FACTORY INSPECTION TRIPS

By William C. Peters

I have been involved in nearly 200 factory inspection trips of all types, and I consider the trips to be essential to the successful completion of an apparatus delivery. Some elected officials or city managers may feel that the trips are a free “junket” that reward the truck committee. However, if they are done properly, nothing could be further from the truth.

Typically, there are three types of factory inspection trips:

• Preconstruction Conference;
• Completed Chassis, In-Process, or Pre-Paint Inspection; and
• Final Inspection.

The truck committee makes each trip at different points in the production of the apparatus, and each has a different purpose.

Preconstruction Conference

When fire apparatus are specified, the purchaser is in the difficult position of trying to walk the fine line between using a manufacturer’s spec “as is” or trying to identify and outline all of the details of the apparatus in his own language.

Modern fire apparatus are composed of thousands of parts and assemblies. When the builder assembles all of these components and attempts to incorporate all of the individual requirements of the truck committee, there are bound to be questions as to how it should be accomplished. In addition, the manufacturer is likely to have suggestions or recommendations as to how to achieve your goals that differ significantly from the written specifications.

It is the purchaser’s responsibility to specify all of the details of the apparatus. Generally, the specifications contain a clause that allows the manufacturer to be responsible for anything not specified. This could, in fact, lead to some items that are not consistent with the purchaser’s expectations.

A properly conducted preconstruction conference will clear up any doubts or inquiries by allowing a dialog between the specifier and the person who writes the shop order that directs the manufacturing process.

Completed Chassis, In-Process, Or Pre-Paint Inspection

Many purchasers don’t realize that in a large apparatus manufacturer’s facility, it might take only 30 to 45 days to complete your rig from the time the frame rails are laid until the unit is finished. Smaller operations obviously will take longer. The point is that there is really not much time between the date that the chassis is finished and the completion of the entire apparatus.

A number of years ago, many manufacturers would schedule a “pre-paint” inspection, where the entire apparatus was assembled in the raw (without paint). The committee could look it over and recommend needed changes before all of the finish work was complete. After the inspection, the entire apparatus, cab and body, was painted all at once.

With modern paint technology and modern manufacturing procedures, this is no longer done. Generally, the cab might be constructed in one part of the plant while the body is done in another, and the whole pump is assembled in a stand-alone pump enclosure somewhere else. Each is painted separately, and when the chassis rolls along the line, each component is added. This effectively eliminated a “pre-paint” inspection unless you want to look at the stripped-down bare metal cab and body before they are painted and assembled on the chassis.

There are some opportunities for an in-progress inspection during the build, but it is a very small window of opportunity, and it will be very close to the date of the final inspection.

One situation when a chassis inspection could be very important is when a “purchased” chassis is being used. Some manufacturers purchase a custom fire chassis or commercial chassis, modify it, install a pump or an aerial device, then the body, and finish the whole process. Inspecting the chassis when it is at the builder’s plant, before any modifications are made, allows the purchaser get a good look at the chassis before it is covered and affords the purchaser the opportunity to ensure the completeness of the chassis order.

Final Inspection

The final factory inspection is probably the most important trip, because it is necessary to ensure that the apparatus is built to your specifications as well as to detect, and have corrected, any deficiencies discovered.

It is extremely important that the specifications clearly state that the apparatus must be in “finished condition” and ready for delivery when the trip is scheduled. More than once I have arrived at the factory to find the staff working feverishly to finish the apparatus. On one occasion, I actually refused to inspect the truck and had to return two weeks later (at the builder’s expense) when the vehicle was complete. You have the absolute right, and an obligation to your department, to inspect a finished rig that you can drive and perform testing on.

At the final inspection, every item in the specifications (and change orders) should be inspected and tested to ensure that it meets your requirements. You should be critical of anything that does not please you or might present a potential problem. Make your concerns known to the manufacturer’s representative. Now is the time to have it corrected-not after delivery.

Inspection Trip Costs

Factory inspection trips cost money, whether included in the bid price or paid separately by the fire department. Sometimes, depending on the location of the manufacturer, the costs associated with transportation, lodging, and meals for the inspection trips could make the difference in who is awarded the bid and who is not.

To “level the playing field,” it is better not to have the trips included in the price of the apparatus if possible. However, it is still best to have the apparatus dealer make the arrangements, as the dealer is familiar with the flights and hotels in the area and will have firsthand knowledge of the necessary scheduling. A detailed invoice can then be submitted for the costs after each trip.

If the costs associated with the trips must come from the apparatus budget, have the cost of the trips segregated from the base apparatus price on the bid submission sheets, and inform the bidders that the lowest responsible bid will be based on the apparatus cost only. When the contract is awarded, the costs associated with the inspection trips can then be added to the contract price.

