INSPECTION TRIPS: YOUR VACATION OR VOCATION?
APPARATUS: THE SHOPS
Many articles have been published about methods and procedures for writing and producing specifications for fire apparatus, but relatively little lias been said about an item in the specifications that is extremely important from the standpoint of ultimate satisfaction with the apparatusfactory inspection trips.
because these trips usually involve air travel, lodging, and meals, some city administrators or mayors consider them vacations. In fact, factory inspection is the single most important safeguard for ensuring that the apparatus complies completely with the needs and requests of the fire department and contains all the options specified, bid on, and paid for. Factory inspections are conducted during the preconstruction, chassis completion, and apparatus completion stages,
PRECONSTRUCTION CONFERENCE
At the preconstruction conference, members of the fire department and the sales representative meet with the factory product specialist or engineer to discuss and evaluate each item in the specifications. The factory representative then writes the shop order based on the information presented. Regardless of how detailed you make your specifications, you still will have to choose from the various methods available to meet your criteria. The manufacturer will explain the various options to you so that you can choose those that best suit your needs.
Personnel representing your fire department at these inspections must have the authority to make changes and decisions. If a major change that has a financial impact on the contract is requested, the members authorizing the revisions should have a full understanding of the proper fiscal procedure within the jurisdiction so that there is no confusion at the time of payment. All changes, whether they have financial implications or not, should be fully documented in an easy-reference format and verified during the final inspection.
The preconstruction trip is also an excellent opportunity to tour the manufacturing facility, observe construction methods, and meet the company representatives responsible for warranty work, parts supply, and technical support after delivery.
(Photo by Emergency One, Inc.)
Examining other apparatus at the plant that are in the final stages of construction or ready for delivery can be a fruitful experience for your department. Since all the apparatus are custom-designed to meet the unique needs of a fire department, hundreds of variations of a model are possible. These variations involve features from warning lights and signals to compartmentation and equipment mounting. You might want to include some of these innovations on your apparatus—and you would have ample time to do it.
COMPLETED CHASSIS INSPECTION
The second inspection you should consider making is that of the completed chassis. During this production stage, you can observe your apparatus without the body in place, making it easy for you to inspect vital systems and parts that will be covered over and virtually inaccessible when the unit is completed. This is the time to check the engine; transmission; pump; drive line; axles; and air, fuel and hydraulic lines. This visit also is an opportunity to continue the dialog with the manufacturer concerning any misunderstandings that might exist and to define minor deviations you may wish to make before it is too late to do so.
(Photo by Emergency One, Inc.)
FINAL COMPLETED APPARATUS INSPECTION
Inspecting the completed apparatus before taking delivery is crucial. I have seen fire department representatives arrive for the final inspection and say, “It’s big, it’s red, and it has our name on it” —and that’s about it! You certainly can be taken in by the stunning appearance of your shiny new apparatus, but a brief superficial inspection is not enough.
All manufacturers have a quality control department that strives to produce an apparatus that is perfect in every way. When the apparatus leaves the factory, however, that concludes the manufacturer’s inspection. Remember that you will have to live with the results of your quality control inspection for the next 15 to 20 years.
For the final inspection, therefore, put on your blue jeans and sneakers and be ready to work. Allow yourself a minimum of two days to inspect, correct, and reinspect any deficiencies that may have been detected.
Take with you a complete and legiblc copy of the specifications and a list of all of the changes you previously authorized. You certainly cannot commit to memory 30 pages of specifications with changes. A copy of the approval drawings showing all views of the apparatus is also helpful, as are a tape measure, flashlight, and clipboard.
I have inspected—and written the inspection specifications for—12 different apparatus in the past three years. 1 follow a method that has ensured a complete and thorough inspection. It involves using a simple inspection checklist prepared prior to the inspection. The list is organized according to the general headings Front, Side, Top, Rear, and Cab. As you read through the specs, list each item according to the category that corresponds to its physical location on the apparatus. When beginning the inspection, simply follow the list and check off each line as you go. If you attempt to follow the order of the specifications, you soon will become exhausted from running around the apparatus and searching for each item. If two people are inspecting, each should have a copy of the checklist, and one inspector should start at the rear and the other at the front. This procedure provides for the double checking of each line item. I usually inspect the paint and body finish last. I occasionally have found a minor flaw in the paint or finish that was easily corrected. As you find deficiencies, note them on the sheet and continue on with the inspection. Don’t stop to discuss a problem with the factory personnel—your attention might be diverted or you may never finish the inspection. Discuss the shortcomings during a conference after the inspection is completed.
(Photos by Robert B. Milnes.)
Don’t take anything for granted when inspecting. Measure the wheelbase, overall length, height, hosebed, and compartments. There are many embarrassing cases on record in which the apparatus was built too large and did not fit in the assigned station.
Include an operational and road test in your final inspection. Although Nl l’A 1901 specifies that the acceleration tests be done with a full load of equipment and water, you should be able to determine whether the apparatus displays the expected acceleration, braking, and handling characteristics you anticipated.
If the apparatus is equipped with an aerial device, perform all operations with it, Even though pumpers have a UL certificate attesting to the output results, have the unit placed on the test pit and verify these results. During one inspection, I was particularly interested in observing one of our 2,000-gpm “hi-volume” units in operation. The manufacturer was happy to oblige, and the apparatus passed with flying colors.
