Engine Program Standard Operating Guidelines

PURPOSE

This Standard Operating Guideline (SOG) is adopted to provide a standard for the use of Oregon Department of the State Fire Marshal (OSFM)-owned apparatus.

SCOPE

This SOG applies to all Engine Program recipient agencies.

OVERVIEW

To define the acceptable use of OSFM-owned apparatus.

PROCEDURE

1. Allowable use of apparatus by recipient agencies
   1. Recipient agencies may deploy their OSFM-owned apparatus at their discretion. The apparatus may be used for any incident or event it can support. The apparatus may be used as a first-out engine or held in reserve at the recipient agency’s discretion. Recipient agencies shall ensure that all apparatus operators and passengers are duly licensed and qualified to perform their duties while operating the apparatus.
2. Restrictions on use of apparatus
   1. Outside of assignments made by OSFM, recipient agencies shall not operate the apparatus in a way that would generate income for the operational costs of the apparatus. Rather, recipient agencies shall operate the apparatus for local response, non-compensable mutual aid response, and mobilization through OSFM.
   2. Recipient agencies shall not operate the apparatus out of state unless it is through reciprocal non-compensatory mutual aid agreements or the Emergency Management Assistance Compact. Use of the apparatus outside of the Oregon Fire Mutual Aid System (OFMAS) is only allowable if documented in a noncompensable mutual aid agreement.
   3. Recipient agencies shall not invoice for use of apparatus in unprotected or underprotected lands or for response to roadway accidents. Invoicing for personnel costs for these types of responses is allowable. Use of the apparatus is not allowable for standby or pre-positioning other than an OSFM response. This type of work is only allowable if assigned by OSFM pursuant to OFMAS or is set forth in a mutual aid agreement.
3. State mobilization requirements
   1. The Engine Program does not require recipient agencies to mobilize, respond, or provide aid. If recipient agencies mobilize at the request of OSFM, their OSFM-owned apparatus must be either first-out or second-out of that apparatus type to a mobilization.
      1. Example: If your agency sends two type 3 apparatus one must be your OSFM-owned apparatus.
   2. Mobilization of an OSFM-owned apparatus may be part of a county or multicounty task force or strike team consisting of other apparatus owned by other agencies.
   3. OSFM-owned apparatus will be reimbursed at the rate in the current Oregon Fire Service Mobilization Plan.
   4. Personnel time on a state mobilization will be compensated per the current Oregon Fire Service Mobilization Plan.
   5. Qualified personnel from agencies outside of the recipient agency may be mobilized to a state mobilization with an OSFM-owned apparatus.
   6. All apparatus staffing and use must comply with any applicable licensing and training standards, applicable OSFM Standard Operating Guidelines, and the current Oregon Fire Service Mobilization Plan.
   7. OSFM-owned apparatus must be designated as such on the following forms:
      1. Task Force/Strike Team Resource Form
      2. Resource Manifest

PURPOSE

This Standard Operating Guideline (SOG) is adopted to provide an incident readiness standard for an Oregon Department of the State Fire Marshal (OSFM)-owned apparatus.

SCOPE

This SOG applies to all Engine Program recipient agencies.

OVERVIEW

All OSFM-owned apparatus are required to be properly stored and in a state of readiness. Failure to follow storage requirements could result in the termination of the Intergovernmental Agreement (IGA).

PROCEDURE

1. General Expectations
   1. Recipient agencies are responsible for ensuring the OSFM-owned apparatus is properly maintained and tools and equipment are ready for use.
   2. Recipient agencies should ensure that personnel are trained to safely and effectively operate the OSFM-owned apparatus.
2. Storage and Readiness
   1. Recipient agencies are expected to store their OSFM-owned apparatus indoors in a secure, climate-controlled environment. Outdoor storage for a limited period of time, in extenuating circumstances is allowable.
   2. Connection to shore power while parked will be required; connection to an air supply is preferred but not mandatory.
   3. The apparatus must be maintained in a response-ready condition, except while out of service for routine maintenance or repairs.
3. Inspections
   1. Recipient agencies shall permit OSFM to inspect and make copies of all maintenance and repair records.
4. Readiness Status
   1. If an OSFM-owned apparatus is considered out of service for 5 days or more, or does not meet incident response readiness condition, inform the OSFM Engine Program as soon as possible by emailing engineprogram@osfm.oregon.gov.
      1. Once the apparatus is back in service, notify the OSFM Engine Program as soon as possible.

