Department managers thinking about deferring apparatus and equipment maintenance because their budgets are tight might want to think again. Maintenance is important, and putting it off to save money can be a bad idea for several reasons.

The biggest reason is that deferring maintenance can end up saving pennies but costing dollars. In tough economic times, many departments are faced with the need to keep existing apparatus and equipment in service longer. That requires proper maintenance to prevent problems in the first place and to detect and correct those problems that do occur before they get big. Waiting is not a good option. Most problems won't go away; they'll get worse. When that happens, departments can face significant increases in maintenance costs.

Another important reason is that without ongoing maintenance, critical apparatus and equipment can fail during emergencies and threaten the lives of firefighters and civilians alike. Many failures happen without warning, and the only way to detect and correct the problems is through regular maintenance.

Perhaps the most compelling reason not to swap maintenance for money is that many maintenance tasks won't cost a dime, leaving no excuse for putting them off. Some of the areas where you can perform a lot of maintenance for little or no cost include prevention, testing and training. In most cases, it just takes some time and effort.

Establishing a good preventive-maintenance program is probably one of the most important things a department can do to protect its investment in apparatus and equipment. It's also one of the easiest and least expensive methods. Preventive maintenance differs from regular maintenance in that it involves a lot of visual inspections and is performed more frequently.

The most basic level of preventive maintenance is the daily or weekly walk-around inspection of an apparatus. This task can be performed by the driver or other qualified person and requires nothing more than a flashlight, tire gauge and shop rag. Start by checking the pressure in each tire and adjust it as necessary. Underinflation is one of the most common problems with tires and can result in poor fuel economy, hard steering and greatly reduced tire life. At the same time, check the tread for wear and the sidewalls for damage. Lay under the apparatus and check for leaks, loose components and evidence of road damage. Tilt the hood or open the maintenance access door and check the engine oil level. Periodically, check all the other fluid levels including the coolant, power steering fluid and windshield washer fluid.

Manually depress the drive belts to check for proper tension and inspect them for damage. Check the radiator hoses and clamps for signs of leaks. Walk around the vehicle and drain the air tanks to remove accumulated moisture that can foul brake valves and cause corrosion. If the batteries have removable filler caps, check the water level and fill with distilled water as required. Finally, activate the driving and warning lights to check for burned-out bulbs. The entire walk-around inspection should take no more than 20 minutes and will provide an accurate assessment of many critical components long before any serious problems develop.

The next level of preventive maintenance involves a weekly or monthly operational check of all the major vehicle systems. Drive around the block and check the steering and braking systems. Park and engage the pump or aerial device as appropriate. If the apparatus is equipped with a powered ladder rack, monitor, generator or light tower, activate them as well. On water tenders, check the operation of any powered tank racks, dump valves and vents. On rescues, activate powered winches and rescue tools. In short, operate everything that needs to be operated to make sure it works properly. Like the daily walk-around inspection, periodic operational checks will just take time, not money.

Finally, record the results of all inspections and operational checks. A simple checklist is sufficient as long as it indicates the apparatus, date and name of the person making the check. Record any problems and what was done to correct them. Keeping good preventive-maintenance records will take a little time and a lot of discipline, but it's worth it. In the end, having these records can help spot recurring problems, defend a department against lawsuits involving maintenance and enhance the resale value of vehicles — again, all for free.

Some apparatus and equipment tests are required by NFPA standards. Other tests are needed to gain full credit on the rating schedule used by the Insurance Services Office. Many are recommended by specific component manufacturers or are part of department maintenance programs. Whatever the reason, most testing won't cost anything more than time and talent.

