Making Apparatus Specs Clear, Concise, and Consistent

BY William C. Peters

This past year, the New Jersey State Commission of Investigation took an extensive look at the apparatus purchasing practices around the state. In September, it issued a report entitled “Alarming Contracts, Fixed Bids, Conflicts of Interest, Big $, and Lax Transparency in the Purchase of Fire Trucks in New Jersey.” The findings concluded that there is a heavy reliance on “proprietary” design specifications written by fire truck manufacturers and passed along by their dealers’ sales personnel. The commission also found instances in which proprietary truck specifications have been placed, virtually word for word, in the text of requests for proposals (RFPs) prior to their issuance. In addition, an examination of 80 fire truck procurements across the state revealed that nearly three-quarters of the purchase proposals were drawn up using specifications that incorporated proprietary design requirements exclusive to a given manufacturer.

In a very telling statement contained in the report, the commission pointed out that most fire truck purchases in the state are carried out by part-time volunteer firefighters who, by and large, are unskilled in the preparation of intricate design and performance specifications required for the production of fire apparatus. The state does not provide assistance, leaving fire officials little alternative but to search for and retain consultants or to rely on the manufacturers and their sales representatives to provide the specifications.

It was my opinion that the firefighters of the state who were purchasing apparatus had an intimate knowledge of the type of apparatus and the features required to provide fire protection for their district, but I had to agree that most lacked the skill or desire to author their own specifications from the ground up.

The report described how a typical “truck committee” might determine vehicle needs by conducting research including visiting neighboring fire companies, by attending regional or national firefighter conventions where manufacturers display their trucks and distribute information, or even by meeting individually with sales personnel to gain more explicit information. The report found nothing improper about any of this; however, the process runs awry when these officials use one manufacturer’s specifications to the exclusion of all others in the preparations of an RFP.

I disagree with the title of the state report inferring “fixed bids” and “alarming contracts,” and I also disagree with fire departments using straight manufacturer specifications. When I instruct classes on apparatus purchasing, and in my book Fire Apparatus Purchasing Handbook (Fire Engineering, 1994), I state that it is unprofessional to use the manufacturer’s sample specifications “as is.” You should use them for information only and rewrite them in your own format with your own modifications and changes.

This is not an easy task, but it is certainly an achievable objective. In this article, we will discuss how almost anyone can accomplish this. If you use the “boilerplate” provided, there is a little “insurance” in paragraph 1-2-3 that requires the bidder to identify any errors, omissions, or inconsistencies that your specs might contain and take them as an exception. So, fear not and forge on!

THE GENERAL REQUIREMENTS (BOILERPLATE)

I refer to the “boilerplate” as the “General Requirements” section of the specifications; sometimes they can be as important as, if not more important than, the construction specifications in determining who is the most responsible bidder. The General Requirements set the minimum ground rules for the bid and, if properly composed, inform everyone of exactly what you want and how it needs to be supplied.

All items in the General Requirements need to be practical and justifiable and set minimum standards. They are not intended to be used to eliminate viable bidders. When I speak of justifiable, how many specifications contain certain requirements of the bidder that the purchaser doesn’t even understand, yet they are in his specifications? When using a straight manufacturer’s specification, items contained in the “boilerplate” will only benefit the seller.

You can always tell when the manufacturer supplied the specifications. The warranty section will include disclaimers such as “This warranty shall not apply to apparatus that was used in an inappropriate manner” or “operated off paved roads.” Think about it: Would you go into your local Ford dealer and tell the salesperson to include in the contract that you don’t want the three-year/36,000-mile warranty to cover the vehicle if you drive it inappropriately? Not likely!

I firmly believe that YOU are the customer and you need to produce specifications that contain language to protect your fire department and community. No one owes anything to a bidder or manufacturer. Don’t confuse friendship with business; if they can’t meet your justifiable requirements, then they should bid elsewhere.

The General Requirements don’t need to be long-winded legal statements. They should be concise and to the point. Some sample wording of subjects that must be covered follow.

GENERAL

1-1-1 Bids are requested for one (1) custom fire pumping apparatus, with six (6) person, full-tilt cab. The apparatus shall meet the requirements of National Fire Protection Association (NFPA) 1901, Standard for Automotive Fire Apparatus (2009 edition), in all respects for use as a pumper fire apparatus.

1-1-2 Some items in the specifications exceed NFPA standards and will be considered minimum for compliance.

1-1-3 The bid price must remain valid for a period of sixty (60) days from the date of bid opening.

1-2 INTENT

1-2-1 It is the intent of this specification to describe the essential minimum requirements for construction and performance of the apparatus and associated equipment. Items not described in this specification for construction or performance, or in NFPA 1901 (2009 edition), may be accepted as the standard of the bidder who shall be solely responsible for the design, construction, and performance of apparatus and equipment.

1-2-2 The unit shall comply with all Federal, State, I.C.C., and D.O.T regulations, standards, and laws relating to commercial vehicles as well as to fire apparatus. The unit shall be able to pass a ________ state motor vehicle inspection for commercial vehicles.