PURPOSE

Date: 07/11/2025 This Standard Operating Guideline (SOG) is adopted to provide a standard modification process for an Oregon Department of the State Fire Marshal (OSFM)-owned apparatus.

SCOPE

This SOG applies to all Engine Program recipient agencies.

OVERVIEW

Modifying or retrofitting OSFM-owned apparatus requires prior written approval and is the financial responsibility of the recipient agencies. Modifications or retrofitting must not conflict with manufacturer standards or hinder the apparatus from operating primarily as a wildland response apparatus. Any modification to the suspension or frame will not be permitted. The visual exterior appearance shall not be significantly altered or changed. OSFM-owned apparatus remains the property of OSFM, and any costs expended by the recipient agencies for modifications are not reimbursable if the IGA is terminated. Prior to any modifications being made, recipient agencies shall complete the modification request form (Modification Form) located on the OSFM Engine Program website and receive documented approval from OSFM prior to any work being done. If modifications are made without OSFM approval, recipient agencies may be responsible for all costs associated with returning the apparatus to its original state.

PROCEDURE

1. To request a modification, recipient agencies will complete the modification request form (Modification Form) located on the OSFM Engine Program website.
2. OSFM will review and respond to the request within ten business days.
   1. If approved:
      1. An approval email will be sent to the requestor.
      2. If clarification is needed, OSFM will request information via phone or email. OSFM may request further information and photos depending on the type of modification requested.
      3. Some examples of modifications typically permitted:
         1. Radio installation
         2. Mounting of supplied equipment
         3. Installation of vehicle identification numbers
   2. If rejected:
      1. A rejection email will be sent to the requestor, followed by a phone call from OSFM.
      2. Some examples of modifications typically rejected:
         1. Changing visual appearance of the apparatus
         2. Modifications that may void the warranty
         3. Modifications not completed by a certified shop/mechanic

PURPOSE

This Standard Operating Guideline (SOG) is adopted to provide a standard for performing the necessary actions when damage occurs to an Oregon Department of the State Fire Marshal (OSFM)-owned apparatus.

SCOPE

This SOG applies to all Engine Program recipient agencies.

OVERVIEW

All damage involving an OSFM-owned apparatus must be reported to OSFM, and the damage is the financial responsibility of the recipient agencies. Each OSFM-owned apparatus shall have a crash packet (Appendix A) in the apparatus. Failure to follow this procedure may result in the termination of the Intergovernmental Agreement (IGA).

DEFINITIONS

1. Damage - Any harm or injury sustained to property, a vehicle's structure, components, or to a person's physical well-being where an OSFM-owned apparatus is involved.
2. Minor Damage – Damage that occurs only to the OSFM-owned apparatus, where no other person or property is involved. Example: Broken mirror, dents, scratches, broken windshield, etc.
3. Major Damage – Damage that causes an OSFM-owned apparatus to be out of service and/or involves another person or property. Example: Motor vehicle accident, damage to another person’s property, bodily injury, media attention, etc.

PROCEDURE

Recipient agencies must complete the following steps anytime damage involving an OSFM-owned apparatus occurs. OSFM shall be notified even if damage is repaired in house or on scene.

