Hospitals need to be very specific about their patients’ safety. In their safety equipment, there are alarms, sprinklers and other fire safety systems. They all need to work properly and that’s non-negotiable. That’s why hospitals have to seek reliable fire protection companies. They help inspect, test, maintain and repair these fire safety systems.
As a fire protection company, you will definitely want to win a hospital contract. For that, you have to show that your company can actually provide safe and reliable services to hospitals. You can prove that you are reliable by showing clear inspection reports. Also, give them assurance of how quickly you can respond to problems. You have to follow the hospital’s safety requirements too.
To win fire protection contracts, you have to first find hospitals that may need your services. Then ask for their inspection reports and look for the fire safety problems in them. Next, find the person responsible for fire safety in the hospital and contact them.
Don’t offer services yet. Check what the hospital requires. Some hospitals ask for specific licenses, insurance or certifications.
This guide will tell you how to find hospitals, contact the right people, prepare your offer and meet the hospital’s fire safety requirements.
What Replaced EC.02.03.05 in 2026?
On January 1, 2026, The Joint Commission replaced the old EC.02.03.05 standard with a new Physical Environment (PE) chapter. Now, fire safety requirements fall under PE.03.01.01.
The Joint Commission also combined the old Environment of Care (EC) and Life Safety (LS) chapters. ASHE says the changes reduced the number of hospital accreditation requirements by 48%. But hospitals still need to inspect and maintain their fire protection systems.
The main fire safety standards include:
- NFPA 101: It is used for building fire safety and safe exits.
- NFPA 72: It is used for fire alarm systems.
- NFPA 25: It is used for sprinklers and other water-based fire protection systems.
- NFPA 99: It is used for safety requirements for health care facilities.
There are many hospitals that follow Medicare and Medicaid requirements. CMS uses the 2012 editions of NFPA 101 and NFPA 99. But they have certain exceptions and waivers.
Hospitals accredited by DNV must also follow the standards that apply to their accreditation. DNV’s 2026 Revision 26-0 took effect on January 29 for new applicants and April 29 for existing customers.
Report Errors That Lead to Findings
In fire inspection reports, you must avoid missing device lists, incorrect NFPA standards, wrong testing times, etc. Or else, it can cause problems during fire detection.
As per ASHE, there are four common mistakes we generally find in hospital fire testing reports:
- Missing device list
- Missing information
- Missing NFPA standard
- Wrong test time
The hospital needs clear reports. It must clearly show what devices were tested, where the devices are located, which fire safety standard was followed, etc. Also, fire protection companies should check that all the information is correct and complete before sending a report to a hospital.
Where to Find Hospitals With Failed Fire Records
Find hospitals with failed fire safety records by searching CMS-2567 inspection reports online. The U.S. government publishes hospital inspection reports on it. These reports explain which safety rules a hospital failed to meet. Here, you can search hospital reports and critical access hospital reports easily.
You can search by state, date and type of problem. Then look for these two codes.
| K-tag | Covers | Example problem |
| K0345 | Fire alarms | Missing test records |
| K0353 | Sprinklers | Missing inspection records |
Fire protection companies can find new customers by searching hospital inspection reports in U.S. states. They offer services and identify hospitals with fire safety problems. Then, contact the hospital politely and be ready to handle objections when selling fire inspection contracts.
Who Buys Fire Protection Services at a Hospital?
Hospital facilities managers buy fire protection services at a hospital. However, you should contact:
- Private hospitals: Contact the facilities manager. This person oversees the hospital building and its safety systems.
- Public hospitals: Check government websites for contracts and job opportunities for service companies.
- Hospital groups: Ask whether one central office hires fire protection companies for all its hospitals or if there is more.
- Vendor registration: Some hospitals require companies to register before they can offer services. For example, Duke Health has a vendor registration process.
Massachusetts published a contract for fire alarm testing at Taunton State Hospital. The contract requires the company to send test reports to the maintenance manager every three months. This means the maintenance manager may be a useful person to contact about fire testing services.
Some hospitals use GPOs. These organizations help hospitals buy services and supplies. However, we could not confirm a public GPO contract specifically for fire detection services.
So, contact the hospital’s purchasing department. Ask, “Who manages fire protection contracts and how can my company register to provide these services?”
How Hospitals Check Fire Protection Companies
Hospitals check fire protection companies before allowing them to work inside by asking for identity documents and security badges.
For example, Children’s Healthcare of Atlanta uses symplr to check contractors. Checks may include criminal records, vaccination records, etc. Contractors may even need badges to enter the approved areas.
Duke Health also requires contractor registration. Here, contractors must get approval and may need to pay for their badges.
Hospitals need to ensure patient safety by protecting them from dust when construction or repair work is going on. For that, they may use an Infection Control Risk Assessment (ICRA) to save patients from fire hazards.
The work is grouped by:
- Type A: Small jobs that create little dust.
