By Joseph Murray
Today’s fire service has evolved greatly since its founding in North America. Today’s fire departments are often expected to provide numerous services to the community in addition to fire suppression.
The fire department in many parts of the country could be perhaps more accurately described as an “all hazards” department. Fire suppression, emergency medical services, technical rescue, hazardous materials response, and even nonemergent services such as public education and training are all services the local fire department is now expected to provide.
Fire apparatus are an integral component of the safety and security of the community. Similar to the trend for traditional “fire” departments becoming “all hazards” departments, fire apparatus have continued to evolve to meet the needs and expectations of the community. The many functions of today’s fire service can leave a fire chief feeling overwhelmed.
Purchasing a new fire apparatus can be a long and difficult process for fire chiefs. Far too often the procurement process can be complicated by both internal and external forces. Political pressures, financial concerns, and opinions based on emotions rather than facts can all complicate this process. Fire chiefs can best navigate the process by ensuring a proper apparatus needs assessment is conducted prior to the procurement process. Using a comprehensive apparatus needs assessment report can assist the fire chief in focusing both internal and external customers throughout the procurement process.
When conducting an apparatus needs assessment, it is essential for fire chiefs to have a good understanding of the current and future operations of their fire departments and how they correspond with the needs of their communities. As most fire apparatus is expected to have a frontline service life of at least 10 years, it is essential that fire chiefs continue to reassess new developments and potential changes within their community that may impact operations.
TIP ONE: FORM A COMMITTEE
My experiences with committees have been both positive and negative. When committees work well, it is generally because of a clear mission, a solid organizational plan, and inclusion of members with subject matter expertise. As fire chiefs, our responsibility is to ensure the committee has a clear mission. It is important that the fire chief provides input to the committee regarding safety, compliance with industry accepted standards, budgetary limitations, and timeline expectations. It is important that the committee focuses on the needs of the community and the fire department and that it does not get lost in the weeds related to the technical aspects of the actual construction of a vehicle. While it is important to consider technical aspects of apparatus in coordination with the needs assessment, the real technical research and work should be conducted following the needs assessment.
It is very difficult to design an apparatus without first understanding the needs of the community and the fire department. The committee should be manageable (not too big, not too small) and should include stakeholders who can provide input from various backgrounds and experience. Some examples of stakeholders include company officers, driver operators, budgetary officials, those responsible for city planning/building officials, and even members of the public. Including an elected official may also be beneficial as a project champion if you anticipate pushback related to costs or politics.
1 Similar to the trend for traditional “fire” departments becoming “all hazards” departments, fire apparatus have continued to evolve to meet the needs and expectations of the community. (Photo by author.)
TIP TWO: USE A COMMUNITY RISK ASSESSMENT
It is extremely important for a fire chief to have conducted a risk assessment of his community prior to deciding what type of apparatus will be purchased. Fire chiefs must have an understanding of how each type of apparatus would be beneficial or detrimental to the particular hazards that exist within their communities. The Federal Emergency Management Agency (FEMA) currently funds grants as part of its Assistance to Firefighters Grant—Fire Prevention and Safety (AFG-FPS) program. Federal funds can be used to bring in experienced contractors to assist the fire chief in conducting a comprehensive risk assessment. A comprehensive risk assessment will assist in evaluating a community’s hazards and will provide the fire chief with a comparison of the department’s current operations and resources against best practices originating from organizations like the National Fire Protection Association (NFPA), the Insurance Services Office (ISO), and the Commission on Fire Accreditation International (CFAI). While the risk assessment process itself does not always relate to fire apparatus procurement, it is an excellent tool to use in determining what type of apparatus is best suited for your community and what type of equipment it needs to carry. A comprehensive risk assessment can also go a long way with elected officials and the public to justify costs during a time of extreme price hikes.
TIP THREE: IDENTIFY COMMUNITY CONSIDERATIONS
While using a committee is advisable, the fire chief is ultimately responsible for an accurate apparatus needs assessment. Understanding the needs of the community is of the utmost importance when conducting a fire apparatus needs assessment. It is important for the fire chief to have a thorough knowledge of all aspects of the community to properly advise the needs assessment committee. Geography, population, existing infrastructures, water availability, construction features, zoning ordinances, hazardous occupancies, property setbacks, and the existing vehicles in the fire department fleet are just some examples of how the community itself can have an impact on the decision-making process. These community factors in coordination with the expected budget available are important to consider when performing a needs assessment.