1. Follow your agency’s process and notify the OSFM Engine Program Coordinator at (971) 372-1244.
   1. Minor Damage:
      1. Notify OSFM within 3 days.
   2. Major Damage:
      1. Notify OSFM as soon as possible but no later than 24 hours.
2. Within three (3) days of the damage/loss taking place or being discovered, the recipient agencies will email a memo and crash packet to engineprogram@osfm.oregon.gov.
   1. The memo must be on department letterhead with a narrative that describes the event(s) which led up to the incident, as well as during, and after the incident. This includes dates, times, and steps taken immediately after.
   2. The crash packet includes a checklist, vehicle crash sheet, and witness card. This packet is located in the apparatus, and on the OSFM Engine Program web page.
   3. Recipient agencies will submit a police report if a crime is believed to have occurred, or if one is completed by law enforcement.
   4. You must submit a collision report to DMV within 72 hours if the collision results in any of the following:
      1. Injury or death to any person
      2. Damage over $2,500 to the vehicle you were driving (even if your vehicle was the only one in the collision)
      3. Damage over $2,500 to property other than a vehicle involved in the collision
      4. Damage over $2,500 to any vehicle AND any vehicle is towed from the scene because of damage from the collision.
   5. If a DMV collision report is completed, notify OSFM of the date and time filed with DMV.
3. Within ten (10) days from when the damage occurred, the recipient agencies will compile all the completed documentation as a report and email it to engineprogram@osfm.oregon.gov.
   1. The report will include a complete memo, police report (if applicable), and photographs from all four sides of the apparatus, in addition to detailed photographs of the damage. These should be daylight photographs only.
      1. The memo shall also include steps taken to prevent subsequent losses or damages.
   2. The memo will be reviewed and signed by the recipient agency’s Fire Chief.
4. OSFM may request further information depending on the type of damage.

PURPOSE

This Standard Operating Guideline (SOG) is adopted to provide a standard for performing the necessary actions to resolve disputes regarding Oregon Department of the State Fire Marshal (OSFM)-owned apparatus.

SCOPE

This SOG applies to all Engine Program recipient agencies.

OVERVIEW

To define the process for resolving disputes involving OSFM and Engine Program recipient agencies.

PROCEDURE

When a dispute is identified, the pre-dispute process outlined below will be followed. If the pre-dispute process does not result in resolution of the dispute, the formal dispute process may be followed.

Informal Pre-Dispute Resolution Option

Before initiating the formal dispute process, OSFM may first seek to resolve issues through the informal resolution approach outlined below.

• Email: OSFM may send an initial email outlining the concern/dispute and request clarification and/or corrective action.
• Phone Call to Recipient Agency Contact: OSFM may call the agency’s designated contact(s).
• Phone Call to Fire Chief: OSFM may escalate the issue by contacting the Fire Chief of the recipient agency.
• Review: OSFM will review the issue internally and may initiate the formal dispute process as outlined below.

Formal Dispute Process

Prior to initiating the formal dispute process, OSFM will conduct an internal review of the dispute.

1. Notification: OSFM will notify the recipient agency Fire Chief in writing that there is a dispute, outline the steps previously taken with the informal dispute process, and give a description of the dispute.
2. Scheduling: OSFM will schedule a meeting with the recipient agency.
3. Position Papers: Recipient agency must email written position papers (concise 1-2 page statement outlining the agency’s stance on a dispute, supporting evidence, and proposed resolution) to engineprogram@osfm.oregon.gov no later than 14 business days after receiving notification of the dispute.
4. Review/Meeting: OSFM will review the position papers and hear oral discussion concerning the resolution of the dispute.
5. Decision: OSFM will evaluate all materials and provide a written decision to the recipient agency.

If, at any point during the dispute process, OSFM determines that the recipient agency is unable or unwilling to meet program requirements, or that continued placement of the apparatus is no longer appropriate, OSFM may initiate termination of the Intergovernmental Agreement (IGA).

Examples of Disputes and Related Considerations

Disputes may include, but are not limited to:

• Failure to provide or implement an acceptable alternative or primary storage and readiness plan.
• Improper or unauthorized use of OSFM-owned apparatus that does not align with the agreement terms.
• Findings from OSFM inspections identifying non-compliance or operational deficiencies.
• Failure to perform routine and proper maintenance as required by OSFM.
• Unauthorized modifications or warranty repairs made without OSFM approval.

Recipient Agency Dispute Process

When a recipient agency identifies a dispute regarding OSFM-owned apparatus or related program requirements, the following process applies.

