INTRODUCTION & HOW TO USE THIS TEMPLATE

The Regional Transportation Commission (RTC) is responsible for monitoring the use of real property, facilities and equipment funded by the Federal Transit Administration (FTA) to protect the Federal interest and to ensure that the equipment is maintained in a state of good repair.

As such, RTC maintains a permanent vehicle record for each vehicle purchased with Section 5310 funds in its Fixed Asset System. To ensure that vehicles are properly maintained, RTC reviews vehicle maintenance records/reports, and physically inspects vehicles as part of the on-site visit, and/or as requested.

Subrecipients must maintain assets according to the manufacturer’s recommended maintenance schedule and in accordance with the grant contract. For all vehicles, a comprehensive maintenance plan is required. This plan should include documented vehicle maintenance/accident repairs and ensure oversight for routine scheduled or non-scheduled maintenance activities. The following document is structured as a template which outlines the required elements of the Subrecipient Vehicle Fleet Maintenance Plan. Your agency may choose to use this template or create your own. To use this template you will need to complete the text highlighted in yellow to personalize your own Subrecipient Vehicle Fleet Maintenance Plan.

Several documents are required to be submitted as appendices to the plan. It is critical that any changes made to the Maintenance Plan be documented, and an updated plan provided to the RTC. Changes might include revisions, addendums and updates to Appendix documents.

Lastly, the private non-profit organization or public agency remains the registered owner of the vehicle(s) and remains fully responsible for program compliance including, but not limited to, operation oversight, reporting, insurance, maintenance and monitoring. RTC will maintain titles until grantee request’s disposal. A Certificate of Insurance must be provided at time of grant agreement execution. This shall be maintained throughout the useful life of the vehicle(s) and until RTC releases lien of the title. All vehicles purchased must be accessible and comply with ADA requirements.

Subrecipients must submit their maintenance plans on or before October 31st.

Complete the text highlighted in yellow and attach the appropriate documentation requested to personalize the Maintenance Plan. Agencies are encouraged to make any necessary revisions to this document so that it reflects maintenance activities practiced by the Subrecipient.

Delete these pages upon completion of your document.

SUBRECIPIENT

VEHICLEFLEET

MAINTENANCEPLAN

FORMALAPPROVALOFPLAN

ThisPlanhasbeenapprovedbythe appropriate governing entity

or official(s) responsible for policy decisions.

AuthorizedSignatureDateofApproval

AGENCYOR SUBRECIPIENT

PhysicalAddressPhoneNumber

E-mailAddress

VEHICLEFLEETMAINTENANCEPLAN

INTRODUCTION

(AgencyName)inits continuousdevelopment andconcern forthesafety ofitsstaff andcommunitymembershasdevelopedthismaintenanceplan.Thisisalivingdocumentthatwillbeupdatedonan“asneeded”basisandreviewedannuallyforcompliancetonewrules,regulations,andlaws.

Thisplanisdesignedtokeepallvehiclesandrelatedequipmentinsafe,reliable,andoperationalcondition.Itrequiresmanagement,drivers,andrelatedstafftobewelltrainedandaccountableforspecificroles.

SPECIFICROLES

MANAGEMENT

(AgencyTitleofStaff)willmakesurethatallstaffisproperlytrainedandcertifiedasdeemedappropriatetoperformpreventivemaintenanceonthevehiclesandwilldocumentallmaintenancerelatedactivities.

DRIVERS

ThedriversmustbecertifiedaccordingtoStatelaws.Drivermustknowtheproperstarting,shifting,and brakingprocedures to extendthe life ofthe vehicleand must bevigilant in reportinghis/herobservations.Novehicleshouldbesentintoservicelowonoil,antifreeze,automatictransmission,orpowersteeringfluid.Unsealedbatteriesandwindshieldwasherfluidmustalsobecheckedandfilled.Driversshouldbealertforunusualnoises,badtires,noisyorpoorbrakes,andclutchadjustments.

Alldriversshouldbecompletelyfamiliarizedwiththevehiclesincludingenginecompartment,drivercontrols,andpassengersafetydevices.Driversshouldbetrainedtorecognizeunusualnoisesanddescribebasicmechanicalproblemstothesupervisorand/ormechanic.

