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This document outlines the vehicle maintenance policy and program for Special Mobility Services (SMS). The goals are to maintain vehicles to promote safety, reliability of service, and cost efficiency. The program includes pre-trip inspections, preventative maintenance routines, vehicle cleaning, timely repairs, and documentation/analysis. Specific maintenance intervals and procedures are provided for Ford, Chevrolet, and Freightliner vehicles in the active fleet.
This document outlines the vehicle maintenance policy and program for Special Mobility Services (SMS). The goals are to maintain vehicles to promote safety, reliability of service, and cost efficiency. The program includes pre-trip inspections, preventative maintenance routines, vehicle cleaning, timely repairs, and documentation/analysis. Specific maintenance intervals and procedures are provided for Ford, Chevrolet, and Freightliner vehicles in the active fleet.
This document outlines the vehicle maintenance policy and program for Special Mobility Services (SMS). The goals are to maintain vehicles to promote safety, reliability of service, and cost efficiency. The program includes pre-trip inspections, preventative maintenance routines, vehicle cleaning, timely repairs, and documentation/analysis. Specific maintenance intervals and procedures are provided for Ford, Chevrolet, and Freightliner vehicles in the active fleet.
Policy: It is SMS policy to maintain vehicles and equipment in order to provide safe, comfortable, and reliable transportation to our passengers, and effective and efficient service to the community. Goals and Objectives: The goals and objectives of the vehicle maintenance program are: 1. Maintain vehicles to promote the safety and comfort of passengers, operators, and protect the public. Conduct regular pretrip inspections in order to identify vehicle and equipment problems and assure vehicles are in good operating condition. Conduct basic !reventive Maintenance service routines in a timely manner to identify vehicle problems and "eep vehicle systems in good repair. Conduct vehicle repairs in a timely manner and in accordance #ith industry best practices. Maintain a clean appearance for vehicles through regular interior and e$terior cleaning. 2. Manage Preventive Maintenance and repair activities to promote the reliability of the service by minimizing service interruptions due to vehicle or equipment failure. %egularly inspect vehicles in order to identify and correct problems in to prevent service interruptions. Schedule repairs promptly in order to minimi&e service interruptions. 'tili&e subcontractors as needed to perform speciali&ed services and to supplement SMS maintenance staff efforts. Schedule SMS !M activities to ma$imi&e fleet availability during service pea"s. (naly&e repair, road call and to# data to identify troubleprone components or systems for pro active attention. 3. Maintain vehicles and equipment to promote cost-efficiency of operations. Maintain and repair vehicles to ensure their operation at pea" efficiency, including fuel efficiency, emissions systems, etc. (naly&e fleet fuel usage and repair data) identify vehicles #hich may need remedial #or" or may need to be made inactive. Maintain vehicles and related equipment to fulfill manufacturer*s #arranty requirements and pursue #arranty repairs #here applicable) research and follo# up on any applicable recalls or service bulletins. Maintain vehicles to ma$imi&e the useful vehicle life, including the life of "ey components such as tires, bra"es, batteries, etc. Manage the maintenance program to be cost effective in terms of staff time, service vendors and parts and supplies costs. . !onduct vehicle operations, repairs, and cleaning in compliance "ith applicable local, state and federation regulations. +nsure that shop equipment and maintenance procedures comply #ith applicable ,S-( la#s and regulations protecting the health and #elfare of #or"ers. %ideSource !reventive Maintenance !rogram -andle and dispose of fuels, lubricants, solvents, tires and related materials in a safe and environmentally responsible manner. Maintain vehicles to comply #ith relevant emission standards and other applicable regulations. Conduct vehicle cleaning to comply #ith applicable #aste#ater and other relevant regulations. Conduct maintenance and repairs in compliance #ith environmental standards and other relevant regulations. Program Elements: Pre-trip inspections. +ach vehicle #ill be inspected at the start of each shift by a driver trained in the procedure. ( #al"around #ill be performed #ith a vehicle pretrip chec"list and any irregularities reported to the Mechanic before the