Buying fire and rescue apparatus is always a big task that requires research, planning and organization. But because of its complexity and the multitude of factors to consider, specifying and purchasing an aerial device is an especially tall order.

How do you arrive at a delivery that meets the specific needs and requirements of your department and community? This simple, 12-step road map will eliminate some of the guesswork and special pressures in specifying and purchasing aerials.

1] Organize your team

Determine who will participate in the purchasing process. This team will be responsible for researching your department's needs and requirements and writing the specifications to be used throughout the project.

In some departments, the fire chief spearheads this team, but the industry trend during the last decade has been to organize apparatus purchasing committees composed of select members of the department. Ideally, your team or committee should include a cross-section of administration, suppression, training, safety and apparatus maintenance personnel. They should be open-minded, forward-thinking people who have a full understanding of fire-rescue operations and can objectively represent the wants and needs of the department's members.

The committee should elect one person to serve as the chairperson, who will collect and disseminate all research information and technical data to keep the other committee members informed on industry trends. The chairperson also will schedule meetings to discuss findings and to evaluate information in a timely manner.

2] Define parameters

The first duty of the apparatus committee should be to define what the department needs its aerial to do. Defining the intended function of this new apparatus is vital to proceeding to the next phase. Unless you know what these needs are, specifying the apparatus will be extremely difficult.

For example, are you looking for an elevated waterway to enhance suppression techniques, for vertical reach while flowing water or for rescue capabilities paramount to the function of the aerial? Because of today's strip-mall and apartment complex building boom, horizontal reach and rooftop ventilation procedures are needed to compensate for the lack of accessibility to these types of structures.

NFPA 1901 and 1914 identify three common classifications for aerial devices for motorized fire apparatus:

• Aerial ladder refers to a straight-stick aerial ranging from 50-130 feet in vertical reach.
• Elevating platforms have personnel-carrying platforms attached to a boom that articulates and/or telescopes.
• Water tower refers to a device consisting of a power-operated boom and a waterway that can supply a large-capacity, elevated water stream.

A fourth classification outlined in the NFPA standard is the multi-function quint, which combines the features of a pumper, aerial, rescue and service vehicle on a single cab and chassis. To be classified as a quint, a fire apparatus must have a pump capable of at least 1,000gpm, a water tank with a minimum capacity of 300 gallons, at least 30 cubic feet of hose storage, at least 85 feet of ground ladders, a fixed-pipe waterway and other loose equipment.

Quints have become very popular in the last decade or so in both volunteer and career departments because of engine and truck company consolidations and budget restraints. They've rapidly become the apparatus of choice for many fire departments that need a multi-function vehicle for performing a variety of firefighting operations. EMS calls, water rescues, auto-extrication and salvage and overhaul are just some of the nonsuppression operations these aerial ladders and platforms respond to on a daily basis.

The quint usually costs more than traditional pumpers and aerials, but many consider the higher price justified by its multiple functions and features.

3] Survey potential occupancy hazards

Appoint a group of committee members to drive through the response area and survey buildings and structures, noting any challenges that may create difficulty in aerial apparatus placement during emergency operations, as well as accessibility to buildings and other adjacent structures. Attention should be given to schools, universities, hospitals and nursing homes, and large industrial and residential complexes.

Carefully review and evaluate the entire potential response area. Determine if the parameters will justify to your public officials and buying authority the need for an aerial platform rather than a straight-stick aerial ladder. You also must decide what length ladder or platform configuration will be required to adequately perform fire and rescue operations at these locations.

Pre-plan your coverage area and classify the buildings and structures in one of the following categories as defined by the NFPA Fire Protection Handbook (1997).

• High-hazard occupancies: Buildings with high life-threatening hazards or large fire potential, such as hospitals, schools and universities, petrochemical refineries and explosive plants, and high-rises.
• Medium-hazard occupancies: Apartment complexes, offices, factories, and mercantile businesses and industrial occupancies not normally requiring extensive rescue and firefighting forces.
• Low-hazard occupancies: 1-, 2- and 3-story family dwellings, small businesses and light industrial occupancies.

