TRANSIT ASSET MANAGEMENT PLANSTATE OF GOOD REPAIR: Revenue & Non-Revenue Vehicle

Fleet Inspection Procedures & Inspection Assessment Standards

October 2017

Mission StatementThe Luzerne County Transportation Authority (LCTA), through the operation of fixed route and shared ride divisions, seeks to provide high quality affordable public transportation services that are safe, reliable, useful, accessible and efficient. To this end, members of the Board of Directors and all employees shall conduct themselves in a professional manner; work to ensure the safety and security of passengers; seek new opportunities to improve and/or expand services; and coordinate public transit services with other agencies, organizations, and transit providers.

About LCTAThe Luzerne County Transportation Authority (“LCTA”) or (“the Authority”) is an independent local governmental unit classified as a Pennsylvania Municipal Authority, which is responsible for providing both fixed route bus and paratransit public transportation service in Luzerne County, Pennsylvania.

The Luzerne County Transportation Authority currently provides the Wilkes-Barre urbanized area with scheduled mass transportation bus service. LCTA’s bus fleet operates on routes serving 31 municipalities within the urbanized area, so that approximately 88% of the population resides within one-quarter of a mile of a bus route. Route frequency of the various routes averages out to about every forty-five minutes, with some routes operating every half-hour. Our current service hours are between approximately 5:00 am and 7:00 pm, Monday thru Friday and between approximately 9:00 am and 6:00 pm on Saturdays. The Luzerne County Transportation Authority also assists persons with disabilities in fulfilling their transportation needs and to meet requirements of the Americans with Disabilities Act of 1990. This special Transportation Efforts Program (S.T.E.P.) is available in the General Service Area of the Luzerne County Transportation Authority.

Disclaimer & Copyright Notice This document is disseminated under the sponsorship of the U.S. Department of Transportation in the interest of information exchange. The Luzerne County Transportation Authority assumes no liability or responsibility, expressed or implied, for the use, completeness, usefulness, or accuracy of the information, apparatus, product, or process disclosed or contained in this document. This document does not constitute a warranty, standard, specification, or regulation. Reference herein to any specific commercial product, process, or service by its trade name, trademark, manufacturer or otherwise, does not constitute or imply an endorsement, recommendation, or favoring by the Luzerne County Transportation Authority. If trademarks or manufacturer’s names appear in these documents, it is only because they are considered essential to the objective of the document. Any opinions, findings, and conclusions or recommendations, and translations thereof, expressed in this publication is that of the author(s), and do not necessarily reflect the views of the Federal Transit Administration or the Luzerne County Transportation Authority.

© 2017-2021 LUZERNE COUNTY TRANSPORTATION AUTHORITY ALL RIGHTS RESERVED

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Acknowledgements

Luzerne County Transportation Authority Administrative Staff

Norm Gavlick, Executive Director & Accountable Executive

Joe Roselle, Director of Administrative ServicesFrank Knorek, Compliance Analyst & TAM Program CoordinatorLee Horton, Director of Fixed Route OperationsJustin Davis, Fixed Route Road Supervisor & Operations and Safety/Training ManagerVince Coviello, Director of MaintenanceRichard Wasilius, Maintenance ManagerJohn Alu, Director of FinanceKathleen Bednarek, Grants & Finance Coordinator Lou Uritz, Procurement ManagerColleen O’Brien, Paratransit Operations & Safety Training ManagerJohn Usavage, Assistant Paratransit Operations & Safety Training Manager Janine Hennigan, Human Resources ManagerLorri Vandermark, Public Relations Manager

Luzerne County Transportation Authority Board of Directors

Dr. Valerie Kepner, ChairArt Bobbouine, Vice Chair Lynette Villano, SecretaryGary Polakoski, Asst. SecretaryCharles Sciandra, Treasurer Sean Robbins Esq., Asst. TreasurerPatrick Conway, MemberJohn Koch, Ph.D., Member Sid Halsor, Ph.D., Member

Joseph Blazosek Esq., Solicitor

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Revision History

Agency Name:

Accountable Executive:

Initial LCTA Board Adoption Date:

Original Effective Date:

Last Modified By (Name): Last Modified (Date):

Frank Knorek, LCTA Compliance Analyst 9/26/2017

LUZERNE COUNTY TRANSPORTATION AUTHORITY, FTA Recipient ID/UZA: 1432/3015

9/26/2017

10/01/2017

Mr. Norm Gavlick, Executive Director

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IV.