vehicle leaves the lot. !lease see (ttachments for !reTrip Inspection chec"list. Basic Service Routines. !er the recommendations of the chassis, bus body, and #heelchair lift manufacturers, and the additional recommendations of the SMS Mechanic, a thorough preventive maintenance schedule #ill be established and follo#ed for each vehicle. (t or before the recommended mileage intervals, the SMS mechanic #ill perform all the elements of maintenance due at that mileage. !lease see (ttachments for !reventive Maintenance Schedules and Standard ,perating !rocedures. Vehicle Cleaning. Interior cleaning and s#eeping of each inservice vehicle #ill be performed at the end of each shift by Special Mobility Services. driving staff. /ehicle e$teriors #ill be #ashed on a #ee"ly basis or more frequently, as needed. Vehicle Repairs. The need for a vehicle repair may be discovered during a pretrip inspection, preventive maintenance inspection, or brea"do#n. The Mechanic #ill determine #arranty coverage for the system requiring attention, and if appropriate, pursue #arranty repairs #ith the vendor, bus or chassis manufacturer, or authori&ed #arranty outlet. The SMS Mechanic #ill determine #hether the repair can be accomplished inhouse, or because of the need for special diagnostic e$pertise or equipment, #ill be assigned to a subcontractor. Documentation and Analysis. /ehicle condition #ill be regularly documented through pretrip inspections and problems discovered on the road #ill be documented on a /ehicle Condition %eport by the driver. In addition, all vehicle maintenance and repair activity and costs #ill be documented. /ehicle data #ill be organi&ed for summary and analysis. %ideSource !reventive Maintenance !rogram ATTACHMENTS !age Sced!led maintenance intervals 0ord +123 4 Chevrolet /enture 4 0reightliner 4 "ns#ections and Maintenance: Active $leet #perator !retrip inspection 5 +ndofshift inspection 5 6aily asneeded 1 7ee"ly 1 Mechanic 6aily maintenance 1 Standard 81,333 mile9 inspection and service : +$tended 8;,333 mile9 inspection and service ; "ns#ections and Maintenance: Contingency $leet Mechanic <uarterly maintenance = Preventive maintenance management Mechanic$ Program Manager Standard operating procedures > Maintenance remediation Mechanic$ Program Manager %emediation plan ? "nventory list %ccessible &ervices 'leet 43 Sam#le %eicle "ns#ection &orms 44 %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection SCHE'()E' MA"NTENANCE "NTE*%A)S 0,%6 +:23 Interval (ssociated service 1,333 Standard vehicle inspection 4 +ngine oil and filter service ;,333 +$tended vehicle inspection 5 13,333 Transmission fluid and filter service 1;,333 0uel filter service 433,333 Tune up Spar" plug service Cooling system service C-+/%,@+T /+AT'%+ Interval (ssociated service 2,333 Standard vehicle inspection 4 43,333 +$tended vehicle inspection 5 +ngine oil and filter service 8or as determined by BM ,il @ife System9 52,333 0uel filter service 23,333 Transa$le fluid and filter service 433,333 Tune up Spar" plug service 423,333 Cooling system service 0%+IB-T@IA+% Interval (ssociated service 2,333 Standard vehicle inspection 4 43,333 +$tended vehicle inspection 5 +ngine oil and filter change 0uel filter service 13,333 Transmission fluid and filter service 433,333 Cooling system serviceC replace #ater temperature regulator Inspect and adjust valve lash as necessary %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection ACT"%E &)EET: A)) %EH"C)ES 6(I@D !%+T%I! IAS!+CTI,A: 8,!+%(T,%9 Chec" e$terior: /ehicle head, tail, and clearance lights Turn signal operation -a&ard flasher operation Era"e light operation Eac"up light operation Tire condition 8chec" for inflation, tread depth, side#all damage, objects in tread9 7heel condition 8chec" appearance of lug nuts, chec" for seal lea"s9 'ndercarriage lea"s Eody, glass, mirrors 8chec" for damage, mirrors #ellsecured9 7heelchair lift operation 8unloc" doors, cycle lift once before service9 +$terior cleanliness Chec" vehicle interior: Mirror position -orn operation. 7indshield #iper operation !assenger door operation Interior lights /ehicle gauges 0uel level 8fuel cards and fuel log present9 +mergency e$its 8chec" that e$its are not bloc"ed and rear e$it door is unloc"ed9 %adioC mobile data operation 8pretrip radio chec" #ith dispatcher9 Seat belts 8present and available to passengers9 7heelchair securements 8all sets present and sto#ed correctly9 Safety equipment 8fire e$tinguisher present and fullycharged, emergency triangles present, first aid "it present and sealed or fullystoc"ed, bioha&ard "it present and sealed or fullystoc"ed, seat belt cutter present9 Seat condition 8#ellsecured, chec" for upholstery damage9 Seat belt condition 8present, not damaged9 Stanchions 8#ellsecured9 Interior cleanliness 6(I@D +A6,0S-I0T M(IAT+A(AC+: 8,!