What Clients Must Include in Fire Door Tender Packs

Fire door works can involve many different elements. A tender may include inspection findings, replacement doors, repair items, remediation works, upgrade programmes, access arrangements, resident liaison, documentation and handover evidence.

If these details are not set out clearly, contractors may return prices that look comparable but are based on different assumptions.

For example, one contractor may include replacement ironmongery, seals and making good. Another may price the door leaf only. A third may exclude access equipment, decoration or photographic evidence.

That creates a problem for the client because the lowest price may not be the most complete price.

For wider context on the tender process itself, contractors and clients can also review how fire door projects are tendered in the UK.

A good fire door tender pack should help the client compare:

• scope
• price
• methodology
• programme
• contractor competence
• evidence requirements
• assumptions
• exclusions

For wider context on how these projects fit into the fire doors cluster, clients and contractors can refer to Fire Door Tenders in the UK: The Complete Guide.

Fire door tender requirements should be linked to the building's fire safety duties and the reason the works are being procured.

The Regulatory Reform (Fire Safety) Order 2005 is the main piece of fire safety legislation for buildings in England and Wales. Government guidance explains that it applies to workplaces and the common parts of buildings containing two or more domestic premises, and places duties on people in control of those premises to undertake and record fire risk assessments and maintain general fire precautions.

For multi-occupied residential buildings in England, the Fire Safety (England) Regulations 2022 include fire door check duties. Government guidance states that, where the top storey is above 11 metres, responsible persons should check fire doors in communal areas at least every three months and use best endeavours to check flat entrance fire doors at least every twelve months.

For fire door tender packs, the practical point is that the scope should make clear why the work is needed, what evidence exists, what defects have been identified and what documentation is expected after completion.

Where fire door works are part of a wider compliance programme, they should sit within a broader fire protection tendering strategy.

A fire door tender pack should give contractors enough information to price the work accurately and explain how they will deliver it.

At a minimum, clients should usually include:

• client contact details
• building address
• building type and use
• scope of works
• door schedule or asset list
• defect descriptions, where relevant
• photographs
• marked-up plans or clear location references
• fire risk assessment extracts, where relevant
• fire door survey report, where available
• required pricing format
• access arrangements
• working hour restrictions
• tenant, resident or occupier liaison requirements
• programme expectations
• documentation and evidence requirements
• contractor competence requirements
• insurance and health and safety requirements
• submission deadline
• clarification process

The more specific the tender pack is, the easier it is for contractors to respond properly.

This does not mean the client needs to overcomplicate the project. It means the client needs to remove ambiguity before asking contractors to commit to a price.

The fire door tender specification should define what the contractor is being asked to deliver.

This may include:

• fire door repair works
• fire door replacement works
• fire door remediation works
• new fire door installation
• inspection or validation works
• door closer adjustments
• seal replacement
• ironmongery replacement
• frame repairs or replacement
• vision panel or glazing works
• signage replacement
• making good and decoration
• updating asset records
• handover documentation

The specification should also state whether the contractor is expected to supply and install materials, validate the survey findings, recommend alternative solutions or price only the items listed.

Where the tender includes new installation or replacement doorsets, the specification should reflect relevant fire door installation requirements.

A door schedule is one of the most important parts of a fire door tender pack.

It should help contractors identify each door, understand the defect or requirement and price the work consistently.

A useful door schedule may include:

• door reference number
• building or block name
• floor level
• location description
• door type, where known
• required fire rating, where known
• existing defect or action
• repair, replacement or investigation category
• photograph reference
• priority level
• access notes
• comments or clarification notes

Without a door schedule, contractors are more likely to price from assumptions. This can lead to inconsistent submissions, site queries, variations and delays.

A structured fire door survey can provide much of the information needed to build a usable door schedule.

Contractors should not have to guess the condition of the doors from a vague written description.

Where possible, the tender pack should include photographs and supporting evidence, such as:

• door leaf condition
• frame condition
• gaps around the door
• closer condition
• seal condition
• hinges and ironmongery
• glazing or vision panels
• signage
• threshold details
• access restrictions
• surrounding construction, where relevant

Reports should be included where they are relevant to the works. This may include a fire door survey, fire risk assessment extract, compartmentation report or consultant recommendation.

Clients should avoid sending long reports without explaining which findings are included in the tender. Contractors need to know what they are pricing, not just what has been observed somewhere in the building.

Where a report identifies mixed corrective works, the client may need to appoint suitable fire door remediation contractors.

The pricing format should make contractor responses easier to compare.

Clients should avoid asking for a single lump sum where the project includes several doors, multiple defect types or different levels of priority.

Instead, the tender pack may ask contractors to price by:

• door reference
• building or block
• floor or area
• repair item
• replacement item
• phase
• optional item
• daywork rate
• schedule of rates

The tender pack should also ask contractors to state assumptions and exclusions clearly.