Purpose

This document contains information for SGR Inspectors to rate rolling stock (revenue vehicles) and non-revenue service vehicle assets (TAM equipment) in a uniform format where the Authority owns, operates, or manages transit capital assets where it has direct capital responsibility.

This document was created by utilizing the processes established in the LCTA Fleet Maintenance Plan, and the FTA TAM guidelines.

A facility condition assessment(s) shall be conducted by assessing the condition of and assigning a rating for vehicular assets using FTA’s Transit Economic Requirements Model (TERM) scale.

This document provides procedures for compliance with the condition assessment requirement of the FTA TAM Plan.

The Authority shall submit to FTA on an annual basis:

- A condition assessment for each individual vehicular asset class, for which it has full or partial capital responsibility.

Inspector Criteria

A minimum of one SGR Inspector is required to perform a rolling stock/vehicle inspection:

For safety & accessibility purposes. To maintain consistency in grading.

Note: If something seems urgent, does not look right, sound right, smell right or feel right, then questions should be asked of the fleet maintenance contact person (or their delegate) who has applicable expertise.

Fleet Operations Contacts

Contact Person: Extension:

Maintenance Director X223

Maintenance Manager X209

Operations Director X217

Fixed Route Safety & Training Manager X211

Shared Ride Manager X601

Executive Director X218

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Quality Management

The Authority’s Quality Management Program applies specific management concepts to operations and maintenance activities, including TAM and the assessment of asset conditions. These specific management concepts include both Quality Control (QC) and Quality Assurance (QA).

Quality Control is the act of taking measurements, testing and inspecting a process, service or product to assure that it meets specification. Quality Assurance is a proactive set of activities that emphasizes actions at a management level that directly improve the chances that QC actions will result in a product or service that meets requirements.

The Authority has implemented the following elements of QA/QC into supporting a high quality TAM and condition assessment process:

Management Responsibility: Responsibility for TAM and condition assessment, QA/QC will be clearly delineated in Authority policies, management accountability, and reporting and data collection/analysis.

Documentation: The Authority’s approach to QA/QC shall be documented in data reports and policies (Fleet Maintenance Manual, TAM Plan, and NTD reporting).

Document Control: All documents and associated reports used to support the condition assessment process shall be under document control by the Authority Maintenance Director to verify that staff is using the correct version of documents when assessing conditions. This includes documentation of inspection procedures, condition rating descriptions, and assessment forms.

Asset ID Register: The Authority shall record all assets in the form of an asset inventory register via the TAM plan.

Inspection & Testing: The Authority’s asset inspection and condition assessment procedures are clearly established via the following documents: Maintenance Department Fleet Manual, and TAM Plan.

Inspection, Measuring & Test Equipment: The Authority shall assign one mechanic to perform a condition inspection assessment on vehicular assets. Inspectors shall be rotated on an annual basis in order to prevent bias. When applicable, a team of follow up inspectors shall be used to determine the cause of any significant and/or severe changes to condition of an asset, and its repair. Condition assessments are primarily conducted by visual/mechanical function inspection, and therefore, some specialized equipment and tools are necessary.

Inspection and Test Status: Inspections shall take place in a single 8 hour period, and shall be tracked by use of the inspection reporting form.

Quality Records: The Authority shall retain all records related to the all condition inspection assessments and associated process. Records will be retained in both written and electronic formats, and follow the records retention schedule established by the FTA and/or Pennsylvania Museum Commission Municipal Records Manual.

Training: The Authority shall provide training to all inspectors in order to: remove bias, improve the consistency of condition assessments, and to minimize errors.

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Inventory Determination

The Authority shall gather condition assessment data on both (1) vehicular Rolling stock (Revenue Vehicles-Fixed Route Bus and Paratransit Van), and (2) vehicular Equipment (Non-Revenue Service Vehicles).

The Authority shall only gather condition assessment data on rolling stock and vehicular equipment assets that it has full or partial capital responsibility for.