1-2-3 Any error, omission, or inconsistency that is identified by the bidder shall be listed as such in the exceptions, and a proposal to meet the intent of the specifications shall be listed.

1-3 MANDATORY AND OPTIONAL WORK

1-3-1 All items listed in the specifications are to be considered mandatory except items in Chapter 10, which are options that the fire department may choose to include.

1-3-2 Any person bidding on this project must agree to price and perform all work and furnish all equipment listed in both the specifications and the options.

1-3-3 The bid price that is used to determine the lowest responsible bidder shall include the price of the apparatus only and not the options.

1-4 APPARATUS DELIVERY TESTS

1-4-1 The road and pump tests required are those specified in NFPA 1901, and Chapter 9 of this specification, and shall be conducted by the bidder at time of delivery to the purchaser in the presence of the accepting authority.

1-4-2 In the event the apparatus fails to meet the test requirements on the first trials, second trials may be made at the option of the bidder within thirty (30) days of the date of the first trials.

1-4-3 Such trials shall be final and conclusive, and failure to comply with these requirements a second time shall be cause for rejection.

1-4-4 Permission to keep or store the apparatus in any building owned or occupied by the purchaser during the above specified period, with the permission of the bidder, shall not constitute acceptance. Insurance covering loss, theft, or liability shall remain the responsibility of the bidder until formal acceptance is completed.

1-5 ACCEPTANCE

1-5-1 Acceptance of the delivered apparatus and equipment will be made at completion of all required tests, inspections, and receipt of all specified equipment. Equipment items not delivered at time of the tests, or construction not in conformance with the proposal, will be cause for the accepting authority to withhold payment until delivery is complete and acceptable.

1-5-2 The finished apparatus will be inspected upon delivery for compliance with specifications, change orders, and previously authorized exceptions. Deviations will not be tolerated and will be cause for rejection of apparatus unless they were originally listed in the bidder’s proposal or previously approved.

1-5-3 Liquidated damages in the amount of $200 per calendar day, beginning the day after declared delivery date, shall be deducted from the final payment until the apparatus is considered acceptable.

1-5-4 If, after 30 days, the apparatus is not brought up to compliance, the bidder may be considered in default of the contract, and the procedures to institute the provisions of the performance bond may be started.

1-6 BODY CONSTRUCTION MATERIAL

1-6-1 It is the intent of the Anywhere Township Fire Department to accept an apparatus of aluminum or stainless-steel body construction only.

1-6-2 A full description including grade, thickness, and tensile strength of the proposed material for body construction must be included with the bid.

1-7 CAB CONSTRUCTION REQUIREMENTS

1-7-1 The cab shall be a fire apparatus custom, tilt type, constructed of aluminum. No alterations or additions to commercial chassis shall be permitted.

1-7-2 A full description including grade, thickness, and tensile strength of the proposed material for cab construction must be included with the bid.

1-7-3 Testing results of cab crash worthiness, in accordance with NFPA 1901 standards, shall be supplied with the bid.

1-8 SINGLE MANUFACTURER

1-8-1 The apparatus cab, body, and chassis are to be manufactured by one builder, or separate divisions of one manufacturer, to ensure compatibility and serviceability and to eliminate divided responsibilities. The use of subcontractors for the manufacturing of the cab, body, or chassis (excluding components) is prohibited.

1-8-2 Statements indicating that the bidder’s service center will honor all warranties or that a chassis is manufactured to bidder specifications do not comply with the intent of this requirement. (Note: This is a restrictive paragraph and is included only to provide valid wording if the purchaser decides to include it.)

1-9 PAYMENT TERMS

1-9-1 The Anywhere Township Fire Department will accept NO contract form that requires downpayments, progressive payments during construction, or contracts with escalator clauses. Terms of payment shall be 100 percent payment after acceptance of the vehicle. (See 1-5 for terms of acceptance.) No other terms shall be acceptable.

1-9-2 The bidder shall be aware that it can take up to thirty (30) days to process payment.

OR

1-9 PAYMENT TERMS

1-9-1 In order to take advantage of prepayment discounts, the Township of Anywhere will consider making partial payments for certain completed components.

1-9-2 The bidder shall list the following with his bid:

1. Base price of the apparatus.

2. A dollar amount of discount for payment of completed chassis.

3. A final price, less discounts.

1-9-3 For the financial protection of the purchaser, a fully paid invoice must be provided showing ownership of the paid component(s).

1-9-4 The bid amount shall be considered #3 above, providing the stipulations cited in paragraph 1-9-3 will be met.

1-9-5 All certificates of origin are to be transferred to the Any State Motor Vehicle title in the name of the Township of Anywhere by the vendor and delivered with the apparatus. There will be no trade-in on units currently in service.

1-10 BUILT IN USA

1-10-1 All major components must be built and assembled in the continental United States (engine, cab, chassis, and body).

