Fire Safety: PQQs, DPS, ITTs – What Are They?

Fire Safety
Michael Baron
August 18, 2025
A white circular smoke detector or sensor is mounted on a gray concrete ceiling

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:

  1. You apply once, usually through a simplified PQQ.
  2. Once accepted, you are placed on the DPS list of approved fire safety suppliers.
  3. You are then invited to mini-competitions (short ITTs for specific projects).
  4. 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.

An orange fire extinguisher with a long black nozzle is mounted on a two-toned beige and white wall

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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Vinceo Ferlita

Crown ices Ltd.

One of the best companies we have worked with. From our first conversation to the completed work. Always on hand for any questions we had, very knowledgeable and timely. Would use again and would highly recommend. Thank you for your hard work and such excellent service. Crown ices Ltd.

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James Barber

I can not recommend BWS highly enough. Our first call with Luke was professional and built an immediate trust in the business. Lauren then took on our project at short notice with a 48 hour turn around time. She went above and beyond to ensure it was completed on time. We are now going to have a conversation about building a bid library and them becoming our exclusive supplier.

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Chris C

Lauren from BWS went above and beyond to support us with our tender on extremely short notice. Her dedication, professionalism, and willingness to assist at all hours were second to none. Lauren's expertise and responsiveness made what could have been a stressful process smooth and efficient. I cannot recommend her highly enough for anyone needing reliable and high-quality support.

G

GMS SERVICES LTD

We have used BWS to assist with our bid writing services. Not only does this provide us with vital resources when there are multiple tenders we want to bid for, it also provides a quality bid which is written by engaging bid writers who are interested in our business and helping us succeed. They become a part of our business. We would highly recommend their services and many thanks to George Flower who has delivered a brilliant service for us.

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Andrea Gascoigne

Recently won a nice project with the help of BWS, found them easy to work with and will use again.

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Barry Chapman

We used this company as part of our growth strategy, in that they, and I mean Lauren Moorhouse as their lead, created from scratch a comprehensive Bid Library. This is an excellent process to begin this new phase of our development, to gain more work and raising our branding profile. The whole system, was great to see how it grew into the formidable tool that it is, which we now have at our disposal, with an increase in our confidence to bolster our turnover.

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B&E Boys

We employed BWS to assist with our bid writing and knowledge management resources. The team were always very professional and flexible in working around our schedules whilst maintaining agreed deadlines. We would recommend BWS to others who are looking for a ‘fresh set of eyes’ on any business development material. We will be working with BWS in the future.

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Matt Webb

We engaged with BWS to assist with a bid on a civils project and were very pleased with the work they delivered. There was always clear communication and documents were produced within the agreed timeframes and cost. Being the first time working with a bid writing company they immediately put as at ease and gave us confidence that our submission was as strong as possible which gave us the best chance. Thanks to all the team at BWS!

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Nick Heath

Compass Fuel

We dived into the world of tenders, and Lauren made the process fairly simple for novices like ourselves. Wouldnt hesitate to use their services again. Nick Heath - Compass Fuel

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Josh Lownsborough

Working with Kyle has been a pleasure , He has been working weekends and evenings to get the job ready in time, His responses are superb and he is a real professional at his job. I hope we win the contract and I will certainly use Kyle again in the future

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Matt

My organisation has only recently started working with BWS and we have already seen a win! The team are always professional and work around my schedule. We will continue to work with BWS for future bids, thanks BWS team!

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Tracey Gordon

Excellent, efficient and professional service from Lauren & Rhiannon. Would 100% recommend and will definitely use again.

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James Bell

Great service. Quick turnaround and well written bid. Fingers crossed for a successful tender outcome.

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Chris Davy

We used BWS and found them very quick and efficient, well worth using and will do again

A

Anele Griessel

Rhiannon was friendly, listened, and clarified our questions. Thank you very much

M

Mirela Stefan

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