Capital School Bus Replacement
Jim Beekman
Sr. Director, OCPS
Mid Year 2013
Key Components to Capital Replacement of
Buses
Core Functions
 Develop a Strategy Map that outlines Process and Players
 Develop a Capital Replacement Plan
 Establish a Process that Identifies Key Elements that
Reflect the NEEDS of YOUR District.
 Use Decision Analysis process to select the overall
LOWEST COST
Capital Bus Replacement
Strategy Map
Our Goal…

A 10-year school bus replacement plan that
projects costs and revenues from surplus buses.
STRATEGY MAPPING – FLEET SERVICES
DISTRICT GOAL
Efficient
Operations
PROCESS/OBJECTIVE
DEPT
PROGRAM
STAKEHOLDERS
OBJECTIVE
ACTIVITY
INTERNAL EXTERNAL
Procurement
Replace buses Capital Bus Activity #1 –
Project
Manager
on a Cyclical Replacement Identify fleet
Nahid
Basis
utilization to identify Jim Beekman Shahnami
needs based on
Fleet
Budget
specific programs.
Dale Kelley
Ronnie
McCallister
Activity #2 –
Surplus
Identify the number
David Harris
Business
of students
Services
transported by
Mark Chiampi
programs to
Operations
determine
Cyndi
appropriate
Mendezequipment
Tindal
configuration.
Activity #3 –
Produce a
comprehensive list
that identifies cost
per seat and seat
utilization of current
student population.
Activity #4 –
Incorporate current
growth models that
will identify needs of
buses beyond
replacement of
existing buses.
TIMELINE
OUTCOME
Activity #1
December 1
Activity #2
December 15
Activity #3
January 15
Activity #4
January 15
Activity #5
January 15
Activity #6
March 1
Activity #7
August 1
A 10-year
school bus
replacement
plan that
projects costs
and revenues
from surplus
buses.
FY13
MEASURES &
TARGETS
Purchase 108
buses that will
replace 10% of
existing school
bus fleet. Total
anticipated cost
$12,078,933.
FY14
MEASURES &
TARGETS
Purchase 119
buses that will
replace 10% of
existing fleet and
will
accommodate 10
projected growth
units. Total cost
Surplus 108 units
$12,765,359.
that will generate
a one-time
Surplus 115
projected
units that will
revenue of
generate a one$581,022.
time projected
revenue of
$618,681.
STRATEGY MAPPING – FLEET SERVICES
DISTRICT GOAL
Efficient
Operations
DEPT
OBJECTIVE
PROCESS/OBJECTIVE
PROGRAM
Reduce
Green
Environmental Initiative
Impact of
Transportation
Services
ACTIVITY
Activity #1 –Apply
for an EPA grant to
offset the additional
cost of biodiesel
fuel.
Activity #2 –
Capital
Replacement Plan
for Fleet will result
in more
environmentallyfriendly engine
technology.
Activity #3 – Audit
current hazardous
waste disposal to
ensure that
Transportation is
maximizing its
collectable material.
Activity #4 –
Review bid
specifications to
ensure products p.
STAKEHOLDERS
INTERNAL EXTERNAL
Procurement
Project
Manager
Robert Cole
Bill Wen
Nahid
Shahnami
Fleet
Ronnie
Parts
Vendors
McCallister
Gene Hupp Various
Grant Shaw
Environment
Business
al Jenifer
Services
Fowler
Mireille
Wegman
Marge
Laspina
Debra Stahl
Mark Chiampi
TIMELINE
OUTCOME
Activity #1
November 22,
2011
Activity #2
April 1, 2011
Activity #3
November 1,
2011
Activity #4
July1, 2011 –
ongoing
Activity #5
October 1,
2011
Activity #6
August 22,
2011
Activity #7
January 2011
Transportation
will reduce the
amount of
pollutants
produced and
increase the
amount of
waste recycled.
FY13
MEASURES &
TARGETS
FY14
MEASURES &
TARGETS
Reduce idling
time for an
additional 20% of
the daily route
buses by 30
minutes a day,
results in a
savings of
$71,528 in diesel
fuel costs.
Reduce idling
time for an
additional 20% of
the daily route
buses by 30
minutes a day,
results in a
savings of
$77,418 in diesel
fuel costs.
108 pre-2004
buses will be
replaced with
newer units
resulting in 23%
of the current
vehicles servicing
schools emitting
95% fewer
emissions.*
108 pre-2004
buses will be
replaced with
newer units
resulting in 36%
of the current
vehicles
servicing schools
emitting 95%
fewer
emissions.*
*based on EPA
calculations.
*based on EPA
calculations.
.
Why We Measure…
 To provide a bus replacement plan that will
provide an efficient method to replace and
surplus 10% of OCPS’s bus fleet on an annual
basis.
Activities…

Activity 1 – Identify fleet utilization to identify needs based on specific programs.
 Identify the percentage of buses utilized for ESE routes.
 Identify the percentage of buses utilized for Regular Education routes.
 Identify percentage of ESE students who require the use of specialized buses.