A good tender pack should make it clear where contractors are expected to include exclusions, qualifications or clarification notes, so those items can be reviewed before appointment.

This matters because two prices can look similar but include very different things. One contractor may include access equipment, making good and documentation, while another may exclude them.

This is one of the reasons commercial fire protection tendering should use consistent pricing formats wherever possible.

Fire door works often take place in occupied buildings. Access can therefore have a major impact on price, programme and delivery risk.

The tender pack should explain:

• whether the building is occupied
• whether works are in common parts, flats, offices, plant rooms or commercial units
• normal working hours
• whether out-of-hours works are required
• access booking requirements
• resident, tenant or occupier communication requirements
• security or induction requirements
• parking and loading restrictions
• noise restrictions
• phasing expectations
• areas that must remain operational

These details should not be left until after the contractor has priced. If access is difficult, the contractor needs to know before submitting a proposal.

Fire door works should leave the client with a clear record of what has been completed.

The tender pack should state what evidence is expected after the works, such as:

• completion records
• photographic evidence
• updated door schedule
• product information
• installation information
• maintenance information
• contractor notes
• defects remaining or excluded items
• handover pack

For managing agents and commercial landlords, the handover record can be just as important as the physical works because it helps show what was instructed, what was completed and what evidence was retained.

Where works are being delivered across multiple areas or phases, the client may need to manage them as a fire door upgrade programme.

Although this article is focused on what clients should include, contractors can also use it as a benchmark.

A good fire door tender pack should allow contractors to understand:

• what the client wants
• which doors are included
• where the doors are located
• what defects or requirements apply
• how the client wants the price broken down
• what evidence must be provided
• what access restrictions apply
• what the programme expectations are
• what assumptions need to be clarified

If a tender pack does not provide this information, contractors should raise clarification questions before pricing. This protects the contractor and helps the client improve the quality of the tender process.

Contractors can also improve their submissions by reviewing how fire contractors can win more commercial tenders.

Many tender problems start with missing or unclear information.

Common mistakes include:

• not including a door schedule
• using vague defect descriptions
• sending photographs without door references
• not separating repair and replacement items
• not stating whether contractor validation is required
• using a single lump sum pricing request for mixed works
• not explaining access restrictions
• forgetting resident, tenant or occupier liaison
• not stating handover evidence requirements
• failing to include relevant reports
• not setting a clarification process
• not requiring contractors to state exclusions

These issues can make contractor prices difficult to compare and increase the risk of variations after appointment.

Where contractors respond poorly to unclear or incomplete tender packs, the issues can also contribute to why fire door contractors lose tenders.

Fire doors should not always be treated as standalone items. They protect openings in compartment walls, protected routes, stair cores, risers, corridors and plant areas.

If the surrounding construction is compromised, or if fire stopping defects exist nearby, the fire door works may only address part of the issue.

Where relevant, clients should include supporting information about wider passive fire protection issues, such as:

• compartmentation survey findings
• fire stopping reports
• riser inspection findings
• fire strategy comments
• fire risk assessment actions

In some buildings, compartmentation surveys help clarify whether fire door works are part of a wider passive fire protection issue.

Where fire stopping issues also need to be tendered, clients may need to consider a separate or combined approach to fire stopping tenders.

Structured tendering helps clients issue clearer fire door tender packs and helps contractors respond more accurately.

For clients, it creates a better comparison between scope, price, methodology, programme, evidence, assumptions and exclusions.

For contractors, it reduces vague enquiries and makes it easier to submit a professional, evidence-led response.

This is the difference between a controlled procurement process and email-based fire tendering, where key details can be missed or interpreted differently by each contractor.

Local Tenders helps clients prepare structured fire door tender opportunities and helps contractors find commercial projects with clearer scope and submission requirements.

For contractors: find commercial fire door tenders where clients are looking for structured, comparable responses.

For clients: create a clearer fire door tender pack and compare contractor submissions against the same requirements.

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What is a fire door tender pack?

A fire door tender pack is the information issued to contractors so they can price fire door works. It may include the scope of works, door schedule, defect report, photographs, access information, pricing format and handover requirements.

What should a fire door tender specification include?

A fire door tender specification should define the works required, the doors included, the expected repair or replacement items, documentation requirements, access arrangements and how contractors should price the project.

Why is a door schedule important in a fire door tender?

A door schedule helps contractors identify each door, understand the defect or requirement and price the works consistently. Without a schedule, contractors may price different assumptions.

Should clients include photographs in a fire door tender pack?

Yes. Photographs help contractors understand the condition of each door, frame, closer, seal, hinge, glazing panel or surrounding area. They should be linked clearly to door references where possible.

How can contractors use a fire door tender pack?

Contractors can use the tender pack to assess scope, pricing requirements, access restrictions, evidence expectations and programme risk before submitting a price. If information is missing, they should raise clarification questions before final submission.