The series of annual pump tests are an excellent example. NFPA 1911, Inspection, Maintenance, Testing and Retirement of In-Service Automotive Fire Apparatus, specifies that “service tests shall be conducted at least annually and whenever major repairs or modifications to the pump or any component of the apparatus that is used in pump operations have been made.” The ISO rating schedule assigns points for pump tests on a prorated scale depending on the results of the tests and the frequency of testing. The test procedures are well-defined in the NFPA standard and require only basic flow- and pressure-measuring equipment. Sample forms to record the results also are included in the standard. It is helpful to have someone familiar with the tests to supervise the operations, but that is not necessary. In the end, conducting annual pump tests will give an accurate evaluation of pump condition and help spot any problems. It also will provide valuable training for pump operators, as well as provide legal documentation that pumps are in good working order.

Other important NFPA testing requirements include aerials, hose, ground ladders, generators and other vehicle components and systems. These tests are formalized versions of the weekly or monthly operational checks and are designed to determine the performance level and operational status. Some tests require little or no equipment or expense. Others, such as aerial testing, should be conducted by qualified personnel and might require specialized equipment. Reserve budget money for the most critical tests and do the others in-house. [See “Using NFPA Standards,” left.]

Ask any vehicle manufacturer's service personnel about the types of problems they encounter in the field and they'll say that a high percentage are caused by a lack of proper operation and maintenance training. The best-specified apparatus and equipment eventually will have problems if they are not operated and maintained correctly.

One important area is driver training. Drivers not only need to be taught the fundamentals of driving an apparatus, they also need to be taught how to drive it safely and defensively. Each apparatus has its own acceleration, braking, steering and load stability characteristics that determine how it has to be driven to avoid accidents. Knowing how the apparatus needs to interact defensively with other traffic as it commands the right-of-way is another component. Training is the key to learning both of these important lessons and avoiding serious and costly accidents.

Driver training also should include the proper operation of every component and system on the apparatus. Drivers should know what the anti-lock braking system warning light means, under what conditions they should open the pump auxiliary cooler and how they should engage the foam system. Depending on each department's practice, the drivers may need to know how to perform the daily or weekly preventive-maintenance checks and what to do if they find a problem. Checklists and illustrated instructions may be required to help them with these tasks.

Most driver training is done within each department at no cost. Some training is offered through regional training centers that have specialized equipment and facilities. Several organizations also offer driver training classes.

The people in the shop also need training. Someone once commented that mechanics are the last people the chief thinks of for training. That's too bad, because they are some of the most important people in the department. Fire apparatus are different than other vehicles, and mechanics need specific training to be qualified emergency vehicle technicians. A mechanic with experience working on heavy-duty trucks might not be qualified to work on pumps or aerials. Likewise, a mechanic who worked on aerials built 20 years ago might not be qualified to work on the current generation of aerials. Service training is available from many sources at relatively low cost. Some sources offer free training. Departments that use a specific brand of apparatus or equipment may obtain the required training at the manufacturer's facility. Other classes, ranging from general to specific, are offered at numerous EVT training events scheduled throughout the year.

Once technicians obtain the required training, they must maintain their skills to remain qualified. Refresher classes and periodic re-testing are available in most subjects. Short instruction sessions and service bulletins on the Internet can provide updates on specific components.

Whether departments invest in initial service training or refresher training for technicians, it can provide a lot of benefit and is money well spent in terms of apparatus and equipment safety and performance.

There are several other areas where a little time and effort can improve maintenance without putting a dent in the cash box. For example, have someone sit down and gather up all the apparatus and equipment maintenance manuals. Are there manuals for everything? Are they for the correct models? Are they the latest manuals? Are all the pages there and in good condition? If the answer to any of these questions is no, correct the problem. Doing it the old way may not be the right way anymore. Many manufacturers offer manuals, troubleshooting guides, parts lists and other valuable maintenance information on their Web sites where they can be downloaded at no charge.

After gathering all the current manuals, have someone start some basic maintenance files. Keep a separate file for every apparatus and piece of equipment in the department. These files should identify the item with a serial number or other assigned number, and include all the preventive maintenance checklists, test reports, shop orders and other records of inspection, maintenance, repair and testing that apply to that item. The records should have dates of all the work and should identify the person who actually performed the work.