Inspection Standards: Vehicle Component Inspection Checklist

In order to determine the overall condition of a vehicular asset via a uniform methodology, the Authority shall inspect and assess the following vehicle components and associated sub-components, where applicable (at a minimum):

Component Sub-Component(s) AC/Heat Check function of heating and cooling inside vehicle.

ADA Systems Wheelchair lift/ramp/kneeler for function, AVL Announcements & Securement Location(s).Body Exterior Condition/Function of doors and body for cracks, missing paint, dents, rust, dirt/fading.Body Interior Condition of floor, windows, seats, rails, and interior panels.

Brakes Check for function and condition of brake systems for leaks, fluid levels, corrosion. Drive-Train Check for function and Condition of wheels, transmission, shift quality, fluid levels, driveshaft, noises & leaks.

Electrical Check condition and function of lights, switches, gauges, battery, wiring harness & electrical mechanisms.Engine Check for engine, Hydraulic & exhaust leaks, fluid levels, noises, filter condition & corrosion.

Farebox Check for condition and function. Frame Structure Extent of cracks, dents, and rust.

Radio System Check for condition and FunctionSafety Systems Fire supression system, Fire extinguisher, Road kit & emergency hatches.Check seat belts for condition/function.

Security Camera System Check for condition and function. Steering/Suspension Check condition and function of Springs, bags, pins, struts, bushings, shocks, tow, and wheel play.

Vehicle Compnent Inspection Checklist

Inspection Standards: FTA TERM Rating Scale

The FTA TERM asset condition rating scale is based on how close a rolling stock (vehicle) or equipment asset or component is to replacement or major overhaul by conducting a physical inspection and assessment. This rating scale is very similar to rating system found in the PennDOT CPT. An asset and/or asset sub-component is in a State of Good Repair (SGR) if it has a rating score of 3 or higher on the rating. The confidence in the reliability of the scores presented is equal to the amount of remaining useful life of the asset.

Rank Category Description5.00 New/Excellent New asset; no visible defects.4.00 Good Some slightly defective/deteriorated component(s).3.00 Adequate Some moderately defective/deteriorated component(s).2.00 Marginal Increasing # of defective/deteriorated component(s) & maintenance needs.

FTA TERM Rating Scale

In need of immediate repair or replacement; Item is a safety hazard, and may have critically damaged component(s).

Poor1.00

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In addition to assigning a numerical grade from the FTA TERM Rating Scale to each major component/minor sub-component, a written notation of a condition assessment shall be placed in the notes section of the Inspection Procedure form by the inspector, to reflect the following:

Rating Notation

5 New, no visible defects. 4 Minor improvement needed. 3 Needs repair. 2 Needs replacement or extensive repair. 1 Critical defects affecting function, health, or safety. Do not use.

Inspection Procedures

This next section contains the Inspection Procedures for LCTA-owned (including capital responsibility) Rolling Stock and vehicular Equipment assets (non-revenue service vehicles). The condition assessment is primarily intended to assess the overall physical condition of vehicles to support capital investment decisions made by the Authority. Furthermore, inspector(s) must also document and immediately report any critical defects that may constitute a safety concern or potential service delay.

Prior to a facility or equipment condition assessment inspection, the Authority Director of Maintenance and inspector shall gather and review the results of any previous inspections, as well as:

Agency Procedures: The LCTA Fleet Maintenance Plan(s) should be consulted for more information relating to warranty coverage, inspection reports & history, and asset inventory.

Inspection Schedules: Understand how the inspection schedule aligns with the NTD/FTA reporting schedule.

Data Needs: Review applicable data fields in the NTD AIM, and review these with the Authority Grants Coordinator.

Warranty Status: Determine any additional information on the age and maintenance history of the vehicle. This information may be helpful in understanding ULBs.

Any Other Known Issues: Information on whether the asset has been built or performing to current standards. The Authority Maintenance Director is required to have on hand, the results of previous inspections and records of past defects found and/or corrected.

Inspection Procedure: Instructions

1. The inspection should take place within one workday or an 8 hour period.

2. Inspection data shall be collected from April to July of each year.

3. Perform the inspection as the vehicle is scheduled for PA State Inspection or Preventative Maintenance (PM), whichever comes first.

