Horton Housing

Ensuring Fire Safety Compliance for a Multi-Site Residential Client

Client:

Horton Housing Association has over 20 premises across Yorkshire, ranging from small bedsits to large multiple occupancy building.

Challenge:

Inconsistent Service: They had previously used multiple local contractors, resulting in varying levels of service quality, inconsistent reporting, and difficulty tracking compliance across all sites.

Lack of Centralized Management: No central oversight of maintenance records made it difficult to identify trends, predict potential issues, and ensure consistent compliance with BS 5839.

Budgetary Concerns: Managing numerous individual contracts led to higher administrative costs and difficulty controlling overall maintenance expenditure.

Meeting Regulatory Requirements: Ensuring all sites consistently met the stringent requirements of BS 5839 (Fire detection and fire alarm systems for buildings) and the Regulatory Reform (Fire Safety) Order 2005 was a constant concern.

Solution:

The client awarded a comprehensive fire alarm maintenance contract to GRB Compliance Services.

The contract included:

Scheduled Preventative Maintenance: Regular inspections and testing of all fire alarm systems in accordance with BS 5839, including:

Weekly fire alarm tests (user responsibility, but guidance and support provided).
Six-monthly servicing by qualified engineers.
Annual inspection and testing of all system components.

24/7 Emergency Call-Out Service: Guaranteed response times for emergency call-outs to address system faults and minimize downtime.

Centralized Online Portal: A dedicated online portal provided the client with real-time access to:

Maintenance records for all sites.
Service reports and certificates.
Fault tracking and resolution.
Asset registers. Compliance status overview.

Dedicated Account Manager: A single point of contact for all communication and coordination.

Fixed-Price Contract: A fixed-price contract provided predictable budgeting and eliminated the administrative burden of managing multiple invoices.

Training and Support: Staff training on basic fire safety procedures and the operation of the fire alarm systems.

Results:

Implementing the centralized fire alarm maintenance contract delivered significant benefits:

Improved Compliance: Consistent maintenance and thorough record-keeping ensured all sites consistently met the requirements of BS 5839 and the Fire Safety Order.

Reduced False Alarms: Proactive maintenance and fault identification helped minimize false alarms, reducing disruption and unnecessary call-outs to the fire service.

Cost Savings: Centralized management and a fixed-price contract resulted in significant cost savings compared to managing multiple local contractors.

Enhanced Reporting and Transparency: The online portal provided clear visibility of maintenance activities, compliance status, and expenditures across all sites.

Improved Efficiency: Streamlined communication and a dedicated account manager simplified the management of fire alarm maintenance.

Peace of Mind: The client gained peace of mind knowing that their fire alarm systems were being maintained to the highest standards, ensuring the safety of their staff and customers.

Key Takeaways:

Centralized fire alarm maintenance contracts offer significant advantages for multi-site organizations.
Compliance with BS 5839 is essential for legal compliance and fire safety.
Online portals provide valuable tools for managing maintenance records and tracking compliance.
Proactive maintenance reduces false alarms and minimizes disruption.
Fixed-price contracts offer predictable budgeting and cost control.

This case study demonstrates the value of a well-structured fire alarm maintenance contract in ensuring compliance, improving efficiency, and enhancing fire safety for multi-site businesses in the UK. By partnering with GRB Compliance Services, organizations can effectively manage their fire safety obligations and protect their assets and personnel.