Welcome
to the
Preventative Maintenance
Planning, Training and
Technical Assistance
Program Session
Sponsored by the College of Business at
Florida State University and
Florida Department of Transportation
2012 Florida TD Conference -- Orlando
Maintenance Plans
Required by FTA for vehicles purchased using federal
and/or state grant funding
PrMPT can assist with developing a maintenance plan
by using the Maintenance Plan Questionnaire
2012 Florida TD Conference -- Orlando
Maintenance Plans
Maintenance plans should cover, at a minimum:
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Maintenance goals
Fleet inventory
Preventative maintenance procedures
Pre-trip/Post-trip inspection procedures
Annual inspection procedures
Lift inspection procedures
Road call procedures
Accident procedures
Warranty procedures
Parts inventory, if applicable
Information systems, if applicable
On-site fueling procedures, if applicable
2012 Florida TD Conference -- Orlando
Vehicle Files
Vehicle history files should include, at a minimum:
• Vehicle identification such as Unit ID, Make/model, VIN
• Date, mileage, and description of each inspection,
maintenance service, repair or lubrication performed;
• If not owned by the transit agency, the name of the person or
company furnishing service with this vehicle
• The name and address of any business firm performing an
inspection, maintenance, lubrication or repair; and
• Preventative maintenance inspection checklists
• Repair estimates and/or receipts
• Warranty information
2012 Florida TD Conference -- Orlando
Preventative Maintenance Inspections
Vehicles under warranty should be inspected using the
OEM recommendations and mileage intervals
When vehicles are no longer under warranty, FDOT
recommends using the ABC progressive inspection
method. Inspection intervals should not exceed 6,000
miles unless approved by FDOT.
2012 Florida TD Conference -- Orlando
ABC Inspections
2012 Florida TD Conference -- Orlando
Annual Inspections
Each bus is required by the Florida Administrative Code 1490.009 to have an annual safety inspection.
The ruling outlines in detail each item on your bus that needs
inspected and how to document deficiencies found and
repaired.
You can use a “C” inspection as your annual safety inspection. If
your “C” inspection is a 24,000 mile inspection and a bus does
not reach this mileage goal in a calendar year, schedule it to be
performed at a predetermined date/mileage and document it as
your annual safety inspection.
2012 Florida TD Conference -- Orlando
Pre-trip/post-trip Inspections
Before a driver begins a scheduled route a pre-trip inspection
must be performed.
Any safety defects that are found must be repaired and the
defect card signed by a designated employee before the bus
can be placed into service.
If an outside shop is performing the repair the defect report
can be attached to the invoice and filed in the vehicles history
file to document the repair.
2012 Florida TD Conference -- Orlando
Pre-trip/Post-trip Inspections
During the scheduled route if any defects are found that did not result
in the bus being taken off of the road the driver can note the defects
on the defect form.
A designated employee responsible for checking the defect forms must
do so and determine if the bus can start its next regularly scheduled
route or must be held for repair.
If the bus is close to an inspection and can wait for the repair inform
the shop of known defects at the time of the inspection. This will clear
up any known defects and prevent repeat write ups.
2012 Florida TD Conference -- Orlando
Outsourcing
Your agency should set standards for the contractors to
follow. Such standards are:
• Provide your preventative maintenance checklist to
the outsource shop conducting your preventative
maintenance inspections
• Provide the Preventative Maintenance Standards
Manual to outsource garage as a guidelines of how
inspections should be carried out
2012 Florida TD Conference -- Orlando
Outsourcing
FDOT recommends utilizing a service agreement with
your outsource garage to formalize maintenance
procedures, cost, and responsibilities.
Service agreements serve to protect your agency when
outsourcing your maintenance.
2012 Florida TD Conference -- Orlando
Proactive Maintenance
Proactive maintenance describes the process of
repairing or replacing vehicle components before they
experience a failure.
Proactive maintenance can be achieved through:
• Preventative maintenance inspections
• Identifying failure trends
• Initiating campaigns
2012 Florida TD Conference -- Orlando
Proactive Maintenance Saves Cost
With systematic Preventative Maintenance Inspections
in place the unnecessary replacement of parts, labor
charges, and a tow charges can been avoided.
An agency can also avoid overnight part shipments,
paying overtime labor charges due to emergency
repairs, and possibly paying drivers overtime due to
rescheduling routes.
2012 Florida TD Conference -- Orlando
Identifying Failure Trends
Failure trends can be identified by analyzing vehicle
component failures and noting the mileage at which
they failed.
Vehicle maintenance software programs are especially
helpful when making these determinations.
2012 Florida TD Conference -- Orlando
Initiating a Campaign
This data collected while identifying failure trends can
be used to initiate a campaign to replace the vehicle
component on all similar vehicles before the
component experiences a failure.
2012 Florida TD Conference -- Orlando
Initiating a Campaign
ALTERNATORS
You find that the alternators on particular models in your fleet are
failing at 65,000 miles.
With each failure there was a road call and a tow charge, the bus
was down until the parts were shipped and the emergency repair
could be made.
To avoid the unscheduled repair and added costs the alternators
can be scheduled to be replaced on a campaign at 60,000 miles.
