The 7-Step Checklist to Cut Costs and Simplify Fire Safety Compliance

You’ve got a lot on your plate—and fire safety shouldn’t be the part that slows you down. When systems are split across vendors, things get messy fast. But with the right steps, compliance can be one of the simplest boxes you check.

If You Take Anything Away From This Article:

No time to read the whole thing? Here’s the takeaway:

• Don’t guess on compliance—ask what’s required by code.
• Vendor bloat = cost bloat.
• One vendor who handles alarms and sprinklers is gold.
• Scheduled inspections avoid panic (and fines).
• SLAs are your friend.
• The cheapest vendor is rarely the cheapest in the long run.
• Track vendor performance like you would your own team.

This 7-step checklist helps you simplify the process, save money, and stay inspection-ready without the usual hassle.

Step 1: Get Clear on What You Really Need

Fire safety codes are detailed for a reason, but that doesn’t mean they need to be overwhelming. When you know exactly what’s required (and what’s just nice to have), you’re in control. You’ll make smarter decisions, spend more strategically, and sidestep the extras that don’t move the needle.

How to take charge:

• Ask for a written scope with a breakdown of “required” vs. “recommended.” Clarity upfront saves time later.
• Cross-check with your local AHJ so you know exactly what applies to your property.
• Don’t be afraid to ask for proof—if it’s a best practice, great. Just make sure it’s not fluff.

Getting clear from the start isn’t just smart. It’s often the first (and easiest) way to save serious money.

Step 2: Take Stock of Who’s Doing What

You’ve got a job to do. The last thing you need is five different people handling five different fire safety tasks. Taking a minute to map it out can make your life a whole lot easier.

Here’s the move:

• Write down every fire safety job on your site—sprinklers, alarms, extinguishers, inspections
• Next to each one, jot down who’s responsible
• Count how many companies you’re dealing with

If it’s more than two, that’s a lot of chasing. Fewer vendors means fewer phone calls, less confusion, and one less thing to worry about.

Step 3: Pick Vendors That Do Both Alarms and Sprinklers

Every GC, PM, and building owner has heard it: “That’s not our scope.” Your sprinkler contractor finishes the install, but the alarm guy won’t test because the riser’s not tied in. Now you’re stuck chasing updates, pushing back inspections, and explaining the delay to the client. When vendors don’t cover both sides, you’re the one holding the bag.

Look for a crew that handles both sprinkler and alarm—or at least gives you one project manager who owns the whole job. One point of contact means fewer mix-ups, faster closeouts, and no more trades blaming each other when something doesn’t pass.

Step 4: Lock in Your Inspections Ahead of Time

Last-minute inspections are where good projects go sideways. Miss a date, forget paperwork, or fail a check, and suddenly you’re behind schedule and over budget.

Here’s how to stay on top of it:

• Lay out your inspection schedule for the year—sprinklers, alarms, backflows, extinguishers, the whole lot
• Set calendar pings at 30, 60, and 90 days so you’re not scrambling last minute
• Keep your tags, past reports, and sign-offs in one spot so your tech isn’t hunting for paperwork

This is how you avoid reschedules, failed checks, and getting flagged by the AHJ. Keep it tight and the fire marshal walks in, signs off, and moves on.

Step 5: Put It in Writing—and Make It Stick

When timelines are tight, you can’t afford vague promises. If a vendor says they’ll show up Wednesday but rolls in Friday, that delay falls on you unless it’s written down. A solid Service Level Agreement keeps everyone honest.

Here’s what to spell out:

• Set exact response times. Make it clear whether that means 24, 48, or 72 hours
• Put firm dates on inspections, reports, and closeout items
• Add consequences for missed deadlines, like holdbacks or daily penalties

This isn’t about extra paperwork. It’s how you keep control, avoid excuses, and make sure no one leaves you holding the bag.

Step 6: Cheap Bids Usually Cost You More

Everyone’s seen it. A vendor comes in with the lowest number, then piles on change orders, misses deadlines, and leaves you holding the punch list. That “good deal” turns into rework, lost time, and frustrated clients.

Here’s how to spot the real value:

• Ask what similar jobs they’ve wrapped and how they went
• Check how often they hit folks with change orders
• Break down the numbers. Don’t settle for just a total—see what’s actually included

You don’t need the cheapest. You need the one that shows up, does the job right, and doesn’t leave you cleaning up after them.

Step 7: Watch Who’s Pulling Their Weight

If a sub kept pulling no-shows or drag jobs past the deadline, you’d stop calling them. Same goes for your fire safety vendors. You’re running a jobsite, not babysitting a crew. If they can’t keep up, it’s time to bring in someone who can.

What to track:

• First-time pass rate on inspections. Are they buttoned up, or leaving you with a bunch of red tags
• How many return visits it takes to close out a system or fix issues
• Turnaround time when you call in a service ticket or need an emergency repair

This isn’t over-managing. It’s how you make sure your fire safety crew is helping you finish strong, not holding up the CO. Stick with vendors who show up, know their scope, and keep your project moving. Cut loose the ones who don’t.