FTA and ADOT Grant Asset Management Requirements Ann Beauvais, RAE Consultants, Inc. Dan Wagner, Precision Compliance, Inc. AzTA/ADOT Annual Transit Conference April 2016

FTA/ADOT Asset Mgmt. Requirements Session Focus Federal and state grant asset management requirements compliance strategies Asset management best practices for rural transit and non-profit agencies

FTA/ADOT Asset Mgmt. Requirements Common Deficiencies

FTA/ADOT Asset Mgmt. Requirements Common Deficiencies #1: Asset Management Preventive Maintenance Program / Procedures Vehicles Facilities ADA Equipment #2: ADA Service Provision General Policies and Procedures Route Deviation Information Complementary Paratransit Requirements

FTA/ADOT Asset Mgmt. Requirements Common Deficiencies #3: Financial Management Reimbursement Support Documentation Lacking Incorrect Time Allocation to Transit Fare Collection Procedures #4: Procurement FTA Clauses SAM.gov Search Policies and Procedures Fuel, Oil and Maintenance Contracts

FTA/ADOT Asset Mgmt. Requirements Policies & Procedures Fundamentals Vehicle, Facility, & Equipment Maintenance Maintenance Plan/Procedures Inspections Preventive Maintenance Vehicle and Equipment Safety Corresponding Forms

FTA/ADOT Asset Mgmt. Requirements Strong Maintenance Program Basics Ownership Documentation Timeliness

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Where do I start? Identify who’s in charge… Management of Maintenance Program Maintenance Manager Qualified Mechanics Public Works Staff

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements What’s Next…For Vehicles Create a comprehensive Vehicle Pre-Trip Inspection Program that inspects on a daily basis: Oil/fluids Belts/hoses Tire pressure/lug nuts Brakes Safety equipment ADA features Body Cleanliness HVAC Security system

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Vehicle Periodic Inspection Program Aside from the daily inspection items, items that should be inspected regularly are: Roof hatch Emergency door Fire extinguisher in date First aid kit contents Bodily fluids kit contents

FTA/ADOT Asset Mgmt. Requirements Forms: Vehicle Pre-Trip Inspection

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements What about my Facilities & Equipment? Create a comprehensive Inspection Program that inspects, at minimum, on an annual basis: Doors Windows Roof Paint: Interior/Exterior Vehicle Lifts Bus Washers Generators Security Systems HVAC Fire Suppression Bus Shelters (Structure) Bus Shelters (Concrete)

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements What do I do with the information gathered from my inspections? Addressing inspection deficiencies Categories of: Safety features ADA equipment Other issues

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements After building a pre-trip and annual inspection program, it is necessary to develop procedures to manage Preventive Maintenance (PM) / Scheduled Service Base on manufacturer’s, supplier’s or builder’s minimums, experience, and local conditions Address ADA features Provide for documentation Perform on time

FTA/ADOT Asset Mgmt. Requirements Forms: Vehicle PM Documentation

FTA/ADOT Asset Mgmt. Requirements Forms: Facility PM Documentation Attachment B: Facility and Equipment Preventive Maintenance Checklist

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Preventive Maintenance Scheduling Absolute vs relative scheduling Make someone responsible Track at least weekly Allow sufficient lead time

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Highlight ADA Equipment Maintenance Regulatory requirement Civil Rights issue Requires separate and highlighted requirements Repair ADA accessibility features promptly

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Once the pre-trip and PM programs are in place, then it is time to determine Scheduling Priorities Safety issues/ADA equipment Preventive maintenance Other maintenance

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Next comes…document, document, document! Files Fully document maintenance performed Maintain a file for each vehicle, equipment item, or facility Maintain a summary log Retain according to agency policy

FTA/ADOT Asset Mgmt. Requirements Forms: Vehicle Summary Log

FTA/ADOT Asset Mgmt. Requirements Forms: Vehicle Summary Log

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Tracking Warranties Track vehicles and equipment under warranty Have issues addressed by authorized warranty repair representative

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements What’s left to do? Develop a Cleaning/Detailing Program Interior Exterior Subcomponents Quality assurance Daily, weekly, monthly duties

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Bring all the pieces of the program together by… Creating a Maintenance Plan that documents: Who’s in charge; overview of goals and objectives Pre-trip, periodic, and annual inspection program Preventive maintenance program ADA features Scheduling priorities

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements Maintenance Plan Contents continued: Warranty recovery Cleaning/detailing program Contractor oversight File organization/retention Forms Quality assurance

FTA/ADOT Asset Mgmt. Requirements Maintenance Program Requirements After everything is developed and documented, then it’s time to Monitor the Program Timeliness of preventive maintenance inspections Cost by vehicle

FTA/ADOT Asset Mgmt. Requirements Questions / Discussion

FTA/ADOT Asset Mgmt. Requirements