Preparing for Triennial Maintenance Review Triennial Maintenance Review Elements Maintenance plans 2) Equipment records (vehicle history files) 3) Vehicle safety inspections 4) Preventative maintenance 5) Pre-trip inspections 6) Warranty 7) Vehicle appearance 8) Annual inspections 9) Road calls 10) Maintenance Shop and Facilities 11) Parts inventory Agencies that receive only 5310 funding Items 1-7 Agencies that receive 5307 funding (not 5311 funding) Items 1-9 Agencies that receive 5311 or a combination of 5311 and/or 5307/5310 funding Items 1-11

Maintenance Plans Vehicle History Files A maintenance plan is a “living document” that describes the agency’s current maintenance practices and procedures. Maintenance plan templates In-house maintenance, Outsource maintenance, Combination maintenance, or TOP Maintenance plans include FDOT and Non-FDOT vehicles Customize your maintenance plan Vehicle History Files All maintenance activities documented for the life of the vehicle Inspections - all PM inspection forms, Pre-trip/post-trip forms with defects identified Repairs - all repairs made due to defects found during PM or pre-trip/post-trip inspections should be attached to the inspection form where the defect was found, all unscheduled repairs Vendor invoices/receipts – any vendor invoices/receipts for maintenance services performed Paper trail

Vehicle Safety Inspections A minimum of 10% of the vehicle fleet will receive a visual vehicle safety inspection Some safety sensitive items lead to vehicle removal from service Preventative Maintenance A minimum of 20% of the vehicle fleet’s history files will be examined for a 12-month period Preventative maintenance inspections Target mileage not to exceed 6,000 miles Oil change intervals not to exceed OEM requirements Meet FDOT’s minimum maintenance requirements (PM Standards Manual) On-time inspections Maintenance activity trends – repeat repairs, unscheduled repairs performed shortly after inspections conducted, excessive road calls, warranty repairs

Pre-trip/post-trip Inspections Pre-trip/post-trip inspections are examined for the 14-day period prior to the review Defects identified on forms must have corresponding repairs Safety sensitive items found require removal from service Observe pre-trip inspection being conducted Warranty Vehicle maintenance history examined to ensure warranty work is utilized as appropriate Vehicle Appearance Vehicle appearance should reflect positively on agency Bloodbourne pathogens

Annual Safety Inspections For 5307 and/or 5311 Agencies Annual Safety Inspections Annual safety inspection conducted at least once annually according to Chapter 14-90.009 of the Florida Statutes Road Calls Road call procedures Monitoring road calls

Maintenance Shop and Facilities For 5311 Agencies Maintenance Shop and Facilities Facility & Equipment Maintenance Plan Walkthrough of maintenance shop Maintenance safety equipment Maintenance shop procedures Staffing/vehicle ratio Workflow Parts Inventory Parts pulling procedures Parts balancing

PrMPT.org FDOT Preventative Maintenance Standards Manual – minimum maintenance requirements Maintenance plan templates TOP template Preventative maintenance inspection form Pre-trip/post-trip inspection form Powerpoint file - additional maintenance review information Please visit our website at www.prmpt.org to download the presentation and tools for the Triennial Review Process.