1-11 BRAND NAMES

1-11-1 Whenever a brand or manufacturer’s name is used in these specifications, it is included for descriptive purposes and to establish a level of quality. Products that are equivalent to those named may be proposed, providing that full supporting documentation is furnished (see 1-12-2) establishing such equivalency. Simply providing manufacturer literature WILL NOT be considered justification for the substitution.

1-11-2 All substitutions must be listed as exceptions for evaluation.

1-11-3 The fire department representatives shall be the sole judge of whether the substitution is acceptable as an equivalent.

1-12 EVALUATION AND EXCEPTIONS

1-12-1 In order to properly evaluate all bids, the bid checklist, in Section 3 of these specifications, indicating compliance or lack thereof for each item of the specification must be completed and returned with the bid.

1-12-2 Any exception or variation in construction, performance, test, or items of equipment between the purchaser’s specifications and the bidder’s proposal shall be detailed and submitted on sheets provided along with the bidder’s proposal, in bid sequence, and citing page and paragraph number. The bidder must explain in detail, and with full supporting data, how the proposed deviation meets or exceeds the specifications and why it is necessary.

1-12-3 The purchaser reserves the right to determine which (if any) deviations are acceptable.

1-12-4 A complete set of contractor specifications of the proposed apparatusmust be submitted with the bid, in bid order. SUBMISSION OF THE CONTRACTOR SPECIFICATIONS IN BID SPECIFICATION ORDER IS A REQUIREMENT, NOT OPTIONAL. “Yes” answers on the bid evaluation sheets do not relieve the bidder of the requirement to submit an accurate proposal.

1-12-5 Discrepancies found in the contractor’s specifications will be considered noncompliance.

1-12-6 General layout drawings showing the front, rear, left, right, and top view of a representative apparatus must be submitted with the bid for the purpose of comparison.

1-12-7 The purchaser’s specifications shall, in all cases, govern the construction of the apparatus, unless a properly documented exception or deviation was approved. ANY BID INDICATING THAT THE MANUFACTURER’S PROPOSAL SHALL SUPERCEDE THE PURCHASER’S SPECIFICATIONS WILL BE CONSIDERED A COMPLETE SUBSTITUTE SPECIFICATION AND IMMEDIATELY REJECTED.

1-13 PROTOTYPE APPARATUS

1-13-1 No prototype or experimental apparatus will be accepted. The builder must demonstrate that he has successfully produced and sold apparatus of the same design and of the same material in the past two years. Total exception to bid specifications will be cause for immediate rejection.

1-14 MANUFACTURER’S RELIABILITY

1-14-1 The manufacturer must be satisfactory to the Anywhere Township Fire Department from the standpoint of experience, reliability, and demonstrated ability to manufacture equipment, comparable as to size and type, as specified, for the past five (5) years. A list of fire departments, located in the State of Any State, that have purchased the same type of apparatus from the bidder over the past five years must be supplied, along with the bid, for physical evaluation.

1-15 THE RIGHT TO REJECT BIDS

1-15-1 The Anywhere Township Fire Department reserves the right to reject any and all bids received and accept any bid that, in its judgment, best serves the interest of the township.

1-16 BID BOND

1-16-1 A bid bond or certified check in the amount of ten percent (10%) of the bid (not to exceed $20,000) shall be furnished with the bidder’s proposal. The bond will ensure that the bidder will enter into contract and submit a performance bond within 14 days of notice of award of contract. The successful bidder’s bid bond will be returned or released after a contract is executed and an acceptable performance bond has been delivered. In case of failure to comply within the stated time, the bid bond will be forfeited as liquidated damages because of the default.

1-16-2 The bid bonds or checks of all other bidders will be returned after bids are opened and evaluated.

1-17 PERFORMANCE BOND

1-17-1 A performance bond in the amount of one hundred percent (100%) of the bid shall be furnished by the successful bidder within fourteen (14) days after receiving the official notice of award of contract. Failure of the contractor to complete delivery according to the contract and specifications will be cause to begin action for forfeiture of performance bond.

1-17-2 The bond shall also guarantee compliance and performance with the warranty provisions of the specifications.

1-18 BOND SUPPLIERS QUALIFICATIONS

1-18-1 The bonds furnished by the successful bidder shall be from a surety company authorized to underwrite surety bonds in the State of Any State with a minimum A.M. Best rating of A. The purchaser may review the financial condition of the surety and accept or reject any surety at its discretion. Sureties must submit bonds in a form that will be subject to the approval of the purchaser.

1-19 PRODUCT LIABILITY INSURANCE

1-19-1 Product liability insurance of not less than $5,000,000 shall be supplied by the bidder. Documentation of the amount of product liability carried by the manufacturer and the name of the insurance carrier shall be provided by the bidder at the time of bid submission. The successful bidder shall defend any and all suits and assume liability for the use of patented device or article forming a part of the apparatus furnished under the contract. Failure to supply a copy of the Certificate of Insurance with the bid will be cause for immediate rejection of the bid.

