Transit Preventative Maintenance

Transit Preventative Maintenance Plan Introduction
Preventative Maintenance (PM) is an essential element of every effective maintenance program as it helps to ensure maximum vehicle reliability, safety, and longevity. It entails performing regularly scheduled maintenance procedures in order to minimize malfunctions, rather than simply making repairs when something goes wrong. It also involves performing necessary repairs promptly to prevent further damage and maintain vehicle safety. While PM may be more expensive in the short run, it will likely result in the lowest overall life-cycle costs when all vehicle-related expenses are considered.
Preventative Maintenance is an essential element of every transportation operation. A program tailored to our needs and vehicle fleet will increase vehicle reliability, longevity, and safety. It is important to remember that maintenance may be a dirty job, but must not be a dirty word. It must not be consigned to some corner, where it can be bypassed by the rest of the operation.
PMP Goals
Preventative Maintenance Plans (PMP) are intended to reduce the cost of repairs by maintaining the vehicle in accordance with manufacturers’ recommendations, and industry standard best practices for maintaining a revenue service fleet. The goals of this plan are specifically intended to:

♦ Decrease vehicle repair cost and maximize the use of existing transit assets
♦ Increase the life and efficiency of the revenue service fleet
♦ Decrease down time of the vehicles utilized for revenue service

Safety
Transit system safety is the highest priority of any transportation program, and dictates the manner in which services are provided and passengers are served. As such, safety must be addressed in all aspects of transit services, and the Preventative Maintenance Plan is no exception. The pre-trip inspection process requires transit operators to evaluate the vehicle and specific components to ensure the vehicle is safe and ready for service. The inspection of safety equipment and established transit system protocols that are critical to ensuring safety must be addressed as a part of the Preventative Maintenance Plan. As such, the following identifies protocols and inspection requirements to aid in the system’s goal of ensuring the safety of the services provided by (Name of Transit System):
♦ Transit operators are required to refuel the transit vehicle when the fuel gauge indicates half tank:
o The transit vehicle should never be fueled with passengers on board
o Transit operators must follow the refueling procedures outlined in the (Name of Transit System) Policies and Procedures Manual
o
♦ Inspect all safety equipment on board your vehicle during the pre-trip inspection including, but not limited to:

o Fire extinguisher
o First aid kit
 In the event an item in the first aid kit is used, ensure it is reported and replaced
 Check for expired items and report or replace accordingly
o Emergency triangles must be removed and inspected
o Bloodborne Pathogens (BBP)
 Ensure contents are full and sealed
o Seat belt cutter
♦ Additional safety equipment assigned to each transit vehicle must also be inspected and may include the following:

o Flashlight (ensure batteries are working)
o Other (add any additional equipment provided by the system)
♦ Vehicle sanitaization cleaning supplies
♦ Transit operators must never leave the transit vehicle unattended when it is running
♦ All items being transported in your vehicle, such as oxygen tanks, walkers, and equipment, are to be secured in place and kept at the farthest distance from the driver and passenger as possible

♦ Accident report and investigation packets shall be available in the vehicle

♦ Always sign and date, and submit completed daily pre-trip inspection forms
Training
(Describe the agency training requirements specific to vehicle maintenance and inspections in addition to what is covered in this section, if applicable)
All new transit operators are trained on vehicle inspection as part of their initial training. Transit operators are also trained on using wheelchair lift equipment, both using the controls and manually. The Indiana Department of Transportation requires training for new hires within (6) months of employment and triennially after initial training and as such, (Name of Transit System) will monitor training credentials for training renewal to meet this requirement.
When new vehicles are purchased, training is provided on the usage and inspection of that vehicle. All training is mandatory. Participation in training is documented and included in personnel files.
Replacement vs. Repair
(Describe how the agency determines vehicle replacement vs. repair in this section, in addition to what is described below)
Routine replacement is typically applied to those components where little, if any, diagnostic aid is available, other than visual inspection. These include items such as:

♦ Fluids
♦ Hoses
♦ Belts
♦ Wiper Blades
♦ Safety Equipment

Routine Servicing and Maintenance
Routine servicing and maintenance are the heart of the PMP. Based on vehicle type, every vehicle has specific intervals for preventative maintenance which are defined by the vehicle manufacturer. It is possible that intervals may be exceeded when necessary due to weather, terrain, and annual mileage. The most effective maintenance programs conform to intervals that reflect the vehicle type, operating conditions and alternative intervals for when conditions change. The maintenance schedule for (Name of Transit System) meets or exceeds manufacturers’ recommendations.
At a minimum, the transit system provides preventative maintenance which conforms to specific defined intervals of manufacturer recommendations for the following categories:

