By Bill Adams

Most commentaries enunciate the positive side of apparatus purchasing, where everyone is happy and the delivered rig is the best thing since apple pie, sunshine, fresh air, and sliced bread.

That’s not always the case. There are manufacturers, dealers, and purchasers who wish they’d never heard of each other. Vague verbiage in purchasing specifications is usually the root cause of hard feelings. Many times dissimilarities between buyers’ expectations and what sellers are proposing do not come to light until the preconstruction conference (see “Apparatus Purchasing: The Prebid Conference,” March 2012, Fire Apparatus & Emergency Equipment). That could be too late if the purchasing contract has already been signed and the buyer-seller relationship is rocky to begin with.

In political subdivisions, after a formal contract is finalized, changes to it-no matter how slight, small, or insignificant-may result in change orders and unanticipated costs. That can cause undue grief and aggravation between buyer and seller. Relations can become contentious, especially if the buyer didn’t want the seller’s rig in the first place. When funding for the apparatus purchase is subject to stringent political oversight, fire departments may be placed in a precarious position if they must approach “city hall” for additional funding.

Bidding Scenarios

There are two common bidding scenarios. The first is when true competitive bids are sought. The other is when the bidding process is used as a legal formality to award a contract to a prechosen manufacturer. No one likes to admit the latter happens, but it does. And, it happens quite often.

This article addresses one portion of the bid evaluation process. Often, only a cursory examination of submitted proposals is done prior to a contract award. Many times, ensuring compliance to major and readily obvious specification requirements and a low bid price are the bases for an award. Included are having the proper pump size, tank capacity, chassis components, hosebed layout, number of piping connections, type of generator, compartment sizes, and overall dimensions. The nitty-gritty minute details are seldom addressed until the preconstruction conference. That can be problematic.

Apparatus purchasing committees can be under intense scrutiny by the powers that be to accept the lowest bid regardless of what some construe as relatively minor details. Although those seemingly minor details and interpretations of purchasing spec and proposal verbiage appear trivial and inconsequential, a cumulative number can result in a disastrous delivery. If the troops hate the rig before it’s ordered, they’ll probably hate it for as long as it is in service.

Meetings

When you are purchasing a new rig, prebid conferences with prospective bidders are not common although they are highly recommended. They are very beneficial when purchasers seeking competitive bids write open specifications that are not extremely detailed. After awarding a purchasing contract and before actual manufacturing begins, conducting a preconstruction meeting with the successful bidder is standard practice. Most purchasing specifications require one. Most manufacturers demand one.

What’s seldom considered but can be equally as important as the aforementioned meetings is conducting a comprehensive “preaward” meeting with the apparent successful bidder. It is imperative when the preferred bidder is not being awarded the contract. Held after a bid opening and before the contract signing, a purchaser will have the opportunity to ensure the successful bidder has met every last written detail of the specifications. It also affords the bidder an opportunity to ensure the purc

By Bill Adams

Most commentaries enunciate the positive side of apparatus purchasing, where everyone is happy and the delivered rig is the best thing since apple pie, sunshine, fresh air, and sliced bread.

That’s not always the case. There are manufacturers, dealers, and purchasers who wish they’d never heard of each other. Vague verbiage in purchasing specifications is usually the root cause of hard feelings. Many times dissimilarities between buyers’ expectations and what sellers are proposing do not come to light until the preconstruction conference (see “Apparatus Purchasing: The Prebid Conference,” March 2012, Fire Apparatus & Emergency Equipment). That could be too late if the purchasing contract has already been signed and the buyer-seller relationship is rocky to begin with.

In political subdivisions, after a formal contract is finalized, changes to it-no matter how slight, small, or insignificant-may result in change orders and unanticipated costs. That can cause undue grief and aggravation between buyer and seller. Relations can become contentious, especially if the buyer didn’t want the seller’s rig in the first place. When funding for the apparatus purchase is subject to stringent political oversight, fire departments may be placed in a precarious position if they must approach “city hall” for additional funding.

Bidding Scenarios

There are two common bidding scenarios. The first is when true competitive bids are sought. The other is when the bidding process is used as a legal formality to award a contract to a prechosen manufacturer. No one likes to admit the latter happens, but it does. And, it happens quite often.