1-20 MANUFACTURER’S SOLVENCY

1-20-1 The solvency of the manufacturer is a prime concern to the Anywhere Township Fire Department. Each bid must include a financial statement from Dun and Bradstreet or another nationally recognized accounting firm.

1-21 FACTORY AUTHORIZED SERVICE FACILITY

1-21-1 In order to maintain this complex piece of apparatus, the experience and reliability of the factory authorized service center is of major concern to the Anywhere Township Fire Department. The service facility must comply with the following criteria in order to be considered:

1-21-2 The facility must have a minimum of five (5) years of experience repairing and maintaining fire apparatus of the make and type of apparatus being bid.

1-21-3 The facility must be within ______ road miles of Anywhere Township.

1-21-4 Adequate indoor heated facilities and a minimum of four (4) factory trained technicians to perform repairs, including power train, chassis, pump, generator, and controls, must be provided.

1-21-5 A minimum of one (1) fully equipped mobile shop van must be available at the service center location for warranty work at the fire department.

1-21-6 The bidder shall submit the location, description, and recent photos of the service center and mobile service unit(s) along with the bid.

1-22 REPLACEMENT PARTS

1-22-1 The bidder must ensure that a stock of routine repair parts is maintained at the service center location cited in Paragraph 1-21. The fire department reserves the right to reject bids of vendors who cannot produce satisfactory evidence that this inventory is available and that they can furnish promptly all other parts needed for service or repair of the equipment herein specified.

1-22-2 The fire department reserves the right to visit the facility for purpose of evaluation and reject any bidder who, in the department’s sole opinion, does not fully comply with the provisions of paragraphs 1-22 and 1-23. NO EXCEPTION WILL BE CONSIDERED FOR EITHER PARAGRAPH.

1-23 DELIVERY TERMS

1-23-1 The apparatus shall be delivered by the bidder under his own power within _____ calendar days or _____ months from the date of notice of award, with all equipment specified, to Anywhere Township, USA (rail or truck freight not acceptable).

1-23-2 The bidder must submit a firm delivery time (number of calendar days from date of order to date of delivery) of said apparatus with his bid. Quoting number of days after receipt of all components is unacceptable.

1-23-3 A deduction of $200 per day may be made for each day over and above the quoted delivery date. The liquidated damages for delay will also apply if the unit is delivered and rejected until the unit is returned meeting specifications.

WRITING YOUR SPECIFICATIONS

Now that you have a firm “boilerplate” to go with, let’s look at modifying the language contained in a manufacturer’s spec into clear, concise specifications.

As stated earlier, I do not condone the use of a manufacturer’s sample as the bid document; use it only for basic information on which to build your spec. There are several reasons for this:

• It might contain contradictions.
• It will make bid evaluation more difficult, as large areas of the apparatus may be described in one section.
• Items could have been inadvertently omitted.
• Certain “proprietary” items could be contained in the bid language that others can’t meet and you didn’t know about.
• It is unprofessional.

So, how do you modify these sample specs? First, you need to understand the three basic types of specifications:

• Design Specifications contain a preconceived arrangement of detail and form (all details spelled out). A manufacturer’s spec will be a design specification.
• Performance Specifications contain a preconceived arrangement of functional criteria, spelling out what the apparatus must do but not how to accomplish it.
• Design/Performance Specifications, a combination of both types, couple only the necessary design details with the required performance.

For example, rather than specifying a “Brand-X, Model 1234, 1,500-gpm two-stage fire pump,” you could simply specify a “1,500-gpm two-stage fire pump.” If it is important that the make and model of the pump be the same as your other apparatus for training or maintenance reasons, by all means specify it. If you are only concerned with a pump that will get the job done, specifying its performance will allow for the bidder to use the pump that best fits his operation, thus resulting in possibly a better price.

Another way of making your specifications more concise is to include separate line items under the same general subject. For instance, in the following example, the pump assembly, drive unit, installation, shift control, sacrificial anodes, mechanical seal, manuals, rating, and warranty are all combined into a single main paragraph, “Fire Pump.”

The first thing you need to do is go through a manufacturer’s spec and determine what the essential requirements are. I have highlighted the items that I think are essential to our specifications. Restate the requirements in clear, concise language.

Picking through a manufacturer’s spec to decide what to use is a bit of an art. In the next examples, the first descriptions (in italics) were taken word for word from a manufacturer’s specification. Following that (highlighted in blue) is how I would identify the essential points.

FIRE PUMP

A Waterous CSU single-stage midship fire pump shall be installed. The pump shall be of a size and design and have the capacity of 1,250-2,000 gallons per minute (U.S. gpm) NFPA 1901 rated performance.

PUMP ASSEMBLY

The pump body shall be close-grained gray iron and shall be horizontally split in two sections for easy removal of the entire impeller shaft assembly. Two-piece design shall allow complete servicing from underneath without disturbing pump mounting on the chassis or piping mounted on the fire pump.