Activity 2 – Identify the number of students transported by programs to determine
appropriate equipment configuration.
 Update bus utilization data from October and February FEFP counts to
incorporate into the bus purchase plan.
 Identify any routing opportunities with an inclusion model that will be consistent
with requirements identified in the IEP.
Activities (continued)…

Activity 3 – Produce a comprehensive list that identifies cost per seat and seat
utilization of current student population.
 Pull data from DOE annual school bus bids and analyze cost for ESE and
conventional buses based on seating capacity.
 Analyze FEFP data collected in the October and February count periods to identify
bus utilization based on program needs.

Activity 4 – Incorporate current growth models that will identify needs of buses
beyond the replacement of existing buses.
 Collect enrollment projections from District projections submitted to DOE for
funding purposes.
 Apply the current transportation rate (38.5% for FY 11-12) to establish projected
needs for buses.
Activities (continued)…

Activity 5 – Create a schedule that will identify costs, number of buses needed, seat
capacity and growth needs based on a 10% replacement plan.
 Consolidate all previous activities that will identify projected costs on historical
needs and cost adjustments from previous bids.
 Identify units to be sold and project revenues back to the District to help offset
capital bus expenditures.

Activity 6 – Incorporate a process for annual adjustment based on actual student
enrollment for the current fiscal year.
 Compare actual FEFP records against previous year’s District projections.
 Make needed adjustments for growth or replacement units based on the actual
data provided.
Targets and Measures…