While taking care of paperwork, consider writing some standard operating procedures for out-of-service criteria, preventive maintenance inspections, EVT qualifications and other areas. Have the chief sign the SOPs and distribute them throughout the department.

A department also may be able to get donations of goods and services by just taking the time to ask. For example, if you need to expand an outside work area or widen a driveway, you may be able to get a local concrete company to bring a leftover load at the end of the day if a department has the forms ready. A local copy shop may let you run off copies of a manual or training book at no charge as a good-will gesture to the department. A heating contractor may repair a broken space heater in the shop to help keep you in operation during the winter.

Whatever you do, remember that maintenance is important, no matter how strained the budget. In many cases, it's just a matter of finding work that can be performed with a little effort and ingenuity in order to keep your apparatus and equipment ready to respond safely and efficiently.

Using NFPA Standards

The National Fire Protection Association publishes several standards regarding apparatus and equipment maintenance and testing. These standards set requirements and provide guidelines, procedures and examples to help departments conduct many valuable tasks that do not require much money.

Here are several standards that departments can use:

NFPA 1911, Inspection, Maintenance, Testing and Retirement of In-Service Automotive Fire Apparatus (2007). The title of this all-encompassing standard says it all. If it has to do with apparatus or apparatus-related components, it's in this standard. The out-of-service criteria section covers this subject in detail and can be used verbatim as a standard operating procedure for any department — if you find any of these problems, the rig shouldn't roll. The standard also covers general inspection and maintenance procedures for chassis, cab, body, pumps, aerials, foam systems, electrical systems, air systems and more.

One of the most valuable features of NFPA 1911 is the detailed testing information, which cover test site layouts, procedures, reference tables and sample test records. Some of this material can be found in the main standard and some appears in one of the annexes. The sample test records, reports and forms can be photocopied and used as is, or they can be incorporated into a department-generated document that covers additional material. Either way, keeping written records of all maintenance and testing work is important.

As an added bonus, Annex C provides information on developing a preventive-maintenance program and includes sample checklists and reports that departments can start using immediately.

NFPA 1932, Use, Maintenance, and Service Testing of In-Service Ground Ladders (2004). Ground ladders need care too, as well as periodic testing. There are companies that will perform the testing for a fee, but departments can do it themselves if they have the proper equipment.

NFPA 1962, Inspection, Care and Use of Fire Hose, Couplings and Nozzles and the Service Testing of Fire Hose (2008). Hose is another item where the NFPA requires annual testing, and the ISO awards points for that testing. The prescribed tests require a lot of labor, but only a portable hose tester for equipment. Some departments pool their funds with neighboring departments to buy a single hose tester that they all share. Using a pumper to pressurize hoses can damage the pump and result in potentially dangerous flow conditions if a hose bursts — don't do it.

NFPA 1852, Selection, Care and Maintenance of Open-Circuit Self-Contained Breathing Apparatus (2008). Large departments often have specialized technicians to maintain SCBA. In other departments, firefighters may perform this task with proper training. In either case, this standard sets the requirements and procedures to follow.

NFPA 1989, Breathing Air Quality for Emergency Services Respiratory Protection (2008). Breathing-air compressors, whether they are stationary or mounted on vehicles, need to produce high-quality air that is free of dangerous carbon monoxide and other components. This new standard sets requirements and tests to ensure breathing-air quality and firefighter health.

To order any of these standards, contact NFPA at 800-344-3555 or go to www.nfpacatalog.org.

In Service Editor to Retire

Chris Cavette, who has been senior editor of In Service and In Service Online for the past 10 years, will retire at the end of 2008. See his final thoughts and comments in “Back to the Basics,” in this issue.

Starting with the January 2009 issue, James Careless will take over the job of producing In Service and In Service Online. Careless is a writer with considerable technical background and will continue to provide news and information for fire service personnel who specify and maintain emergency vehicles.

Correspondence and questions may be directed to Careless at jamesc@tjtdesign.com.