+%(T,%9 Sto# #heelchair securements S#eep the coach interior and inspect for damage !o#er off all s#itches @oc" vehicle doors %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection ACT"%E &)EET: A)) %EH"C)ES (S A++6+6 M(IAT+A(AC+: 8,!+%(T,%9 0uel as needed 7ash vehicle e$terior as needed 8minimum #ee"ly9 Monitor performance of the climate control systems. Clean interior #indo# glass, #ipe seats, mop floor 7++F@D M(IAT+A(AC+: 8,!+%(T,%9 6aily pretrip inspection, plus: Chec" engine oil level (dd oil as needed, log Chec" engine coolant level Chec" condition of belts and hoses 0ill out #ee"ly vehicle inspection form 6(I@D M(IAT+A(AC+: 8M+C-(AIC9 %evie# operator defect reports and repair, schedule for repair, or ta"e vehicle out of service as appropriate %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection ST(A6(%6 /+-IC@+ IAS!+CTI,A 4 Service procedures: @ube lift pivot points 'ord only( +ngine oil change, oil filter change 'reightliner only( @ube suspension, steering lin"age, and driveline Items to be inspected: /ehicle history %evie# preventive maintenance history %evie# vehicle repair history %evie# any pending #or" orders !retrip inspection Bauges S#itches and controls 6river area condition !assenger area condition 6rive test Starting Steering (cceleration Era"ing Transmission Chec" operation of heating and air conditioning 'nder hood @isten for and investigate any unusual noises Chec" transmission fluid level and condition Chec" cooling system, coolant level and condition Chec" bra"e fluid level Chec" po#er steering fluid level and condition Chec" #indshield #asher fluid level and condition Chec" fuel lines and connections for lea"s Inspect and adjust drive belts as needed Chec" coolant hoses for lea"s and #ear Chec" e$posed #iring and vacuum hoses for #ear 'reightliner only( Clean engine cran"case breather Clean and test aftercooler core as needed Clean radiator as needed %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection 'ndercarriage Chec" tire condition and inflation Chec" #heel condition and lug nut torque Chec" steering lin"age for #ear Chec" front suspension for looseness or #ear Chec" rear suspension for looseness or #ear Chec" #heel bearings and seals, front and rear, for play, lea"age Chec" bra"e caliper and rotor condition Chec" bra"e pad condition Chec" par"ing bra"e unit condition Chec" differential for lea"s Chec" driveline and 'joint condition Chec" transmission for lea"age Chec" e$haust system for lea"s or damage 7heelchair lift Cycle lift, inspect and listen for noises If any defects are found, document and as appropriate, schedule for repair. %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection +GT+A6+6 /+-IC@+ IAS!+CTI,A 5 Service procedures: Era"e and #heel bearing service as needed. @ube lift pivot points 'ord, !hevrolet only( +ngine oil change, oil filter change @ube chassis and suspension 'reightliner only( +ngine oil change, oil filter change @ube suspension, steering lin"age, and driveline %eplace fuel filters ,btain engine oil sample for testing ,btain coolant sample for testing Standard inspection #l!s: Items to be inspected: /ehicle history Incorporate any currently due preventive maintenance items into the current service 'nder hood Chec" charging system output Chec" battery and battery cable condition 'ndercarriage Inspect bra"es and #heels 7heelchair lift Chec" hydraulic hoses and connectors for lea"s Chec" bushings for play If any defects are found, document and as appropriate, schedule for repair. %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection CONT"NGENC+ &)EET: A)) %EH"C)ES <'(%T+%@D M(IAT+A(AC+ : 3M+C-(AIC9 Items to be inspected: Chec" engine fluids Chec" tires for inflation and #ear Chec" for fluid lea"s under the vehicle Start and #arm the vehicle to operating temperature %un heaters and air conditioners 6rive the vehicle through the lot, using both for#ard and reverse Chec" transmission fluid level If any defects are found, document and as appropriate, schedule for repair. %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection ACCESSIBLE SERVICES FLEET LTD, thru a contract with SMS Services, maintains a total of 34 accessible services vehicles otherwise known as Ride Source. The followin pae represents a breakdown of the various manufacturers and sub fleet information. !us "o. #R. Manu Model $%" 22 1997 Ford / WorldTrans Diplomat Small Bus 1FDLE40S6VHB13995 25 1995 Ford / WorldTrans Diplomat Small Bus 1FDKE30G3SHB53674 27 2001 Chev Activan ElDorado Nat'l Activan 1GNDX03E31D299148 31 1998 Ford WorldTrans Diplomat Small Bus 1FDXE40S5WHB01341 36 2001 Chev Activan ElDorado Nat'l Activan 