VEHICLE FLEETMAINTENANCE

GOALSANDOBJECTIVES

(AgencyName)willusethemaintenanceplantoobtainthegoalslistedbelow:

Examples:

  • To ensure proper running condition, cleanliness, and proper equipment of all program vehicles.
  • To provide less down time of the vehicles and timely maintenance for repairs before a break down can occur.
1)ENTER GOAL 1 HERE

2)ENTER GOAL 2 HERE

3)ENTER GOAL 3 HERE, ETC.

Ourobjectivestocompletethegoalslistedaboveinclude:

Examples:

  • To provide proper training classes for all drivers to understand the importance of pre-trip inspections and post-trip checks.
  • To perform pre-trip inspections of all vehicles before they make a trip.
  • To perform preventive maintenance on all vehicles at 3 months or 3,000 miles of use and once a year or 20,000 mile complete check.
  • To have a monitoring system in place to ensure that the preventive maintenance program is being performed.
  • To perform preventive maintenance and servicing on new vehicles to maintain warranty coverage and recover costs of warranty repairs.
1)ENTER OBJECTIVE HERE

2)ENTER OBJECTIVE HERE

3)ENTER OBJECTIVE HERE, ETC.

(AgencyName)hasthemeanstocarryoutthegoalsandobjectivesby:

1)PROVIDE EXPLANATION HERE

2)PROVIDE EXPLANATION HERE

GENERALAGENCYANDVEHICLEFLEETINFORMATION

(Describethetypeofvehiclesinthefleet,thebasickindoftransportationprovidedbytheAgency,basicareathatiscovered,specificlocation(s)wherethevehicle(s)is/areparked,andstatehowmanyvehicle(s)is/areADA-serviceable.)

FLEET DESCRIPTION

TYPE OF TRANSPORTATION PROVIDED

WHERE TRANSPORTATION IS PROVIDED

SECURITY OF VEHICLES/STORED & PARKED

NUMBER OF/TYPLE OF ADA SERVICEABLE VEHICLES

PREVENTIVEMAINTENANCEINSPECTIONSAND SERVICES

INTRODUCTION

Vehicleandcomponent(e.g.,handicappedaccessequipment)manufacturersmanualsareanimportantpartofthevehiclemaintenanceplanastheydefinespecificmaintenanceintervalsandprovidecriticalinformationwhenthemaintenanceworkisactuallytobeperformed.

Preventivemaintenance(PM)inspectionsandScheduledservicesshouldfollowtherecommendedintervalsbythemanufacturer.Ifpreventivemaintenanceservicesarenotbeingdoneaccordingtotheguidelinesofthemanufacturer,theagencymayjeopardizeanyclaimtoawarranty.

(AppendixA:INSERT PreventiveMaintenanceSchedule)

Serviceseligibleforwarrantypaymentmustbemadebytheappropriatepersonnelandfiledwiththemanufacturer.Documentationofsuchservicesshouldremaininthevehiclefile.

(AgencyName)operatesawarrantyrecoveryprogramtoensurethatcostofpartsandrepairsonwarranty-covereditemsarerecovered.

Authorizationforwarrantyreturnandlaborclaims,ifapplicable,areobtainedfromthemanufacturerorvendor.Informationissuppliedtothevendoronthecircumstancesofthefailure,ifknown.Theitemisthenreturnedtothevendorwarrantydepartmentforrepairorreplacement.(AgencyName)retainscopyofthewarrantyclaimformfortrackingpurposes.TheAgencywillalsonotifyRTCofallwarrantyreturns.

DOCUMENTATION

Preventivemaintenance(PM)inspectionsandScheduledservicesshouldbeperformed,anddocumentedaccordingtoaproperschedule.Alldocumentationincludingmaintenanceforms,logs,receipts,inspections,andtriplogsshouldbekeptthroughthelifeofthevehicleplus3years.Whenevera mechanicor tow truck is dispatchedtoavehicleinservice, documentation should besubmittedandplacedinthevehiclefile.(AgencyTitleofStaff)isresponsibleformaintainingthevehicledocumentation.