Purchase 108 buses that will replace 10% of existing school bus fleet.
Total anticipated cost $11,325,196
Surplus 108 units that will generate a one-time projected revenue of
$581,022.
Capital Bus Replacement Plan
FY-13 to FY-23
School Bus Needs Capital Replacement Plan
Jim Beekman
OCPS Transportation Services
Current Fleet
The current fleet of the Transportation Department is made up of a host of different configurations of bus sizes that are incorporated into the daily
service needs of the District. Current Daily trips utilize 900 buses to transport 66,699 students of which 301 of those units are specifically for
special needs and alternative programs.
Model
Year
19P - l AC
30P - LAC
47
P
47P - L AC
65
P
65P AC
65P - L AC
77
P
77P AC
78
P
78P AC
84
P
84P AC
Bus Type
1998
1999
A
B
C
C
C
C
C
C
C
D
D
D
D
2
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2012
22
19
21
71
5
10
21
3
30
25
35
25
40
30
21
25
20
95
50
100
95
65
100
147
94
110
88
Total by
year
Total Seat
Capacity
22
21
792
814
116
8736
154
0
150
175
105
100
147
136
135
108
9790
0
10325
11125
6150
7800
11466
7626
9370
7476
As you can see by the chart above there has not been a consistency in the configurations of the units purchased. The District has, however, been
consistent with the manufacturer in that the majority of the fleet consists of IC products and Ford. This past year, Thomas built buses was awarded
the contract for 88 type C 77 passenger buses and 20 type C side-lift buses. There is an increased cost in trying to maintain spare buses due to
different configurations and this last purchase was a step towards reducing the amount of different configured buses within the fleet. Our goal is to
reduce the configurations in order to reduce spare requirements which will allow the District to approach a 10% spare ratio in the long run, further
reducing costs.
Fleet Utilization
Out of the 900 buses in daily service, 599 are transporting the majority of students which are classified as regular education students. Many of
these students carry IEP’s; however special transportation is not a component of their plan.
Total Trips
301
599
ESE Trips
Regular Ed Trips
We are currently transporting 64678 regular education students on 599 buses which represent 97% of all students transported.
ESE and Alternative Education students make up the other 3% for a total of 2021 students.
Total Transported
2021
64678
ESE - 3%
Number of ESE on Lift Buses
Regular Ed - 97%
861
Many of the ESE students, 1160 of them, are being
transported on buses equipped with wheel chair lifts and
other specialized equipment.
1160
ESE on Regular Buses
ESE on Lift Buses
Bus Replacement Schedule
There were three factors that we looked at in developing the
recommended schedule.
•Overall cost per seat
•Standardization of Equipment
•Balance of Seat Availability
Cost per Seat Lift Buses
65PL-AC
3
$1,571.46
Cost Per Seat
The 65-passenger conventional bus (65PL-AC) not only has the
lowest cost per seat but gives us greater flexibility in using the units.
Each bus is equipped with 4 wheelchair positions which will still
allow space for 35 walk on students. In most cases these buses are
equipped with other specialized equipment, such as car seats which
consume a large amount of space.
47PL - AC
2
$2,271.49
23PL - AC
1
$2,726.96
$-
$500.00
$1,000.00
$1,500.00
$2,000.00
$2,500.00
$3,000.00
The 77-passenger conventional bus (77P-AC) is considerably more cost effective than the transit style buses that we have in service today. The
chassis is the same as the 65-passenger ESE bus(65PL-AC) with a lengthened frame and body to accommodate the additional seats.
Cost per Seat Regular Buses
4
84P - AC
3
78P - AC
2
77P - AC
1
$1,250.00
$1,519.01
$1,535.44
$1,368.90
65P - AC
$1,300.00
$1,350.00
$1,532.92
$1,400.00
$1,450.00
$1,500.00
$1,550.00
The other advantage is the standardization of buses. The only difference other than the lifts on the 65-capacity bus is the length, meaning that all
parts and service requirements will be the same on a year by year basis reducing tooling, training and parts costs which come from the operations
budget of the District.
Bus Replacement Schedule and Cost per Fiscal Year
Model
Year
FY
Bugt
Bus Type
65P - L 77P - 84P - AC
AC
AC
C
C
Total 10%
Replacement
Grwth Growth Reg Ed Total Total by
ESE
(77P-AC)
Growth
year
Total Seat
Capacity*
Total WC
Capacity*
Projected
Transported**
D
2013
FY - 12
20
88
0
108
0
0
0
108
7476
96
67545
2014
FY - 13
20
88
0
108
0
0
0
108
7476
96
68233
2015
FY - 14
20
89
0
109
0
0
0
109
7553
80
68073
2016
FY - 15
20
89
0
109
0
0
0
109
7553
80
68190
2017
FY - 16
20
89
0
109
0
0
0
109
7553
80
67666
2018
FY - 17
20
89
0
109
0
1
1
110
7630
80
68298
2019
FY - 18
20
90
0
110
5
7
13
123
8344
100
69175
2020
FY - 19
20
92
0
112
9
13
22
134
9100
116
70781
2021
FY - 20
20
94
0
114
7
10
17
131
8953
108
71968
2022
FY - 21
20
96
0
116
6
10
16
132
9072
104
73182
2023
FY - 22
20
97
0
117
5
7
12
141
8883
100
74000
*With anticipated growth
**Based on growth rate provided by student enrollment and a 38.5% transportation rate of student population
The last chart indicates costs for both replacement and growth units with a 3% cost increase each year. The last column is the projected revenue
from the sale of the buses that are being replaced on a year-by-year basis.
Fiscal
Year
Bus Type
FY - 12
65P - L AC
C
Cost per
Bus
$
24 102,145.00
FY - 13
20 115,396
FY - 14
$
20 108,365.63
FY - 15
$
20 111,616.60
FY - 16
$
20 114,965.08
FY - 17
$
20 118,414.03
Extension
$
2,451,480.0
0
$
2,525,024.4
0
$
2,167,312.6
0
$
2,232,332.0
0
$
2,299,301.6
0
$
2,368,280.6
0
77P AC
C
92
88
89
89
89
90
Cost per
Bus
$
105,405.0
0
$
108,567.1
5
$
111,824.1
7
$
115,178.9
0
$
118,634.2
7
$
122,193.3
0
Extension
$
9,697,260
84P - AC
D
Cost per Extensi
Bus
on
Total Cost
Projected
Surplus
0
$
12,148,740.00
$
(591,252.00)
$
9,553,909
0
$
12,078,933.40
$
(618,681.00)
