Apparatus Maintenance and Control Policy

• Directive #38 was released in April 2016 by the Philadelphia Fire Department.
• This directive aims to maintain control of the operating efficiency, repairs, physical appearance, and records of all Fire Department apparatus.
• This policy applies to permanently assigned, temporarily assigned, and reserve apparatus.
• A goal of this directive is to improve the reliability, safety, and image of the fleet.

Key Definitions

• The Office of Fleet Management (OFM) is the city agency responsible for the acquisition, maintenance, and disposal of all city vehicles.
• Shop 134, 258, and the Tire Shop are part of the OFM and handle Fire Department apparatus maintenance and repair.
  • Shop 134 is located at 100 E. Hunting Park Avenue and is referred to as the "Shop."
  • Shop 258 is at 26th & Master Streets for maintenance and repair of Staff vehicles.
  • The Tire Shop is at 26th & Glenwood Avenue for tire repair from 0800-1600 hrs.
• "Apparatus" includes all Fire Department vehicles.

Responsibilities

• All members are responsible for exercising appropriate control, as dictated by their rank, when implementing this directive.

Reserve Apparatus Report

• The daily reserve apparatus status and location report is no longer sent to field chiefs.
• Field chiefs should use the SharePoint site to find reserve apparatus status and locations.
• Report any discrepancies to the F.C.C. Supervisor for corrections.
• The Philadelphia Fire Department Fire Internal Website used to access the report is http://agencies.city.phila.local/sites/fire/shared%20documents/index.html.

Maintenance Activities

• Commanding Officers prepare a "check off" list for each apparatus, using Appendices A, B, and/or C.
• The driver or a designated member initials the list after maintenance tasks are done.
• Checks must be performed on all apparatus DAILY unless otherwise stated.
• Only Shop personnel can tilt the cab to check fluids.
• PFD personnel are not authorized to tilt the cab.
• Report any leaking fluids to the Shop for evaluation immediately.

Appearance Standards

• Apparatus should be washed and waxed as needed for a clean, well-maintained appearance.
• Report all body damage to the Shop for repairs.
• Apparatus on display for special events or parades must meet minimum standards.
  • The apparatus must be washed, which includes removing portable ladders, suctions, and exterior-mounted equipment, that is regularly kept.
  • Use gentle detergent and water when washing.
  • Touch up the paint finish, if available, or contact the Shop.
  • Wax the apparatus.
  • Clean the cab and compartment interiors.
  • Repair any body damage.
  • Contact the Apparatus Officer if the Company Captain believes existing body damage is detrimental.

Battery and Electrical System Maintenance

• Check battery terminals and grounding clamps for corrosion and tightness, tighten if loose, clean if corroded.
• Casing should be checked to ensure it is clean.
• Avoid starting an apparatus with headlights and warning lights on, as this may cause battery drain and failure.
• Turn off unneeded electrical circuits when possible and only apparatus used for communications should have rooftop warning lights.
• Utilize interior, compartment, heating, AC, and exterior lights judiciously to maximize battery and charging system life.
• When equipped, activate the high-idle system when the unit is standing by and/or using an aerial device, use caution near parked vehicles.
• Limit the use of the mechanical siren, and modulate it to extend electrical power and prevent damage.
• Inspect electrical shore lines daily for damage; if damage is found, report it immediately to Facilities Maintenance.
• Personnel must remain clear of the electrical lines and ensure they are clear before starting the apparatus.
• If there is any doubt concerning the auto-eject system, remove the plug manually.
• The Shop should be notified if electrical service is required, the officer/acting officer is responsible for this action.

Brake Maintenance

• Be alert for brake service needs.
  • Consider longer stopping distances, pulling, vibrations, or noises when braking a sign that service is needed.
• Test parking brake adjustment weekly in a safe area, while being alert for unexpected movement.
  • Ensure normal resistance is encountered both forward and backward.
  • Never leave the apparatus unattended during this test.
• For vehicles with hydraulic brakes, check the brake fluid level and notify the Shop if low instead of adding fluid.
  • Low fluid may indicate a leak or worn linings.
• Air brake systems should be checked for leaks, normal losses are expected but a loss of more than 25 psi in one hour may indicate a leak.
  • Keep apparatus plugged in to maintain pressure.
• Bleed moisture from air tanks weekly, and daily in winter, to prevent freezing.
  • Consult the Apparatus Manual or contact the shop for assistance.
• The officer/acting officer will notify the Shop if brake service is required.