2012 Florida TD Conference -- Orlando
Proactive Maintenance Saves Cost
By implementing a preventive maintenance inspection
program your maintenance costs may increase at first then
level off.
Contributing factors to temporary increase in cost:
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How maintenance was performed in the past.
The size of your fleet.
The age of your fleet.
Extra labor hours to make all necessary repairs.
Parts costs.
2012 Florida TD Conference -- Orlando
Reactive Maintenance
Reactive maintenance is responding to failures instead
of anticipating them
• Limits agency’s ability to plan and schedule
maintenance
• Creates a continual cycle of responding to chance
failures
• Requires emergency repairs to put buses back in
service
• Creates an unmanageable and costly situation
2012 Florida TD Conference -- Orlando
Hidden Costs of Emergency Repairs
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Administrative duties
Contacting wrecker services to arrange towing
Rescheduling trips to cover routes
Notifying clients of delays
Extra invoicing
Opportunity cost
2012 Florida TD Conference -- Orlando
Benefits of Scheduled Maintenance
Unit ID
Type of
Repair
Repair
Parts
Total Cost
Bus #1
Scheduled
Rear brake
reline
Brake pads
$253.40
Bus #2
Unscheduled
Rear brake
reline
(including
towing)
Brake
calipers,
pads, and
rotors
$1,358.88
2012 Florida TD Conference -- Orlando
Scheduled Maintenance Saves Cost
Over $1,100.00 dollars was spent between a scheduled
brake reline and a complete brake failure including the
tow charge.
2012 Florida TD Conference -- Orlando
Benefits of Scheduled Maintenance
Unit ID
Type of
Repair
Repair
Parts
Total Cost
Bus #1
Scheduled
Repack front
wheel
bearings
Wheel seals
$150.00
Bus #2
Unscheduled Repair front
end
(including
towing)
2012 Florida TD Conference -- Orlando
Steering
$1,630.00
knuckle,
brake
calipers,
pads &
rotors, wheel
bearings and
seals
Scheduled Maintenance Saves Cost
$1,480.00 was spent on the front wheel bearing failure
as opposed to a normal $150.00 front wheel bearing
repack.
2012 Florida TD Conference -- Orlando
Monitoring Maintenance
You do not have to be a maintenance expert to keep up
a maintenance program.
There are specific ways to monitor your buses
performance that will reveal the level of service you are
receiving from your shop performing your preventive
maintenance inspections.
2012 Florida TD Conference -- Orlando
Monitoring Maintenance
Once a preventive maintenance inspection is completed it is
very important to monitor driver’s reported defects, road calls
and any other unscheduled maintenance.
Compare all unscheduled repairs to the previous inspection to
see if any of the occurrences could have been prevented.
Any unscheduled repairs can result in unexpected expenses
and downtime.
2012 Florida TD Conference -- Orlando
Road Calls
In the event of a road call it is a common practice in
fleet maintenance to record the call and keep a record
of the failure.
To monitor maintenance performance road calls must
be analyzed to determine the root cause of the
problem. If this is done you can avoid future road calls.
2012 Florida TD Conference -- Orlando
Road Call Prevention
If you have road call failures soon after a preventive
maintenance inspections on items that should have
been checked you need to have a meeting with your
shop and discuss the problems you are having.
Remember: You are paying for a service and the shop
is responsible.
2012 Florida TD Conference -- Orlando
Key Points to Remember
Someone in your agency must be responsible for
maintenance and remember you do not have to be a
maintenance expert to maintain maintenance files or to
analyze maintenance repairs and cost.
Once a maintenance plan is established it only takes a small
amount of time to maintain the files and analyze the data.
You will save time and money by controlling the scheduling of
your buses in for maintenance instead of your maintenance
being unscheduled with unexpected expenses and downtime.
2012 Florida TD Conference -- Orlando
Other Services and Resources
Comprehensive maintenance reviews that evaluate the following
areas of your maintenance program:
• Maintenance plan
• Vehicle files compliant with state and federal guidelines
• Preventative maintenance procedures
• Pre-trip/Post-trip inspection procedures
• Road call procedures
• Warranty procedures
• Vehicle appearance
At the conclusion of a maintenance review, recommendations are
provided as necessary to strengthen the maintenance procedures and
practices. Resources and tools will also be provided, as needed, to
address needs of the maintenance department.
2012 Florida TD Conference -- Orlando
Other Services and Resources
PrMPT offers free pre-trip training class as a
refresher course for drivers. The class covers
how to identify and properly document defects
while performing a pre-trip/post-trip
inspection.
2012 Florida TD Conference -- Orlando
Other Services and Resources
PrMPT is in the final stages of developing a free online
maintenance program that will include:
• Vehicle fleet and component information
• Tracking spreadsheets for upcoming maintenance
inspections
• Preventative maintenance inspections
• Work orders and repair information
• Inquiry section to assist with analyzing maintenance
trends and costs
2012 Florida TD Conference -- Orlando
Questions?
For further information, please contact the
PrMPT office at (850) 644-2509
Laurie Revell, Project Manager lrevell@cob.fsu.edu
Julie Eck, Program Specialist jeck@cob.fsu.edu
Steve Stopiak, Maintenance Consultant
sstopiak@admin.fsu.edu
2012 Florida TD Conference -- Orlando