$
9,952,351
0
$
12,119,663.73
$
(578,027.00)
0
$
12,483,254.10
$
(589,581.00)
0
$
12,857,751.63
$
(601,353.00)
0
$
13,365,677.60
$
(618,970.00)
$
10,250,922
$
10,558,450
$
10,997,397
Program Adjustments
Each year the number of buses needed will be looked at and adjusted, based on the number of trips needed and students transported. As the size
and type of buses become standardized at a higher level, the number of buses will be reduced based on the need of a lower spare rate. Staff will
continue to look for ways to reduce the number of routes without reducing the level of service provided to our customers with the delivery of
Transportation Services.
Additional Costs –
Added Value Items –
Life Cycle Costs
What else should I
consider?
Identify What is Important to Your Organization
•
•
•
•
•
•
•
•
Warranty
Service Requirements
Training
References: Provide the name of five Florida school districts
that recently purchased school buses from you (excluding
Orange County Public Schools)
Fuel Economy
Tooling Costs
Parts
Emissions
Warranty
•
Warranty – Please list below your standard warranty, both period and coverage. Extended warranty is what is available
above and beyond State of Florida Bid specifications as well as the standard manufacturer warranty. Please identify
component as well as conditions of coverage.
•
Standard warranty –
•
Circle those that apply:
•
Parts
•
Extended warranty options
•
Cost of those options
•
Is on-site warranty by your service team available to OCPS?
•
What is the authorization process of OCPS Fleet to perform its own warranty for reimbursement?
•
Current reimbursement rate
•
Current reimbursement procedure
______miles/months/hours.
Labor Towing
Service Requirements
•
Service requirements – based on published manufacturers service recommendations
•
•
•
•
•
Mileage/hours of current major components for PM Service
Engine
miles
hours
time
Transmission
miles
hours
time
Cooling System
miles
hours
time
Emissions
miles
hours
time
•
Is your engine/transmission application approved for extended drain intervals for fluids?
•
If so, please describe approved products, specifications and any special procedures required.
•
•
•
Approved mileage/ hours
Engine
miles
Transmission
miles
hours
hours
Training
•
Training – What is the method of delivery, cost involved and how much will be provided.
•
Fleet personnel:
•
Parts personnel:
•
Driver Trainers:
References
•
References: Please list all Districts that you have sold buses to in Florida within the past 5 years (excluding
OCPS)
•
On a scale from 1-5 with 5 being the highest satisfaction rate, please circle your response to each
question below:
•
•
•
•
•
•
How successful was the delivery of the buses?
Briefly describe any concerns:
If there were any problems, did the company resolve the issues in a satisfactory manner?
Was the company responsive to the warranty?
If not what was the reason:
How efficient was the company’s warranty repair?
Did the company’s process regarding warranty repair allow the bus to be placed back into service quickly?
What was the average number of days on warranty repair for the fiscal year 2010-2011? Briefly describe
any concerns:
Have you experienced any issues/ or difficulties obtaining parts for your buses? If yes, briefly describe the
issues/ or difficulties:
Does your district track the fuel economy? If so, please describe Average mpg/gph of the most current
buses you have purchased (for example if 2009 was the last year purchased, only include this information)
Is there anything else you would like to share about this firm?
•
•
•
Fuel Economy
• Fuel Costs – Based on manufactures estimates as well as documented
evidence from the Districts listed above, please list the fuel economy OCPS
should anticipate from your units. Engine identification is 240 hp, parentbore engine with a 2500 series allison transmission in a 77 capacity type c
school bus:
• __
Miles per Gallon
Engine _____________
• __
Gallons per Hour
Engine _____________
• Manufacturers recommended blend of Biodiesel B
Tooling Costs
• Tooling Costs – Please list any special tools requirements for the
diagnosing or repairing of bus components that are specific to your
application and their associated costs. This also needs to include any
software purchase along with annual licensing fees.
Parts
• Parts – Please list our access to the parts ordering process and what
material the district will be provided. IE Parts manuals, on-line parts
access etc.
• Please provide the procedures you have to ensure timely delivery of parts
(i.e. additional suppliers, direct ship to District, etc) such that downtime
for buses is minimized to the School District.
Emissions
•
•
•
•
•
•
•
•
•
•
•
•
•
Estimated Emissions at idle based on 1 gallon per hour idle time: (grams/hr)
Carbon Monoxide (CO)
Mono Nitrogen Oxide (NOx)
Hydro Carbon (HC)
Carbon Dioxide (CO2)
Particulate Matter (PM)
Please list technology used to reduce emissions along with maintenance costs associated in
maintaining it based on the following mileages:
50,000 miles
100,000 miles
150,000 miles
200,000 miles
250,000 miles
This price should include any disposal costs associated with the technology used.
Additional
• If you have additional service offerings or
information that have not specifically been
requested in this RFI but that you feel would
be of benefit to Orange County Public Schools
in general, please include this information in a
separate section of your response entitled
"Additional Information".
Putting it All Together
• Use your own data on annual miles and fuel
consumption to get an estimated 10 year cost
on fuel
• Get the same information on Service, Parts,
Warranty and any other costs identified by
your RFI that is important to your District.
• Evaluate ALL associated costs to identify the
true cost of ownership outlined in your Capital
Replacement Plan.
Questions?