If you’ve been bidding in the fire safety industry, you have likely come across tender opportunities that use acronyms such as PQQ, ITT, DPS, or Frameworks.
If you have ever asked yourself exactly what those mean, you are not the only one. Public sector procurement has its own language, and if you’re bidding on fire safety contracts with schools, housing associations, hospitals, or local authorities, it is critical to understand what each stage means.
This blog will define what ALL of these terms mean, specifically for all you fire safety contractors, and explain how they affect your chances of winning.
An Overview
- A PQQ (Pre-Qualification Questionnaire) is a filtering questionnaire used to assess eligibility, financial standing, and compliance.
- An ITT (Invitation to Tender) is a detailed request for your pricing, service delivery, and quality assurance processes.
- A DPS (Dynamic Purchasing System) is an ongoing, open-access supplier list that allows you to bid for work as opportunities arise.
- A Framework Agreement is a longer-term agreement where you become a preferred fire safety supplier for a set period.
What is a PQQ in Fire Safety?
Normally, the Pre-Qualification Questionnaire (PQQ) is the first of a two-stage procurement process. It helps buyers determine whether you meet the minimum requirements to deliver fire safety works in a safe, legal, and competent way.
You will typically be asked for:
- Third-party certification (e.g. BAFE SP203, IFC, BM TRADA).
- Health & Safety documentation (e.g. RAMS, SSIP membership like CHAS or SMAS).
- Insurance details (Public Liability, Employers’ Liability, Professional Indemnity).
- Company accounts or turnover proof.
- References for similar fire safety contracts (servicing, installs, remedials).
- Training records (e.g. FIA-accredited engineers, CPD logs, asbestos awareness).
This stage is not about how you’ll deliver the work, but whether you’re capable of delivering it. PQQs are often required for larger frameworks or when fire safety services are being procured as part of wider planned works.
What is an ITT in Fire Safety?
Once you pass the PQQ (or if it’s a one-stage process), you may be invited to the Invitation to Tender (ITT) stage.
This is the main submission stage, in which you typically need to explain:
- How you will mobilise and deliver the fire safety service.
- What quality control processes you have in place.
- How you manage resident safety, access, and communication.
- Your response times and servicing schedules.
- What social value you can deliver (e.g. apprenticeships, local hiring).
- A detailed pricing schedule.
For example: in a fire alarm servicing tender, the ITT may ask how you manage asset registers, handle out-of-hours callouts, comply with BS 5839-1, and ensure remedial works are completed within SLA.
The ITT is the stage where scoring starts to matter – until this point, most questionnaires are pass/fail, whereas ITTs use an evaluation matrix (price, quality, and social value).
What is a Fire Safety DPS?
A Dynamic Purchasing System (DPS) is a flexible procurement model that lets suppliers join at any time. It is commonly used for fire safety contracts that are:
- Recurring (e.g. fire door replacement programmes).
- Regionally spread (e.g. across multiple boroughs or sites).
- Dependent on responsive call-outs (e.g. emergency lighting failures).
How it works:
- You apply once, usually through a simplified PQQ.
- Once accepted, you are placed on the DPS list of approved fire safety suppliers.
- You are then invited to mini-competitions (short ITTs for specific projects).
- You only compete for projects relevant to your skillset or location.
In the fire safety industry, a housing association may run a DPS for “Fire Safety Works” covering installations, servicing, and remedials. You join as a compliant provider, then bid for mini-competitions as they are released.
What is a Fire Safety Framework?
Framework Agreements are long-term arrangements (usually 2–4 years) between clients and selected fire safety contractors. They do not guarantee work, but they pre-approve you for quicker access to opportunities.
In fire safety, frameworks often cover:
- FRA remedial works (e.g. fire stopping, signage, risers).
- Planned servicing (e.g. dry risers, alarms, extinguishers).
- Installations (e.g. fire doors, AOVs, emergency lighting).
- Whole-building fire protection packages.
Types of frameworks:
- Single-supplier – one contractor delivers all works.
- Multi-supplier – several contractors are appointed, with mini-competitions or direct awards for projects.
To get on a framework, you usually need to submit a full PQQ and ITT. Once appointed, you may receive regular work with less competition, especially via direct awards.
How Do They All Fit Together in Fire Safety?
Here’s how the process typically plays out:
Two-stage approach:
- PQQ – You prove your baseline credentials.
- ITT – You explain how you’ll deliver the work.
- Award – If successful, you’re given a contract or added to a framework/DPS.
DPS approach:
- DPS application – Quick PQQ-style entry.
- Mini-competitions – You bid for specific fire safety projects.
- Award – You deliver that project.
Why This Matters for Fire Safety Contractors
Understanding the difference between these procurement stages is crucial, especially when managing compliance-heavy services like fire alarm maintenance, fire door installations, and FRA remedials.
Whether you’re working in high-rise residential blocks or public sector buildings, your ability to navigate procurement will directly impact the fire safety contracts you win.
Each opportunity has its own nuance – so treat every stage carefully, keep your documents up to date, and ensure qualifications, accreditations, and policies are easy to upload when required.
Are You Ready to Win Fire Safety Tenders?
Bidding in the fire safety sector can be time consuming and complex.
While it can be done internally, professional bid writing companies (like us at Bid Writing Service) can significantly boost your chances of fire safety tender success through expert bid writing and end-to-end guidance throughout the entire bidding process.
Have a fire safety tender submission coming up? Why not utilise our expert fire safety tender writers? Contact us at michael.baron@bidwritingservice.com or lauren.moorhouse@bidwritingservice.com to discuss your needs, or, fill out the form below!
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