(SeeAppendixB:INSERT documentation that captures this information OR use SAMPLE InformationforOnsiteMechanic/Tow in Appendix B)
PMINSPECTIONS

Preventivemaintenance(PM)inspectionsarebasicinspectionstohelpprovideanopportunitytodetectandrepairdamageorwearconditionsbeforemajorcomponentsneedrepairs.

Theseinspectionsgenerallycover:

  • Alistofspecificitemstobechecked
  • Recordrepairsandtheroutineapplicationoffluids
  • Indicateinspectioninterval(i.e.,dailyorweekly);andmileage
  • Indicateifrepair/replacementis neededforanitem.
(SeeAppendixC:INSERT dailyinspectiondocument OR use SAMPLE provided in Appendix B - Daily InspectionChecklist)

IDENTIFIEDDEFECTS

Identifieddefectsshouldbereportedto(AgencyTitleofStaff).Defectsmustbereviewedandrepairedbasedonthecategorieslisted:

  • SAFETYDEFECT

Thevehiclecannotbereleaseduntiltherepairsarecompleted,exceptincaseofanemergency.Safetycannotbecompromised.

MECHANICALDEFECT

Adefectthatwillworsenandincreasecost.Thevehiclecannotbereleaseduntiltherepairsarecompleted,exceptincaseofanemergency.

ELECTIVEMECHANICALDEFECT

AdefectthatdoesnotcompromisesafetywillnotcausefurtherdamageifoperatedbutneedstobecorrectedpriortothenextPMcycle.Repairshouldbescheduled.Duetotransportationcostsanddisruptiontooperations,thisdecisionshouldnotbemadelightly.

ELECTIVEORCOSMETICDEFECT

Thedefectwillnotcompromisesafetyandwillnotcausefurtherdamageorcostasitisan aestheticdefect.The vehicleshouldbescheduled foranoff-peaktime inthefuture, asdeterminedbymanagement,oratthenextscheduledPMService.

(SeeAppendixD:INSERT documentation capturing defects OR use SAMPLE provided in Appendix D - ReportingDefectssheet)
TYPES ANDDESCRIPTIONSOFPMINSPECTIONS

Themanufacturer’srecommendedservicescheduleshouldbeadheredtobyeithermileageormonths.BasicPMServicesare4levelsthatarelistedbelow:

(Note:SeeManufacturer’sManualformileage/monthinternals- enter information accordingly)

LevelA–Conductedat(?Miles/?monthintervals).Changeoilandfilter,inspecttires,electricalsystem,serviceallfluidlevels,lubricatechassisanddoors,checkA/C,hoses,fireextinguishers,belts,brakes,lights,testdrive,bodydamage,etc.Inspectandtestvehiclelift.

LevelB–Conductedat(?Miles/?monthintervals).IncludesallitemsinlevelA.Checkcoolant,specificgravity,andpH.

LevelC–Conductedat(?Miles/?monthintervals).AllitemsinlevelsAandB,pluschangefuelfilter,replaceairfilter,andinspectionofbrakingsystem.

LevelD–Conductedat(?Miles/?monthintervals).AllitemsinlevelsA,B,andC,plusinspectionandrepackofwheelbearings.

(SeeAppendixE:INSERT documentation to capture PMServiceScheduleOR use SAMPLE provided in Appendix E - PMServiceSchedulesheet.)

PRE/POSTTRIPINSPECTIONS

Animportantaspectofpreventivemaintenanceistheestablishmentofstrongcommunicationbetweendriversandmanagement.Aneasywaytoensureanddocumentthiscommunicationlinkis throughthe use of thedriver’sdailyvehicle inspectionchecklistthatiseitherapre-triporpost-tripinspection.

Thedrivershouldidentifyanydefectsandreportthemto(AgencyTitleofStaff).Allchecklistsaretobemaintainedinthevehicle’spermanentfile.