Motor and Fuel Maintenance

• Watch for motor service needs like loss of power, excessive smoke, or hard starting.
• Check the motor oil level when the motor is off.
• Refuel before the tank gets below 3/4 full.
• Check for any leaks of oil, fuel, water, grease, or antifreeze.
• Inspect belts for cracks, splitting, wear, and proper adjustment.
  • If a belt can be depressed more than ½”, adjustment is needed.
• Monitor coolant level, notify the Shop for servicing and do not add fluids.
• Companies that use auxiliary generators must adhere to guidelines for their proper maintenance.
• The officer/acting officer will notify the Shop if motor service is required.

Transmission Maintenance

• Drivers must be aware of transmission service needs such as slipping, hard shifting, or inability to shift.
  • Notify the Shop for repair if any indicators are found.
• Automatic transmission fluid levels should be checked, using the manufacturer's instructions, with the apparatus level, transmission at normal temperature, or in neutral or park.
  • Notify the Shop if fluid is required, do not add any fluid.
• The Officer/acting officer will notify the Shop if transmission service is required.

Diesel Exhaust Fluid (DEF)

• When DEF level is at half, add one full 2.5-gallon container.
• The Officer in Charge is advised to contact the warehouse at 215-695-9166 for a one for one exchange.
• Only use the diesel exhaust fluid funnel specifically for filling the Diesel Exhaust Fluid (DEF) tank.
• In the event of an error during filling:
  • Do not start the motor.
  • Call the shop.
  • Do not flush the exhaust system.

Regeneration Precautions

• When regenerating an apparatus, use precautions.
  • Apply the parking brake.
  • Put the transmission in neutral.
  • Place shocks in front of and behind the wheels.
  • Turn off climate control.
  • Set up a safety area around exhaust, away from vehicles, personnel, or other obstacles.

Wheels and Tires Inspection/Maintenance

• Check the tire inflation with a gauge and lug nut indicators for tightness, also look for gear oil on wheel rims, indicating a bad wheel seal.
• Cars, multi-purpose vehicles, and vans, should have air added when necessary and tighten any loose lug nuts.
• Add air when necessary to the tires when necessary, and tighten loose lug nuts on Medics units, Engines, Ladders, and any other large apparatus, if there are loose or missing lug nuts, notify the Shop.
• Inspect tires for wear, rips, or gouges and notify the Shop. The Shop will replace tires as needed per the State Inspection Code.
• In the event of a flat tire on any Fire Department vehicle, the Shop must be notified, and personnel are not to repair the flat.
  • If a flat occurs on the highway and the vehicle cannot be safely returned to the station, contact the Shop or Tire Shop's road service by FCC.
  • The Tire Shop can be reached at 215-685-3997 and Road Service can be reached at 215-685-9113.
• Notify the FCC and Shop of a flat tire or vehicle OOS.
• During regular business hours (0600-1600, Monday through Friday), any Engine, Ladder Company, or larger apparatus experiencing a flat at the station should contact the Tire Shop at 2601 Glenwood Avenue (215-685-3997).
  • After hours, on weekends, or holidays, road service should be contacted at 215-685-9113.

TDA Ladders/ Squrts/ Aerial Ladders/Water Towers Operation

• Operate the aerial device and check it for proper function and operation.
• Inspect the outrigger system and aerial device for leaks, cracks, dents or any damages.
• Inspect the hydraulic system and ladder cables for leaks, slackness, wear or damage.
• Check the drums and rollers, and the ladder locks and rungs for any wear or damage.
• Lubricate based on manufacturer's manual.
• Normal apparatus checks performed while running a diesel engines, may happen when attached to the Point Source Capture System with doors close.
• Main ladders and platform booms are never to be used in doors.
• The diesel engines should not run for more than five minutes while attached to the Point Source drop hose, and drivers must take care and ensure that the Point Source system is working.
• Maintenance checks for tools must be taken outdoors.
• Check the hydraulic fluid level. If low fluid level, contact the shop for maintenance.
• If equipment is improperly stored, the aerial device could be damaged.
• Notify the Shop if aerial service is required, the officer/acting officer is responsible.

