The apparatus specification and purchasing process can be a daunting task for departments that have not acquired a new vehicle in some time. Due to financial constraints in many communities that resulted in a reduction of capital project expenses, since 2008 some fire departments have had to make do with their current apparatus fleet. After suffering extended service life cycles with increased repair and maintenance costs, the fire apparatus market is beginning to gain strength with manufacturers’ lead times for new units at times extending past 10-12 months.
In previous Apparatus Architect articles, we detailed the various segments of the specification process, including conducting a needs assessment, developing a listing of design features and components that will serve the department’s mission and operational needs as well as developing the specification verbiage. Over the past decade, many of the changes made to commercial and custom chassis apparatus have been driven by governmental regulations from the Environmental Protection Agency (EPA) with respect to diesel engine emissions as well as various changes to the NFPA 1901 standard. While many of these requirements have enhanced the safety and operational performance of our units, others have not been enthusiastically received by the fire service, resulting, in some cases, in new apparatus that have experienced increased maintenance costs and downtime.
It is interesting to observe the Class 7 and 8 heavy truck markets where increased emphasis has been placed on vehicle uptime (a new term used in the trucking industry instead of the less desirable term, downtime) using telematics and diagnostic tools to enhance vehicle performance and reduce operational costs. With the increased cost of fire apparatus, it is anticipated that this technology will transfer into our vehicle fleets to improve service life and identify component areas that may be problematic.
All of these areas are of vital concern to apparatus fleet managers, because when the vehicle is completed at the manufacturer’s facility, we are responsible for conducting a thorough inspection on the apparatus before delivery to the department. The expectations and requirements for conducting the final inspection should be detailed within your specifications in the Requirements to Bidders section, so there are no surprises during the inspection.
Basic logistics
The fire department representatives should include those personnel who attended the preconstruction conference as well as the department fleet manager or mechanic. At least one person should be responsible for bringing along copies of the original bid proposal, department specifications, change orders and all pertinent correspondence on the project. The final inspection should be considered as a working event with a minimum of one full day for any vehicle. Aerial ladders, quints and other combination apparatus will require additional time to perform operational tests while at the manufacturer’s facility.
While most manufacturer inspection areas have this equipment, the department’s inspection team should come prepared with a tape measure, hand light, creeper and pump test equipment. The inspection should start with a review of each area on the apparatus, from bumper to back step, following the format of the manufacturer’s specifications and component lists to ensure compliance with the contract.
Documentation
It will often be necessary to refer back to change orders initiated at the preconstruction conference to verify compliance. Prior to the final inspection, the fire department should request an as-built version of the specifications and blueprints for use during the inspection. This documentation, if available, can streamline this portion of the inspection process. All of the principal dimensions of the vehicle should be verified, including the overall length, overall height and any specific area where tool- and equipment-mounting is critical, including compartment dimensions.
One member of the inspection team should be responsible for documenting all concerns and areas where there are specification issues.
Test it out
One or two team members should perform an under-chassis inspection using cell phone cameras and brightly colored tape to identify hose chaffing, loose electrical wiring harness or unprotected wiring. At some point, the cab should be tilted to permit an inspection of the drive train, batteries and front axle components that are more easily viewed from the top side of the vehicle.
All components and systems that can be operated should be tested, including all vehicle lighting, component door open indicators, seatbelt monitors, window regulators and electrical outlets, for example. Much of this work can be conducted inside the inspection bays without having to start the vehicle.
Operational testing of the warning lights, audible devices, generator and other systems should be done outside and in an approved location with representatives from the manufacturer. Several members can review and verify the quality of the paint finish, graphics and overall fit and finish on the apparatus. Again, bright colored non-marring tape should be utilized to identify areas of concern.
The fire department’s specifications should require that all third-party testing for the fire pump, generator and aerial device be performed prior to the final inspection with a PDF copy of this available for review by the committee. This is very important as it has been our experience that completing the testing prior to the committee’s arrival gives the manufacturer time to fix any issues before your arrival for the final inspection.
Any apparatus equipped with a fire pump should be subject to a performance test during the final inspection. While the apparatus may have successfully complete the third-party pump test, if the vehicle is equipped with front-bumper or rear-body discharges, chances are that these discharges were not used for the certification testing.
If the apparatus is equipped with a foam system, this should be tested as well. Specifically, dye can be added to the water in the foam tank to verify that the system works as designed and intended.
The pump and foam system testing requirements should be made known to your sales representative and the factory prior to your arrival to ensure that the pump testing facility will have time to accommodate the necessary testing.
Aerial apparatus should be moved to a secure portion of the facility where, under the guidance of manufacturer personnel, the aerial device can be safely positioned and operated for inspection. Depending upon weather conditions and available water supply, it may be impossible to flow water through an aerial platform or ladder equipped with a prepiped waterway. But if it is possible to flow water, it is highly recommended to do so, as it is easier to fix any issues that arise at the factory rather than after delivery at your station. If the inspection team desires to witness a flow test or aerial stability test, arrangements for this needs to be coordinated with the apparatus builder in advance.
Vehicle weight
In order to verify vehicle weights, the manufacturer should provide front- and rear-axle weights, both loaded and unloaded, for review and comparison against the weight analysis. Prior to taking the apparatus out for a road test, the unit, if equipped, should have both the water and foam tanks filled to simulate a more accurate feel of vehicle acceleration and braking on the roadway. The apparatus should be operated by qualified members of the inspection team on local roads as well as limited access highways where top speed and handing can be verified.
A word of caution here: Inquire with your sales representative what the manufacturer’s requirements are for fire department personnel to operate the apparatus on public highways before your inspection. Due to insurance regulations, some builders insist that department personnel must possess a CDL or other certification to operate the unit while the apparatus is under the manufacturer’s possession.
Final steps
Upon completion of the operational and road test, a consolidated list of all discrepancies should be developed for review by all inspection team members. Depending upon the apparatus builder, there are different procedures as to how the department’s punch list is transferred into the manufacturer’s quality control system. One of the more effective procedures is to have a walkaround review where each item on the final inspection list is discussed with the manufacturer’s personnel to clarify precisely how the repairs will be conducted and to address any area where a conflict may exist between the fire department and manufacturer’s specifications.
At this point, the apparatus committee team should have a clear vision as to how each of the punch list items will be corrected and if any of these would result in a cost increase to the contract price. The final inspection is not the time to determine that you would like to have the cab-mounted light bar configuration changed or to add any component that would require a significant lead time to delay the completion of the apparatus.
Once the unit is delivered to the local dealership or other location, the department should first review the apparatus to ensure that each of the punch list items were successfully completed.
The apparatus should then be outfitted and loaded with all hose, tools and equipment and taken to certified scales to confirm the in-service weight on the vehicle. Weigh before you pay! If the unit is found to be overweight or not in conformance with the manufacturer’s supplied weight analysis, then the vehicle should not be accepted until a safe remedy is identified.
The specific terms for apparatus delivery, acceptance, training and payment terms should be stipulated in the department’s bid specifications so there are no surprises at the conclusion of the process.
In sum
The final inspection is the culmination of many hours of effort by the apparatus committee, and should result in a positive experience where the result of the initial groundwork by the group provides a safe and reliable piece of equipment that will meet the needs of the department for many years.