Thepre-andpost-tripinspectionformsshallbelegiblycompletedandsignedbythevehicledriver.Apre-tripinspectionshouldincludeataminimum:

(See AppendixF: INSERT documentation to capture Pre and Post Trip Inspection information OR use SAMPLE Reports in Appendix F and Appendix G.)
  • Cleanliness–Properlymaintainedandfreeofloosearticles.
  • Lightsandreflectors–High/lowbeams,taillights,turnsignals,
  • 4-wayhazardflashers,markerlights,licenseplatelight,andreflectorsshouldbecleanedasneeded
  • Brakes–Bothfootandemergencybrakesshouldbecapableofeffectivelystoppingorrestrainingthevehicle.Brakepedalshouldbefirmafter1–2inchfreeplayonasingledownstroke.Nonoises,vibration,orsteeringchangesshouldresultfromapplyingthebrakeswhilemoving.
  • Horn–Givesanadequateandreliablewarningsignal.
  • Windshield, washer reservoir, wipers, and defroster – Surfaces must be clean andunobstructed,insideandoutside.Washerreservoirsaretobefilledasneeded.
  • Mirrors–Allrearvisionmirrorsmustbeclean,properlyadjusted,andunobstructed.Outsidemirrorsmustbemountedonbothsides.
  • Tires–Mustbeofadequateloadcapacitywhenvehicleisfullyloaded.Tiresshallbeinflatedtorecommendedpressuresandcompatiblewitheachset(i.e.,allradialsorallbiasply;nomixedsets.)Tirewearsurfacesandsidewallsshallbeinspecteddailyfordebris,damage,andwear.Tiresshallbereplacedpriortorevealingthe“wearbars”betweenthetreadsatthecontactsurface.
  • Speedometer–Shallbeoperationalandaccuratelyrecordspeed.
  • Seatbelts–Ifthevehiclehasseatbelts,theymustbeingoodoperatingconditionandusedbyallpassengersanddrivers.Wheelchairpassengerrestraintsandsecurementsystemsshallbefullyoperational.
  • Doors–Capableofbeingopened,shut,andlockedasrequired.
  • Fluids–Allfluidlevelsmustbecheckedeachtimethevehicleisfueledandmaintainedatthemanufacturersrecommendedoperatinglevels.Thisincludesenginecoolant,oil,brakefluid,powersteeringfluid,transmissionfluid,andwashersolvent.
  • Wheelchairlifts–Checkoperatingandstructuralconditionbyoperatingthroughone(1)completecycle.
  • EmergencyEquipment–Shouldbepresentandoperational:

1.Flares

2.Firstaidkits

3.Bloodborne pathogens cleanupkit

4.Reflectivevestfordriver

5.Fireextinguishers

6.Flashlightwithbatteries

7.Reflectivetriangle

8.Cleanup kit for cleaning andsanitizingvehicle

Apost-tripchecklistshouldincludeataminimum:

  • Servicebrakesincludingtrailerbrakeconnections
  • Parking/handbrake
  • Steeringmechanism
  • Lightingdevicesandreflectors
  • Tires
  • Horn
  • Windshieldwipers
  • Rearvisionmirrors
  • Emergencyequipment
  • Wheelchairlift
(SeeAppendixH:INSERT documentation to capture Post-Tripinformation Checklist OR use SAMPLE Appendix H - Post-TripChecklist.)

Theinspectionshallidentifythevehicleandlistanydefectordeficiencydiscoveredbyorreportedtothedriverwhichwouldaffectthesafetyofoperationofthevehicleorresultinitsmechanicalbreakdown.Ifnodefectordeficiencyisdiscoveredbyorreportedtothedriver,thereportshallsoindicate.Inallinstances,thedrivershallsignthereport.Driverneedstosignthedrivervehicleinspectionreport.

ADAACCESSIBILITYEQUIPMENT

INTRODUCTION

TheAmericanswithDisabilitiesActof1990(ADA),Title49CFRSection37.161,SubpartG,requiresthattransportationservicesmaintaintheADAfeaturesoftheirfacilitiesandvehiclesinoperativecondition.TheseADAfeaturesincludebutarenotlimitedto:

  • Liftsandothermeansofaccesstovehicles;
  • Securementdevices;
  • Signageorsystemstoaidcommunicationswithpersonswhohaveimpairedvisionorhearing.

Accessibilityfeaturesmustberepairedpromptlyiftheyaredamagedoroutoforder.Whenanaccessibilityfeatureisoutoforder,(AgencyName)shalltakereasonablestepstoaccommodatepersonswithdisabilitieswhowouldotherwiseusethefeature.

