Apparatus Servicing

LEGAL NOTICE
INVITATION TO SUBMIT QUOTATIONS
The Town of Smyrna will accept quotations on annual fire apparatus inspection and servicing
for the Fire Department. Bidders shall submit sealed quotations in the format specified in the
Invitation to Submit Quotations no later than 2:00 p.m. March 24, 2026 at which time bids
will be publicly opened and read aloud. No bid may be withdrawn after the scheduled closing
time for a period of 90 days. Bidding documents may be obtained at Smyrna Town Hall during
regular business hours or www.townofsmyrna.org. Quotations should be mailed or hand
delivered to:
Sierra Lowry
Smyrna Town Hall
Sealed Bid Annual Fire Department
Apparatus Servicing / March 24 @ 2:00 p.m.
315 South Lowry Street
Smyrna, TN 37167
The Town of Smyrna will not discriminate in the purchase of all goods and services on the
basis of race, color, religion, sex, national origin, age, disability or any other lawfully protected
classification.
Verbal quotations or quotations received after the closing date will not be accepted. The Town
of Smyrna reserves the right to reject any and all bids, to waive technicalities or informalities
and to accept any bid deemed to be in the best interest of the Town.
SUBMITTED BY: SIERRA LOWRY
FINANCE DIRECTOR
TO BE RUN: March 10, 2026
_____________________
COMPANY

TABLE OF CONTENTS
Page
SECTION I - General Information 3
SECTION II - Specifications 5
SECTION III - Price Quotation & Agreement 15
SECTION IV - Specification Compliance 24
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SECTION I - GENERAL INFORMATION
A. The Town of Smyrna desires to obtain quotes on annual fire apparatus inspections,
maintenance, services and repairs for the Fire Department for a two-year term ending June
30, 2028. This work shall be performed by Certified EVT Emergency Vehicle Technicians
who have been factory trained in inspection, testing, and repair of fire pumps, piston
pumps, aerial devices, as well as other hydraulic and mechanical systems related to
Emergency Fire Apparatus. Bidder must be presently working on this type apparatus with
favorable references from at least 2 other Fire Departments. Bidder must provide all
necessary tools and equipment to perform annual pump certification to meet NFPA
requirements.
Smyrna Town Hall location Smyrna Fire Station
315 South Lowry Street 145 South Lowry Street
Smyrna, TN 37167 Smyrna, TN 37167
Questions should be directed to Assistant Chief Camron Phelps (615) 459-9735 ext.
7579 or e-mail: camron.phelps@townofsmyrna.org.
B. The Town of Smyrna reserves the right to reject any and all bids, to waive technicalities or
informalities and to accept any bid deemed to be in the best interest of the Town. No bid
may be withdrawn after the scheduled closing time for a period of 90 days.
C. The bidder shall abide by and comply with the true intent of the specifications and not take
advantage of any unintentional error or omission, but shall fully address the full intent and
meaning of each aspect of the specifications.
D. Section III, IV and Agreement shall be completed and included as an integral part of each
bidder's proposal.
E. Freight shall be paid by vendor and should be included in unit price bid.
F. The Town is a tax-exempt organization.
G. Mail is delivered after 11:00 a.m. Monday through Friday.
H. Bid quotations must be submitted on the Town's quotation page(s).
I. The Town of Smyrna, in accordance with Title VI of the Civil Rights Act of 1964 and
Title 49, Code of Federal Regulations, hereby notifies all Bidders that it will affirmatively
insure that in any contract entered into pursuant to this advertisement, minority business
enterprises will be afforded full opportunity to submit bids in response to this invitation and
will not be discriminated against on the grounds of race, color, creed, sex, handicap or national
origin in consideration for an award.
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J. By submission of this bid, each bidder/proposer and each person signing on behalf of
any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own
organization, under penalty of perjury, that to the best of its knowledge and belief that each
bidder is not on the list created pursuant to T.C.A. 12-12-106 Iran Divestment Act. State of
TN_Debarred_Vendors.pdf
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SECTION II - SPECIFICATIONS FOR SERVICING
The Town of Smyrna requests annual quotations on apparatus inspections and repairs. Semi
Annual inspections shall take place in April and October. The attached checklist on page 23
shall be completed and submitted upon the completion of inspection and servicing of
each apparatus. The price quoted should include all oils, filters, grease, pump packing
adjustment, pump test, brake and, if applicable, clutch adjustments. Any defects found will be
repaired at normal shop labor rate per hour plus parts. Vendor will provide a detailed written
quote with breakdown of parts, labor and any travel expenses prior to start of repair work.