1GNDX03E61D298947 37 2001 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45S11HB21894 38 2000 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45S31HB21895 39 2000 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45S71HB21897 61 2000 Ford Starcraft Allstar Bus 1FDXE45S8YHB43093 62 2000 Ford Starcraft Allstar Bus 1FDXE45SXYHB43094 63 2000 Ford Starcraft Allstar Bus 1FDXE45SXYHB65239 64 2001 Ford Starcraft Allstar Bus 1FDXE45S5YHB69103 65 2001 Ford Starcraft Allstar Bus 1FDXE45S4YHB74163 66 2001 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45SX1HB21893 67 2001 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45S51HB21896 68 2003 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45S91HB21898 69 2003 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45S81HB21892 90 2003 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S03HB10727 91 2003 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S23HB10728 92 2003 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S43HB10729 93 2003 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S03HB10730 94 2003 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S23HB10731 95 2005 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S43HB10732 97 2005 Chev Venture ElDorado Nat'l Activan 1GBDX23E63D315242 110 2005 Ford ElDorado Aerotech 240 1FDXE45S05HA77280 111 2005 Ford ElDorado Aerotech 240 1FDXE45S25HA77281 112 2005 Ford ElDorado Aerotech 240 1FDXE45S45HA77282 113 2005 Ford ElDorado Aerotech 240 1FDXE45S65HA77283 114 2005 Ford ElDorado Aerotech 240 1FDXE45S85HA77284 115 Ford ElDorado Aerotech 240 1FDXE45SX5HA77285 116 Ford ElDorado Aerotech 240 1FDXE45S15HA77286 117 Ford ElDorado Aerotech 240 1FDXE45S35HA77287 118 Chevy Venture chassis ElDorado Nat'l Amerivan 1GBDV13E75D148991 %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection 119 Chevy Venture chassis Eldorado Nat'l Amerivan 1GBDV13E95D150709 %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection P*E%ENT"%E MA"NTENANCE MANAGEMENT: STAN'A*' OPE*AT"NG P*OCE'(*ES These procedures apply to the fleet maintenance program at %ideSource: 4. (t the start of each driving shift, each driver performs a pretrip inspection to ensure safety and accessibility items are operational, and that any defects are reported to the maintenance staff. 5. +ach driver records beginning and ending mileage for the route on that day*s manifest. 1. +ach day, dispatch staff record vehicle miles driven for that day to the operations database, and once a #ee" record ending odometer reading for each vehicle. :. +ach #ee", maintenance staff print a fleet maintenance status report from the operations database, and use projected service due dates from the report to schedule services for each vehicle on or before the service due mileage. 7or" is scheduled in house or outsourced as needed to meet the maintenance deadlines. 2. Specific components of each vehicle are scheduled for inspection, lubrication, cleaning or replacement at regular intervals. The intervals are determined by published information from the vehicle and component manufacturers. In addition, such inspections may include other items or incorporate shorter intervals as recommended by maintenance staff or management. ;. (t each service, maintenance staff record service date, odometer reading, service items, parts used, parts cost, and labor hours to the service chec"list, then before end of shift, to the operations database. =. 0or outsourced preventive maintenance, vendors are supplied #ith a maintenance chec"list. (t each service, maintenance staff obtain copies of the completed chec"list and vendor invoice, then enter the service detail to the operations database, identifying the vendor. >. (t regular intervals, management staff audit the data collection process and verify the completeness and timeliness of the database records. Management also #or"s #ith maintenance staff to revise maintenance policy and chec"lists as needed, and to upgrade database capabilities. ?. Monthly, management staff revie# preventive maintenance detail to ensure timely performance of preventive maintenance services for the prior month, and consult #ith maintenance staff to ensure adequate resources are available for the #or"load. %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection MA"NTENANCE *EME'"AT"ON P)AN The remediation plan calls for the follo#ing to be completed by ,ctober 14, 5332: 4. Management revie# of the most recent preventive maintenance procedures for each vehicle in the fleet and identification of any vehicles due for service. 5. Consultation #ith the mechanic to ensure he has the time and resources to ensure any maintenance procedures thus identified are completed in a timely manner. 