1. Welcome to the Vehicle Maintenance Session!
Preparing for your Triennial Maintenance Review
Maintenance review elements
Monitoring maintenance activities
Post-maintenance review procedures
New Preventative Maintenance Standards Manual 4.1 edition
New Outsource Maintenance Manual
Maintenance training opportunities
Resources

2. Preparing for your Triennial Maintenance Review
Notification letter: Provide your maintenance plan
and fleet inventory
Fleet inventory used to randomly select vehicle
history files for the maintenance review
20% of your fleet
All vehicles are subject to review
Send all vehicle history file information for
prior 12-month period for vehicle history
files collected

3. 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

4. Maintenance Plans
A maintenance plan is a “living document” that describes the agency’s current maintenance practices and procedures.
Maintenance plans are a “blueprint” for your agency’s maintenance program – includes all maintenance procedures and practices for FDOT and Non-FDOT vehicles
Customize your maintenance plan
What is a “living document”?
4 types of maintenance plan templates
In-house maintenance – agencies that conduct all or most maintenance activities in house
Outsource maintenance – agencies that outsource all maintenance activities
Combination maintenance – agencies that conduct preventative maintenance inspections in house, but outsource many repairs
TOP – agencies who receive only 5310 grant funding

5. Vehicle History Files
Chapter (h)(4)(d) of the Florida Administrative Code requires that “records are maintained and provide written documentation of preventative maintenance, regular maintenance, inspections, lubrication and repairs performed for each vehicle under their control.” This is also a requirement in the FDOT State Management Plan.
All maintenance activities should be documented
Maintenance activities should create a paper trail
When defects are found during inspections, the corresponding
repair documents should be attached to the inspection document
Maintenance activity information should be retained for the
life of the vehicle

6. Vehicle Safety Inspections
A random selection of vehicles will be chosen to receive a vehicle safety inspection on-site during the maintenance review
The number of vehicles chosen for this inspection will represent at least 10% of your vehicle fleet inventory
If vehicles are found to be in poor condition, additional vehicles may be chosen to receive inspections
After the vehicle safety inspection is conducted:
Agency will receive copies of vehicle safety inspection forms prior to
the completion of the maintenance review
Defects found during this inspection will result in a finding UNLESS
documentation is provided showing that the defects were repaired
Finding will be removed from report if repair documentation is
received within 30 days

7. Preventative Maintenance
A minimum of 20% of the vehicle fleet’s history files will be examined
for the 12-month period prior to the review
If there was a limited amount of maintenance activities conducted during that 12-month period, a 24-month or 36-month period will be used
File analysis will determine:
Timeliness of PM inspections
Timeliness of fluid change intervals (ex: oil changes)
Whether PM inspections meet OEM recommendations and FDOT’s minimum maintenance requirements
Whether the vehicle regularly operates with safety sensitive defects
Maintenance activity trends – repeat repairs, unscheduled repairs performed
shortly after inspections conducted, excessive road calls, warranty repairs

8. Preventative Maintenance Requirements
FDOT minimum maintenance requirements
FDOT Preventative Maintenance Standards Manual, 4.1 edition as a guideline
Requires specific vehicle components to be inspected within certain mileage intervals
ABC progressive method recommended but not required
Target mileages for inspections – not to exceed 6,000 miles
Oil analysis programs
Original Equipment Manufacturer (OEM) requirements
OEM recommended mileage intervals to be used for appropriate services as listed
in the vehicle’s OEM manual
Target mileages for OEM recommended services should be listed in maintenance
plan
Uphold warranty status
Documentation of PM inspections
Sample preventative maintenance inspection form (NEW)
Sample form recommended but not required

9. Maintenance Activity Spreadsheets
Scheduled vs. Unscheduled maintenance
Proactive or reactive approach to maintenance
80% scheduled
Cost examples of scheduled vs. unscheduled
Vehicle ID
Type of Maintenance
Repair Work Performed
Parts Replaced
Total Cost
Bus 1
Scheduled
Rear brake job
Brake pads
$253.40
Bus 2
Unscheduled due to breakdown
Calipers, pads and rotors
$1,358.88
Vehicle ID
Type of Maintenance
Repair Work Performed
Parts Replaced
Total Cost
Bus 1
Scheduled
Repack front wheel bearings
Front seals
$150.00
Bus 2
Unscheduled due to breakdown
Replace all front end parts on side that failed
Spindle, brake rotor, pads, caliper, bearings, seals and a new wheel
$1,630.00

10. Maintenance Activity Spreadsheets
Identify maintenance trends
Scheduled maintenance vs. unscheduled maintenance
Types of defects found during inspections
Repairs occurring shortly after PM inspections are conducted
Repeat repairs
Excessive road calls
Warranty repairs
Vehicle components that show wear:
Wiper blades
Tires
Belts
Brake pads
Hoses
Emergency brakes
Spreadsheet of maintenance activities is provided along with
maintenance review report