ADATitle49CFRSection37,163requirestheestablishmentofregularandfrequentmaintenancechecksofthelifts.Thevehicledriversmustreport,bythemostimmediatemeansavailable,anyfailureofalift.Thevehicleliftshouldberepairedassoonaspossible.

ADATitle49CFRSection37,173requiresallpersonneltobetrainedtoproficiencyintheuseofADAequipment,asappropriatetotheirduties.

PREVENTIVEMAINTENANCEPLAN

ApreventivemaintenanceplanforADAaccessibilityfeaturesshouldbeinplace;includingasystemofmaintenancechecksbasedonmanufacturersrecommendedguidelineswithinnumberofcyclesoryearly,whichevercomesfirst.

(SeeAppendixI:INSERT documentation to capture WheelchairLiftMaintenancePolicy OR use SAMPLE Appendix I - WheelchairLiftMaintenancePolicy.)

MANAGEMENTOFVEHICLEFLEET

PHYSICALINVENTORY

(AgencyName)willconductaphysicalinventorycheckonallvehiclesandliftsannually.

VEHICLEHISTORYFILE
Eachvehiclewillhaveawrittenrecorddocumentingpreventivemaintenance,regularmaintenance,inspections,lubrications,andrepairsperformed.
(SeeAppendixJ:INSERT documentation to capture Maintenance Log information OR use SAMPLE Appendix J - Monthly Preventative Maintenance ReportandSAMPLE AppendixK:MechanicServiceSheet.)

Aminimumofthefollowinginformationwillbemaintainedintherecords:

  • Identificationofthevehicle including:
  • Serial/VINnumber
  • Year
  • Make
  • Modeltype
  • Licenseplatenumber
  • Date
  • Mileage
  • Descriptionofeachinspection,maintenance,repair,lubricationperformed
  • Thenameofthebusiness/shopperforminganinspection,maintenance,lubrication,orrepairtothevehicleorlift.

(AgencyName)willusethebusinessesorshopslistedbelowforvehiclemaintenance.(AgencyName)hasconfirmedwiththebusinessesandshopslistedbelowthatthemechanicsarecertifiedandqualifiedtoperformmaintenanceworkonavehicle.

1)Nameandfulladdressrequired2)

(AgencyName)willusethebusinessesorshopslistedbelowforliftmaintenance.(AgencyName)hasconfirmedwiththebusinessesandshopslistedbelowthatthemechanicsarecertifiedandqualifiedtoperformmaintenanceworkonalift.

1)Nameandfulladdressrequired2)

AppendixA:SAMPLE

PreventiveMaintenance Schedule

Appendix B: SAMPLE

Information forOnsiteMechanic/Tow

1)Today’sDate

2)Last 5 digits of VIN

3)Time Called

4)Driver

5)Route

6)LocationofVehicle:Be specific – street address,cross street, highwaymarker

7)ReportedTrouble:Askspecific questions and be as precise as possible.

10)Replacement vehicle ______11) Callreceivedby:______

MANAGEMENTREPORT

1)Time ArrivedatBus:

2)CircleOne:In-Service RepairBusExchangeTowed

3)Time Repair/Exchange Completed

4)Nature ofTrouble

5)Remarks

Operator’s Signature

Agency Staff Signature

AppendixC:SAMPLE

DailyInspectionChecklist

VIN

Odometer

Vehicle Number

Date

AdditionalComments:

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Appendix D: SAMPLE

Reporting Defects

VIN

Date

Mileage

Pleasecircleallthatapply:

Doors / W/C Lift / A/C or Heat / Exterior Lighting
Stick / No Power / Defroster / Headlights
Too fast / Deploy / No Heat / Tail Lights
Too Slow / Platform / No A/C / Turn Signals
Won’t Close / Restraint / A/C Light / Flashers
Won’t Open / Stow / Blowers / Clearance
Electrical / Suspension / Brakes / Body Damage
Dome Lights / Air Leak / Pull L/R / Bumpers
Gauges / Leans / Lock Up / Front End
Telltale Lamps / Won’t Raise / Soft / Rear End
Horn / Kneeler / Noisy / Left Side
Chime / Noisy / Parking Brake / Right Side
Windows / Mirrors / Steering / Radio
Broken / Broken / Hard / Dead
Etched / Too Loose / Shimmies / Static
Won’t Open / Too Tight / Excessive Play / Volume
Won’t Close / Won’t Adjust / Pulls Left / Won’tTransmit
Need Cleaning / Spot Mirror / Pulls Right / Won’t Receive
Engine / Transmission / Tires
Stop Light / Low Power / Transmission Light / Flat
Check Light / Won’t Start / Won’t Shift / Damaged
Overheats / Oil Leak / No Forward / Low Air
Smokes / Fuel Leak / No Reverse / Low Tread
Vibrates / Water Leak / Slips / UnevenWear
Stalls / Noisy / Leaks / Loose Lugs
Other
Wipers / Accelerator / SensitiveEdge / Emergency Exits
Interior Dirty / ExteriorDirty / Graffiti / Interlock
Seats / Other (specify):