♦ Engine oil and filter
♦ Chassis lubrication
♦ Air filter
♦ Fuel filter (if equipped)
♦ Wheelchair lift and securement
♦ Vehicle cleaning
♦ Disc and drum brakes
♦ Transmission
♦ Drive axle
♦ Engine cooling system
♦ Air conditioning
♦ Safety inspection (minimum every 6 months)

Inspections: Maintaining the Vehicle

(Describe the frequency and procedures for inspecting federally funded vehicles in addition to what is provided below and revise the job categories to reflect your agency’s structure)
Inspections are a key element in the early detection and remedy of potential failures. They should be performed, to varying degrees, by both the transit operators and (Name of Transit System) vehicle inspector. Investing a short time on a daily basis to inspect each vehicle will help detect problems, thereby improving safety and decreasing overall vehicle repair costs.
It is the responsibility of the transit operator to monitor the vehicle during operation to identify changes in the vehicle’s operating characteristics. Transit operators are to perform a daily pre-trip inspection of the vehicle, in addition to inspecting the vehicle when it is being cleaned and refueled. Both the (Name of Transit System) transit supervisor and transit operator are to complete a weekly inspection form and turn it into the Transportation Director. Any repairs identified during the pre-trip inspection requires a Work Order form to be completed and submitted with the pre-trip inspection report to the Transit Manager.
Work Orders
A Work Order must be completed for all repairs, including repairs identified during the pre-trip inspection. A copy of the pre-trip inspection must be submitted with the Work Order to the Transit Manager on the same day the repair was identified. The Transit Manager will utilize the Work Order form to schedule the needed repair with the appropriate vendor, and to adjust the vehicle assignment based on each day’s service needs and the repair schedule. Vehicles with safety defects will not be utilized in service until the necessary repairs are completed.
Once the repairs are completed, a copy of the vendor’s invoice reflecting the repairs will be utilized to update the Work Order, and will then be maintained with a copy of the Work Order and any supporting documentation. This documentation must be maintained with the vehicle’s maintenance records for the life of the vehicle.
Vehicle Maintenance Files

(Describe how the agency completes, files, and maintains maintenance files for federally funded vehicles, if different, or in addition to what is described below)
Vehicle maintenance files must be maintained for all (Name of Transit System) vehicles for the life of the vehicle. Annual files are created beginning January 1st of every year for each revenue service vehicle in the (Name of Transit System) fleet. Each annual file must contain copies of:
♦ Maintenance receipts
♦ Work orders
♦ Monthly mileage forms
♦ Operator’s pre-trip inspection forms (if problems were identified)
♦ Back-up information for warranty claims (particularly marginal claims near the end of the warranty period where supporting documentation can often be the “clincher” in claim payment)
♦ Documentation of any personnel related patterns (e.g., more frequent tire or brake replacement on one driver’s vehicle versus the fleet average)
♦ Formation on repetitive failures to establish repair or replacement intervals, and the performance of rebuilt or after-market parts and of parts and consumables suppliers. Early warnings of impending major problems through tell-tale signs, such as increased oil consumption.

In situations where maintenance is contracted to a third party, good documentation is key to minimizing disputes.
Vehicle maintenance files are maintained for easy reference when evaluating repair history, replacement needs and to validate applicable regulatory and INDOT requirements are met. The (Name of Transit System) Transit Manager is responsible for establishing and maintaining the maintenance records, and for ensuring that all applicable records are obtained, completed and added to the appropriate vehicle file.

Americans with Disabilities Act & Maintenance
A Preventative Maintenance Plan for ADA-mandated accessibility features includes a system of maintenance checks for wheelchair lifts, ramps and securement devices. The ADA elements are incorporated in this maintenance plan and lift/ramp maintenance intervals have been established that meet manufacturers’ recommendations. As such, the preventative maintenance schedule for the lift/ramp equipped vehicles is included in the ADA Lift Maintenance section below. (Name of Transit System) maintains records that demonstrate that accessibility features are maintained and operational. To aid in ensuring the lifts are inspected daily and maintained as required, the (Name of Transit System) vehicle inspector will inspect the wheelchair lifts during the weekly inspection.
Sometimes wheelchair lifts exceed the life spans of their respective vehicle. (Name of Transit System) policy is to purchase new vehicles with new lifts at the end of the vehicle’s service life as deemed necessary based on the age of the vehicle, repair records and the vehicle’s overall condition.
A vehicle with an inoperable lift must be removed from service before the next day, unless no spare vehicle is available. In this case, the vehicle must not be in service for more than five days, and alternative arrangements must be implemented to limit service disruptions to persons with disabilities. See PM Schedule included in this plan.

