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

2. 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

3. FTA/ADOT Asset Mgmt. Requirements Common Deficiencies

4. 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

5. 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

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

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

8. 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

9. 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

10. 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

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

12. 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)

13. 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

14. 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

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

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

17. 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

18. 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

19. 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

20. 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

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

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

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

24. 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

25. 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

26. 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

27. 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

28. FTA/ADOT Asset Mgmt. Requirements Questions / Discussion

29. FTA/ADOT Asset Mgmt. Requirements