4] Evaluate response routes

Don't forget to consider the overall size and weight of your aerial. Factor into the decision process access to small city streets, alleys and any obstructions that might prevent placement or operation of the aerial device during firefighting or rescue operations.

Request that the same committee members who surveyed the response area for hazards also research the overall height requirement to ensure safe operation of the aerial device and to prevent damage to buildings and property. They then can report their findings to the committee.

On occasion, departments have purchased new aerial ladders and platforms only to discover that the apparatus is too heavy for some of the roads and bridges in their community. It's very important to research the load limit of the roads and bridges in your response area before the purchase of a new aerial apparatus.

Height requirements should be considered as well. Most aerial ladders and platforms exceed 11 feet in height. Make sure that all overpasses, railroad bridges, power lines and any other overhead obstructions won't interfere with the aerial apparatus en route to any emergency.

Be aware of any road closures or long-term road construction that might prohibit access or pose hazards with the new aerial apparatus. You should develop a good working relationship with the state and local Department of Transportation or appropriate local highway officials to stay informed of road closures or changes in traffic flow or limitations placed on certain streets or bridges as a result of construction.

From time to time, contact your local officials to ask what construction projects are on the schedule and how they will affect response to any emergencies in that particular area. Request the DOT keep you informed of any changes or sudden closures of roads, bridges or streets in your coverage area.

5] Know your fire station

Your aerial must fit in the fire station. This may seem rather obvious, but you'd be surprised at how many departments have purchased a beautiful $600,000 aerial only to learn after delivery that it doesn't fit in the bay. Today's new apparatus are longer, taller and considerably heavier than those most departments are replacing.

The first item to consider is the height of the overhead bay door. Take the time to measure the height allowed by the overhead door, including its tracking and hardware. Measure the overall length of the bays to make certain the new apparatus will fit.

Consider the angle of departure and approach. Any slope or downward angle of the apparatus when leaving or entering the firehouse will cause the apparatus rear to rise as it passes through the door.

With the assistance of most manufacturers, you can calculate the proposed vehicle's angle of approach and departure. Compare that to the data obtained from the station to make sure the aerial will fit without causing any damage to the truck or building. Save the embarrassment; verify all dimensions prior to purchasing any vehicle.

6] Consult with the rating bureau

Contact your local ISO rating bureau representative to discuss what aerial type and configuration it recommends to receive full credit and maximize rating points. The bureau will help survey the community to determine what length aerial device will be needed and what aerial apparatus configuration will provide the maximum amount of coverage and protection.

Define your loose equipment needs and enquire what equipment is required to receive the maximum amount of credit for a ladder company. Some salvage and overhaul equipment is required on ladder trucks to receive full ISO rating points.

Plan for the future by learning about proposed new construction, and if possible, determining what the ISO requirements would be if that construction becomes reality. Research future growth plans with city officials and consider future projects in the aerial apparatus specifications.

7] Establish the budget

Do your homework! Often fire chiefs or committees go to the city with a ballpark figure, but after more research into the aerial project, find they don't have enough money to buy the required aerial. Gather all information and data ahead of time and then go through the proper channels to procure financing.

Meet with your city and/or county officials to determine what funding will be available to procure your aerial apparatus. Work with the purchasing department to define what degree of funding will be available.

Contact several manufacturers of aerial apparatus prior to the meeting to get budgetary figures for the aerial apparatus and related equipment you intend to purchase. Define the current market value of these types of aerial apparatus, and factor in loose equipment requirements and costs. Submit those figures to the local officials for consideration.

8] Contact manufacturers

Contact several reputable manufacturers of aerial ladders and platforms and request sales information and literature on their products and services. Survey each company's products and services and define their pros and cons.

