Outsourcing - Florida Department of Transportation

Welcome to the Vehicle Maintenance Session! Preparing for your Triennial Maintenance Review Maintenance review elements Monitoring maintenance activities Post-maintenance review procedures New Preventative Maintenance Standards Manual 4.1 edition New Outsource Maintenance Manual Maintenance training opportunities Resources Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Preparing for your Triennial Maintenance Review Notification letter: Provide your maintenance plan

and fleet inventory Fleet inventory used to randomly select vehicle history files for the maintenance review 20% of your fleet All vehicles are subject to review Send all vehicle history file information for prior 12-month period for vehicle history files collected Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Triennial Maintenance Review Elements 1) Maintenance plans 2) Equipment records (vehicle history files) Items 1-7 3) Vehicle safety inspections Agencies that receive 4) Preventative maintenance 5307 funding

trip inspections (not 5311 funding) Items 1-9 6) Warranty 7) Vehicle appearance Agencies that receive 5311 or a combination of 8) Annual inspections 5311 and/or 5307/5310 9) Road calls funding 10) Maintenance Shop and Facilities Items 1-11 11) Parts inventory Agencies that receive only 5310 funding Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference 5) Pre-

Maintenance Plans A maintenance plan is a living document that describes the agencys current maintenance practices and procedures. Maintenance plans are a blueprint for your agencys maintenance program includes all maintenance procedures and practices for FDOT and Non-FDOT vehicles Customize your maintenance plan What is a living document? 4 types of maintenance plan templates In-house maintenance agencies that conduct all or most maintenance activities in house Outsource maintenance agencies that outsource all maintenance activities Combination maintenance agencies that conduct preventative maintenance inspections in house, but outsource many repairs TOP agencies who receive only 5310 grant funding Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Vehicle History Files

Chapter 14-90.004(h)(4)(d) of the Florida Administrative Code requires that records are maintained and provide written documentation of preventative maintenance, regular maintenance, inspections, lubrication and repairs performed for each vehicle under their control. This is also a requirement in the FDOT State Management Plan. All maintenance activities should be documented Maintenance activities should create a paper trail When defects are found during inspections, the corresponding repair documents should be attached to the inspection document Maintenance activity information should be retained for the life of the vehicle Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Vehicle Safety Inspections A random selection of vehicles will be chosen to receive a vehicle safety inspection on-site during the maintenance review The number of vehicles chosen for this inspection will represent at least 10% of your vehicle fleet inventory If vehicles are found to be in poor condition, additional vehicles may be

chosen to receive inspections After the vehicle safety inspection is conducted: Agency will receive copies of vehicle safety inspection forms prior to the completion of the maintenance review Defects found during this inspection will result in a finding UNLESS documentation is provided showing that the defects were repaired Finding will be removed from report if repair documentation is received within 30 days Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Preventative Maintenance A minimum of 20% of the vehicle fleets history files will be examined for the 12-month period prior to the review If there was a limited amount of maintenance activities conducted during that 12-month period, a 24-month or 36-month period will be used File analysis will determine: Timeliness of PM inspections Timeliness of fluid change intervals (ex: oil changes) Whether PM inspections meet OEM recommendations and FDOTs minimum maintenance

requirements Whether the vehicle regularly operates with safety sensitive defects Maintenance activity trends repeat repairs, unscheduled repairs performed shortly after inspections conducted, excessive road calls, warranty repairs Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Preventative Maintenance Requirements FDOT minimum maintenance requirements FDOT Preventative Maintenance Standards Manual, 4.1 edition as a guideline Requires specific vehicle components to be inspected within certain mileage intervals ABC progressive method recommended but not required Target mileages for inspections not to exceed 6,000 miles Oil analysis programs

Original Equipment Manufacturer (OEM) requirements OEM recommended mileage intervals to be used for appropriate services as listed in the vehicles OEM manual Target mileages for OEM recommended services should be listed in maintenance plan Uphold warranty status Documentation of PM inspections Sample preventative maintenance inspection form (NEW) Sample form recommended but not required Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Activity Spreadsheets Maintenance activity spreadsheets Scheduled vs. Unscheduled maintenance Proactive or reactive approach to maintenance 80% scheduled Cost examples of scheduled vs. unscheduled

Vehicle ID Bus 1 Bus 2 Vehicle ID Bus 1 Bus 2 Type of Maintenance Scheduled Unscheduled due to breakdown Type of Maintenance Scheduled Unscheduled due to breakdown Repair Work

Performed Rear brake job Rear brake job Repair Work Performed Repack front wheel bearings Replace all front end parts on side that failed Parts Replaced Brake pads Calipers, pads and rotors Parts Replaced Front seals Spindle, brake rotor, pads, caliper, bearings,

seals and a new wheel Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Total Cost $253.40 $1,358.88 Total Cost $150.00 $1,630.00 Maintenance Activity Spreadsheets Identify maintenance trends

Scheduled maintenance vs. unscheduled maintenance Types of defects found during inspections Repairs occurring shortly after PM inspections are conducted Repeat repairs Excessive road calls Warranty repairs Vehicle components that show wear: Wiper blades Tires Belts Brake pads Hoses

Emergency brakes Spreadsheet of maintenance activities is provided along with maintenance review report Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Activity Spreadsheets Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Pre-trip/post-trip Inspections FDOT requires that all agencies conduct both pre-trip and post-trip inspections each time a vehicle is used for revenue service