1. Centrali&ation of the vehicle records for both the +ugene and ,a"ridge operations to the +ugene facility. :. Centrali&ation of preventive maintenance scheduling for both program to +ugene. 2. Management revie# of the vehicle maintenance files and database records for completeness and timeliness. ;. Modifications in data and reports from the fleet management database system to improve preventive maintenance scheduling. =. Management revie# of the preventive maintenance #or"load, #ith adjustments made as necessary to ensure the program continues to be adequately staffed and supplied. %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection SAMP)E %EH"C)E "NSPECT"ON &O*MS $ehicle & 'mplo(ee )dometer Date Pre,ins#ection !rint, revie#, and attach a copy of service detail %evie# any current #riteups for this vehicle Odometer 'ate Most recent ,il change Inspect %epair ,F Aeeded Comments
Pre,tri# ins#ection
Bauges S#itches and controls 6river area condition !assenger area condition
*oad test
Starting Steering (cceleration Era"ing Transmission -eating and air conditioning
Engine com#artment: engine r!nning
@isten for and investigate any unusual noises Transmission fluid level and condition
Engine com#artment: engine o$$
Cooling system, coolant level and condition Era"e fluid level !o#er steering fluid level and condition 7indshield #asher fluid level and condition 0uel lines and connections Inspect and adjust drive belts as needed Coolant hoses for lea"s and #ear +$posed #iring and vacuum hoses for #ear &reigtliner only: Clean engine cran"case breather %ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection Clean and test aftercooler core as needed Clean radiator as needed
(ndercarriage
Tire condition and inflation 7heel condition and lug nut torque Steering lin"age for #ear 0ront suspension for looseness or #ear %ear suspension for looseness or #ear 7heel bearings and seals, front and rear Era"e caliper and rotor condition Era"e pad condition !ar"ing bra"e unit condition 6ifferential for lea"s 6riveline and 'joint condition Transmission for lea"age +$haust system for lea"s or damage &ord only: Change engine oil and oil filter &reigtliner only: @ube suspension, steering, and driveline
-eelcair li$t
Cycle lift, inspect, and listen for noises @ubricate lift pivot points
Oter sced!led maintenance
Oter !nsced!led maintenance
%ideSource !reventive Maintenance !rogram RideSource standard vehicle inspection $ehicle & 'mplo(ee )dometer Date Pre,ins#ection !rint, revie#, and attach a copy of service detail %evie# any current #riteups for this vehicle Odometer 'ate Most recent ,il change Transmission service 0uel filter service Era"e service Tune upC spar" plug service Coolant system service Inspect %epair ,F Aeeded Comments
Pre,tri# ins#ection
Bauges S#itches and controls 6river area condition !assenger area condition
*oad test
Starting Steering (cceleration Era"ing Transmission -eating and air conditioning
Engine com#artment: engine r!nning
@isten for and investigate any unusual noises Transmission fluid level and condition Charging system output
Engine com#artment: engine o$$
Cooling system, coolant level and condition Era"e fluid level !o#er steering fluid level and condition 7indshield #asher fluid level and condition %ideSource !reventive Maintenance !rogram !age 4 RideSource standard vehicle inspection 0uel lines and connections Inspect and adjust drive belts as needed Coolant hoses for lea"s and #ear +$posed #iring and vacuum hoses for #ear Eattery and battery cable condition &reigtliner only: %eplace fuel filters Clean engine cran"case breather Clean and test aftercooler core as needed Clean radiator as needed
(ndercarriage
Tire condition and inflation 7heel condition and lug nut torque Steering lin"age for #ear 0ront suspension for looseness or #ear %ear suspension for looseness or #ear 7heel bearings and seals, front and rear Era"e caliper and rotor condition Era"e pad condition !ar"ing bra"e unit condition 6ifferential for lea"s 6riveline and 'joint condition Transmission for lea"age +$haust system for lea"s or damage &ord. Cevrolet only: Change engine oil and oil filter @ube suspension and chassis Service bra"es and #heel bearings per inspection &reigtliner only: Change engine oil and oil filter @ube suspension, steering lin"age, and driveline Service bra"es and #heel bearings per inspection ,btain engine oil sample for testing ,btain coolant sample for testing
-eelcair li$t
Cycle lift, inspect and listen for noises @ubricate pivot points -ydraulic hoses and connectors for lea"s Eushings for play %ideSource !reventive Maintenance !rogram !age 5 RideSource standard vehicle inspection %ideSource !reventive Maintenance !rogram !age 1 RideSource standard vehicle inspection