Pumpers

• At the start of each shift, ensure the water level in the booster tank is appropriate and does not overflow.
• Functionally test the pump, never let the pump operate without water and never let the pump overheat.
• Daily operation prevents rust and sediment, and the relief valve should be set no higher than 300 PSI.
• Normal fire apparatus checks can be performed when an apparatus is attached to the Point Source Capture system with the doors closed.
• Diesel engines running cannot exceed five (5) minutes while attached to the Point Source drop hose and perform maintenance checks for portable saws and generators must be conducted outdoors.
• Presence of strainers need to be checked in the suction intake, replace ifMissing or deteriorated.
• Pumper’s with a piston intake relief valve, should remove it to check the strainer.
• Check the intake and outlet connections for any damage and lubricate the threads with a light coat of Lubri-Plate.
• Rubber gasket and rings should be inspected, if missing they need to be replaced.
• For pump service that involves water from a source other than a domestic water system, flush the pump completely with clean water.
• The Shop will need to be notified if pump service is required, the officer/acting officer is responsible for this action.

General Maintenance Tasks

• Lights - check lights for damage and burned out bulbs, then, notify the Shop (road service) for repair or replacement.
• Horns, sirens, mirrors and reflectors - check, then, notify the Shop for repair or replacement.
• Place fire apparatus OOS for non working warning devices.
• Seat Belts - inspect for number, location and ease of operation.
• Cab doors - inspect for hinges, handles, window regulators, glass and working condition and then notify the Shop for any repairs, replacements or adjustments.
• With Lubri-Plate, Lubricate the hinges and monthly latches.
• Weekly- check truck springs for sagging, cracks an any damage, and check the shock absorbers for any leaks or any other damage.
• Notify the Shop for any replacements or repairs.
• Weekly - check the fire apparatus body for losing or missing fasteners, and tighten or Notify the shop for any replacement or repairs.
• Exhaust pipes and mufflers should be checked for any leaks and notify the shop for any repair or replacement.
• Compartments - should be cleaned, with latches and silicone sprayed on the hinges on a monthly basis.
• Roll-up shutter doors - maintain and care for by adhering to these tips.
  • Prevent loose equipment from damaging the door.
  • Shut door using the lower aluminum lip.
  • Use only a mild cleaner or soap, not harsh abrasives.
  • Friction points can be lubricated with silicone.
  • Do not use grease or oil.
• Wipers - Check windshield to ensure they have condition and proper operation.
• At the end of each use - Make sure the control lever position is closed position on each air powered wiper-equipped unit.
• Call the shop for repair or replacement.
• Missing plate/registration - Check for missing license plates on fire apparatus.
• If missing plates,Report to the fire Apparatus Officer via email.
• Information on the memo can include:
  • The license plate number.
  • Vehicle I.D. # (On the dashboard Or the card of the owner).
  • Mileage.
  • Info on the loss or damage of the license plate or the registration card.
• Expiration date of State Inspection - Make a note on apparatus Check Off List (appendix A, B, C).
• Shop must be Notified and the Officer of fire Apparatus sent an email, if the inspected isn't complete 2 (two) weeks before the expiration date.

Stored Apparatus (Reserve)

• Maintenance performed on front line fire apparatus like 100, 200, 300, 400 and 900 Series - should be stored not being used.
• The nine sections of Sec. 4.1 - this also applies to reserve/stored apparatus.
• Daily maintenance - the outlined duties must be preformed weekly.
• All apparatus that is stored - must be road tested once a month.
• Apparatus engine temperature must reach “normal operating temperature”.
• Problems during a tested road, make sure attention is given to any possible brake problems, transmission or steering.
• Do not start and run the engine - for only “short periods of time”.
• Possible Electrical issues, carbon and forming rust moisture.

Fire Apparatus - Necessary Supplies

• Maintenance duties - In order for staff to complete the duties of maintenance, the level of required supplies need to stay at the required levels.
• Fluid for Diesel Exhaust - Each company must be given ten (10) 2.5 gallon containers.
  • Containers exchange from a one (1) for one (1) basis from A warehouse.
• 1 (one) lubricant plate - For a truck assigned - one (1).
  • For each truck ladder assigned - two (2) (one pound cans).
  • Contact through A “material issue slip” from the supply Warehouse.
• One (1) can silicone spray.
• One (1) wax, contact warehouse also through A “material issue slip”.
• With the exception of smaller engine fire vehicles and wheel drives.
  • Two (2) sets - all fire vehicles are assigned.
  • Only from the months of November through April should Single snow Chains be carried.
• The Shop/Warehouse - can take orders of the supplies needed.
• Keep empty containers replenished.

Snow chains

• All chains -should, by the end of April be washed and stored.
• New set in exchange - chains that are found damages or broken.
• Chains - The chain exchange for snow is ONE-FOR-ONE.
• A memo - For each unreturned Chain must have this.
• The details in a memo - any explanation by your fire Apparatus Officer , Through the chain of command.

Shop schedules with their phone number (215-685-9113)

• Each road service crew work shift:
  • One - 0700 to 1500 hours - Monday to Saturday.
  • One - 1500 to 2300 hours- Tuesday to Saturday.
  • One - 0700 to 2300 hours - Saturday, Sunday and holidays.
• A road service supervisor will be ready for any calls 24/7 every single day.

Fire Apparatus - repair requests

• Call the supervisor road service for any kind of repair that is needed (Name and time).
• Specifics - give the shop the information requested:

  • unit identifier for fire apparatus .

  • Building property number.
  • Area of the fire apparatus.
  • The overall mileage on fire apparatus
  • Kind of repairs requested for fire apparatus
  • Damaged fire apparatus that “out of order” or still in-service.

Fire Apparatus - log book documentation

• The conditions for an acting fire officer and officers:
  • Call the fire battalion chief immediately .
  • Call a fire supervisor/ chief.
  • The fire shop is needed.
• In - service versus out-of-service - fire apparatus (E.G. - fire vehicles won’t start).
• Under any terms will necessary actions -be put-off and onto passing officers.
• “Log book” - All documentation info MUST be entered.

Fire Apparatus - out of service

• “Log Books” - Note the fire apparatus leaving or coming back from service.
• Call a notification - for the Battalion fire Chief also.

Fire Apparatus- shop mechanics contact

• Note in the shop logbook -Name of member, mechanic time of exit, arrival.
• Mechanics that assist - the fire officers will assign a member, the one that handles the vehicle (driver).
• Shop order request - the copy required must be filed correctly.
• Out of order repairs - For all repairs notify the Battalion Chief.
• Shop or the Fire Communications Center - needs to be contact ASAP.
• Notify the Battalion Chief and Fire Communication Center - Return to service.
• Call the fire shop- for fire apparatus that hasn't moved from the building for each tour.
  • For more calls, for a shop notification for 24 hours, re contacted Battalion Chief, shop.
• “Fire apparatus folder “ - All fire repair work needs to have documentation left in there for fire vehicle’s completed repairs/replacements that we are authorized to by fire team.

Fire apparatus - shop mechanic

• What fire vehicles need to go for repairs, the shop’s mechanic will make determination.
• Shops fire mechanic- do not take/bring any fire vehicles without his/her approval.
• Contact towing services and notify the fire Chief , if there’re any safety issues.
• Fluids from any fire vehicle that will be taken and dropped off , must be drained completely - booster and a tank - all 45’ or 50’ ladders.
• The correct out caps removed - the fire vehicle is taken to service - storage is safe - at the fire station.
• To tow or drive the fire vehicle- “ the fire condition and report form” - fire vehicle officers will fulfill this out -with list - a vehicle damage condition - for pending repairs.
• The shop- may reschedule or not finish all request.
  • Shop will do necessary scheduling order and parts for set up date.
• All fire company officer are to call the shop for reporting/ updating any towed or pending repairs.
• Fire Vehicle Shop - A spare fire vehicle must be put back to standard / home station - after the original one is released.
• A “report shop“ and "fire communication center“/ vehicle report is a necessary task for serviceable vehicle out of order.

Fire apparatus 900 series

• For a replacement the officer for the fire company needs to contact “The fire Battalion Chief”to gain a location for storage.
• Fire Chief Must inform - for location - TSU Unit or FCC (fire com center).
• The fire unit OFFICER responsibility -is the storage and moving that “900 series fire pumper to the requested location .
• Contacting fire FCC super after the vehicle is complete- the fire apparatus OFFICER to keep a great handle on vehicle efficiencies.

Notification

• Fire unit must be informed - the vehicle is completed .
• Call Fire shop the soonest - pick by 24 hours “ASAP” ( as soon as possible “ ).
• The fire personnel members can contact - for information or status of repairs in The fire shop- TSU or a fire officer.
• Authorized fire repairs need an authorized signature.
• Shops only do damages and all repairs that are completed.
• (TSU)/ fire apparatus unit is a point of contact for the fire department - shop liaison .
• Fire / EMS supervisors is also another contact number and email .
• All personal are to be nice and respectful at all times.

Fire Apparatus - Reserve & Control

• A duplicate of fire equipment is required and the equipment is to be constantly checked and monitored.
• 1(one) duplicate portable copies in the “equipment data envelope “ the rest should be kept in the “fire apparatus unit folder”.

New fire apparatus.

• Fire apparatus - officer is a must to make sure all the documents and items are correct.
• All manuals need to be on location, plus copies of needed items ( registration card).
• I(one) copy- copy of registration card and financial card .
• 2 copies for “accident information “.
• Officer has got to make up a fire folder - name manufacture “unit and place on fire vehicle files”

Transfers and documentation of files on apparatus

• To coordinate a permanent transportation of fire vehicle- reach out through - The Deputy fire Chief the fire Apparatus Officer and , fire communication transport center.
• Make arrangement - moving and handling the vehicle - the fire folder unit for moving must be arranged
• Before the transfer- Make sure the officers and acting officers must: make sure the radio and the operating functions of that vehicle is properly working.
• Fire folder must be in that vehicle at delivery
• Make sure everything is full and topped off.
• • fuel and oil ( no topping off if being moved for repairs in fire shop)
• Prepare fire list of all equipment that is in the fire/transport vehicle for inventory.
• • ( make suctions and hoses transfers for pumpers.
• • Make sure fire ground, pipes, turntable, cranks fittings transfers for ladder vehicles.
• To relinquish portable tools- A material issued equipment slip .
• Delivery driver - is required to deliver envelopes.

The receiving and transfer of fire vehicle and the duties.

• Officers must check all proper function - efficiency.
• Signed verification from vehicle portable gear is inside the fire-transport vehicle.
• Proper notation for fire officer logs.
• Contact Fire Department fire unit Officer- to find out codes.
• Discrepancies that are in vehicle - Chiefs should be informed.
• Mark logs completely.

Fire Apparatus - Temporary transportation

• Contact fire chief- at the fire.
  • Fire communication center is must .
  • Unit for moving that is moved.

Apparatus conditions

• Check fire communications that unit is working effectively.
• The fluid is full of fuel and the oils topped off.
• Truck is working effectively and equipment is in truck.
• Inform all accidents with fire-transport unit and contact log.

Fire trucks - reserve fire apparatus

• Com center is well maintained with the locations and fire vehicles.
• Log books are well kept - communication/ transfer (contacted). -Fire Company call - Fire Communication officer will maintain the form that has been called . .

During winter:

• All trucks are needed and required and assigned the heaters, defrosters, lights, tires.
• Maintenance for Pumps:
  • Standard situations - have all fire vehicle pump area with water at all times.
  • Weather elements - have the pumps full. Pump - 100 PSI Remove the cap, if the drain isn't fixed
• LDH piston intakes will have them to the right side. . Month fire pump for mechanics Hydrants are important - check fire hydrants by the fire shop. If ready , disconnect and check if draining.

Platforms Aerial Apparatus

• In certain cases or storms - keep rotating the vehicle slowly to not allow ice to attach to the truck.
• The outriggers are required at all times and assure location has no holes. Use pads for under fire rescue vehicles.

Speed & Usage

• Speed on the fire vehicle never to pass “ max of 25 mph”.
• Chains are not used on rear wheels.
• Chains can affect if used during dual wheels with caution .

Apparatus check

• Engine Company
• Ladder Company
• Medic unit