The pump impeller shall be bronze with double suction inlets, fully balanced, and of mixed flow design with labyrinth-type high-efficiency wear rings. Wear rings shall be bronze and easily replaceable when needed.

The impeller shaft shall be stainless steel, accurately ground to size, and properly supported on each end by lubricated ball bearings. For ease of service, the impeller shaft shall be of two-piece construction, allowing the pump transmission to be removed from the pump body without having to disassemble either unit. The entire pump shall be cast, manufactured, and tested at the pump manufacturer’s factory.

The entire pump, both suction and discharge passages, shall be hydrostatically tested at the manufacturer’s facility to the performance specifications as outlined by the NFPA. The pump shall be free from objectionable pulsation and vibration.

DRIVE UNIT

The pump shall be driven by a driveline from the truck transmission. The engine shall provide sufficient horsepower and rpm to enable the pump to meet and exceed its rated performance.

The pump transmission shall be rigidly bolted to the pump body and shall incorporate high strength, involuted tooth-form Morse Hy-Vo chain drive for smooth, quiet transfer of power. The drive unit shall be manufactured and tested at the pump manufacturer’s factory.

The pump drive unit shall be of sufficient size to withstand torque of the drive train components in both road and pump operating conditions. The drive unit shall be designed of ample capacity for lubrication reserve and to maintain the proper operating temperature.

FIRE PUMP INSTALLATION

The pump shall be rigidly mounted to the chassis frame rails. Driveline analysis software shall be used to calculate driveline angles, taking into account the specific power train components, wheelbase, and pump location.

PUMP SHIFT CONTROL

The midship fire pump shift control shall be an electric over air mechanism that shall be located on the right side of the steering column and positioned in close proximity to the transmission shift selector. The shift mechanism shall be wired into the vehicle interface module to interlock the engine rpm control, transmission direct drive hold mode, and pump engaged.

The shift switch console shall consist of three (3) indicator lights. This console shall include a green indicator light that shall be energized when the pump shift has been completed and shall be labeled “PUMP ENGAGED.”

A second green indicator light in the driving compartment shall be provided and energized when both the pump shift has been completed and the chassis transmission is engaged in pump gear. The light shall be labeled “OK TO PUMP.”

Electronic signals shall be provided at the firewall to facilitate installation of a warning light at the pump operator’s position, indicating when the chassis transmission is in the neutral position and the parking brake is engaged.

A third green indicator light in the driving compartment shall be provided and energized when the pump shift has been completely disengaged and the chassis drive axle has been engaged and shall be labeled “ROAD GEAR.”

SACRIFICIAL ANODES

Two (2) replaceable sacrificial anodes shall be installed in the pump body, one on the left side and one on the right side, to help prevent pump damage from corrosion or rust.

MECHANICAL SEAL

The midship pump shall be equipped with a high-quality, spring-loaded and self-adjusting mechanical seal capable of providing a positive seal to atmosphere under all pumping conditions. A continuous cooling flow of water from the pump shall be directed through the seal chamber when the pump is in operation.

PUMP MANUALS

There shall be two (2) pump operation and parts manuals supplied on CDs included with the apparatus.

FIRE PUMP PAINTING

The fire pump body shall be painted black. The stainless-steel piping shall be left unpainted.

FIRE PUMP WARRANTY

There shall be a five (5)-year Waterous Pump Conditional Warranty. Please refer to Waterous Standard Limited Warranty Agreement for coverage details.

What took several pages of full-size type to specify can be reduced to the following, covering all of the important points, without creating restrictions for bidders or cluttering up the specifications with unnecessary verbiage.

4-1 FIRE PUMP

4-1-1 The fire pump shall be a midship-mounted 2,000-gpm, single-stage, Waterous CSU centrifugal fire pump. All necessary mountings, pump drives, shafts, and related equipment for NFPA required pump shift control will be included.

4-1-2 The pump body shall be cast iron, bronze fitted, and horizontally split in two sections to allow repair without removal. The impeller shall be hard, fine grain bronze and balanced. Replaceable clearance rings are to be provided.

4-1-3 All pump plumbing two inches or larger shall be stainless steel and left unpainted. Where vibration or chassis flexing may damage or loosen piping or where a coupling is required for servicing, the piping shall be equipped with Victaulic or rubber couplings.

4-1-4 A pair of zinc anodes shall be installed in the pump.

4-1-5 An air/over electrically operated pump shift, with green indicator lights, shall be provided and mounted in the cab. An additional green light shall be mounted at the pump panel adjacent to the pressure governor.

4-1-6 The pump shall be equipped with a high-quality, spring-loaded, self-adjusting mechanical seal.

4-1-7 Two (2) pump operation and parts manuals are to be provided in CD format.

4-1-8 A five (5)-year manufacturer’s warranty shall be provided for the pump.