Fire chiefs must also consider that fire apparatus may typically be in frontline service for a minimum of 10 years. The fire chief must continue to monitor future developments and city plans to ensure the purchase will meet the needs of the community not only in the present but in the future.
There is no denying that fire apparatus purchases are among some of the most significant capital purchases made by many communities. It is important for the fire chief to act as an educator to elected officials and the community at large regarding the need for a particular type of apparatus. Similar to personal vehicles, fire apparatus have an expected lifespan. It is important that the fire chief can explain not only the apparatus’s functions but also why it is needed at this time and why an existing apparatus needs replacement.
TIP FOUR: OPERATIONAL CONSIDERATIONS AND INDUSTRY BEST PRACTICES COMPLIANCE
Fire departments across North America vary widely in terms of the types of services provided and staffing models. It is essential that, prior to deciding on what type of apparatus to purchase, the fire chief has a good understanding of how staffing and service delivery factor into the purchase. It is important to listen to feedback from those members who are responding to calls and using fire apparatus. Fire apparatus and equipment are continuously evolving, and what worked well when a fire chief was on the line may not necessarily still be in the best interest of current fire companies. It is important to listen to the boots on the ground and those who are tasked with repairing and maintaining your fleet.
It is also of utmost importance that fire chiefs can point to industry best practices and standards when making decisions related to apparatus function, construction, and purchase. Luckily, fire chiefs have some credible sources to assist in determining their needs assessment. Various sources include the NFPA, the ISO, the CFAI, the Occupational Safety and Health Administration (OSHA), and State Fire Marshal Bureaus or State Fire Divisions.
When conducting an apparatus needs assessment, it is essential to keep a copy of NFPA 1900, Standard for Aircraft Rescue and Firefighting Vehicles, Automotive Fire Apparatus, Wildland Fire Apparatus, and Automotive Ambulances, and other applicable standards handy for continuous reference. NFPA 1900 is extremely comprehensive and covers many subjects that a fire chief should reference in coordination with the apparatus needs assessment committee when making decisions.
Another important reference for fire chiefs is the ISO’s fire protection grading criteria. A decision to purchase an apparatus that does not maintain or help an existing ISO rating will likely cause political turmoil along with operational problems. Ensuring your community is protected with the recommended number and type of pumpers, aerials, rescues, tankers, etc. according to industry best practices is essential. Finally, the CFAI’s Standards of Cover recommendations can also assist the fire chief in making the proper apparatus and equipment decisions to ensure compliance with industry best practices and a community’s needs.
TIP FIVE: REMEMBER ONGOING LOGISTICS RELATED TO REPAIR AND MAINTENANCE
Consider repair and maintenance planning as part of the needs assessment process. Typically, each major fire apparatus manufacturer has various dealers that are responsible for sales in their regions. Often these dealers also provide repair and maintenance services for their associated manufacturers. It is just as important for the fire chief to have an efficient and effective method to have fire apparatus maintained and repaired as it is to have purchased a quality apparatus. A fire chief can buy the top of the line, most expensive fire apparatus, but if it takes months to get a part in or it is difficult to get a repair completed, it doesn’t much matter.
The manufacturer’s location is another consideration. Using a manufacturer closer to your area does have benefits. If something significant is causing problems, often it is beneficial to take your vehicle directly to those who built it. I have had great experiences working with a nearby manufacturer that is also willing to listen to suggestions on how to improve the product based on my department’s experiences. This is especially important for fire departments that attempt to maintain a standardized fleet.
It is extremely important for the fire chief to understand the apparatus needs assessment process and ensure one is conducted prior to making a purchasing decision. The purpose of the needs assessment is not to get lost in the technical aspects of the apparatus and the eventual specifications but instead to identify what the goals and objectives of the purchase will be. The fire chief should advocate for a committee of subject matter experts to assist in the process but also understand that, as chief, he is the ultimate decision maker. It is important that the fire chief ensures the needs assessment conducted by the committee is compliant with all major industry standards, meets the needs of the community and fire department, and allows for consideration of ongoing repair and maintenance.
JOSEPH MURRAY, Ph.D., is chief and emergency management coordinator for the Dearborn (MI) Fire Department.