Monitor Maintenance and Parts Supplier
Tracking the supplier’s performance (price, quality, and reliability) is another essential element of any successful preventative maintenance program. For instance, the quality of your fuel can have a significant impact on the service and repair level required for the engine in these days of electronic controls, fuel injection systems, and catalytic converters.
In most cases, our suppliers use vehicle parts that are the Original Equipment Manufacturer (OEM) parts; however, aftermarket parts may be acquired to ensure vehicle repair in a timely manner and as budgets permit. Any rebuilt and after-market parts are closely monitored through their performance to determine continued use of such aftermarket parts with (Name of Transit System) vehicles.
Good maintenance records and purchasing documentation are essential to learning through experience and must be addressed when first beginning service with a new vehicle. In addition, a review of maintenance and repair records should be conducted on a regular basis to aid in identifying price gouging or questionable increases for services commonly provided by vendors. (Name of Transit System) utilizes Automotive Service Excellence (ASE) certified mechanics and vendors with ASE certified personnel, and does not limit service agreements to any one vendor to help ensure competitive pricing for parts and services on an on-going basis. The (Name of Transit System) Transit Manager will immediately address any increases in parts and service via the periodic review of records that has not been communicated by a vendor, and will determine the appropriateness for said increases and/or the appropriateness of a continued relationship with the vendor in question.
Vehicle Assignments

(Describe how the agency assigns vehicles to be operated for public transit, if different)
(Name of Transit System) vehicles will be assigned to certain programs and transit operators by the Transportation Director. Programs are chosen based on the need for transportation and the grant program requirements associated with the acquisition of the vehicle. For example, transit vehicles obtained through the INDOT 5311 public transit grants program will be utilized for providing the public transit service. Vehicle assignment provides transit operators the benefit of knowing and understanding the vehicle’s upkeep and longevity, since they know the vehicle better and will often take pride in its appearance and mechanical soundness.
The Dispatcher will assign the various vehicles to the transit operators of (Name of Transit System) based on the vehicles’ grant source requirements, the vehicles’ operational status, and the needs of the passengers to be served. Regardless of a vehicle’s assignment, all transit operators are responsible for monitoring a vehicle’s performance during service, and ensure the cleanliness of the transit vehicle for each passenger served.
Tips for Seat, Floor, and Dash Maintenance

One of the simplest and easiest methods for maintaining the interior of the vehicles to ensure cleanliness, and to prevent a deterioration in the interior’s appearance and performance, begins with utilizing cleaning products appropriate for maintaining the interior of the vehicle.
♦ Always start with the mildest cleaning agent available and work to the strongest
♦ Frequency of cleaning with mild solutions is most beneficial to the overall appearance of the interior
♦ It is important not to use the stronger solvents for overall cleaning (these solvents remove the plasticizers in the vinyl and will cause premature cracking)
♦ The faster a stain is attacked, the easier it is to remove
In the case of tears, cuts or burns, the most important thing is to stop the hole from expanding. There are many kits on the market for small repair which can be found at hardware stores. Basically, they use a solvent type glue or vinyl material to heal the rip. It is a good idea to glue in a reinforcing patch behind the hole.

Warranties

A warranty is an assurance from the manufacturer that a product will perform properly for a specific time or usage level. Warranties cover new vehicles and do not necessarily cover all vehicle components, and may be voided if the vehicle is not maintained per manufacturers’ recommendations. In the event the product fails to meet this assurance, the manufacturer is obligated to make the repair or replacement per the warranty’s coverage. All warranty information is kept in the vehicle information files and reported immediately to INDOT Office of Transit so that INDOT can monitor the effectiveness, timeliness and appropriateness of warranty work provided on vehicles obtained through the State Quantity Purchase Agreements.
Procedures for a Pre-Trip Inspection and Vehicle Cleaning
Pre-Trip inspections provide the best tool for transit systems to identify necessary repairs and needed maintenance to prevent expensive repairs and reduce vehicle down time.
REGULARLY: Transit operators are to clean the vehicle’s interior and exterior at least once per week or as requested by the Transit Manager or other Transit administrative staff.

DAILY: Transit operators are to perform a pre/post-trip inspection daily, and must submit pre-trip inspection reports daily.
WEEKLY: Transit operators are to complete a weekly vehicle inspection form with the (Name of Transit System) vehicle inspector.