Conducting A Preconstruction Conference

My first piece of advice is not to hold the preconstruction conference at your fire station. When the meeting is held at your fire station, the salesperson will only be a relay person and will not be able to answer all of your questions accurately or offer alternative ways to accomplish your goals. Go to the factory and meet the people who are going to build your rig. Ask questions, and get the answers from the people who know.

When scheduling the preconstruction conference, allow enough time to get everything done in a relaxed atmosphere. Generally, I like to schedule the trip for three days. The first day would include transportation to the factory and a brief examination of other departments’ completed apparatus. The entire second day could be devoted to the meeting. Finally, on the third day, you could tie up any loose ends before leaving for home.

The main purpose of the preconstruction conference is to meet with the product specialist or engineer who is coordinating your order for the manufacturer to determine your needs, discuss any variations, and to clear up any questions. This is a good opportunity to tour the facility, examine construction methods more closely, and possibly get ideas from completed apparatus that might enhance your particular purchase.

I always advise my clients to endeavor to meet as many company representatives as possible, including management, warranty contacts, and the parts department to determine what numbers and information are needed to order replacement parts.

There are a number of things you need to do and know before departing on the preconstruction trip. First, you should get an understanding of the purchasing regulations concerning “change orders” in your jurisdiction. In some cases, there are financial limitations on the number of changes that can be made without voiding the original contract and rebidding the project. In addition, the chief needs to know how much funding is available to cover changes. In one department, the committee went to the factory and made about $14,000 worth of changes without notifying the town’s administrator. When the apparatus was delivered, the payment check did not coincide with the delivery invoice, and the delivery was delayed while the town’s governing body scrambled to secure the additional funding to pay for the truck.

At the preconstruction conference, a number of decisions will need to be made. If the meeting is being attended by the chief, fire commissioner, or apparatus officer, he will likely just make the decisions. If the whole truck committee is going to be present, determine in advance how the committee is going to arrive at decisions at the conference. Will it be by democratic vote, or will the chief or head of the committee make the decision for the group? There have been many preconstruction conferences where the factory representatives had to actually leave the room to let the committee members “fight it out” among themselves. It is unfair to try to have factory representatives take sides. They will do almost anything you want, so have the committee members make up their minds and move on.

Digital photos of current apparatus are great to take on the trip to help refresh your memory or to show examples of features you like to the factory personnel. Bring along examples of logos, lettering, striping, or any special requirements that you may have, including drawings of past apparatus you have purchased. As they say, “A picture is worth a thousand words.” Pictures of equipment that you intend to store in the compartments are also very helpful when trying to lay out the compartment configuration.

When you actually sit down at the conference, one member should act as the chairman of the group. It will be this person’s duty to guide and steer the direction of the conference. When I conduct a preconstruction conference, I run the meeting. If you have never participated in one or don’t know what to do, the factory representative will generally want to follow his documentation. Quite often this is the factory “stripper sheet,” a document generated by computer, based on the information that the salesperson put in. This will not have all the details that are important to you. In addition, it will not be in your spec order, so you will be jumping all over the spec trying to review the requirements as the representative reads his description. The preconstruction conference is your opportunity to ensure that the factory fully understands your requirements. Use your specifications to guide the meeting. Read your specified requirements, and let the factory representative find it in his documentation to be sure that the build instructions are correct and complete. If it is done in this manner, you are much more likely to receive the apparatus that you specified.

Have another person record any changes or additions to the original specifications. It is most important to document everything that was discussed at the meeting. I generally start out with a clean, yellow legal pad; each item that is clarified or changed is given a number and a brief comment about the change.

Clean copies of the apparatus approval drawings will usually be provided. Generally, you have the opportunity to mark the drawings as decisions are made, such as which compartments will receive shelves or roll-out drawers, where lights or cord reels are to be mounted, and possibly a drawing for lettering and graphics. My advice is to go to an office supply store before departing on the trip and purchase some inexpensive erasable red pens. Many times after the shelves are installed, someone wants to locate a cord reel in the compartment so the shelves have to move. It is much easier and more legible to erase a shelf than it is to cross it out. The red ink becomes permanent in a day or two, so your changes will not disappear.

Upon returning home, compose a letter outlining all changes and clarifications that were made at the preconstruction meeting. Note that the letter should become an addendum to the specifications for future reference. The salesperson should also give you official factory change orders. Review them carefully to be sure they coincide with your report, and keep all of the documentation together.

Occasionally during the construction of the rig, verbal clarifications will be requested by phone. These, too, should be fully documented by fax, e-mail, or letter and kept with the apparatus file.

Changes and clarifications

When you attend a preconstruction meeting, there will likely be changes and clarifications, and it is important that you understand the differences between the two.