- Types B, C and D: Jobs that may create more dust and need stronger safety measures.
Let’s say you are removing ceiling tiles or drilling in your hospital. At that time, you may require extra precautions. But what fire safety procedures you will use depends on the work and the hospital’s requirements, which are written in APIC guidelines.
What Does a Hospital Fire Protection Contract Require?
A hospital fire protection contract requires inspections, testing schedules, reports, technician qualifications, insurance and emergency response times.
For example, a past contract at Taunton State Hospital required the fire protection company to:
| Contract requirement | What it means |
| Contract length: 36 months | The company had to provide services for three years. |
| Quarterly visits | The company had to visit every three months. |
| Test all devices yearly | Every fire or smoke alarm had to be tested at least once a year. |
| Testing reports | The company had to report whether each device passed or failed. |
| Phone response within 30 minutes | The company had to respond to calls within 30 minutes. |
| On-site response within 4 hours | A technician had to arrive at the hospital within four hours. |
| Qualified technicians | Technicians needed the certifications specified in the contract. |
These requirements came from an older contract covering July 2020 to June 2023. Other hospitals may have different requirements. So, it depends on the hospital.
Before offering a price, a fire protection company should see what the hospitals want. For example, know which buildings, fire alarms and devices you have to inspect, what tests you have to perform and how often. Also, know when and how you have to submit the results and how quickly you should respond. Know if the response time is the same during nights, weekends and holidays.
Now the healthcare industry asks for licenses, certifications and insurance. So be clear about all of them.
Let’s say you offer a low price. But the contract says you have to do many repairs or emergency visits. In that case, your fire protection plan could result in a loss.
You must also check the licensing rules in the state where the hospital is located. And do not promise certifications or services your company cannot provide.
If the contract doesn’t clearly state the number of devices or response times, ask the hospital for clarification. Then submit your bid.
Response Time and Fire Watch Rules
Hospitals must repair failed fire safety systems quickly and follow fire watch rules to protect patients until repairs are complete. This means staff will check the building and look for signs of fire until the problem is fixed.
According to the Ohio Department of Health, these time limits may apply:
| System | Time limit |
| Fire alarm | 4 hours within 24 hours |
| Sprinkler system | 10 hours within 24 hours |
| Stricter hospital rules | May require action after 4 hours for either system |
These limits tell us when a fire watch may be needed. They do not mean the hospital can wait that long before taking action. It only means that the hospital must follow its own rules and local fire safety requirements.
During a fire watch, staff may need to check the building every 15 minutes, both day and night. They must focus on watching for fires instead of doing other work. The hospital may also need to notify the fire department.
The Johns Hopkins facilities guide has some stricter requirements. It says that companies must fix broken systems as quickly as possible. They should keep hospital staff informed about the problem and the repair progress they are making. And of course, they should keep following the hospital’s emergency procedures.
How to Win a Hospital That Already Has a Fire Protection Company
To win a hospital that already has a fire protection company, you must show hospitals that your company offers more reliable service than their current provider.
Just follow these steps:
- Find problems in inspection reports
- Get approved as a vendor
- Show a sample report:
- Explain how quickly you can respond
- Ask about the current contract
Lastly, follow up with the hospital before the current contract ends. You can also use CallingAgency’s fire protection lead generation service to connect with facility managers and arrange sales meetings.
Conclusion
To win hospital fire protection contracts, show the hospital that your company is reliable. For that, you have to provide regular inspections, clear reports and quick repairs. Most importantly, you have to follow the hospital’s safety requirements and keep your documents ready.
Target those medical clinics that need fire protection services. Then contact the right person and tell them what services you provide. Keep your licenses, insurance and documents ready, just as a fire protection vendor for property management companies would.
You can only achieve contracts when you give good service, send clear reports and fix problems quickly. If you can make the hospital happy with your work, it may hire you again.
Frequently Asked Questions
Is EC.02.03.05 still a Joint Commission standard?
No, EC.02.03.05 is not a Joint Commission standard anymore. The Joint Commission removed it on January 1, 2026, and now the fire safety requirements are under PE.03.01.01.
Which NFPA 101 edition does CMS require hospitals to follow?
CMS requires hospitals to follow the 2012 editions of NFPA 101 and NFPA 99, especially when there are Medicare and Medicaid requirements. Here, local rules may also apply, so you have to check the CMS guidance to know the exact rules.
Do fire protection contractors need hospital approval?
Yes, fire protection contractors need hospital approval to work there. Many hospitals even ask contractors to register before starting the work. They may even ask for your insurance, worker information, safety records or other documents. So, before you visit the hospital, ask, “What do I need to work here?”
Where can I find a hospital’s fire safety inspection reports?
You can find a hospital’s fire safety inspection reports on CMS hospital reports. Look for K0345 to find fire alarm problems and K0353 to find sprinkler problems. These reports can help you find hospitals that may need fire protection work.
