AI Consultant for Fire Engineering

We are a specialist fire engineering consultancy based in the UK and Ireland. We currently use a range of digital tools to manage technical reporting, project delivery, administration, quality control and business development. We are currently using ChatGPT to support some internal drafting, reporting, administration and business processes. However, we now want to take a more structured and strategic approach by fully integrating Claude into our consultancy workflows. We are seeking an experienced AI and digital transformation consultant to carry out an initial audit of our current technology stack, assess how AI can be used safely and effectively across the business, and provide a clear strategic report before we commit to a larger implementation contract. This initial project is intended to be a discovery and strategy phase. We want to understand the best approach before investing in full-scale AI integration. Current Technology Stack Our current systems include: • Microsoft 365 – Word, Excel, PowerPoint and Outlook • Monday.com – project and task management • Everhour – time tracking and project cost monitoring • LinkedIn and Instagram – business development and social media • Bluebeam – drawing reviews and mark-ups • AutoCAD – technical drawings and drawing coordination • ArchtecPro – external wall and façade reporting workflows • ChatGPT – currently used informally for drafting and business support • Firecheckpro – currently testing phase for missing technical info in our reports and drawings. Key Business Objective Our main objective is to adopt AI, particularly Claude, into our consultancy processes in a way that: • Maximises efficiency • Maintains technical quality • Protects confidential client information • Supports fire engineers with technical and administrative tasks • Supports the administration team with repeatable workflows • Supports the quality control manager with structured review processes • Improves consistency across reports, proposals, drawings, correspondence and project management • Reduces repetitive manual work without reducing professional oversight or accountability AI must support professional judgement. It must not replace technical review, quality control or consultant responsibility. Initial Scope of Work We are looking for a consultant to complete an initial audit and strategic review of our current systems and workflows. The initial scope should include: 1. Technology Stack Audit Review how we currently use Microsoft 365, Monday.com, Everhour, Bluebeam, AutoCAD, ArchtecPro, LinkedIn, Instagram, ChatGPT, and Firecheckpro. Identify areas where systems are working well, where there is duplication, and where AI could improve workflow efficiency. 2. AI Readiness Review Assess how prepared the business is to integrate Claude into day-to-day operations. This should include consideration of staff adoption, data handling, workflow structure, confidentiality, quality control and practical implementation. 3. Claude Integration Strategy Provide recommendations on how Claude could be integrated into our consultancy processes, including: • Report drafting support • Fee proposal drafting • Meeting notes and action tracking • Email drafting and client correspondence • Drawing review summaries • Bluebeam mark-up summaries • Project updates • Quality control checklists • Internal knowledge management • Social media and business development content • Document comparison and consistency checking 4. Workflow Mapping- Map out where AI could sit within our existing workflows for: • Fire engineers • Administration staff • Quality control manager • Business development and marketing • Project management • Senior management review 5. Risk and Governance Review Identify the key risks of using AI within a consultancy environment and recommend appropriate controls. This should include: • Confidentiality • Data protection • Client information • Technical accuracy • Quality assurance • Human review • Version control • Professional accountability • Approved and prohibited AI use cases 6. Strategic Report-Prepare a clear written report outlining: • Current position • Key opportunities • Key risks • Recommended AI tools and workflows • Recommended Claude implementation approach • Short-term, medium-term and long-term actions • Suggested priorities • Estimated effort required for full implementation • Recommended next steps before entering into a larger contract Future Larger Contract Subject to the quality of the initial audit and strategic report, we may appoint the successful consultant to assist with the full AI implementation phase. This may include: • Building AI-supported templates • Creating Claude prompts and workflows • Setting up internal AI guidance • Developing staff training • Improving Monday.com and Everhour workflows • Creating Microsoft 365 templates • Supporting Bluebeam and drawing review workflows • Developing quality control systems • Creating an AI governance policy • Supporting ongoing optimisation Experience Required Experience in a fire engineering consultancy is not required. However, applicants must have experience working with consultancy businesses or professional services organisations where quality, confidentiality, document control and client deliverables are important. The ideal consultant will have experience in: • AI implementation within consultancy or professional services • Claude, ChatGPT or other large language model tools • Workflow automation and process improvement • Microsoft 365 • Monday.com or similar project management platforms • Document-heavy consultancy environments • Quality control and governance processes • Report writing and template development • Data protection and confidentiality considerations • Change management and staff adoption • Experience with Bluebeam, AutoCAD, ArchtecPro, engineering consultancies, construction consultancies or fire safety would be beneficial but is not essential. Deliverables for Initial Contract The initial contract should produce the following: 1. Discovery meeting with business owner and key team members 2. Review of current technology stack and workflows 3. Identification of AI opportunities across the business 4. Identification of risks and limitations 5. Strategic AI integration report 6. Recommended Claude implementation roadmap 7. Suggested next steps and scope for a larger implementation contract What We Are Looking For We are looking for someone who is practical, strategic and able to provide clear business advice. We do not want a generic AI overview. We need a highly practical assessment of how AI can be integrated into our actual consultancy workflows using the systems we already have. The right person will understand that the objective is not simply to use AI more often, but to use it safely, consistently and effectively to improve efficiency while maintaining quality. Proposal Requirements Please include the following in your proposal: • Your experience integrating AI into consultancy or professional services businesses • Your experience with Claude and ChatGPT • Your experience with Microsoft 365 and project management systems • Examples and results of similar audits, workflow reviews or AI implementation strategies • Your proposed approach to the initial audit • What information you would need from us • Your estimated timeline for completing the strategic report • Your fixed fee or estimated cost for the initial audit and report • Any recommendations on how we should structure this discovery phase Preferred Contract Structure We would like to begin with a fixed-price initial audit and strategic report. Following completion of the report, we may agree a separate, larger contract for implementation, training, template development and workflow integration. Important Note All work must be approached with strict confidentiality. Our business handles client information, technical reports, drawings, photographs, inspection findings and commercially sensitive information. Any proposed AI integration must consider data protection, confidentiality and professional quality control from the outset.