Authorization from Chief Goss or designee is required before repairs are made. Services,
inspections and minor repairs will be performed on site, any major repairs requiring lifts, heavy
jacks, welding, or engine work will be quoted and may be done at Bidders facility. The invoice
will include a detailed breakdown of all charges on repair work performed.
THIS ORDER WILL EXPIRE JUNE 30, 2028. Upon mutual agreement of both parties, the
bid quotes may be renewed by the Town of Smyrna for a period of two successive two-year
periods under the same price, terms, and conditions as submitted in this proposal.
Contract Agreement
Successful bidder will be expected to enter into a contract Agreement with the Town of
Smyrna. Agreements shall be signed and attested, but not dated, by the proper business
representative and submitted with the bid proposal. An executed contract will be forwarded
to the winning vendor after Council approval.
APRIL INSPECTIONS AND REPAIRS
ENGINE LUBRICATION
Change oil
Change oil filter
Check engine for leaks
COOLING SYSTEM
Check coolant level and change coolant filter
Test coolant Nitrite level (1200 ppm), adjust as required
Test coolant antifreeze protection level and adjust as required to protect engines
from extreme weather conditions for this area
Inspect belts for wear and tension, adjust or replace as needed for proper operation
Inspect hoses for deterioration, replace as needed for proper operation
Inspect radiator for cooling efficiency, circulation, and condition
Test radiator cap to meet engine pressure rating for cooling system
Pressure test system for leaks
Inspect water pump for leaks
Inspect fan drive and clutch
AIR INDUCTION SYSTEM
Inspect air filter, replace as required based on condition at time of inspection
Check system for leaks, broken clamps and deterioration of components
Check turbocharger performance
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FUEL SYSTEM
Replace all fuel filters, primary and secondary
Inspect fuel lines and tanks for deterioration
Test system for leaks
Check fuel condition, add treatment as required
LIGHTING / WARNING SYSTEM
Check and inspect for damage to insure apparatus meets DOT lighting standards
Check upper warning operation and inspect for damage
Check lower warning operation and inspect for damage
Check operation of horn air and electrical system
Check all interior and exterior lights
Check siren operation
ELECTRICAL SYSTEM
Check starter operation
Check voltage reading
Check AMP reading (charge-discharge)
Check wiring for deterioration / corrosion
Inspect alternator belt for wear
Check alternator belt tension, adjust as required
Check battery electrolyte level, adjust as required
BRAKES
Inspect brake shoes/pads for wear limits
Check chambers for leaks
Check S cams for excessive wear
Adjust as required
Check system for leaks (air/hydraulic)
Check fluid levels, adjust as required (hydraulic)
Check parking brake operation
Check service brake operation
FIRE PUMP
Inspect body for cracks and excessive rust
Check mount bolts, tighten as required
Check pump packing, adjust as required
Check pump transmission for leaks and attaching hardware
Check drive lines and linkage operation
Check primer operation
Check valves and piping (leaks and secure)
Check valve controls and linkage
Check relief valve/ governor operation
Check drain valve operation
Check gauges and pump controls
Check and lube pump drive "U" joints
Change pump oil
Check anodes if equipped
Run pump and check all valves for unusual wear and internal or external leakage
CHASSIS
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Lubricate chassis
Check drive shafts and "U" joints
Check power steering fluid levels, adjust as required
Check springs (broken / loose)
Check spring "U" bolts (broken / loose)
Check differential for contamination
Check differential fluid level, adjust as required
Check wheel lugs (broken / loose)
Check axle shaft bolts (broken / loose)
Check attaching hardware on chassis (broken/ loose/ missing)
TRANSMISSION
Check transmission fluid for contamination
Change fluid
Change internal filter
Change external filter
Inspect linkage
Inspect breather for proper operation
Check pump lock up operation
Adjust clutch (manual transmission)
ROAD TEST
Check braking performance
Check steering
Transmission (shifting, vibration and slippage)
Check engine performance
CAB AND BODY
Check all glass for breaks or chips
Check door latches for proper operation
Check interior lights (dash display, dome, work, etc.)
Check compartment lights
Check door hinges (alignment / loose/ broken)
Check cab and compartment door seals
Check all switches for proper operation on cab and compartments
Check for body damage
Check for body corrosion
AERIAL DEVICE
Check turntable bolts (torque to mfg. Spec as required)
Change hydraulic oil as required based on oil condition
Change hydraulic filter as required
Check aerial operations
Lubricate waterway tubes and seals
Lubricate slides/ rollers as required
Lubricate extend / retract cables as required
Lube lift cylinder and extension cylinder pivot pins
Check nozzle operation
Check aerial lighting for proper operation
Check outrigger operation
Lube outriggers as required
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Check wiring for deterioration
Check hydraulic hoses for damage and deterioration
Check ladder rungs, rails, and or platform for damage
Check and replace worn or missing ladder glide pads
Check hydraulic system for leaks
Check breathing air system for leaks and record most recent hydrostatic test date to insure
that it does not exceed 5 years.