13. Maintenance Activity Spreadsheets

14. Pre-trip/post-trip Inspections
FDOT requires that all agencies conduct both pre-trip and post-trip inspections each time a vehicle is used for revenue service
Purpose of pre-trip/post-trip inspections
Safety sensitive defects and removing vehicles from service
Steering system
Service and parking brake
Suspension and undercarriage
Tires, wheels and wheel end components
Fuel and exhaust systems
All lights, mirrors, wipers and warning devices
Interlock systems
Interior controls, gauges and safety equipment
Wheelchair lifts
Air system
Emergency exits (doors, windows, etc.)
Fire suppression

15. Pre-trip/post-trip Inspections
Pre-trip/post-trip inspections are examined for the 14-day period prior
to the review
Thoroughness of pre-trip/post-trip inspections
Repeat write-ups
Safety sensitive items found require removal from service
Defects identified on forms must have corresponding repairs
Observation of pre-trip inspections being conducted
Documenting pre-trip/post-trip repairs
Attach repair to inspection and file them in the appropriate vehicle history file; OR
Note the pre-trip/post-trip inspection form with the repair that was made, the date
repair was made and initial or sign
How long should you keep pre-trip/post-trip inspection forms?

16. Warranty
Vehicle maintenance history examined to ensure warranty work is
utilized as appropriate
Vehicles purchased through the TRIPS program have extended warranties
Applicable warranty repairs are verified through the TRIPS program staff
Findings are issued in cases where the PrMPT program has identified a
trend in the agency not pursuing warranty repairs when applicable

17. Vehicle Appearance
Vehicle appearance should reflect positively on the agency
Vehicles are assessed for general exterior and interior cleanliness
during the vehicle safety inspection.
Federal requirements regarding bloodbourne pathogens in
instances of bodily fluid spills
Area of concern

18. Annual Safety Inspections
Chapter requires agencies to conduct annual safety inspections
Annual safety inspections must be conducted at least once annually
Separate form or C-level PM inspection
If using C-level inspection to serve as the vehicle’s annual safety inspection, you must
document the form as an annual safety inspection

19. Road Calls Definition of a “road call” Documenting road calls
In-service failure
Definition varies by agency
Documenting road calls
Steps on using road call data to monitor maintenance program
Identify the vehicle component that caused the failure
Pull most recent PM inspection form for the vehicle
What was the condition of the vehicle component that caused the in-service failure at the time of the PM inspection? Was the component found to be in good or defective condition?
How much time passed between the previous inspection and the road call incident?
Pull most recent pre-trip/post-trip inspections
Was the vehicle component examined during these inspections? If so, was it
noted to be in good or defective condition?
If a trend of road calls are identified, or you identify a trend in the type
of failures, adjust PM program as needed

20. Maintenance Shop and Facilities
Facility & Equipment Maintenance Plan
Describes inspection and/or cleaning schedules for maintenance shop equipment and
transit agency facilities
Documentation of these inspections
Walkthrough of maintenance shop
Is the shop floor clean? Are work bays free of clutter? Appearance of equipment?
Maintenance shop safety
Safety equipment – eyewash stations, fire extinguishers, showers, etc.
Materials Handling
Maintenance shop procedures
Staffing/vehicle ratio
How maintenance activities are prioritized
Workflow

21. Parts Inventory Parts pulling procedures Parts Ordering
Max/min orders
Fast moving parts vs. full stock
Parts balancing
How often?

22. Maintenance Review Report
Exit interview provided immediately following the maintenance review
Overview of identified findings
Defects found during vehicle safety inspection
The next 30 days
Conduct repairs from vehicle safety inspection
Submit documentation of repairs to PrMPT and District Office
Other program revisions
Removal of findings
Meanwhile, PrMPT has 30 days to submit maintenance review report
District Office issues report to agency
Questions about report findings
Submitted to District Office
Corrective action
Technical assistance needs

23. New PM Standards Manual
FDOT Preventative Maintenance Standards Manual (4.1 edition)
What’s new?
New Pre-trip/post-trip requirements and forms
New Preventative maintenance inspection guidelines for technicians
New PM inspection form
OEM recommended intervals vs. FDOT minimum maintenance requirements
FDOT safety sensitive items
Maintenance plan requirements
Facility and equipment plan requirements
Maintenance compliance review elements

24. Outsource Maintenance Manual
New technical assistance manual for outsourcing maintenance
What’s included?
Pre-trip/post-trip requirements and forms
Preventative maintenance inspection requirements
Preventative maintenance inspection guidelines for technicians
OEM recommendations
Oil changes
Documenting and repairing defects
Choosing an outsource maintenance facility
Contracting
Mechanic training
Evaluating your outsource maintenance activities
Sample forms
Technical assistance guidance

25. Maintenance Training Maintenance training will soon be coming!
Maintenance training workshops
Maintenance requirements
Outsourced maintenance
In-house maintenance
Mechanic training
Monitoring maintenance activities
Regional Component Training – A/C, Wheelchair lifts, Fire suppression, etc.

26. Maintenance Resources
Today’s Powerpoint presentation slides
FDOT Preventative Maintenance Standards Manual 4.1 Edition
Outsource Maintenance Manual
New preventative maintenance inspection form
New pre-trip/post-trip inspection form
Maintenance plan templates
Facility and equipment plan template
Please visit our website at