♦ Begin the inspection with the vehicle turned off. Walk around the vehicle to inspect the body, windows, and mirrors for damages. Look for dents and cracks. Look for rust streaks (indicating a hole or crack) and shiny spots (indicating a missing part). Check the overall symmetry of the vehicle. This can help to identify missing parts. If the vehicle is leaning there could be a suspension problem. Ensure that the license plates are secured.
♦ Check the ground under the vehicle for leaks and the under carriage for loose parts.
♦ Check the condition of all tires, including the spare if provided. Look for cracks, bubble, or nicks in the tire. Measure the tread depth and pressure. The correct maximum cold pressure is indicated on the tire’s sidewall or on the tag inside the driver door frame. When front tires are viewed from the front, and the rear tires from the back, they should not appear warped. (Warping indicates cord separation.) Ensure lug nuts are present and tightened if lugs are exposed. If the vehicle has dual rear wheels ensure the inside dual is also inspected and tire pressure is checked consistently.
♦ Open the hood. Inspect the batteries to ensure connections are tight and there is no corrosion buildup on the connections. Check all fluid levels to ensure optimum vehicle operation, and fill if needed.
♦ Examine belts and hoses. When pushed in the middle between pulleys, any belt should not compress more than 1/2 inch. Twist the belt and look for cracks and excess wear. Rubber hoses need a similar test. If any hose is too hard, brittle or has cracks, bulges or soft spots report it immediately.
♦ Start the engine and complete a full cycle of the accessible lift. Double check safety barriers and make sure the lift runs smoothly through the entire cycle. Check for hydraulic leaks and cracked hoses. Check to ensure the equipment necessary for manual operation is present and properly secured.
♦ Inspect the securements for proper operation, rust, broken or missing parts as well as inspecting the belts for cuts, frays or soiling. Inspect the occupant restraints for cuts, frays, missing parts (including covers for moving parts) or soiling. Immediately report any issues with the securements or occupant restraints that could impact safety.
♦ Set and check the parking brake, start the vehicle and put transmission into gear to ensure the parking brake is working properly. Check the brake pedal to ensure it is not too soft, hard, spongy or drops when applied.
♦ Turn on the headlights and 4-way flashers to inspect exterior lighting. Check the dash lights, gauges, and dome lights. Check the high and low beams on the headlights. Walk around the vehicle to check each lamp and lamp cover of the clearance lights and brake lights. Check all reflectors. Ensure you inspect the turn signal lights, brake lights, back-up lights and alarm for proper operation. Check horn and windshield washer/wipers.
♦ Check the inside of the vehicle for loose objects and cleanliness. Make sure all seatbelts work properly by connecting them and giving a quick tug on the belt. Check all ancillary equipment (fire extinguisher, first aid kit, emergency reflectors.) Check that emergency exits are clear and properly secured.
♦ Make sure you have all the documentation required to complete each day’s service (registration, insurance…).
♦ Refuel the vehicle if necessary.
Maintenance Goals and Objectives

The goal of this maintenance plan is to ensure the proper running condition, cleanliness, and safety of equipment for all (Name of Transit System) vehicles and to provide less down time of the vehicles and timely maintenance for repairs before a breakdown occurs.
The objective of this maintenance plan is:
♦ To provide proper training classes for all transit operators to understand the importance of pre-trip inspections and post-trip checks, and to provide guidance on how to properly complete and submit pre/post-trip inspection reports
♦ To perform pre-trip inspections of all vehicles before they make a trip and a post-trip inspection when the vehicle is returned
♦ To perform preventive maintenance (PM) on all the vehicles per manufacturers’ recommendations for each vehicle type in the (Name of Transit System) fleet
♦ To have an emergency plan for vehicles that break down resulting in a road service call
♦ To have a monitoring system in place to ensure that the PM program is conducted in accordance with established protocols
♦ To monitor repairs to see if they could have been prevented by a more complete PM or pre-trip checklist
♦ To perform maintenance and service as required by the manufacturer on new vehicles to ensure warranty coverage and recover costs of warranty repairs

Preventative Maintenance Schedule
Include a list of vehicle types and reference the PM intervals for each by stating the following; PM activities for (enter vehicle type) are completed in accordance with the manufacturer recommendations as identified within the vehicle owner’s manual. All PM activities are conducted within 10% +/- of the recommended manufacture intervals
Towing