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4. Confirm the inspection date and start time.

5. Once at the inspection location, complete the first section of the Vehicle Inspection Form (date, location, inspector name, etc.). Review the inspection procedure and instructions.

6. Perform the inspection by physically evaluating the condition of each major component and sub-component of the vehicle, as listed in the Inspection Procedure section of the inspection form. Assign a condition rating score, using the FTA TERM rating scale. Next, add up the score of all sub-components and take the average. The average score will be the condition rating for the each individual major component category. At the end of the inspection, add up the scores of each major component category, and assign a final condition rating score for the vehicle.

7. Next, each inspector shall sign and date the bottom portion of the inspection form, and deliver the form to the Authority Director of Maintenance. The Director of Maintenance will then report this information to the Authority Grants Coordinator. This information will then be updated in the TAMP database and reported to NTD.

If at any time a component or sub component is deemed unsafe or presents a safety hazard, and/or accessibility barrier,

immediately report the item to the Authority Director of Maintenance.

Reporting Procedures

The Authority shall report to NTD condition data, performance measure metrics and targets for assets (direct capital responsibility) annually within four months after the end of the Authority’s fiscal year (6/30/2017). As part of this report, the Authority shall submit the overall vehicle fleet condition ratings for each asset sub-class in the asset inventory for which it has direct capital responsibility.

The Authority’s TAM Plan shall be retained by the Grants Coordinator, who will also report TAM data to NTD. The Authority’s Compliance Analyst will assist the Maintenance Director and Grants Coordinator in TAM data collection. The final version of the TAM Plan shall be jointly retained by both the Authority’s Maintenance and Finance/Grants Departments. The TAM Plan shall be updated on both an annual basis, and within each quadrennial horizon period.

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Appendices

TAM PLAN: Vehicle Condition Assessment Inspection Form

Inspection Date:

Inspector(s) Name:

Vehicle Type:

Vehicle Number:

Vehicle Make/Model/Year:

Operating Division:

ID Main Component Sub-ComponentAsset Qty.

Condition Rating Score

A. 1A.1. Compression TestA.2. Oil Usage/LevelsA.3. NoisesA.4. Coolant Level (leaks)A.5. Radiator (leaks)A.6. Air FilterA.7. Engine Mounts/Brackets/Hardware (Condition)A.8. Belts and PulleysA.9. Starter (Connections/Mounts)

A.10. Hoses, Tubes, Lines (leaks)A.11 Cat/Exhaust System (Pipes/Clamps)

B. 1B.1. Transmission Fluid (Levels/Use)B.2. Rear End Fluid Levels/UseB.3. Shift Quality (noises)B.4. Reverse/Backup AlarmB.5. Universal Joint/Driveshaft (tight)

Revenue and Non-Revenue Vehicle Condition Inspection Assessment

Engine

Drivetrain

1

C. 1C.1. Exterior LightingC.2. Interior LightingC.3. Dash Gauge (Function)C.4. Wiring ConditionC.5. Destination SignC.6. Camera SystemC.7. AVL FunctionC.8. Battery ConditionC.9. Battery Voltage/FunctionC.10 Generator (Connections/Mounts)C.11. Radio and Antenna (Function)C.12. Starter (Connections/Mounts)

D. 1D.1. Steering System (Play/Leaks/Wear)D.2. Springs (Condition/Function)D.3. Shocks (Condition/Function)D.4. Struts (Condition/Function)D.5. Suspension Bellow(S) (Function)D.6. Suspension Leveling Valve(s) (Function)D.7. Bushings/Mounts (Wear/Condition)D.8. Tie Rod Ends (Wear/Condition)D.9. Steering Box Fluid LevelE. 1

E.1. Tire Condition/Tread DepthE.2. Lug Nuts (Tight)E.3. Axle Nuts (Tight)E.4. Brake/Shift Interlock (Function)E.5. Emergency Brake (Function)E.6. Brake Drums/Disks/Pads Lining (Condition/Wear)E.7. Brake Fluid Levels/UseE.8. Brake Hoses/Lines/Cables (Condition)E.9. Brake Interlock (Air Leaks)