Repair Action:

Body Damage (circle ordesignate damaged areas):

Driver’s Signature:

Date:

AgencyStaffSignature:

Date

Appendix E: SAMPLE

PM Service Schedule

PreventiveMaintenance Level – Schedule by Mileage

VINDate
PM
Level / Cumulative Mileage / PM
Description / Date of Service / Comments(useback or otherpaper and attach as necessary)
A
A
A
B
A
A
A
C
A
A
A
B
A
A
A
D

Repeattheschedule.

LevelA:Conductedat?miles/monthsinterval.Changeoilandfilter,inspecttires,electricalsystem,serviceallfluidlevels,lubricatechassisanddoors,checkA/C,hoses,fireextinguishers, belts, brakes, lights, test drive, bodydamage, etc. Inspect and test vehicle lift.

LevelB:Conductedat?miles/monthsintervals.IncludesallitemsinlevelA,plustransmission fluid and filterchange.Checkcoolant, specific gravity, and pH.

LevelC:Conductedat?miles/monthsintervals.AllitemsinlevelsAandB,pluschangefuelfilter,performcompleteenginetune-up,replaceairfilter,drainandrefilldifferentiallubricant, and inspect braking system.

LevelD:Conductedat?miles/monthsintervals.AllitemsinlevelsA,B,andC,plusinspection and repack ofwheel bearings.

Appendix F: SAMPLEPre-Trip Inspection Report

VIN: / VIN:
Driver 1: / Driver 2:
Start Miles: / Start Miles:

DailyCheckList: Place acheck mark() to indicate the item was inspected. Place anXifaproblemis detected with an item. All items with anXmust be detailed at the bottomof the sheet.

Itemto Inspect / Driver1 / Driver2 / Item to Inspect / Driver1 / Driver2
Oil level / A/C heater defroster
Water coolant level / Passenger door
Water/oil leaks / Emergency exits/lights
Tires/lug nuts / Fire extinguisher
Head lamps / Emergencyreflectors
Turn signals / First aid/accidentkit
Hazardlights / Wheelchair restraints
Clearance lights / W/Cinterlock system
Brake lights / W/Clift
Backup lights / Handrails
Glass (all)andmirrors / Seatbelts
Clean exterior / Modesty panels
Proper decals / Registration
Brake pedal / Insurance info
Emergency brake / Radio
Backup beeper / Horn
Wipers/washers / Clean interior

Body Damage Description:

Explanationor Comments:

Appendix G: SAMPLEPost-Trip Inspection Report

VIN: / VIN:
Driver 1: / Driver 2:
Ending Miles: / Ending Miles:

DailyCheckList: Place acheck mark() to indicate the item was inspected. Place anXifaproblemis detected with an item. All items with anXmust be detailed at the bottomof the sheet.

Itemto Inspect / Driver1 / Driver2 / Item to Inspect / Driver1 / Driver2
Water/oil leaks / Passenger door
Tires/lug nuts / Emergency exits/lights
Head lamps / Fire extinguisher
Turn signals / Emergency reflectors
Hazard lights / First aid/accident kit
Clearance lights / Clean interior
Brake lights / Clean exterior
Backup lights / Wipers/washers
Glass (all)andmirrors / Other:

Body Damage Description:

Explanationor Comments:

Appendix H: Post-Trip Checklist

Driver

Date

VIN

Time/End of Trip

Check items that havebeeninspectedfollowingtripcompletion:

parking/hand brakesteering mechanism

lightingdevicesandreflectors windshieldwipers

emergencyequipment

service brakesincluding trailerbrakeconnections

horn tires

coupling devices wheelsand rimsrear vision mirrors

List any defect or deficiency discoveredorreportedthat would affect the safety or operation ofthe vehicle or result in its mechanical breakdown (indicate if none, as well):

Driver’s SignatureDriver’s Printed Name

****************************************************************************** Describecorrectionactiontaken:

Corrective action:

1.Agency shall certify on the originaldrivervehicle inspectionreportwhichlistsany defector deficiency thatthedefectordeficiency has beenrepairedorthatrepairisunnecessarybeforethevehicleisoperatedagain.

2.Every agency shallmaintain the originaldrivervehicleinspectionreport, thecertificationofrepairs,andthe certification ofthe driver'sreview forthree(3) months fromthedatethewritten report was prepared.

Printed NameSignatureDate

AppendixI:WheelchairLiftMaintenancePolicy

Wheelchairliftsshall beserviced basedondutycycles.Aduty cycle is one (1)fullcyclefromstowed position back to stowed position. The number ofcyclesaliftisoperatedinagivenshiftwillbe documented onthedaily trip sheet.The supervisor will keep a runningtally ofthe liftcyclesforeachvehicle,andsendthevehicleinforthenextdesignatedservicepriortoreaching the maximumnumber of lift cyclesallowedbetweenservices.

Indicate which maintenance schedule is required based on the lift manufacturer:

Includes inspection and serviceatENTER CYCLES (e.g. 150,750,1,500, etc.)cycleswithservice and inspection at consecutive ENTER CYCLE# cycles OR at PARTICULAR CYCLE INTERVALcycles. Thisschedulealso requires service at ENTER CYCLE INTERVALcycles to be performed by acertified technician (if applicable.)

Appendix J: SAMPLE

Maintenance Log for Year______

MONTHLY PREVENTIVE MAINTENANCE REPORT
Reporting Agency:
Agency Address & Phone:
Reporting Month: / October / ENTER VEHICLE LIC# & VIN# - IF NEW VEHICLE ENTER 0 (ZERO) DATA FOR ALL REMAINING COLUMNS FOR OCTOBER REPORTING
Vehicle Fleet # / License No. / VIN / Monthly Starting Miles / Monthly Ending Miles / Total Miles / Odometer at Last Service / Service Type / Miles Since Last Service / Previous Service Type / Previous Service Miles / Miles Between Services / Date of Last Service / Date of Previous Service / Days Between PMIs
1 / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0
2 / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0
3 / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0
0
Description of Service Type Performed: / Business/Shop Name
Van 1
Van 2
Van 3

This document has been created by RTC in Excel as a workbook with monthly tab tracking sheets. Mileage data carries over from month to month. This spreadsheet will be provided to you for your use or you may develop your own.

Appendix K: SAMPLE

Mechanic Service Sheet

DateVINPlate NumberMileage

Basic Services List

AdditionalServices List

Change engine oil and filter

Tires: rotate and measure tread depthTirepressure:

RFLFRRLR Inspect wheels and related componentsPerformmulti-pointinspection

Inspect automatic transmission fluidlevels

Inspect brake pads, shoes, rotors, drums,brake linings, hoses, and parking brakeInspectenginecoolingsystem concentration and hoses

Inspect exhaustsystemand heat shieldInspect front axle and U-joints,lubricateifequippedwith grease fittings

Inspect half-shaft boots(ifapplicable)Inspectsteeringlinkage,balljoints, suspension,tierodends,driveshaftand U-joints;lubricate ifequipped withgrease fittings

Torque rear U-boltsInspectcabinairfilters

Lift – inspect and lube if liftinstalled

Parts/Materials Used:

Replace cabin air filters

Replace climate-controlled seat filterReplace engine air filter

Inspect valve clearances

Change automatictransmission fluid andfilter

Replace front wheel bearing greaseReplace spark plugs

Change engine coolant

Change manualtransmission fluidChange rear axle fluid

Inspectaccessorydrivebelt Change front axle fluidChange transfer case fluidReplaceaccessorydrivebelts Replace front wheel bearings

Comments:

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