1. 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

2. 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

3. 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

4. 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

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

6. 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

7. 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 to download the presentation and tools for the Triennial Review Process.