I have never completed a final inspection on an apparatus without finding some imperfections. In most cases, they were minor and resulted from variations in the way the builder approached meeting the specs.
Discrepancies or imperfections can be put into three major categories: minor, unacceptable, and acceptable.
Minor. Minor problems are small items that must be changed, improved, or modified. They include paint imperfections; adjustments on doors, windows, compartments, and lights; and other easily corrected problems.
Unacceptable. The term is self-explanatory. It includes major discrepancies that must be corrected before the apparatus can be accepted. A recent example of this is a pair of pumpers specified to have one compartment several inches deeper than standard, to hold larger SCBA bottles horizontally in a rack. Upon inspecting the compartment sizes (I told you to bring a tape measure), I found that the compartment inadvertently had been made to standard depth. To correct this, the manufacturer removed the compartment, constructed a new one of the specified depth, and installed it before I left the next day. As you can imagine, this correction would not have been possible if the error had been discovered after the apparatus arrived at its destination 1,000 miles away. Other examples of major problems that could be encountered, such as excessive height or length, could be just cause for a rejection or delay in delivery.
Acceptable. Occasionally you will find that a variation from the specification is the result of an error, a misunderstanding, or the manufacturer’s oversight. Usually, the involved items were clearly spelled out but for one reason or another were not produced as specified. In such cases, first ask yourself, Can we “live with” the variation? If you can, you are in a verygood position to begin negotiations to see what the manufacturer will do to make the apparatus acceptable to you. Two examples involving this type of situation follow:
I was inspecting a new truck that we ordered for our hazardous-materials response team. I was stunned when I found that the overall length exceeded the specifications by 18 inches (there’s that ruler again). It appears that someone in the factory misread the prints, and the forward compartment was built considerably wider than specified. Because this unit was going to be parked behind an engine company in quarters, I first called my aide back in the city and instructed him to get an accurate measurement from the rear of the pumper to the w-all where the haz-mat truck was to be stationed. We found that the new unit would fit the quarters, but that the additional length would make parking it slightly more difficult. The manufacturer was concerned and offered to correct the problem, which would have delayed delivery considerably. We opted instead for the installation of a “backstop” device on the rear tailboard that would lock the vehicle’s brakes if the unit came in contact with any object-such as the fire station wall. We gained this valuable safety feature at no cost to the department and the additional benefit of having a very large front compartment.
In the second example, my specifications on two pumpers called for a 5inch discharge to be located on the right side of the apparatus. We routinely specify this as a safety feature to keep the large-diameter hoseline out of the way of the pump operator. (This feature is a requirement in the new NFPA 1901.) When I arrived for the final inspection, the 5-inch discharge was positioned on the left-side pump panel. The manufacturer was willing to move the discharge and fill the hole in the pump panel with anything from a radio speaker to a blank plate. I wanted the right-side discharge, but I didn’t want the pump panel to look like a mistake. We finally agreed on an amicable solution. The manufacturer installed an additional 5-inch discharge and valve on the right-side panel. We then instructed our pump operators to routinely use the right-side 5-inch discharge. This compromise worked out for all parties concerned. The manufacturer didn’t have to produce and pipe a new pump panel, and we now have the option of using the left discharge if the right side is obstructed or inaccessible, such as during a drafting evolution.
In each of these cases we were in a position to “negotiate a settlement.” If you’re fair and reasonable, you will find that the manufacturer will be cooperative in attempting to work out the problem to everyone’s satisfaction.
There is no doubt that you would be perfectly within your rights to demand that the apparatus be corrected exactly to specs, but this hard-line approach could result in a delivery delay—and possibly ill feelings. If the manufacturer’s error doesn’t affect the safety of the apparatus or seriously impede your normal operation, an adjustment —in the form of additional related options—is a more logical solution and will result in a better finished product. Again, all parties will be satisfied.
WHO SHOULD 60?
In larger departments, inspection duties usually are performed by the apparatus or maintenance officer or his staff. In the case of smaller departments, deciding who will go could be difficult, especially if there is a committee responsible for the design and acquisition of the apparatus. Be aware that the number of trips and personnel attending have a direct impact on the bid price of the apparatus. In no case, however, should one individual be left with the responsibilities of performing these inspections alone. When two or more members participate, the input for making important decisions is increased, and the likelihood of any later misunderstandings concerning final specs is decreased.
If the committee must be broken down into groups, the most knowledgeable individuals in relation to the mechanical aspects of the apparatus should attend the preconstruction conference; these representatives must have the authority to speak for the fire department and make firm decisions. They also should document as much of the information as possible so that it can be reviewed by the committee and used during later inspections. The final inspection should be conducted by members who have an intimate knowledge of the specifications, including the changes, and who are prepared to accept full responsibility for the outcome of the finished product.
While the number of factory inspections and participants increases the cost of the vehicle, it is a relatively small price to pay when considering the size of the investment involved and the life expectancy of the unit. For those cynics among us, remember that even if the manufacturer of your apparatus is located in Florida, if the individuals sent to inspect the apparatus do the job properly, they will not be on a vacation trip to Disney World.
