Apparatus Purchasing: Drawings and Blueprints, Part 1

Transforming an idea sketched on a bar napkin into an engineering blueprint or drawing of a buildable fire truck is fraught with pitfalls for vendors and purchasers.

One Web site defines drawings as pictures created by making lines on a surface. Another defines a blueprint as a guide for making something. Both are understatements. Unless explicitly defined later, consider them synonymous.

Value

Fire apparatus fabrication is inefficient without blueprints. It is especially so for a customized one-of-a-kind rig or the first-built in a new series. During competitive bidding, having visual representation of each apparatus proposed is instrumental in determining compliance to purchasing specifications. It also assists in comparing and evaluating multiple proposals.

What some purchasers consider an insignificant change to an apparatus design can render its blueprint worthless. As an example, a purchaser looking at a predesigned pumper’s blueprint says, “Increase the 500-gallon tank to 900 gallons but keep everything else the same.” Minor change? The extra water weighs 3,336 pounds, occupying more than 53.47 cubic feet. Where’s it going? Additional tank material and the supporting structure have to be considered. The wheelbase may require lengthening with a frame liner. Larger axles, suspension, wheels, and tires are probably in order. Most likely, the hosebed and body need redesigning. The front-to-rear axle ratio and center of gravity will need recalculating. Scrap the existing blueprint. Start over.

1 2 3 It can be a long, arduous trip developing a concept scrawled on a paper napkin into a preliminary drawing (or several of them), then into an engineered blueprint, then into the final product. Sometimes, they’re close, as depicted in these “rear views.” (Photo 3 by Jared Meeker.)

Regardless of whether the idea on a napkin modifies an existing design or is creating a new one, purchasers and vendors use hand-drawn sketches and drawings to co-develop a design to communicate to “the factory” for evaluation. Co-developing means one party’s idea is acceptable to the other. Evaluating means factory engineers will determine if the apparatus can be physically and legally built. Whether it will be is determined by the sales department—a story for later discussion. The vendor-purchaser design phase is when miscommunications and misunderstandings can begin. Both can be exacerbated when purchasing specifications are not explicit in stating what is expected on a blueprint.

NFPA 1901

National Fire Protection Association (NFPA) 1901, Standard for Automotive Fire Apparatus, does not address the importance of blueprints. It doesn’t define, require, or even recommend them. Its Annex B Specifying and Procuring Fire Apparatus, Figure B.2.12 – A Sample Apparatus Purchasing Specification form has one sentence that asks, “Is an approval drawing required?” But it doesn’t say why it should be.

Bill Peters

Retired Battalion Chief and Apparatus Supervisor Bill Peters from the Jersey City (NJ) Fire Department wrote Fire Apparatus Purchasing Handbook (Fire Engineering, 1994). In Chapter 9-Writing the Final Specifications, on page 294, he wrote: “A complete set of contractor’s specifications, with generic scale drawings showing the front, rear, left, right, and top view of the proposed apparatus, must be submitted with the bid for the purpose of comparison.” Under Approval Drawings on page 302, Peters wrote: “Most fire department specifications include the provision of approval drawings, depicting all views and measurements of the proposed apparatus after the preconstruction conference and before the actual building. Study these drawings carefully and make any addition, deletion, or correction on the print prior to signing and returning it to the manufacturer.”

He continued recommending: “Include in the specifications the provision that in the event of an oversight or omission in the review of the approval drawings, the apparatus specifications with documented changes take precedence.” Although the NFPA has not recognized or implemented any of his writings, almost every fire apparatus manufacturer has in one form or another. See the below examples. Peters has been a voting member of the NFPA 1901 Technical Committee on Fire Department Apparatus for 25 years.

Apparatus Manufacturers

Purchasing specifications found online from five apparatus manufacturers were examined for references to drawings or blueprints. The manufacturers ranged in size from small to very large. The total words devoted to drawings are from a low of 33 to a high of 592. Judgment is not made on the length, scope, or depth of their requirements. Evaluation rests in the eyes of each purchaser. The intent is to show how some manufacturers address drawings in their own words.

“BID/PROPOSAL DRAWING: For purposes of evaluation, bidder shall provide a drawing illustrating, but not limited to, the overall dimensions, wheelbase, and overall length of the proposed apparatus.

The drawings shall be large ‘D’ size (minimum 24.00 inches × 36.00 inches) and shall be in color.

Other specified equipment shall be required to be included with the bidder’s proposal package.

PRE-CONSTRUCTION DRAWINGS: After the award of the bid, bidder shall provide detailed colored engineering drawings including, but not limited to, the overall dimensions, wheelbase, and overall length of the proposed apparatus for use at the pre-construction conference.

The drawings shall include, but shall not be limited to, the right, left, top, front and rear views of the apparatus.

In addition, a detailed engineering drawing of the pump operator’s panel shall be provided prior to manufacturing for fire department approval.”

“DRAWINGS WITH BID: Drawings of the apparatus as proposed must be supplied with the bid. These drawing shall be an important tool in evaluating the bids. They shall also ensure that the purchaser understands the apparatus being proposed by the bidder.

Drawings shall show the driver’s side, passenger’s side, top, front and rear views and include compartment and other important dimensions.

Drawings shall be specific to the proposed apparatus and not a generic or similar type.

Bids submitted without drawings shall be considered non-compliant and shall not be accepted.