Purpose of pre-trip/post-trip inspections Safety sensitive defects and removing vehicles from service Steering system Service and parking brake Suspension and undercarriage Tires, wheels and wheel end components Fuel and exhaust systems All lights, mirrors, wipers and warning devices

Interlock systems Interior controls, gauges and safety equipment Wheelchair lifts Air system Emergency exits (doors, windows, etc.) Fire suppression Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Pre-trip/post-trip Inspections Pre-trip/post-trip inspections are examined for the 14-day period prior to the review Thoroughness of pre-trip/post-trip inspections Repeat write-ups Safety sensitive items found require removal from service

Defects identified on forms must have corresponding repairs Observation of pre-trip inspections being conducted Documenting pre-trip/post-trip repairs Attach repair to inspection and file them in the appropriate vehicle history file; OR Note the pre-trip/post-trip inspection form with the repair that was made, the date repair was made and initial or sign How long should you keep pre-trip/post-trip inspection forms? Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Warranty Vehicle maintenance history examined to ensure warranty work is utilized as appropriate Vehicles purchased through the TRIPS program have extended warranties Applicable warranty repairs are verified through the TRIPS program staff Findings are issued in cases where the PrMPT program has identified a trend in the agency not pursuing warranty repairs when applicable Maintenance Compliance Reviews

2017 Transportation Disadvantaged Conference Vehicle Appearance Vehicle appearance should reflect positively on the agency Vehicles are assessed for general exterior and interior cleanliness during the vehicle safety inspection. Federal requirements regarding bloodbourne pathogens in instances of bodily fluid spills Area of concern Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Annual Safety Inspections Chapter 14-90.009 requires agencies to conduct annual safety inspections Annual safety inspections must be conducted at least once annually Separate form or C-level PM inspection If using C-level inspection to serve as the vehicles annual safety inspection, you must document the form as an annual safety inspection Maintenance Compliance Reviews

2017 Transportation Disadvantaged Conference Road Calls Definition of a road call In-service failure Definition varies by agency Documenting road calls Steps on using road call data to monitor maintenance program Identify the vehicle component that caused the failure Pull most recent PM inspection form for the vehicle What was the condition of the vehicle component that caused the in-service failure at the time of the PM inspection? Was the component found to be in good or defective condition? How much time passed between the previous inspection and the road call incident? Pull most recent pre-trip/post-trip inspections Was the vehicle component examined during these inspections? If so, was it noted to be in good or defective condition? If a trend of road calls are identified, or you identify a trend in the type of failures, adjust PM program as needed Maintenance Compliance Reviews

2017 Transportation Disadvantaged Conference Maintenance Shop and Facilities Facility & Equipment Maintenance Plan Describes inspection and/or cleaning schedules for maintenance shop equipment and transit agency facilities Documentation of these inspections Walkthrough of maintenance shop Is the shop floor clean? Are work bays free of clutter? Appearance of equipment? Maintenance shop safety Safety equipment eyewash stations, fire extinguishers, showers, etc. Materials Handling Maintenance shop procedures Staffing/vehicle ratio How maintenance activities are prioritized Workflow Maintenance Compliance Reviews

2017 Transportation Disadvantaged Conference Parts Inventory Parts pulling procedures Parts Ordering Max/min orders Fast moving parts vs. full stock Parts balancing How often? Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Review Report Exit interview provided immediately following the maintenance review Overview of identified findings Defects found during vehicle safety inspection The next 30 days

Conduct repairs from vehicle safety inspection Submit documentation of repairs to PrMPT and District Office Other program revisions Removal of findings Meanwhile, PrMPT has 30 days to submit maintenance review report District Office issues report to agency Questions about report findings Submitted to District Office Corrective action Technical assistance needs Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference New PM Standards Manual FDOT Preventative Maintenance Standards Manual (4.1 edition)

Whats new? New Pre-trip/post-trip requirements and forms New Preventative maintenance inspection guidelines for technicians New PM inspection form OEM recommended intervals vs. FDOT minimum maintenance requirements FDOT safety sensitive items Maintenance plan requirements Facility and equipment plan requirements Maintenance compliance review elements Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference

Outsource Maintenance Manual New technical assistance manual for outsourcing maintenance Whats included? Pre-trip/post-trip requirements and forms Preventative maintenance inspection requirements Preventative maintenance inspection guidelines for technicians OEM recommendations Oil changes Documenting and repairing defects Choosing an outsource maintenance facility Contracting Mechanic training

Evaluating your outsource maintenance activities Sample forms Technical assistance guidance Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Training Maintenance training will soon be coming! Maintenance training workshops Maintenance requirements Outsourced maintenance In-house maintenance

Mechanic training Monitoring maintenance activities Regional Component Training A/C, Wheelchair lifts, Fire suppression, etc. Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference Maintenance Resources Todays Powerpoint presentation slides FDOT Preventative Maintenance Standards Manual 4.1 Edition Outsource Maintenance Manual New preventative maintenance inspection form New pre-trip/post-trip inspection form

Maintenance plan templates Facility and equipment plan template Please visit our website at www.prmpt.org Maintenance Compliance Reviews 2017 Transportation Disadvantaged Conference

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