The main difficulty faced by a facility manager writing a maintenance specification is not knowing what work needs to be done; it is failing to notice what work is not being done. A specification with unclear scope results in the firm offering the lowest bid performing the narrowest scope of work, and the difference only becomes apparent during inspection or in a fire.
This page is intended for those preparing maintenance specifications or periodic inspection forms for fire safety systems. The scope lists below are inspection headings used by ASPEK in field applications; you can use them as a framework when creating your own specifications.
Five Items That Must Be Included in Every Specification
- Basis of the period. The phrase "at periods stipulated by the relevant standard and manufacturer's instructions" must be used. Specifications that base frequency directly on regulations establish an incorrect basis; BYKHY Article 84 and Article 100 impose the requirement and leave the period to the standard.
- Device-based traceability. It must be required to record which device was tested on which date. The phrase "sampling was performed" cannot be defended in inspection.
- Integration test. Damper, fan, elevator, door holder, announcement system, gas release triggering, and fire department notification must be written as a separate item. Device tests do not cover this.
- Non-conformity reporting format. It must be required that identified deficiencies be reported with photographs, location information, and priority ranking. A report stating only "maintenance was performed" carries no information.
- Spare parts and response time. Response time in case of failure, consumables included in scope (battery, detector chamber, seals) and items excluded from scope must be clearly separated.
System System Control Scope
Fire detection and alarm system
Examination of panel event log · reporting of disabled zones and devices · network disconnection and battery duration test · battery voltage and charge circuit measurement · testing of detectors with actual trigger · reading of contamination values in addressable systems · testing buttons with test key · siren and flasher inspection · loop resistance and repeater panel communication · testing of integration chain. Detail
Downloadable Inspection Forms (PDF)
Sahada kullandığımız kontrol formlarının örneklerini doğrudan indirebilirsiniz — kendi iç kontrolleriniz için serbestçe kullanın. Tesise özgü kapsam keşifle netleşir; dolu formların BYKHY gereği bina yetkilisince saklanması zorunludur.
If you are at the tender stage technical specification library Provides brand-independent specifications for 6 systems in Word+PDF format.
- 📄 Fire detection system periodic inspection form (PDF, A4) — panel, detector, button-siren, scenario tests
- 📄 Water suppression systems inspection form (PDF, A4) — pump unit, water tank, sprinkler, cabinet-hydrant
- 📄 Gas suppression inspection form — weighing, pressure, triggering chain, zone integrity
- 📄 Hood suppression inspection form — fusible link, nozzle, gas shutoff (6-monthly)
- 📄 Emergency lighting inspection form — function and annual duration test
- 📄 Portable extinguisher inspection card — field card per device (14 rows)
Fire pump group
Pump room area inspection · all valve positions · suction and discharge pressures · water tank level and supply · automatic activation test by reducing pressure from test line · separate measurement of each pump activation pressure · battery, charge circuit, fuel, oil and cooling inspection on diesel engine · initial startup attempts from both battery groups · flow-metered performance test · pump alarm signals reaching the panel. Detail
Sprinkler system
Main and zone valve position inspection and locking · testing of valve position monitoring switches · alarm valve, flow switch and gong test by providing actual flow data from test-drain line · pressure readings · air pressure and compressor on dry systems · head paint, corrosion and damage inspection · free space below head inspection · spare head cabinet suitability · detection of area usage changes. Detail
Fire cabinet and hydrant
Access and marking inspection · key arrangement in locked cabinets · hose inspection by fully opening and pressurizing · nozzle positions and coupling gaskets · cabinet valve operation · pressure and flow measurement at most unfavorable point · hydrant tested by water supply · drain inspection on underground hydrants · fire department water supply connection coupling compatibility. Detail
Gas suppression system
Weighing of cylinders and comparison with label value · propellant gas pressure reading with temperature correction · collector, hose and check valve inspection · nozzle blockage and alignment inspection · solenoid circuit separated triggering test · cross-zone detection logic · delay time measurement · manual discharge and stop buttons · audible-visual alarms · zone integrity and damper closure with gas signal · zone leak test where required. Detail
Gas system cylinders — filling and shell test
Tank contents at least every 6 months inspection · in halocarbon 5% weight / 10% pressure, in inert gas 5% pressure loss threshold application · pressure and weight gauges annually with calibrated device comparison · cylinder stamp and last shell test date reading · hose annually inspection · inspection date recorded on cylinder label · recovery of discharged gas · post-filling quantity verified according to zone volume · hydrostatic test recorded as a separate obligationA zone monitoring module connects an entire conventional detector line to the addressable loop. Critical areas are renewed with addressable devices while secondary zones continue to operate with their existing wiring. This provides significant cost advantage in capacity upgrade and renovation projects. Detail
Foam suppression system
Concentrate tank level and visual inspection · laboratory analysis by sampling · proportioner mix ratio measurement · bladder tank integrity · foam generator and lance inspection · deluge valve triggering test · collection of test waste water. Detail
Hood automatic suppression system
Wet chemical tube pressure and weight inspection · replacement of fusible link elements · nozzle cap operability and orifice blockage · nozzle-device alignment · automatic gas shutoff valve field test · electrical supply disconnection · cooking appliance installation comparison with design · filter and exhaust duct grease accumulation. Detail
Emergency lighting and signage
Function test by network disconnection · duration test · charge behavior after test · exit route coverage review · directional arrows indicating usable exit · fixture front not blocked · report reading on automatic test systems · fixture-based recording. Detail
Portable fire extinguishers
Annual on-site general inspection · renewal of extinguishing agent at end of fourth year with hydrostatic test · verification of device quantity according to hazard class (low hazard 1 unit of 6 kg per 500 m², medium and high 1 unit per 250 m²) · 25 m access distance · mounting height · visibility and marking · type-area suitability · service company TS 11827 scope TSE Service Competency Certificate and personnel training record · replacement device left when device is removed. Detail
In this item, both sales and maintenance and filling are provided by us; service is performed in accordance with TS 11827 requirements and device-based records are delivered.
