looking at when comparing fire protection bids.

1. Is the scope really complete?

Start by making sure you’re comparing the same thing.

A lower bid may simply include less.

Review what each fire protection contractor has included, excluded or qualified. Look for differences involving equipment, testing, permits, monitoring, temporary protection, fire watch, demolition, lifts, patching, electrical work or other responsibilities that may fall between trades.

Also pay attention to how clearly the contractor identifies assumptions. A proposal that spells out what is and isn’t included gives your team a better opportunity to address scope gaps before they become a change order or schedule issue.

Questions worth asking:

• • • • What is specifically excluded?
      • Are there allowances or assumptions that could change?
      • Does the scope align with the plans, specifications and bid documents?
      • Are responsibilities between trades clearly defined?

The goal isn’t necessarily to find the contractor with the fewest exclusions. It’s to understand exactly what you’re buying.

2. Have they accounted for the latest plans, specs and addenda?
The goal isn’t necessarily to find the contractor with the fewest exclusions. It’s to understand exactly what you’re buying. Construction documents move quickly. Revised drawings, addenda, alternates and clarifications can materially change fire protection scope. Before comparing numbers, make sure every bidder is pricing from the same information. Look for a proposal that clearly identifies the documents and dates used to prepare the bid.
That small detail can tell you a lot. If one contractor has captured an addendum and another hasn’t, the difference between their numbers may have nothing to do with competitiveness. They may simply be bidding different projects. Before award, confirm: Drawing dates Specification sections Addenda received Accepted alternates Bid clarifications Applicable design criteria A clean bid comparison starts with a common set of documents.

3. Are they identifying coordination issues before construction starts?

Some of the most valuable information in a fire protection bid isn’t a price at all. It’s the issue someone noticed before it became a problem.

Fire protection has to coordinate with structural elements, ceilings, mechanical systems, electrical components, architectural features and other trades. Space above a ceiling gets crowded quickly.

An experienced contractor should be thinking about more than where pipe or devices appear on a drawing. They should be considering how the system can actually be installed and how their work will interact with the rest of the project.

Pay attention to bidders who ask good questions. Maybe they identify a conflict in the plans. Maybe they question access to a piece of equipment. Maybe they see a sequence issue that could affect another trade.

Those conversations can be more valuable than finding the lowest number on a bid tab.

Ask yourself: Has this contractor simply priced the drawings, or have they started thinking about the project?

4. Is the proposed approach actually buildable?

What works on paper doesn’t always work in the field.

Constructability matters because the way a fire protection system is designed and installed can affect labor, coordination, access and schedule.

A contractor with strong preconstruction and field experience can often identify opportunities or challenges before crews mobilize.

That may include: Access constraints Routing challenges Ceiling conditions Equipment locations Phasing requirements Existing conditions on renovation projects Coordination with other trades Testing and commissioning requirements
You don’t need every detail solved during bidding. But you do want confidence that the contractor is looking ahead instead of waiting for installation to expose the problem.

5. Are schedule, manpower and material requirements realistic?

A bid isn’t very helpful if the contractor can’t support the schedule behind it.

Fire protection work can involve design, approvals, material procurement, fabrication, installation, inspections, testing and coordination with multiple parties. Timing matters at every step.

Before award, understand how the contractor plans to support the project.

Consider asking:

• • • • When can design begin?
      • What information is needed from the GC or other trades?
      • Are there materials with longer lead times?
      • How will manpower needs change as the project progresses?
      • Are required inspections and testing accounted for in the schedule?
      • Does the contractor have the capacity to support key milestones?

The important word here is realistic.

An aggressive schedule may sound good during bidding. A realistic schedule backed by the resources to execute it is more valuable once the project is underway. 

6. Have they thought all the way through testing and closeout?

Getting the system installed isn’t the last step. Fire protection work often involves inspections, testing, coordination with the authority having jurisdiction and other project stakeholders, punch-list items and final documentation. Those details become especially important when the project is approaching turnover, and every day matters.

Before award, understand what the contractor’s responsibilities include through closeout. Depending on the project, that may include items such as:  System testing Coordination of required inspections Record drawings Test documentation O&M information Owner training Deficiency or punch-list correction Final system turnover A contractor who plans for closeout from the beginning is less likely to treat it as an afterthought at the end.

7. What are you getting beyond the number?

Competitive pricing matters. But it isn’t the only thing that determines the final cost or the experience of a project.

When we look at a fire protection project, we’re also thinking about the things that can affect the GC after the bid is awarded:

Will the scope hold up?

Will issues be communicated early?

Will the contractor coordinate with the rest of the team?

Will they have the people and resources to meet the schedule?

Will they stay engaged through testing and closeout?

A bid tells you what someone is willing to charge for the work.

The questions around it can tell you what it may be like to work with them.

Before You Award the Fire Protection Scope

There isn’t one line item on a bid comparison that tells you everything you need to know.

Price matters. So do scope, coordination, constructability, schedule and follow-through.

Taking a few extra minutes to compare those areas before award can help uncover differences between bids that aren’t obvious from the total at the bottom of the page.

We’ve created a Fire Protection Bid Review Checklist for General Contractors to make that comparison easier.

Download the checklist and keep it handy for your next fire protection bid review.

Have a fire protection project coming up?

We welcome the opportunity to take a look at it. Our teams support general contractors with fire sprinkler, fire alarm, special hazards and other fire protection needs from preconstruction through project closeout.

Talk with our team about your next project.