TRUE APPARATUS CONDITION
Before going to the elected officials, it is imperative the fire chief has a comprehensive understanding of the true condition of the apparatus and not a theoretical one. It is essential that the fire chief has a comprehensive understanding of the history of the apparatus proposed to be replaced. Has it been involved in any major accidents? Has it had any major mechanical issues? While most fire chiefs have a working knowledge of how their apparatus function, most are not certified mechanics or EVTs. An inspection report by a certified specialist can be helpful in justifying the need for replacement.SERVICE LIFE EXPECTANCY
When seeking older apparatus replacement, National Fire Protection Association (NFPA) 1900, Standardfor Aircraft Rescue and Firefighting Vehicles, Automotive Fire Apparatus, Wildland Fire Apparatus, and Automotive Ambulances, is a great place to start with your justification process. Therecommended front line service of fire apparatus according to NFPA 1900 is 15 years, after which the vehicle should be relegated to reserve status. At the 15-year mark, apparatus should be inspected and evaluated for refurbishment. At 25 years old, the NFPA recommends removing the apparatus from service completely.While NFPA standards are not mandated, they are generally recognized as industry best practices when it comes to fire apparatus. This is important to relay to your elected officials as part of the justification process. Although NFPA 1900 may not be mandatory, adhering to industry best practices is a key component of ensuring safe operations and reducing the risks of potential liability claims. It may also help with that “always skeptical” elected official, as NFPA standards are developed independently outside of the fire department following a comprehensive research process.REPLACEMENT CONSIDERATIONS
When making the case to replace existing apparatus, the following considerations may assist in making the argument.- Repair and maintenance costs: One of the most significant considerations in replacing an apparatus is the cost of repair and maintenance to keep the current truck in service. Often, we see maintenance costs escalate the longer an apparatus is in service. Depending on how old the vehicle is, replacement parts may also become an issue. Forecasting the anticipated cost of maintenance per year in comparison with what a new apparatus would cost can be a helpful piece of information. While smaller scale and less costly repairs may make sense, the costs associated with major component or system failure often do not.
- Downtime: Apparatus downtime leads to a less efficient fire service. An apparatus with extended downtime because of age or condition also increases the risk to the community. Fire chiefs should keep logs of the downtimes of all vehicles along with the reason and cost of repair throughout their service lives.
- Required testing: Failing annual pump tests, aerial load tests, or five-year nondestructive testing can also be used to justify replacement because a failure of any of these tests can pose a significant safety risk to firefighters.
- Antiquated equipment and technologies: As equipment and technology continue to evolve, it may become more difficult to keep an old fire apparatus in service. Electrical systems not designed for new technologies, for example, may not be adaptable without an expensive overhaul. Perhaps the fire department desires to integrate EMS services on an engine company but there isn’t compartment space to fit all the state-required equipment.
- Trade-in values: Fire apparatus typically depreciate their value by half within the first five years and another 5-7% each year following. The longer a community holds onto an older fire apparatus, the more it will negatively affect the trade-in/resale value. Given the NFPA service life expectations, waiting too long can essentially leave the value of the apparatus nominal.
- Refurbishment: Given the significant cost of new apparatus, fire chiefs should be prepared to answer questions related to refurbishing. Refurbishment should be considered as part of the vehicle assessment prior to discussing with elected officials so the fire chief can prepare for questions. It is important to consider NFPA 1900’s 25-year service life when determining the value of refurbishing. Significant investments in an apparatus that should be retired in five years or less may not be very practical. Refurbishments should only be considered if they will be impactful and not simply an attempt to defer the purchase of new fire apparatus for a couple of years. If the department is not expecting at least five years of quality service life out of a refurbished rig, it’s likely not going to be worth the investment.
SERVICE CAPABILITIES
The community’s expectations of fire service capabilities are important to consider when making the case to add additional apparatus to the fleet. Comparing the fire department’s response capabilities against recognized industry standards like NFPA 1710/1720 or the ISO’s Fire Suppression Rating Schedule (FSRS) can also assist in making the case to purchase new apparatus. The number of various types of apparatus available in a particular fire district can impact service levels and the department’s ISO Public Protection Classification (PPC).A community that does not meet the ISO’s FSRS requirements for the number of engine companies, pump capacity, ladder/service companies, and reserve apparatus will lose points toward its PPC, which can negatively impact area insurance rates.The ability to meet NFPA 1710, Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments/1720, Standardfor the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Volunteer Fire Departments, response times expectations may also assist in making the argument for an additional apparatus. The inability to arrive promptly to an emergency, whether due to distance, simultaneous call volume, or lack of apparatus, is a real concern. Additional apparatus may very well be required to meet the community’s response time expectations.MEETING COMMUNITY NEEDS
Fire chiefs must be prepared to discuss how the changing needs of their communities impact the fleet makeup of the fire department. Changes in population, increased service demands, hydrant availability, high-density housing unit development, and new commercial or industrial occupancy development are just some of the reasons a fire department would need to add apparatus to the fleet. Chiefs must understand the unique fire service needs of their communities and adapt accordingly. For example, expansion of fire hydrants may eliminate a need for a tanker, but increases in residential properties may require theaddition of an engine company. Although fire chiefs understand the fleet configurations that are required to meet the needs of their communities, it is often helpful to validate new apparatus requests against current data vs. industry best practices when presenting to elected officials. This is another area where the ISO PPC classifications and NFPA 1710/1720 can be used to help justify the need.THE APPROACH
After the chief has completed a needs assessment and is confident in the need for an additional or replacement apparatus, he must consider how to approach elected officials. How a fire chief approaches this request can be unique to his department’s particular situation. However, there are some key recommendations to be aware of prior to presenting.- Know your audience: It is extremely important for fire chiefs to know their audiences. Whether it is a city council or a fire board of commissioners, it is important for fire chies to understand the priorities (both individually and collectively) of the various officials and anticipate questions or challenges. Be prepared with facts and data for the questions you know are coming.
- Make it personal: In some cases, it may be beneficial to focus on an issue that is important to your audience. Does a particular councilperson know that his district has extended response times because of a lack of apparatus or perhaps that the fleet’s most broken down engine is serving his district? There are times when making the apparatus needs of your department personal to the elected official may assist in swaying a vote your way.
- Tell the story: Providing your officials with a comparative story can help them see the benefits of purchasing a new fire apparatus. First, provide the current status and the concerns. Then, follow up with all the benefits a new fire apparatus will bring to the community.
- Be prepared with data: With today’s tight budgets and competing needs, it is essential that the fire chief is well prepared to justify the need with data. Anticipate the questions and ensure you have solid numbers. The absence of properly vetted data can derail an entire project and cause your officials to become skeptical or believe that the request was made based on the wants of the department and not needs.
- Vetted costs and quotations: It is essential for the fire chief to be 100% confident in the proposed cost information. Selling elected officials on the cost of new apparatus is difficult enough. Having to go back for additional funds after the fact makes the fire chief appear unprepared or naive, which could negatively impact future requests.
JOSEPH MURRAY, Ph.D., is chief and emergency management coordinator for the Dearborn (MI) Fire Department.