Record Keeping Obligation
The Ministry's regulation guide is clear on this matter: all evacuation, fire detection and suppression systems in a building must be kept active and in working condition suitable for their installation purpose for as long as the building is in use; for this purpose, inspections and tests must be carried out at regular intervals by the building authority. The information, documents and records relating to said inspections, maintenance and tests must be kept in a secure place by the building owner, management or responsible party to be submitted to relevant and authorized units in any emergency.
The practical conclusion is: signing a maintenance contract does not satisfy the obligation. What satisfies the obligation is documented record of the work performed at device levelA zone monitoring module connects an entire conventional detector line to the addressable loop. Critical areas are renewed with addressable devices while secondary zones continue to operate with their existing wiring. This provides significant cost advantage in capacity upgrade and renovation projects.
Legal Basis for This Maintenance
Regulation on Fire Protection of Buildings (BYKHY) maintenance of fire safety systems is defined not as an optional improvement, but as an obligation incumbent upon the building owner and administrator defines it as follows:
- Article 84 — Emergency lighting, signage, and fire detection and alarm systems shall be subject to periodic inspection, testing, and maintenance as required by the system specified in the applicable standards, under the responsibility of the building owner and administrator or the building official to whom they have delegated responsibilities in writing.
- Article 100 — Fire suppression systems shall be subject to periodic inspection, testing, and maintenance as required by the system specified in the applicable standards, under the responsibility of the building owner, administrator, or the building official to whom they have delegated responsibilities in writing is a requirementA zone monitoring module connects an entire conventional detector line to the addressable loop. Critical areas are renewed with addressable devices while secondary zones continue to operate with their existing wiring. This provides significant cost advantage in capacity upgrade and renovation projects.
The common aspect of both articles is this: the regulation does not prescribe the period itself, but refers it to the standard the system is subject to. In other words, maintenance frequency is set not by the regulation but by the standard the system was designed to (TS EN 12845 for sprinklers, the TS EN 54 series for detection, TS ISO 14520 for gas systems) and by the manufacturer's own manual. A specification that says "the regulation requires this frequency" is built on the wrong basis.
The Ministry's regulation guide explicitly requires retention of these records: information, documents, and records related to inspections, maintenance, and tests must be kept in a secure place by the building owner, administrator, or responsible party for submission to relevant authorities in any emergency. Maintenance being performed is not enough; it must be documented that it was performed.
To Set Up Your Maintenance Program
One contract, a solution for everything: we provide end-to-end maintenance to fire detection, gas suppression, sprinkler, hydrant, and pump units in their entirety; if you wish, maintenance of camera (CCTV) systems can also be added to the same contract.
If you do not have the brand, age, and last maintenance record of the existing system on hand, that is not a problem; the first step is anyway inventory and current condition assessment. Setting up an annual program without seeing what is there in the field means selling maintenance for a system that does not exist.
You can examine your system brand's product equivalents in our product catalog ; for requirements specific to your facility's use class, you can visit our sectoral solutions pages.
For survey and quotation you can or send your plan through our write or directly You can call call the number. Survey is free within Ankara; for facilities throughout Turkey, the visit plan is established jointly before contract.
Frequently Asked Questions
How should the period be written in the maintenance specification?
It should be written as "at the periods specified by the relevant standard and manufacturer instructions." BYKHY Article 84 and Article 100 make maintenance mandatory but do not determine the frequency themselves; they refer to the standard applicable to the system. Specifications that base the frequency directly on the regulation have established an incorrect basis.
What should be included in the periodic inspection form?
The inspection date and the person who performed the inspection, the identity of the inspected device (address/location), the work performed, the measured values, the identified non-conformity and the action to be taken, and the date of the next inspection should be included. A form without device identity cannot prove what was tested during inspection.
How long should I keep maintenance records?
The guideline requires that documents be kept in a secure location to be submitted to the relevant and authorized units in case of emergency, and places this obligation on the building owner, management, or responsible party. In practice, retention in a manner that provides traceability over the life of the system is the correct approach, both for inspection and for fault history purposes.
I have a maintenance contract; does that fulfill my obligation?
No. The obligation is that maintenance has been performed and documented. A facility with a contract but no records, or records that are not detailed at device level, cannot prove during inspection that maintenance was performed.
Do you also perform cylinder refilling?
Yes, we do both. For fixed-system-connected gaseous extinguishing cylinders (FM-200, Novec 1230, CO₂, argon) we manage the entire process end-to-end: disassembly and shipping are handled by us, filling and hydrostatic test are performed at a certified filling facility, upon return assembly and commissioning are handled by us, and documents are delivered to you. We also perform periodic maintenance and refilling of hand-portable extinguishers; this service is subject to documentation in accordance with BYKHY Article 99 and is carried out in compliance with TS 11827 requirements.