Some of the unnecessary points in the original language include the following:

1. Hydrostatic testing of the pump (NFPA required).

2. Drive unit of “sufficient size” (if it’s not, the warranty will kick in!).

3. Pump rigidly bolted to the pump body (you’ll find out soon enough if it’s not!).

4. Description of pump shift control and lights (all NFPA requirements).

5. Painted black (who cares what color it is as long as it pumps water!).

In the next example, we will address the cooling system for the engine, combining the radiator, clutch fan, coolant hoses, heater hose, coolant, and engine protection alarms into a tight, neat package that lets bidders use the best products available for their particular application. In this example, we also added a “coolant filter” that was not in the manufacturer’s original specifications.

RADIATOR

The chassis shall be equipped with a high-capacity down flow 1,627-square-inch radiator. The radiator core shall have sixteen (16) fins/inch with three (3) rows of serpentine tubes made of aluminum, with header plates made of aluminum. The radiator top and bottom tanks shall be noncorrosive, high temperature composite that are swagged to the core.

The core shall be supported on both sides by a wrap-around steel c-channel section and upper l-section brace with two (2) cross brace reinforcements between them. Each channel section shall be equipped with a gusseted mounting angle for attachment to a frame-mounted off-set bracket and a cantilever off-set bracket for strut rod attachment. The mounting assembly shall dampen road shock and engine torque transmitted to the radiator.

The cooling system shall include a molded, translucent surge and de-aeration tank. The surge tank shall be located and molded around the upper left hand side of the fan shroud and easily serviced from the left side of the vehicle. This tank shall have a sensor to warn the driver of a low coolant level via a red warning light on the dash.

The entire cooling system shall be capable of maintaining both NFPA and the engine manufacturer’s recommended engine operating temperature during all load conditions required by the engine manufacturer. The radiator core shall be compatible with all commercial antifreeze solutions.

COOLING CLUTCH FAN

The nylon radiator cooling fan shall be controlled with a Horton fan clutch. An automatic fan control shall be provided. The fan shall engage when the air-conditioning system is on and for pumper vocations, when fire pump shift occurs. As head pressure builds up in the A/C compressor, the fan will cycle on and off.

COOLANT HOSES

The chassis shall be equipped with Gates Blue Stripe coolant hoses. Hose construction shall be with EPDM (Ethylene Propylene Dien Monomer). The hose wall construction shall reduce water permeation, decreasing radiator topping and coolant concentration imbalances. These hoses will provide a high durometer clamping surface to prevent cold seepage. Constant tension hose clamps shall be provided for all coolant hoses of 5⁄8 inch diameter and greater.

HEATER HOSE

The chassis shall be equipped with flexible hose plumbing to provide flow of engine coolant fluid to the front and rear heater cores. Formed hard line plumbing shall be used from the front of the cab back to the rear cab heaters. The chassis shall be equipped with ball-type shutoff valves on the heater hoses to shut off the flow of engine coolant fluid to the front and rear heater cores. Lines shall be routed to prevent chafing or damage by other components of the apparatus. The heater hoses shall be insulated.

COOLANT

Engine coolant shall be heavy-duty premixed ethylene glycol antifreeze. The engine coolant shall be treated with supplementary coolant additives (SCAs) as required by engine manufacturers. Engine coolant shall provide antifreeze protection to -34ºF.

ENGINE PROTECTION ALARMS

The engine shall be equipped with an alarm system for low oil pressure, high coolant temperature, and low coolant level. The system shall warn the driver or pump operator of a potentially damaging engine operating condition. This warning system shall not shut down the engine or reduce power under any conditions.

2-18 COOLING SYSTEM

2-18-1 The cooling system shall have sufficient capacity to meet extended periods of full load operation in local ambient temperatures (from 0ºF to 100ºF) and maintain the engine at a temperature not to exceed maximum or minimum operating temperature as recommended by the engine manufacturer. High temperature and low coolant alarms shall be provided in the cab and at the pump panel.

2-18-2 The radiator shall use a tube and fin design with a minimum of 1,627-square-inch frontal area and shall meet or exceed the cooling requirements specified by the engine manufacturer under all operating conditions.

2-18-3 A translucent surge and de-aeration tank shall be provided with a low coolant sensor installed.

2-18-4 A clutch-type fan is to be provided with automatic fan control. The fan shall engage when the air conditioner is on and when the fire pump is engaged.

2-18-5 All heater and coolant hoses in the cooling system shall be Gates Blue Stripe EPDM rubber/silicone type and use constant torque-type clamps. Heater hoses are to be insulated and have isolation valves.

2-18-6 A coolant filter and sufficient ethylene glycol antifreeze agent shall be added to the cooling system to provide freeze protection to -34ºF.

Once again, we combined several related individual paragraphs under the group heading “Cooling System.” By making it more performance-oriented, we eliminated a lot of design restriction that was in the original spec. Some examples of what can be eliminated follow:

1. Why do we care how many fins and tubes the radiator has or all of that extended verbiage about how it is mounted? A minimum square inch size and the performance requirement that it maintains the engine temperature as required by the engine manufacturer over a certain temperature range are all that are necessary.

2. The Gates Company certainly knows what components are used in its brand name hoses and why. It is unnecessary to repeat all that description.

