For large estates with multiple buildings, maintaining compliant and reliable fire alarm systems can be complex. When servicing is inconsistent or poorly reported, the risks to safety and compliance increase significantly.

This was the challenge faced by the facilities management team overseeing Sheffield Hallam University, working alongside CBRE Global Workplace Solutions (GWS), a global real estate services company specialising in property portfolio management and integrated facilities management. Their extensive portfolio of buildings required dependable fire alarm maintenance, accurate asset reporting and a clear strategy for managing life safety systems.

With previous service providers failing to meet expectations, TP Fire & Security was appointed to stabilise the situation, improve reliability and restore confidence in the site’s fire safety infrastructure.

The estate managed for Sheffield Hallam University included a wide range of life safety systems across multiple buildings. These assets included fire alarm systems, fire suppression equipment, smoke vents, fire dampers and fire doors.

However, the service provision in place before TP Fire & Security’s involvement was inconsistent and fragmented. Multiple suppliers were responsible for different systems, creating a disjointed maintenance structure and making it difficult to maintain oversight of compliance.

Key challenges included:

• Incomplete or missed servicing of life safety assets
• Poor performance and unreliable service delivery
• Incorrect or unclear reporting of failed or missed devices
• No clear long-term replacement or upgrade strategy
• Excessive time spent managing multiple suppliers

Without accurate system verification and reliable servicing, maintaining statutory compliance became increasingly difficult for the facilities management team.

TP Fire & Security were introduced as the new service provider with the objective of stabilising the existing systems and improving maintenance processes across the estate.

From the very first site visits, the team implemented a structured and proactive approach to fire alarm system maintenance and asset verification.

Key actions included:

Full device inspection and testing
Every device across the fire alarm systems was inspected and tested to verify correct operation and ensure accurate asset records.

Comprehensive asset verification
Existing system records were reviewed and corrected where necessary to create a clear and accurate inventory of life safety assets.

Control panel programming review
Fire alarm panels were analysed and assessed to ensure correct programming and system configuration.

Centralised service coordination
A single point of contact was introduced, simplifying communication and ensuring consistent service delivery.

Flexible engineering support
Engineers worked around the operational needs of each building, ensuring minimal disruption while completing inspections and servicing.

Immediate defect reporting and stabilisation planning
Any system failures or compliance issues were promptly captured, documented and supported with clear remedial recommendations.

This structured approach created a reliable maintenance framework across all service lines, ensuring the estate’s life safety systems were properly maintained and documented.

The impact of the new fire alarm system maintenance strategy was immediate.

The facilities management team gained confidence that all life safety systems were being properly inspected, maintained and documented. Defects were now identified accurately, reported clearly and supported with recommended remedial works.

Key outcomes included:

• Improved reliability of fire alarm systems across the estate
• Full system documentation suitable for statutory compliance and audits
• Clear defect reporting and budgeting visibility for remedial works
• Simplified maintenance scheduling and reduced administrative workload
• Faster completion of remedial works and system reinstatement

The result was a stable, compliant and well-documented fire safety infrastructure across a complex multi-building environment.

Richard Cassell from CBRE praised the partnership and service delivery: