Toronto Fire Services Repair Order, Requisition, and Lost/Damaged Equipment PDF

STANDARD OPERATING GUIDELINE REPAIR ORDER, REQUISITION AND LOST OR DAMAGED EQUIPMENT REPORTS Date Issued: August 22, 2022 Rescinds: March 29, 2019 Section: Equipment File Code: E-REPR PURPOSE To provide all Toronto Fire Services personnel with a guideline regarding the use of the Repair Order Form...

STANDARD OPERATING GUIDELINE REPAIR ORDER, REQUISITION AND LOST OR DAMAGED EQUIPMENT REPORTS Date Issued: August 22, 2022 Rescinds: March 29, 2019 Section: Equipment File Code: E-REPR PURPOSE To provide all Toronto Fire Services personnel with a guideline regarding the use of the Repair Order Form to initiate repairs or improvements to equipment, Requisition Form for acquiring supplies, and Lost or Damaged Equipment Report to report equipment lost, damaged or found. RESPONSIBILITY All personnel are responsible for bringing to the attention of the Company Officer/Support Division Captain any matter requiring a Repair Order, Requisition or Lost or Damaged Equipment Report. Company Officers/Support Division Captains are responsible for completing all Repair Orders related to the equipment aboard their apparatus. The fire station Duty Officer or Support Division Captain is responsible for completing all Requisitions and Repair Orders related to the Fire Station/Support Division Facility or equipment not assigned to a specific apparatus within the fire station or vehicle within a Support Division Facility. GUIDELINES 1. Repair Orders 1.1 All repairs to equipment shall be initiated or followed up with a Repair Order. 1.2 All equipment to be repaired using a Repair Order shall be tagged with a written description of the deficiency on the tag. 1.3 Repair Order forms shall be legible and provide clear explanation regarding the work that is being requested. 1.4 Company Officers/Support Division Captains are responsible for completing and signing all Repair Order forms. 1.5 All personnel are responsible to bring to the attention of the Company Officer/Support Division Captain any conditions that should be resolved using a Repair Order form. File Code: E-REPR Page 1 of 5  STANDARD OPERATING GUIDELINE 1.6 Repair Order forms are to be completed and forwarded to the District Chief for review, signature and then forwarded to the Platoon Chief/Division Chief. 1.7 Record of all Repair Order forms relating to the apparatus shall be documented in either the Apparatus History Report and Record Log and/or Fire Station/Support Division Facility Log Book. Entries shall include the following; (a) Detailed description of work being initiated. (b) Name of the individual submitting. (c) Platoon or Support Division Shift (d) Date 1.8 Upon completion of any work requiring a Repair Order, the completion date and any relevant detail should be noted in the Apparatus History Report and Record Log or Fire Station/Support Division Facility Log Book. 2. Requisitions 2.1 Equipment and supplies for apparatus should be ordered through a Requisition. 2.2 Requisition forms shall be legible and provide a clear description of the material being ordered. 2.3 The fire station Duty Officer/Support Division Captain is responsible for completing and signing all Requisitions. 2.4 All personnel are responsible to bring to the attention of the Duty Officer/Support Division Captain any apparatus equipment or supplies delivered. 2.5 Company Officers/Support Division Captains are to ensure Requisition forms are forwarded to the District Chief on the selected stock inventory order day as per TFS scheduling. District Chiefs are to ensure Requisition forms are forwarded to the Quartermaster Section either by e-mail or fax. The District Chief shall return to the Fire Station/Support Division Facility the forwarded copy of the Requisition form with a “sent” or “faxed” stamp to indicate as such. 2.6 A record of all Requisition forms relating to the apparatus shall be documented in the Apparatus History Report and Record Log or Fire Station/Support Division Facility Log Book. Entries shall include the following; (a) Requisition number, (b) Detailed description of equipment or supplies being ordered, (c) Name of the individual submitting, File Code: E-REPR Page 2 of 5  STANDARD OPERATING GUIDELINE (d) Apparatus, (e) Date. 2.7 Upon receiving any supplies or equipment through a Requisition, the date and quantity received and any relevant detail shall be noted in either the Apparatus History Report and Record Log or the Fire Station/Support Division Facility Log Book. 2.8 A TFS Lost or Damaged Equipment Report shall be completed and submitted accompanying the Requisition for all lost, damaged or found equipment (refer to E- EQUI — Equipment – General). 3. Lost or Damaged Equipment Report 3.1 Only after fulfilling criteria outlined in E-EQUI — Equipment – General, a TFS Lost or Damaged Equipment Report shall be completed for the following: (a) Lost Equipment; i. Includes any equipment that cannot be located or accounted for. (b) Damaged Equipment; i. By personnel while using the equipment during firefighting operations or training” (i.e. Equipment struck by a vehicle). (c) Found equipment; i. Discovered that cannot be attributed to any apparatus/vehicle. 3.2 The Company Officer/Support Division Captain, when instructed by the District Chief, is responsible for ensuring a Lost or Damaged Equipment Report is completed for situations outlined in 3.1 of this guideline. 3.3 The Company Officer/Support Division Captain shall conduct an exhaustive search for lost equipment including, but not limited to the following: (a) Recent incidents where equipment may have been left behind. (b) Spare apparatus/vehicle. (c) Other apparatus/vehicle that responded to the same call, event, etc. 3.4 Details of the lost or damaged item shall be recorded in either the Apparatus History Report and Record Log or the Fire Station/Support Division Facility Log Book. 3.5 Only after conducting such a search shall the Company Officer/Support Division Captain forward to the District Chief the completed TFS Lost or Damaged Equipment Report with an explanation of action taken to search for lost equipment via e-mail, (refer to E-EQUI — Equipment – General) filled out in the “Explanation of Occurrence” section. The Company Officer/Support Division Captain shall file the applicable copy in the Fire Station/Support File Code: E-REPR Page 3 of 5  STANDARD OPERATING GUIDELINE Division Facility. 3.6 The District Chief shall do the following: (a) Review the completed TFS Lost or Damaged Equipment Report before signing and forwarding a copy to the Platoon Chief/Division Chief (b) Ensure the Company Officer/Support Division Captain has conducted a satisfactory search. i. If not, the Company Officer/Support Division Captain shall be directed to search again for the missing equipment. ii. Forward Company Officers/Support Division Captains e-mail of action taken to search for lost equipment to the Platoon Chief/Division Chief. 3.7 If the equipment still cannot be found the District Chief shall advise the Platoon Chief/Division Chief of the actions taken to locate the equipment by e-mail and shall advise that a completed TFS Lost or Damaged Equipment Report is being forwarded. 3.8 The Platoon Chief/Division Chief shall do the following: (a) Ensure that all Company Officers/Support Division Captains under their direction have conducted a complete and exhaustive search. (b) Initiate corrective or disciplinary action if required. (c) Sign the completed Lost or Damaged Equipment Report and forward copies to the applicable repair facility. 3.9 Once the Lost or Damaged Equipment Report is signed by the Platoon Chief/Division Chief, it shall be forwarded to the applicable repair facility at one of the following; Equipment Repair Facility Repair Facility Marine/Small Engine Repair Mechanical Division Mechanical Division Fire Station 334 15 Rotherham Ave 40 Toryork Drive 339 Queen's Quay West Toronto, Ontario Toronto, Ontario Toronto, Ontario M6M 1L9 M9L 1X6 M5V 1A2 (416) 338-9219 (416) 338-9200 (416) 338-9237 File Code: E-REPR Page 4 of 5  STANDARD OPERATING GUIDELINE ATTACHMENT(S) Repair Order Requisition Lost or Damaged Equipment Report RELATED SOGS A-HIST – History Report and Record Log A-REPR – Repair Orders and Requisitions E-EQUI – Equipment – General F-LOGB – Log Book (Fire Station) F-REPA – Repair, Maintenance and Alterations File Code: E-REPR Page 5 of 5