3. If supplemental coolant additives (SCAs) are required by the engine manufacturer, then it is up to the engine installer to put it in!

4. That the engine warning alarm is not to shut down the engine is an NFPA requirement that all manufacturers are familiar with.

As I said, in paragraph 2-18-6, we added a “coolant filter,” something the original specifications did not have. When you write your spec, you can add anything you want.

One more example of rewriting a manufacturer’s spec involves the engine air intake and cleaner. What typically takes a whole page can be reduced to a few lines by picking out the important features and deleting the rest.

ENGINE AIR INTAKE AND CLEANER

The frontal air intake shall be molded to allow for an integral ember separator to prevent burning embers, dirt, and recirculating hot engine air from entering the air cleaner while allowing for moisture separation and drainage. Two (2) captive screws on the frontal air intake duct allow the air intake duct and ember separator to be easily removed from the air cleaner housing for ease of cleaning out of chassis and air cleaner element replacement.

The engine air cleaner shall be the size recommended by the engine manufacturer. The air cleaner element shall be a Donaldson Power Core, rectangular in shape and mounted above the radiator with the frontal air intake system no less than 64 inches off the ground to allow for clean ambient air supply to the engine and for high water fording capabilities. The placement of the air cleaner forward of the engine turbo will prevent radiant turbo heat from adversely affecting any portion of the air intake system over time, promoting long component life of the air intake system.

AIR INLET/GAUGE

A mechanical air inlet restriction gauge shall be visible through the in-cab service access door, and it shall trigger a dash-mounted warning light in the event of an air inlet restriction.

This is the rewrite:

2-16 AIR INTAKE

2-16-1 A dry-type air cleaner, suitable for the engine being proposed, shall be installed and mounted as to provide easy access for serviceability. The air intake shall be no less than 64 inches off the ground.

2-16-2 A mechanical air restriction indicator will be mounted where visible from the in-cab service door. It shall also trigger a warning light on the dash to indicate a clogged air filter.

2-16-3 The system designed to prevent water and embers from reaching the air filter meeting NFPA standards shall be provided.

Does the adjusted wording cover the important parts of the air intake/filter system? Sure! Is it cluttered up with unnecessary requirements and design features? No!

ADDING FLEXIBILITY TO THE SPECS

A manufacturer’s specification could contain a number of “no exception” items that are just there to provide restriction to other bidders, especially when it comes to proprietary items that only they can supply. There are times when “no exception” is totally appropriate, such as in the case of requiring a narrow outrigger spread on an aerial apparatus. My advice is to be able to justify your requirement. It should not be included just to prevent vendors from bidding.

In addition to reducing the unnecessary wording, flexibility can be added to a design (manufacturer’s) specification by removing noncritical restrictions and adding terms such as the following:

a. or approved equal

b. approximately

c. not less than or not more than

d. similar

e. equal in performance

f. subject to sample evaluation

g. exceptions considered

BODY AND CAB CONSTRUCTION

Another area of the specifications where purchasers have a very difficult time comparing bids at bid evaluation is the design and construction of the cab and body. Honestly, how many member of the fire department know the strength and durability properties of the various grades of metal? How many know how thick or how many supports are needed to make a cab safe or a body withstand the punishment of the fire service? Most likely none!

Each apparatus manufacturer engineers and constructs the cab and body in accordance with the way the company manufacturers the product. Certainly no manufacturer is going to imitate a competitor’s product just because “your spec” said that is what you want. If you do your research and find that a certain manufacturer’s cab has the inside room that you find comfortable for your operation, get the specs with the measurements, and allow bidders to propose their product that comes closest to your requirements.

Following is an example of a cab description that can be bid on by most manufacturers without taking excessive exceptions. Notice the liberal use of “approximately” in the specifications. If there are certain measurements that are critical, they can be written as such. For instance, if the fire station height dictates that a 10-inch raised roof is the maximum, it can be stated as “a raised crew cab roof, not to exceed 10 inches, shall be provided.” This way, if a manufacturer offers a six-inch and a 12-inch raised cab roof, he will be able to bid the six-inch model and still meet your requirement.

2-23 TILT CAB DESIGN

2-23-1 The vehicle shall have an all-aluminum, full-tilt cab designed exclusively for the fire service and provide seating for six (6) firefighters.

2-23-2 The crew cab section shall be raised approximately ten (10) inches for additional headroom, providing approximately 72 inches of headroom in the crew cab.

2-23-3 The cab shall be approximately 96 inches wide with approximately 90 inches of inside cab width. The cab length shall be approximately 74 inches from the front wall to the front axle center line and approximately 60 inches from the front axle centerline to the back of the cab.

2-23-4 The exterior of the rear cab wall shall be covered with bright aluminum treadplate.

2-23-5 The cab front corners shall be contoured. Full length and width fender well liners shall be provided. Both of the liners shall extend out past the cab side sheet work and terminate in a highly polished stainless steel fender crown.