Check breathing air hoses for damage or deterioration
OCTOBER INSPECTIONS AND REPAIRS
ENGINE LUBRICATION
Change oil
Change oil filter
Check engine for leaks
COOLING SYSTEM
Flush coolant system and change coolant filter
Test coolant Nitrite level (1200 ppm), adjust as required
Test coolant antifreeze protection level and adjust as required to protect engines from
extreme weather conditions for this area.
Inspect belts for wear and tension, adjust or replace as needed for proper operation
Inspect hoses for deterioration, replace as needed for proper operation
Inspect radiator for cooling efficiency, circulation, and condition
Test radiator cap to meet engine pressure rating for cooling system
Pressure test system for leaks
Inspect water pump for leaks
Inspect fan drive and clutch
AIR INDUCTION SYSTEM
Replace Air Filter
Check system for leaks, broken clamps and deterioration of components
Check turbocharger performance
FUEL SYSTEM
Replace all fuel filters, primary and secondary
Inspect fuel lines and tanks for deterioration
Test system for leaks
Check fuel condition add treatment as required
LIGHTING / WARNING SYSTEM
Check and inspect for damage to insure apparatus meets DOT lighting standards.
Check upper warning operation and inspect for damage
Check lower warning operation and inspect for damage
Check operation of horn air and electrical system (all interior and exterior lights)
Check siren operation
ELECTRICAL SYSTEM
Check starter operation
Check voltage reading
8

Check AMP reading (charge-discharge)
Check wiring for deterioration / corrosion
Inspect alternator belt for wear
Check alternator belt tension, adjust as required
Check battery electrolyte level, adjust as required
BRAKES
Inspect brake shoes/pads for wear limits
Check chambers for leaks
Check S cams for excessive wear
Adjust as required
Check system for leaks (air/hydraulic)
Check fluid levels, adjust as required (hydraulic)
Check parking brake operation
Check service brake operation
FIRE PUMP
Inspect body for cracks and excessive rust
Check mount bolts, tighten as required
Check pump packing, adjust as required
Check pump transmission for leaks and attaching hardware
Check drive lines and linkage operation
Check primer operation
Check valves and piping (leaks and secure)
Check valve controls and linkage
Check relief valve/ governor operation
Check drain valve operation
Check gauges and pump controls
Check and lube pump drive "U" joints
Change pump oil
Check anodes if equipped
Run annual pump service test per NFPA 1911 section 5.1 as required by ISO.
CHASSIS
Lubricate chassis
Check drive shafts and "U" joints
Check power steering fluid levels, adjust as required
Check springs (broken / loose)
Check spring "U" bolts (broken / loose)
Check differential for contamination
Check differential fluid level, adjust as required
Check wheel lugs (broken / loose)
Check axle shaft bolts (broken / loose)
Check attaching hardware on chassis (broken/ loose/ missing)
TRANSMISSION
Check transmission fluid for contamination change as needed
Check fluid levels (adjust as required)
Check transmission fluid for contamination
Change internal filter as needed
9

Change external filter as needed
Inspect linkage
Inspect breather for proper operation
Check pump lock up operation
Adjust clutch (manual transmission)
ROAD TEST
Check braking performance
Check steering
Transmission (shifting, vibration and slippage)
Check engine performance
CAB AND BODY
Check all glass for breaks or chips
Check door latches for proper operation
Check interior lights (dash display, dome, work, etc.)
Check compartment lights
Check door hinges (alignment / loose/ broken)
Check cab and compartment door seals
Check all switches for proper operation
Check for body damage
Check for body corrosion
AERIAL DEVICE
Check turntable bolts (torque to mfg. spec as required)
Change hydraulic oil as required, based on oil condition
Change hydraulic filter as required
Check aerial operations
Lubricate waterway tubes and seals
Lubricate slides/ rollers as required
Lubricate extend / retract cables as required
Lube lift cylinder and extension cylinder pivot pins
Check nozzle operation
Check aerial lighting for proper operation
Check outrigger operation
Lube outriggers as required
Check wiring for deterioration
Check hydraulic hoses for damage and deterioration
Check ladder rungs, rails, and or platform for damage
Check and replace worn or missing ladder glide pads
Check hydraulic system for leaks
Check breathing air system for leaks and record most recent hydrostatic test date
to insure that it does not exceed 5 years.
Check breathing air hoses for damage or deterioration
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