Build a system inventory
List each fire protection category at the property: fire alarm, sprinkler, standpipe, extinguishers, emergency lighting, kitchen suppression, monitoring, fire pump, special systems, and material needs.
Find the latest inspection date for each system
Record when each system was last inspected, who performed the work, whether reports were received, and whether deficiencies were noted.
Identify open deficiencies and deadlines
Open deficiencies should be separated by system, location, urgency, report wording, and who has authority to approve the repair. This prevents vague requests like 'fire deficiencies need repair'.
Confirm contracts and pricing
Ask whether the current provider has a maintenance contract, renewal date, cancellation requirement, rate sheet, material markup, after-hours rate, or preferred service process.
Set up a quote and documentation process
Create a repeatable process for collecting quotes, approvals, photos, reports, invoices, closeout notes, and board or owner communication.