Items listed as “change” will have a positive or negative effect on pricing. For instance, if you had halogen flashing lights and changed them to LED lights, there will be an up-charge for the more expensive lights. On the other hand, if you specified a two-stage pump and decided to go with a single-stage, a reduced price would be reflected for the pump as a credit.

Other things listed as credits are items, or quantities of items, that have been deleted. If you have 10 shelves specified and, after you lay out your compartments, you use only eight of them, you have a credit for the extra two shelves. Sometimes purchasers purposely include extra items to return for credit to cover changes that increase the cost of the apparatus.

Don’t get confused with the paperwork. Generally, when the salesperson writes up a change order, he will list the original item as deleted. On the next line he will add the description of the item that replaced the deleted one with a price indicating either plus or minus. Just be sure to go over your pluses and minuses carefully.

Items listed as clarifications are preconstruction notes to clarify a requirement in the specification without financial implications. For instance, making a note of the location of lights or how you want the handrails or steps mounted do not have an effect on the price of the apparatus and are considered clarifications.

Be aware that the apparatus manufacturer and the salesperson are not in business to give additional options or features. If you want them, you should be prepared to pay for them. Another way to pay for expected increases is to include a contingency fund in your specifications. The fund is to be used “as needed” by the fire department relative to making custom modifications to the apparatus or for the purchase of additional options or items of equipment. (See paragraph 1-27 in the Boilerplate article.)

Conducting A Chassis Or In-Process Inspection

A chassis inspection could be especially critical if you are using a commercial chassis or a custom fire chassis that is not built by the apparatus manufacturer. This is a good time to look over the chassis for completeness and make corrections before further work is done.

Start with the chassis section of your specifications. It should contain a description of all of the features and options making up the chassis. Check the vehicle against the list to be sure everything is there. This is also a good time to examine the pump mounting, wiring, hoses, and so on that will be concealed when the body is mounted.

If you use the final inspection checklist as described below, you can check off each chassis item as you locate it. This will save you the time of having to find the items again at the final inspection.

The Final Inspection

The final apparatus inspection is probably most important of all. The manufacturer’s quality control goes only as far as the factory gate. Yours will have to last the life of the rig.

Do not confuse the final factory inspection with inspecting the unit for acceptance unless you intend to accept delivery at the manufacturer’s plant. There are many things that can happen from the time the apparatus leaves the plant until it arrives at your location. It is best to have the manufacturer deliver it to avoid the adventure of picking it up.

There are several preparations you should make before leaving on the trip. A technique I developed many years ago, and still faithfully utilize, is to prepare an inspection checklist by first dividing the apparatus into physical locations. If you try to inspect the apparatus in the order of the specifications, you’ll quickly become exhausted running from one end of the truck to the other as each paragraph is described.

Some of the location headings you might use are:

• Front
• Cab
• Pump Panel
• Left Side
• Right Side
• Rear
• Engine/Pump Compartment
• Under
• Any special area that pertains to the apparatus (aerial, turntable, platform, and so on).

Go through the specifications, and place each item that must be checked into the area where it appears on the apparatus. Include a brief description of the requirements. Some items will be listed in several locations, such as the NFPA reflective stripe, which should be listed on the front, sides, and rear of the apparatus. List the page or paragraph number where the item appears so it will be easier to locate if you need to refresh your memory as to what the full description of the requirement is.

Note items that additionally require an operational check, such as lights or audible devices. I generally make one or two separate pages for operational checks. You’ll find that the manufacturers frown on your running the rig or sounding the air horns or sirens inside the inspection facility. The checklist should show items such as the air horns in the “front,” the air horn switches in the “cab,” and an operational check for the air horns in the test section. The operational checks pages should also include road testing, pump testing, and aerial testing, if appropriate.

Include lined paper in the rear section of your inspection book for notes of deficiencies.

There are a number of tools and equipment you should bring with you to do a proper inspection and test of the apparatus.

• Copies of checklist;
• Copies of specifications;
• Approval drawings or final prints of the finished apparatus;
• Clipboards;
• Tape measures, both a long one for the overall length and a smaller one for measuring compartments and steps;
• Flashlight;
• Special adapter or fittings to check hose connections if not National Standard Thread (NST);
• Voltmeter if checking AC power;
• Safety glasses (generally, the factory will provide safety glasses-if you have prescription safety glasses, bring them);
• The NFPA 1901 standard to reference the standard to check out certain requirements;
• Inspection mirror for looking in tight places;
• Temperature probe if checking air-conditioning and heating;
• Sound meter to check cab noise; and
• Brightly colored (contrasting) stick-on dots to mark paint imperfections and the location of a deficiency.

Performing The Final Inspection

When the final inspection is scheduled, leave plenty of time to inspect the apparatus thoroughly. This is especially true of multiple unit orders. If your specifications included having a pumping demonstration, be sure to have your salesperson or factory representative schedule it as soon as you arrive. Many times there are slots allocated at the test pits, and it is difficult to fit a pump test in. If scheduling is done early, you can stop your inspection at the given time, have the pump demonstration done, then go back to the inspection.

