To provide emergency services on a limited budget, fire departments are looking for ways to incorporate operational efficiency into the specifications of new apparatus purchases.

For years, departments used detailed specifications that covered every facet of the apparatus, including brand and size of filters, bolts, bulbs and valves, as well as the differential ratio. But now, research is geared more toward operational specifications that cover the jurisdiction's geographical location, including its square mileage, population, and location-specific requirements (rural, suburban or urban).

This specification also provides information about personnel, ISO ratings, cab size, engine and drive-train needs, equipment, hose, water-tank size, pump size and more.

These are critical items that need to be reviewed by a diverse apparatus committee. Committees should have between three and eight members who provide specification foundation. The committee should include driver/operators, officers, paramedics (if the specification will be ALS-capable), chief officers, internal purchasing representatives, and — always — emergency vehicle technicians.

Success Indicators

The committee is a dedicated group that analyzes changes in the department, manufacturing processes, technological innovations, apparatus and equipment safety, as which has fiduciary responsibilities.

One way to guarantee apparatus-committee success is to establish a standard that the committee chair can use to measure and monitor effectiveness. Success indicators will include:

• Cost-effectiveness and operational value.

• Ability of department personnel to efficiently operate on a day-to-day basis.

• Ability of standardized purchases to create lower costs related to the initial purchase, as well as ongoing maintenance and repair.

• An efficient purchasing, replacement, and maintenance program for all apparatus.

• Alignment with the long-term goals of strategic and capitol replacement programs.

• Safety in the design and function of the emergency fleet.

Another issue is the importance of economic variables in a replacement analysis. Economic data often is overlooked during replacement analysis because it is extremely difficult for fire departments to extrapolate. But this data is necessary to project inflation, depreciation and discount rates, and variable costs such as repair and maintenance, downtime, and call volumes.

It is assumed that economic indicators are critical components of replacement analysis because they serve to adjust apparatus cost through time. These indicators have a considerable impact on both apparatus capital and operating budgets. The economic life of a unit refers to the length of time over which the average total apparatus cost is the lowest. (See sidebar at right for total apparatus costs.)

While preparing the apparatus specification, remember that the median fire truck life is 15 years. However, obsolescence often occurs before 15 years and that's when parts for the apparatus cab and chassis, body, aerial, fire pump, tank, foam system and other associated equipment no longer are available, or have been replaced by improved equipment. Obsolescence is an additional operating cost that has a significant impact on downtime, resale value and depreciation. During the life of the apparatus these costs will vary. Some areas will increase while others will remain consistent and other areas will actually decline. The value is defined by the total life cycle cost of the apparatus that is relevant to its economic life.

Three Lives

A vehicle basically has three lives: a service life, a technological life and an economic life. The service life is the amount of time the vehicle is capable of rendering service. The technological life represents the relative productivity decline of the vehicle when compared to newer apparatus. The economic life is the total cost associated with the apparatus over a period of time. A department must pay particular attention to the economic life of the apparatus. As the vehicle ages, costs associated with maintenance go up, and there may come a time when the apparatus must be replaced to reduce the total cost of operation.

The department should determine when the vehicle needs to be replaced based on cost and available funds. If a piece of apparatus is due for replacement, project the total costs of the current piece of apparatus for the following year and then compare the cost to that of a new piece of apparatus. The difference between the two figures could provide the argument for not keeping the vehicle past its economic point of replacement.

The capital-purchase process should be dedicated to facilitating improvements in the departments operations for all areas. It should decrease annual operational costs while improving in-service availability. Other advantages include the standardization of apparatus, which improves driver/operator proficiency and apparatus efficiency, and optimizes vehicle use. Apparatus standardization also will improve overall agency efficiency, the specification process and emergency response effectiveness.

When the decision has been made and the apparatus committee brings the specification together, review the vendor qualifications and establish a solid working relationship with the dealer and factory engineers. Examine parts availability, warranty terms and customer service. Advise the vendor that the apparatus will be used and maintained for many years, so it needs to be operationally functional, reliable and safe.

Apparatus Costs

Total apparatus costs associated with ownership of equipment include:

• Depreciation.
• Operation and maintenance.
• Downtime versus availability.
• Obsolescence.
• Operator training time and costs.
• Parts inventory via factory or dealer.
• Value of money (lease interest, bond interest, alternative capital).
• Value and inflation.
• Cost of reserve apparatus for maintenance or major repairs.
• Cost-effectiveness.
• Operational value.
• Technological value.

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Brian Brown is the fleet-services bureau chief for the South Metro Fire Rescue Authority in Centennial, Colo. He also is an award-winning emergency vehicle technician, Level I and II. Brown is an academy instructor for the Colorado Fire Mechanics Association and presented at the Fire Department Safety Officers Association's annual Apparatus Symposium.

Ralph Craven, Craven & Associates, was in the fire service for 23 years and actively involved in the maintenance of fire apparatus. In the eighties, Craven co-founded and was president of the National Association of Emergency Vehicle Technicians. He is an expert witness on aerials and fire apparatus and served as investigator with the National Highway Safety Transportation Association. Craven also teaches classes on fire apparatus and safety across the country.