1. Notice of Dispute: The recipient agency must submit a written notice of dispute to OSFM via email at engineprogram@osfm.oregon.gov. The notice must include:
   • A clear description of the dispute.
   • The agency’s position and supporting documentation.
   • The proposed resolution or desired outcome.
2. Acknowledgment: OSFM will confirm receipt of the dispute within five (5) business days and provide an outline of next steps.
3. Scheduling: OSFM will schedule a meeting with the recipient agency.
4. Position Papers: The recipient agency must submit a position paper (a concise 1–2 page statement outlining the agency’s stance, supporting evidence, and proposed resolution) no later than 14 business days after receiving notification. OSFM will prepare its own position paper for review during the meeting.
5. Review/Meeting: OSFM will review the submitted position paper and conduct a meeting to hear oral arguments from the recipient agency.
6. Decision: OSFM will evaluate all materials and issue a written decision to the recipient agency.

PURPOSE:

This Standard Operating Guideline (SOG) is adopted to provide a process for reporting maintenance and requesting reimbursement for the Department of the Oregon State Fire Marshal (OSFM)-owned apparatus.

SCOPE:

This SOG applies to all Engine Program recipient agencies.

OVERVIEW:

Recipient agencies are expected to report all maintenance and testing completed on OSFM-owned apparatus.

Reimbursement of up to $3,500.00 per calendar year is provided for approved preventative maintenance, repairs, and tire replacements per requirements outlined in the Engine Program Intergovernmental Agreement (IGA).

Recipient agencies must obtain pre-approval from OSFM to purchase tires for the apparatus if requesting reimbursement.

PROCEDURE:

1. All maintenance and testing must be reported to OSFM using the maintenance and reimbursement form (Maintenance & Reimbursement Form) located on the OSFM Engine Program webpage.
2. Recipient agencies must conduct preventative maintenance in accordance with the appropriate maintenance schedule provided in Appendix A. In addition, recipient agencies should follow applicable National Fire Protection Association (NFPA) standards.
   • a. Maintenance may only be performed by a qualified mechanic and/or emergency vehicle technician (EVT), in-house or external.
   • b. Certified pump testing is required for Type 3 engines and Tenders.
     • i. EVT is required for certified pump testing and any other fire suppression equipment.
   • c. Operational pump testing is required for Type 6 engines.
   • d. All services must be documented by the recipient agencies for maintenance, repairs, and tire rotations/replacement and emailed to engineprogram@osfm.oregon.gov.
   • e. Maintenance schedules reflect the minimum requirements; more frequent maintenance is acceptable and reimbursable up to the yearly allowance of $3,500.
     • i. Examples: Post deployment inspection, post deployment oil testing, etc.
3. To request reimbursement for maintenance, the recipient agencies will complete the maintenance and reimbursement form.
   • a. OSFM will review and respond to the request within ten business days.
     • i. If approved:
       1. 1. An approval email will be sent to the requestor. If clarification is needed, OSFM will request additional information via phone or email.
          • a. Examples of reimbursable maintenance:
            • i. Oil changes
            • ii. Safety Inspections
            • iii. Tire rotation/tread checks
            • iv. Cabin, air, and fuel filter replacement
            • v. Transmission services
            • vi. Annual pump testing
            • vii. Brake checks
       2. 2. Recipient agencies shall email a detailed invoice and supporting receipts within 30 days of maintenance being completed to engineprogram@osfm.oregon.gov.
       3. 3. Recipient agencies will receive a notification that their reimbursement request is being processed.
     • ii. If rejected:
       1. 1. A rejection email will be sent to the requestor, followed by a phone call from OSFM.
          • a. Examples of non-reimbursable items include:
            • i. Engine number decals
            • ii. Modifications not considered maintenance (e.g., mounting, installing, or personalization)
            • iii. Radio purchase and install cost
            • iv. Additional or replacement hose, nozzles, hardware, etc.
       2. a. OSFM will process payment within 60 days.
4. OSFM may request additional further information depending on the type of maintenance.

APPENDIX A

Type 3 Maintenance Schedule

Tender Maintenance Schedule

Type 6 Maintenance Schedule