APPROVAL DRAWING: A drawing of the proposed apparatus shall be provided for approval before construction begins. The sales representative shall also have a copy of the same drawing. The finalized and approved drawing shall become part of the contract documents. This drawing shall indicate the chassis make and model, location of the lights, siren, horns, compartments, major components, etc.

A ‘revised’ approval drawing of the apparatus shall be prepared and submitted by the manufacturer to the purchaser showing any changes made to the approval drawing.”

“PROPOSAL DRAWING: A general layout drawing depicting the apparatus layout and appearance shall be provided with the bid. The drawing shall consist of left side, right side, frontal and rear elevation views. Apparatus equipped with a fire pump shall have a general layout view of the pump operator’s panel scaled the same as the elevation views. The drawing shall be a depiction of the actual apparatus proposed and not of a generic similar product.

APPROVAL DRAWING: After the award of bid and pre-construction conference, a detailed layout drawing depicting the apparatus layout and appearance including any changes agreed upon shall be provided for customer review and signature. The drawing will become part of the contract documents. The drawing shall consist of left side, right side, frontal and rear elevation views. Apparatus equipped with a fire pump, shall have a general layout view of the pump operator’s panel scaled the same as the elevation views.”

“ENGINEERING DRAWINGS: The evaluation of bids shall also be based on design, engineering reliability, and completeness of drawings. No Bidder’s proposal shall be considered unless complete engineering drawings to these specifications are submitted with the request for proposal package. Failure to submit factory prepared blueprints with bid shall result in automatic rejection. Submission of ‘bid drawings’ are in addition to ‘production drawings,’ which must be submitted for Fire Department approval prior to construction. Bid drawings shall allow the Fire Department the ability to fully evaluate required product.

The engineering drawings shall be produced on computer aided design (CAD) equipment to assure critical tolerance and detail only available with CAD equipment. The drawings shall be on ‘B’ size paper, 17” × 11” in size, and views must be ¼” = 1’ – 0” scale. This shall allow the Fire Department the ability to compare drawings of all manufacturers on an ‘equal’ basis. The drawings shall be completed only by the body manufacturer and must be exactly to specifications. Submission of ‘similar to’ drawings or ‘statements referring to later submission of drawings after award of contract’ shall be automatically rejected.

Since the request for proposal package will require extensive evaluation by the Fire Department, all Bidders must submit exactly the same engineering drawings at the same scale, on the same size paper. For easy comparison of drawings, they must be on a 17” × 11” sheet as follows:

All bid drawings will be stamped BID DRAWING.
All items shown on the drawing will be pre-designed with regards to layout and functionality prior to the completion of the BID DRAWING.
Two (2) 17” × 11” color drawings will be supplied with the bid proposal. Black and white or blue line drawings will not be accepted.
There shall be five (5) views of the truck with the doors closed (Top, Left, Right, Front, Rear), four (4) views of the truck with the doors open (Top, Left, Right, Rear) and four (4) views of any walk-in area (Top, Left, Right, Rear).
All compartment door openings and usable space shall be clearly shown in inches.
The truck’s overall length, height, width, wheelbase and cab-to-axle dimensions shall be clearly shown.
The angles of approach and departure shall be shown in the maximum loaded condition to the nearest degree.
All lighting packages will be clearly shown on the drawing and verified accurate per the most current NFPA standards (when applicable).
The exterior view shall show all scene lights, marker lights, speakers, horns, exhaust, tow points, exterior outlets, windows, winch receivers, tow hitches, exterior ladders and any other item important to the function of the vehicle.
The open view shall show all trays, shelves, air system components, hydraulic components, tool boards, storage modules and any other items important to the function of the vehicle.
The interior view for all walk-in areas shall show all seating positions, desks, cabinets, windows, tech equipment, radio locations and any other item important to the function of the vehicle.
Any changes to the BID drawing will require a revision which will be clearly annotated in the upper right hand side of the drawing showing the revision number, reason for the revision, date and who made the changes.

Text Block Items:

Purchaser’s name.
Body size and material type.
Chassis manufacturer and model number.
Unit description.
Wheelbase (WB), Cab-to-axle (CA) distance.
Overall length (OAL), Overall width, (OAW), Overall height (OAH).
Scale, date, drawn by, drawing number and sheet number.”

“CAD DRAWINGS: There shall be a complete set of representation drawings provided with the bid package. These drawings shall indicate the apparatus manufacturer’s ability to design and engineer the apparatus requested.”

Analysis

Objective analysis of the above “drawing requirements” should only be based on the individual interpretation—or personal agenda—of each purchaser.

My subjective analysis is from the perspective of manufacturers complying with the requirements in a competitive bidding scenario.

Excessive drawing requirements appear to be overly restrictive, which could eliminate smaller but otherwise qualified competition before they reach the bid table.
Requiring extremely detailed “engineering drawings” with the initial proposal may result in revealing manufacturers’ proprietary engineering and fabrication methods to other bidders. Many manufacturers are apprehensive about “engineering a rig for the competition.” Once a public bid is opened, everyone has the right to read it.
Purchasers and bidders are not on the same page in describing drawings or blueprints. They could be.

. . .

Part 2 describes methods and tools to prepare drawings and blueprints, the benefits of 2-D and 3-D views, computer aided design software, 3-D modeling, and computer numerical control systems as well as possible pitfalls to avoid.

BILL ADAMS is a member of the Fire Apparatus & Emergency Equipment Editorial Advisory Board, a former fire apparatus salesman, and a past chief of the East Rochester (NY) Fire Department. He has 50 years of experience in the volunteer fire service.