E.10. Front Hub Oil (If Applicable)E.11. Brake Chamber (Function)E.12. Air Brake Compressor (Function)E.13. Air Brake Tank (Function)E.14. Air Brake Lines (Leaks/Function)E.15. Air Dryer (Leaks/Function)

Suspension/ Steering

Brakes/Tires/ Wheels

Revenue and Non-Revenue Vehicle Condition Inspection Assessment

Electrical

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F. 1F.1. A/C FunctionF.2. Heater FunctionG. 1

G.1. Frame (Rust/Cracks/Condition)G.2. King Pin (Condition/Wear)G.3. Sub frame (Condition)H. 1

H.1. Seats (Condition/Loose)H.2. Grab Rail (Condition/Loose)H.3. Panels/Trim (Loose/Condition)H.4. Front Door (Operation)H.5. Driver Seatbelt (Condition)H.6. Driver Seat Mount (Condition)H.7. Rubber Passenger Floor (Condition)H.8. Passenger Seats (Condition)H.9. Passenger Handrail (Loose/Condition)

H.10. Gear Shift Selector (Function)I. 4

I.1. Window GlassI.2. Body Panels (Condition/Broken/Rust)I.3. Bumpers & Trim (Loose/Damaged)I.4. MirrorsI.5. Windshield Wipers (Function)I.6. ReflectorsI.7. Body DamageI.8. Passenger Bike Rack (Function/Condition)I.9. Door Rubber Seal (Condition)I.10. Window Rubber Seal (Condition)

J. 1J.1. Wheelchair Lift/Ramp (Function/Condition)J.2. Kneeler (Function)J.3. Passenger Cord/Bell (Function)J.4. Stop Announcement Speaker (Function)J.5. Stop Announcement Display (Function)J.6. Wheelchair Restraint System (Condition/Function)J.7. AVL System (Function)J.8. Passenger Counter (Function/Calibration)K. 1

K.1. Horn (Function)K.2. Backup Alarm (Function)K.3. Windshield Washer (Fluid Level & Function)K.4 Fire Suppression SystemK.5. Roof Hatch/Emergency ExitK.6. Emergency Exit Window Release Latch (Function)

Total Vehicle Condition Score

A/C & Heat

Frame/Structure

Body: Interior

Body: Exterior

ADA Amenities

Safety Systems

Revenue and Non-Revenue Vehicle Condition Inspection Assessment

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Inspection Certification

By signing below, I confirm to the best of my ability, that the information presented in this document is true and based on factual information and assessment:

Inspector:

Name (print) Signature Date

Certification: LCTA Director of Maintenance

Name (print) Signature Date

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From: Smith, Mshadoni (FTA) [mailto:mshadoni.smith@dot.gov] Sent: Tuesday, October 17, 2017 7:23 AMTo: Frank Knorek; Resnick, AnneMarie (FTA)Subject: LCTA TAM Plan Review

Mr. Knorek,

Thank you for sharing your draft TAM plan with us for review. Both AnneMarie and I have reviewed it for content and completeness and think it is a good document. It appears to meet all the TAM requirements of 49 CFR Part 625. We have also reviewed its content to provide you with some observations as you progress to the final stages. Please note these are just suggestions not requirements.

        I greatly appreciated your agency taking on more than the minimum requirements for a Tier II plan it seems like you have and intend to institutionalize the TAM approach and that is very encouraging. This above the minimum approach will add some effort but I believe it will also add value.

        We both thought your investment prioritization section was very clear to understand and well laid out and supported by data, I also thought your risk mitigation approach was progressive and proactive.

I would like to post this document to our peer library so that it might assist other agencies in developing a TAM plan as good as yours! Please let me know if you object.

Kind regards,

Mshadoni & AnneMarie

Mshadoni Smith Anne Marie Resnick Transit Asset Management Program Manager Financial AnalystOffice of Budget and Policy Federal Transit AdministrationFederal Transit Administration Region III, Philadelphia Metropolitan Office1200 New Jersey Ave., SE 1760 Market Street, Suite 500Washington, DC 20590 Philadelphia, PA 19103-4124United States United States

202-366-4050 215-656-7249mshadoni.smith@dot.gov annemarie.resnick@dot.govwww.fta.dot.gov www.fta.dot.gov

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