A national fire door inspection programme across more than 600 widely dispersed sites

Project overview

Following a competitive bidding process, Checkmate Fire was selected to perform fire door inspections at 671 locations across the UK. The primary goal of these assessments was to evaluate the current state of our client's fire door inventory, pinpoint any compliance issues and suggest necessary corrective actions. In instances where doors were deemed economically unrepairable, recommendations for replacements were made to ensure adherence to safety regulations.

The client required timely submission of survey report data while the inspections were underway. They needed high-level summary information but also wanted the option to access detailed reports as needed.

We faced three significant challenges that required careful consideration: the extensive number of sites needing inspection, the limited timeframe available for completing this task and the geographical distribution of locations throughout mainland UK and Northern Ireland. In summary, we had to inspect 671 widely dispersed sites and conduct approximately 8,000 fire door evaluations, all while ensuring that related reports and quotations were delivered to our client within a tight 15-week deadline.

Our achievement was fuelled not only by the exceptional dedication of our entire team but also by proficient project management practices, effective utilisation of project data, strong communication strategies and thorough planning and coordination throughout the entire programme.

Scope of works

Stage 1 of this important project encompassed a thorough inspection, verification and tagging of all fire doors situated within designated areas of our client's facilities, adhering to its 'betterment approach.' It was essential to consistently document precise and current survey data while upholding inspection standards in line with compliance and regulatory mandates.

Following the inspections, a detailed cost estimate for each examined door was created, accompanied by recommendations for repairs or replacements of assets as needed to ensure certification and compliance. This information was then incorporated into a schedule of site visits aligned with the client's Pre-Arrangement of Site Visits Guide. The project stipulated that all tasks be executed by qualified personnel responsible for health, safety and environmental (HSE/H&S) provisions, including mandatory personal protective equipment (PPE) for all staff members.

Regular meetings were established to monitor progress, evaluate key performance indicators (KPIs), review the overall programme, ensure adherence to service level agreements (SLAs), address any concerns and strategise improvements when necessary.

Approach and methodology

Once the contract was secured, we were given a stringent timeline to conduct comprehensive fire door inspections across 671 locations. The principal challenge lay not in the sheer number of sites but rather in their extensive geographical dispersion. The properties were situated throughout mainland UK and Northern Ireland, from concentrations in urban areas to isolated facilities in rural regions. Effective planning of schedules, access arrangements and resource distribution was crucial to our success, enabling us to complete all inspections within the stipulated 15 week timeframe. The Checkmate Fire projects team possesses the necessary expertise to adeptly plan, coordinate, allocate resources and execute complex multi-site initiatives swiftly.

Our initial task involved an exhaustive review of the project brief to fully grasp the client’s objectives and expectations. We subsequently identified all pertinent stakeholders and members of the client's preliminary team to delineate roles and responsibilities among all parties involved.

We emphasised risk identification alongside gathering critical project information and essential compliance requirements. Our Project Manager created and disseminated a detailed Request for Information (RFI) and Risk Register, aligning actions with key project needs and associated deadlines.

A comprehensive Project Execution Plan was then presented to the client for approval. This document defined our proposed methodology for effectively managing, monitoring and delivering the initiative in accordance with the brief.

Concurrently, our internal IT team developed a tailored project dashboard that allowed the client to track real-time progress while accessing both high-level overviews and detailed project data. This interface also facilitated individual reporting based on property type, door classification, damage type, as well as suggested remedial or replacement measures.

Upon receiving final validation and client approval, we initiated the fire door inspection programme across all active sites. All locations remained occupied during this process so careful scheduling was necessary to minimise disruption to building occupants during daily operations.

Considerations

This contract was implemented on a national scale, encompassing locations that posed logistical challenges, such as offshore sites. A significant volume of data was involved, necessitating precise and timely recording and updates.

Extensive multi-site programmes demand further considerations to prevent delays and setbacks. It is essential to devise an effective contingency plan and change management strategy.

Key challenges

As there was a significant amount of travel time required between site visits, effectively managing site access on every occasion became essential for the project's efficiency. The sites varied from urban locations to remote and offshore areas, emphasising the importance of meticulous logistics planning. This necessity was further highlighted by the fact that the buildings were occupied, necessitating a high level of organisation to avoid disrupting any client activities.

The quality of data reporting was vital to the project's success, as was our commitment to quality management, which underwent regular assessments. This approach allowed us to maintain continuous communication with the client regarding all project developments while adhering to stringent compliance standards, including conducting asbestos surveys and producing detailed drawings.

Our Boris software facilitated automation in scheduling, job tracking and report generation, thereby streamlining operations and reducing reliance on manual processes. This capability proved particularly beneficial for reporting anomalies that did not align with predefined categories or types.

Lessons learnt

An essential advantage of early team member appointments and the initial establishment of role specific KPIs was a key lesson learned. This proactive approach enabled the team to effectively manage the time and costs linked to additional surveys such as asbestos assessments and necessary enclosures, existing building conditions, service decommissioning or diversions, access requirements and protective measures.

Furthermore, this strategy included a contingency plan for unforeseen circumstances while aiming to minimise expenses through precise data collection. Ultimately, it aimed to enhance value for the client by fostering a strong relationship between the project manager and the client.

Benefits

We have cultivated a strong relationship with our client, which we anticipate will pave the way for additional collaboration opportunities with the business. This has already begun to materialise, as evidenced by the awarding of projects unrelated to this initiative in June 2025, specifically concerning residential units. Building on the success of this Stage 1 project, negotiations are currently underway for a Stage 2 programme.