This article addresses one portion of the bid evaluation process. Often, only a cursory examination of submitted proposals is done prior to a contract award. Many times, ensuring compliance to major and readily obvious specification requirements and a low bid price are the bases for an award. Included are having the proper pump size, tank capacity, chassis components, hosebed layout, number of piping connections, type of generator, compartment sizes, and overall dimensions. The nitty-gritty minute details are seldom addressed until the preconstruction conference. That can be problematic.

Apparatus purchasing committees can be under intense scrutiny by the powers that be to accept the lowest bid regardless of what some construe as relatively minor details. Although those seemingly minor details and interpretations of purchasing spec and proposal verbiage appear trivial and inconsequential, a cumulative number can result in a disastrous delivery. If the troops hate the rig before it’s ordered, they’ll probably hate it for as long as it is in service.

Meetings

When you are purchasing a new rig, prebid conferences with prospective bidders are not common although they are highly recommended. They are very beneficial when purchasers seeking competitive bids write open specifications that are not extremely detailed. After awarding a purchasing contract and before actual manufacturing begins, conducting a preconstruction meeting with the successful bidder is standard practice. Most purchasing specifications require one. Most manufacturers demand one.

What’s seldom considered but can be equally as important as the aforementioned meetings is conducting a comprehensive “preaward” meeting with the apparent successful bidder. It is imperative when the preferred bidder is not being awarded the contract. Held after a bid opening and before the contract signing, a purchaser will have the opportunity to ensure the successful bidder has met every last written detail of the specifications. It also affords the bidder an opportunity to ensure the purc

By Roger Lackore

For the past 28 years, the Fire Department Safety Officers Assocation (FDSOA) Apparatus Specification & Vehicle Maintenance Symposium has been educating fire service personnel on the latest in fire and emergency vehicle topics.

The Fire Apparatus Manufacturers’ Association (FAMA) cosponsors this event and provides many of the speakers. Traditionally held in Orlando, Florida, this year’s event, January 18-20, moves to Scottsdale, Arizona, and takes place just prior to the 2016 FDSOA Annual Safety Forum. The new location is more convenient for West Coast participants and will allow attendees to stay the full week, taking in the Safety Forum if they so wish.

The symposium targets topics around the entire life cycle of fire apparatus and ambulances. This cycle starts with understanding the applicable apparatus standards, continues with the specification and acquisition process, and finishes with the safe operation and maintenance of the in-service fleet. Speakers come from both the ranks of the fire service and the emergency vehicle and equipment supplier base.

Emergency Vehicle Standards

National Fire Protection Association (NFPA) standards for both fire apparatus and ambulances are changing this year, and they affect any vehicle contracted for after January 1, 2016. Attendees will hear about highlights of the apparatus standards for both municipal and wildland applications. The ambulance standards are more complicated, and an entire session will be dedicated to how the various standards from the General Services Administration (GSA), NFPA, Commission on Accreditation of Ambulance Services (CAAS), and Society of Automotive Engineers (SAE) either complement, contradict, or supplement one another.

Specification and Acquisition Process

Whether you are just beginning the process of acquiring a new apparatus, in the middle, or just contemplating it, the Symposium features a number of educational opportunities that can help. This year’s presentations will cover best practices in specifications, the politics of specification writing, and the impact your spec can have on your ISO ratings. FAMA experts will describe specification decisions and new technology covering aerials, pumps, brush trucks, and mini pumpers. Nontraditional topics will also be included, with one presentation describing the highlights of Intershutz 2015 and another presentation on the use of drones.

Safe Operation and Maintenance

Safety is always center stage at the Symposium, and Jim Juneau returns after taking a year off with his usual high-energy look at emergency vehicle accidents, how to avoid them, and the legal trouble you can get into if you are not careful. FAMA’s presentation on an apparatus safety training program returns for those who missed it last year, and several great sessions are scheduled covering best practices in both engine emissions and aerial maintenance.

Connecting the Fire Service and Industry

One of the most unique aspects of the Symposium is the way it brings fire service representatives together with ambulance, fire apparatus, and equipment providers in an informal setting. While there are times to visit salespeople at their tables during the breaks, the presenters can be found listening in on the sessions along with the attendees. Whether you want your questions answered in the formal setting of the apparatus panel discussion or just want to chat with an engineer over lunch, the Symposium is a place where you have unfettered access to some of the most experienced folks in the industry. Evening receptions provide opportunities to network with other fire service personnel as well.

Presenters’ Passion

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