Establish a wish list of features and benefits, then qualify each manufacturer's ability to provide them. Define the design parameters you and your committee have researched and compile that information into a line-item spec sheet. Your spec sheet should include overall height, length and width requirements; turning radius, angle of approach and departure required; engine and transmission makes and models; and all other pertinent information.

Request each manufacturer submit a proposed set of specifications to assist you in obtaining the technical information and data needed to define your bid specifications. Be open-minded and review each set of specifications to determine what features and performance criteria best fit the needs of your fire department and community.

Review and evaluate each manufacturer's service and warranty policies and procedures. Make sure you fully understand its position on warranty items and customer service and satisfaction.

9] Hold a prebid conference

After evaluating the data and information submitted by each manufacturer, prepare a proposed set of bid specifications to be advertised for bid and invite all prospective bidders to a pre-bid conference. This conference will allow potential bidders to review and evaluate the specifications and to ask questions or voice concerns over any item that will prohibit them from bidding or that doesn't meet current standards or requirements.

Allow each manufacturer to make recommendations to the committee, but be wary of manufacturers that try to persuade you to write in their proprietary methods and preferred components or use high-pressure sales tactics to influence your specifications.

Write a performance-based set of specifications. Define what you want this aerial to do and identify the specific parameters you must have to ensure maximum operability and practicality. Make sure those requirements are spelled out in the specifications, and stick to them. Each bidder should be allowed to note clarifications, additions and modifications to improve your aerial apparatus, but insist that any changes in your specifications be explained in detail on a separate page in its bid.

10] Open bidding and award contract

The big winner in a truly competitive, “apples-to-apples” bid process is the customer. Advertise for bids and notify each bidder of the proposed bid opening time and date. Make sure you allow each manufacturer's representative fair opportunity to bid the company's product and explain the bid proposal. Work closely with your purchasing department to ensure that you meet and comply with all state and local bid laws.

Have your committee review each bid and select the best one. Allow the winning bidder to clarify any questions regarding the bid package. Prior to award of the contract, allow the successful bidder the opportunity to meet with the purchasing committee to ensure all areas of concern have been met and that all parties know what they will be getting when the truck is delivered.

Insist that the successful bidder provide a detailed drawing of the apparatus it intends to build to ensure compliance with the specifications set forth during the bid process.

11] Conduct preconstruction conferences

Upon award of the contract, the manufacturer should schedule a preconstruction conference with you and the purchasing committee. Held either at your location or at the manufacturer's facility, the purpose of this meeting is to exchange any and all information to ensure compliance with your apparatus' unique requirements and to discuss such final details as how equipment will be mounted and lettering and striping. Use this opportunity to ask questions and to make any modifications, changes, additions or deletions needed to receive the best possible aerial device for your community.

12] Inspect delivery and accept

If you remain in contact with the manufacturer throughout the entire process, then the delivery and acceptance of the aerial apparatus will be simplified. Inspection trips to the factory during construction keep the department in the loop. Inspection trips before paint and final assembly are recommended to ensure quality, workmanship and compliance with specifications. Items found during these visits to the factory can be modified and addressed easily prior to delivery.

Upon delivery, be prepared to have the truck tested and have your personnel ready to attend the factory training to ensure firefighter safety and to prevent any damage to the aerial device. Most instructors will spend time with fire department and maintenance personnel to ensure everyone knows how to safely operate and maintain the aerial.

Purchasing aerial apparatus doesn't have to be a nightmare. If you plan ahead, organize and follow these 12 simple steps, your aerial specification and buying experience can be enjoyable and memorable.

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Joel Domangue is the aerial sales and product manager at Ferrara Fire Apparatus Inc., in Holden, La. A 25-year veteran of the fire service, he began his career as a fire chief of a volunteer fire department in Southern Louisiana in the early 1980s and has been a member of the Fire Apparatus Manufacturers Association, the International Association of Fire Chiefs and the International Society of Fire Service Instructors.