2-23-6 Inside the cab shall be of the open design and insulated against heat and sound intrusion. A fully insulated engine cover shall be provided between the driver and officer. The hood shall be insulated on the engine and cab side.

2-23-7 An engine tunnel equipment mounting plate shall be installed. The location is to be determined at the preconstruction conference.

2-23-8 The cab and chassis shall have passed all load and impact tests required for compliance certification with United Nations Agreement, Standard for Protection of Cab Occupants, Regulation #29.

The same is true of a manufacturer’s body design. Other than describing the basic metal that the body will be constructed of, your choices could be a formed body where sheets of metal are bent and shaped into body components or a body that has a framework with metal panels welded in place. The latter is typically an aluminum extruded body. The other variation is that some manufacturers mechanically fasten their body components such as compartments together and others weld them into a unibody.

Your fire department may have a preference for one type or another based on experience or research. If not, you could use an open body spec that allows the bidder to use his method of construction—with your approval, of course. An open body design is as follows:

3-1 BODY CONSTRUCTION

3-1-1 The apparatus body shall be built of aluminum construction using a minimum of .125-inch aluminum body panels. The bidder must outline and submit the method of construction and material properties for approval by the Township of Anywhere.

3-1-2 The manufacturer shall ensure complete insulation between dissimilar metals used in the construction of the body to prevent corrosion.

3-1-3 The apparatus body shall be designed with three full height compartments on the left side and two low compartments on the right side. All structural components shall be engineered to achieve optimized longevity and be bolted to the chassis.

3-1-4 Rub rails shall be provided along the lower edge of the body. Rub rail assemblies shall be spaced out and isolated from the body with nonmetallic material. Rub rails are to be removable to allow for replacement in case of damage.

3-1-5 IMPORTANT NOTICE: All horizontal surfaces covered with aluminum treadplate shall be the NFPA-compliant embossed nonslip type. No exceptions.

3-1-6 A structural analysis of the body design shall have been performed and evidence of testing techniques and results made available upon request.

3-1-7 The body shall have a 10-year structural warranty.

As you can see from the above body construction requirements, the bidder is to use aluminum in the construction of his apparatus; a general description of a pumper body is provided; and the requirements for your approval, testing of the body design, and a 10-year structural warranty are included for your protection.

As you write the rest of your body specifications, provide a paragraph that numbers your compartments and gives the expected size. I generally lay out the compartment numbering from front to back using “L” for the left (driver’s) side, “R” for the right (officer’s) side, and “Rear” for the back compartment—for example, L-1, L-2, L-3, R-1, R-2, and Rear on the body described above. This works if you are specifying a pumper with three compartments on one side and two on the other or a rescue truck with 10 compartments down each side.

When it comes to sizing the compartments, once again you should determine if specific sizes are required because you have certain equipment to fit in each or determine how liberal “approximately” can be used. This will require some homework to measure certain items and make your determinations. If you have a large PPV fan that must fit in a certain compartment, you can specify the compartment either as a fixed size or to add flexibility as “not less than X amount of inches” wide or high.

I have seen some specifications that contain a statement that “approximately means within 10% of the given measurement.” I don’t think that anyone would have a problem meeting such a requirement.

NUMBERING

As you can see from my examples throughout this article, I use a numbering system for all of my paragraphs. I start out with the first number representing major subjects in the spec such as the following:

1-General Requirements

2-Chassis & Cab

3-Body

>4-Fire Pump, etc.

Then each subject that falls under that general heading is given the next number such as the following:

2-1 Front Bumper and Extension

2-2 Front Axle

2-3 Front Suspension

2-4 Front Brakes

Use this system to neatly organize your requirements. Typically, paragraphs in a manufacturer’s spec are not numbered, and you will generally find items scattered in different locations, depending on how the company builds the rig. You’ll probably find the front warning lights in one section and the rear lights in another. When you use an orderly numbering system and group your requirements, it will be easier to locate each for bid evaluation or for an inspection.

YOU ARE THE CUSTOMER

Having always been a “purchaser” or having represented purchasers and never a seller, I firmly believe that the fire department is the customer and the customer deserves the right to determine his needs and specify the best apparatus to fill that need.

In these trying times, when finances are tight, you may get a better proposal if you are willing to go through the work of converting a heavily design-oriented manufacturer’s spec into a more bidder-friendly design/performance spec. As I have stated in the past, when you use one manufacturer’s spec “as is,” there is less incentive to get price concessions than if the spec is opened up to encourage other bidders.

Good luck with your apparatus purchasing!

WILLIAM C. PETERS retired after 28 years with the Jersey City (NJ) Fire Department, having served the past 17 years as battalion chief/supervisor of apparatus. He served as a voting member of the NFPA 1901 apparatus committee for several years and is the author of Fire Apparatus Purchasing Handbook (Fire Engineering, 1994), the apparatus chapters in The Fire Chief’s Handbook, and numerous apparatus-related articles. He is a member of the Fire Engineering editorial advisory board and of the FDIC executive advisory board.