In the event a (Name of Transit System) vehicle experiences operational issues resulting in a break down requiring a tow, the following provider should be utilized, and the appropriate vendor for the vehicle to be taken to should be identified prior to dispatching the tow company.
(Insert vendor information)

Vehicle Binder
Each transit vehicle has a binder, which includes emergency numbers, emergency procedures in case of accidents, tornados, tires, gas leaks, breakdowns, illness, seizure, etc. Also included in the binders are Procedures for handling body fluid spills. The binders also have a section on safety. The following forms are also included:
♦ Complaints and/or Concern Forms
♦ Title VI Complaint Forms
♦ Vehicle Accident Forms
♦ Copies of Pre/Post-Trip Inspection Forms
♦ Mileage and Fueling Logs
ADA Lift Equipment and Preventative Maintenance
When choosing a service facility, it is important to look for places with certified mechanics. Most garages or dealerships will gladly show you their mechanics’ certifications, if they don’t have them displayed. Some of the certifications to ask for are Automotive Service Excellence (ASE), Air Conditioning, and specific dealer training for the type of vehicle, vehicle system or wheelchair lift you will need repaired. Keep in mind that mechanics who work on wheelchair lifts must be certified by the lift manufacturer to perform lift maintenance or repair. It is very important to trust the place that is working on these vehicles. Because of the modified nature of some of the vehicle components and the severe operating conditions, it is crucial that the mechanic knows how to work with these vehicles. If you do not feel comfortable with the repair facility, take it somewhere else. There are many good, honest shops that are professional and courteous.
Intervals to be used by certified mechanics that perform the mechanical services on wheelchair lifts are identified in this section. The services must be performed as defined by the manufacturers’ recommended service intervals. This will help ensure the vehicle’s lift remains safe and operational throughout the vehicle’s useful life. The maintenance items to be completed are itemized on each page with boxes to indicate their completion. There are different options that determine if the component is in good operating condition (no repairs are currently needed) or not operational and needing immediate service. Intervals identified are based upon manufacturer’s recommendation for the Braun series lifts.
As a reminder, a vehicle with an inoperable lift must be removed from service before the next day, unless no other vehicles are available. In this case, the vehicle must not be in service for more than five days.
ADA Lift Equipment Maintenance
(Identify the make/model of lifts in agency fleet and reference the manufacturers’ recommendations for each lift)
At a minimum, the transit system must provide basic maintenance which conforms with the minimum manufacturer recommendations for the vehicles’ accessible lift for the following categories:
♦ Outer Barrier
o Hinge pivot points
o Outer barrier latch
o Outer barrier latch lever pivot point
o Lift-Tite latch spring pivot points
o Lift-Tite latches and gas springs for wear/damage, positive securement and proper operation
o Inspect for wear, damage, rattles or any abnormal condition
♦ Platform
o Pivot pin bearing
o Platform fold axles
o Inner roll stop bearings and slot
o Rotating pivot slide arm pins, bearings
♦ Handrail pivot bearings
♦ Hydraulic Cylinder
o Hoses, fittings and connections
o Harness cables, wires, terminals and connections
♦ Control board
o Circuit breaker
o Power switch and lights
♦ Inspect micro-switch
♦ External snap rings
♦ Vehicle mounting
♦ Decals (replace if worn)

ADA Ramp Equipment Maintenance
(Include the maintenance schedule specific to your make and model of ramp)
At a minimum, the transit system must provide basic maintenance which conforms with the minimum manufacturer recommendations for the vehicles’ accessible ramps for the following categories:
Manual Ramp
♦ Outboard ramp extension hinge and fasteners
♦ Ramp inboard pivot points
o Bolts, screws and bushings/bearings
♦ Ramp fold pickup bearing
o Alignment, wear or other damage
♦ Ramp fold arm
o Securement, alignment, wear or other damage
o Bearing slot
♦ Ramp floor mounting
♦ Lower slide door track
♦ Interior cover
o Top pivot bracket, mounting and bolts
o Main spring
o Ram fold arm
o Torsion spring
♦ Inspect power source
o Battery, fuses
♦ Latch
o Mounting hardware
o Ramp pivot bracket
o Top and bottom ramp pivot pin
o Latch release
Conclusion
This Preventative Maintenance Plan was developed to establish protocols for ensuring that preventative maintenance and repairs are addressed in a timely, cost effective and efficient manner. Failure to properly follow the protocols outlined in this policy will result in disciplinary action as outlined in the (Name of Transit System) Policies and Procedures Manual. Questions regarding this plan or the protocols outlined within should be directed to the Transit Manager.