Have two members or two teams start at different ends of the apparatus with the checksheets and go over the entire unit independently. If this procedure is followed, everything will be double checked. It is not uncommon for one group to find something that the other group overlooked.

Complete the in-service weight calculations sheet contained in Annex B of NFPA 1901 to be sure that the axles will not be overloaded after the hose and equipment are loaded on the apparatus. Although you might think that this rarely happens, I have had firsthand experience with overweight apparatus on several occasions. Remember, it’s easier to get it corrected at the factory before it is delivered than after it is home and in service.

If you are concerned with NFPA compliance and you are not thoroughly familiar with the NFPA requirements, use the compliance check sheet in Annex B of 1901 to help you.

After all of the inside inspection items are covered, pull the unit outside, and continue. Operational items such as lights, siren, horns, and so on, can be checked together to expedite the process. If possible, check paint and finish outside where the light is good.

Take the unit for a road test following the guidelines in NFPA 1901. If a member(s) of your party doesn’t have a commercial driver’s license, request that a factory representative drive the apparatus while you observe. This is a good time to take sound readings in the cab and check the performance of the air-conditioning and heater with a temperature probe.

Perform an operational test of all systems: generator, aerial ladder, foam system, and so on. The manufacturer is required to conduct foam system testing prior to delivery. It might be a good idea to include a foam system demonstration requirement in your specifications so it is demonstrated before your eyes.

Test all outlets, cord reels, and receptacles with a voltmeter. If the vehicle has a light tower, run it through the paces as well.

Check that all items that could be damaged if the apparatus is moved while deployed are wired to the “do not move apparatus warning system,” including:

• Cab doors;
• Crew cab doors;
• Compartment doors;
• Folding steps below the tailboard;
• Light tower;
• Extendable deck gun; and
• Ladder rack.

Check the inventory of all loose equipment specified to be supplied with the apparatus. At the same time, verify that all delivery documentation and manuals are also supplied.

While you and your group are inspecting, do not stop to discuss your findings with the factory representative or salesperson, as you might become sidetracked. When the inspection is over, both teams should sit down and go over the deficiencies with factory personnel.

Correcting Deficiencies

Deficiencies, simply put, are corrections, omissions, or problems with the finished apparatus. In some cases, they are caused by a misunderstanding or deviation from the specifications. Usually, there are several ways to accomplish each requirement in the specifications. When an item is not clearly spelled out, you must rely on the manufacturer’s integrity and judgment to proceed in an acceptable and professional manner. In some cases, this may not meet with your approval.

When deficiencies occur, don’t panic. I have been involved in writing specifications and performing factory inspections for many years. However, an old saying in the apparatus field states, “There is no perfect delivery.” Some deliveries, however, are more perfect than others.

Deficiencies can generally be put into one of three categories: minor, unacceptable, and acceptable.

Minor deficiencies are small items that must be changed, improved, or modified. These might include paint imperfections; adjustments to doors, windows, or compartments; lights or other pieces of equipment that don’t operate properly; leaks; corrections to lettering; or omissions that are easily corrected. You may also request other minor changes that would make the apparatus more suitable. Minor additions or corrections are usually happily done to make the unit more acceptable to you. They can usually be corrected before you leave for home.

Unacceptable deficiencies are major discrepancies that absolutely must be corrected before the apparatus can be accepted. Items such as excessive height or length, an error in a major component such as the size of the pump, or any condition that renders the apparatus unacceptable would be cause for rejection.

Acceptable deficiencies are a variation from the specifications as a result of an error, a misunderstanding, or an omission. If the manufacturer’s error doesn’t affect the safety of the apparatus, seriously impede your normal operations, or compromise the bid process, a negotiated settlement might be the most logical solution, resulting in a better finished rig.

As a word of advice: try to work with the manufacturer to adjust deficiencies for the best outcome for all involved.

After The Trip

After the trip, prepare and send a full written report of your findings and test results to the sales representative and the manufacturer’s factory. Obviously, keep a copy of the report with the apparatus records for future reference.

When the apparatus is ready for delivery and acceptance, you can use your final inspection report to check that all deficiencies were corrected. Perform road tests again for acceptance with the apparatus fully loaded.

Do It Right!

Although it is true that the number of participants and the frequency of factory inspection trips will increase the cost of the vehicle, it is a relatively small price to pay when considering the investment and life expectancy of the unit. A thorough preconstruction conference followed by a thorough and complete final inspection is the best insurance that you will receive everything you are paying for, and it saves you from many headaches later on. When the inspection responsibility is yours, take it seriously, be professional, and do it right!