Date Adopted by

Provider
Asset Maintenance
Plan
Enter Transit Name

SDDOT 4/2020
.
Table of Contents
Purpose....................................................................................................................................................................2
Goals and objectives................................................................................................................................................2
Organization and assignment of responsibility.......................................................................................................2
Maintenance Schedules and Forms.........................................................................................................................3
Record Keeping.......................................................................................................................................................3
Record Retention.....................................................................................................................................................4
Asset Maintenance..................................................................................................................................................4
Scheduled Service Intervals................................................................................................................................5
Vehicle Cleaning.................................................................................................................................................5
Facility Cleaning.................................................................................................................................................5
Equipment............................................................................................................................................................5
Accessible Features.............................................................................................................................................5
Asset Inspections.....................................................................................................................................................6
Vehicle Pre-trip...................................................................................................................................................6
Facility Inspection...............................................................................................................................................7
Equipment Inspection..........................................................................................................................................8
Warrantees...............................................................................................................................................................8
Safety.......................................................................................................................................................................9
Useful Life Standards..............................................................................................................................................9
Spare Ratio..............................................................................................................................................................9
Transfer & Disposal..............................................................................................................................................10
Insurance Requirements........................................................................................................................................10
Training.................................................................................................................................................................10
Emergency.............................................................................................................................................................11
Sample Schedules and Inspection Forms..............................................................................................................12

pg. 1
Purpose
Through a system of periodic inspections and preventive maintenance to be performed
at certain defined intervals, (agency name) assures all assets are properly maintained.
The plan provides goals and objectives of a maintenance program and establishes how
the recipient will meet such goals and objectives. The maintenance schedule will be
updated with the purchase of assets to account for new technology, new manufacture’s
recommended maintenance intervals and programs, and incorporate actions to maintain
each asset on a specific cycle. These actions will help ensure proper care, maximize
longevity and provide proper maintenance of assets.

Goals and objectives

Public transit requires a considerable investment in facilities, equipment and vehicles.
(Agency name) believes in keeping their assets in proper working order. Proper
maintenance of assets is key to protecting the Federal Transit Administration (FTA) and
local investment, reducing overall expenses and increasing the longevity of the asset.
An asset is considered as substantial if:
1. The asset has an original cost of $5,000 or more.
2. The asset has an estimated useful life over a year.
The vehicles, equipment and facilities will be maintained at a high level of cleanliness,
safety, and mechanical soundness. The State and FTA will conduct periodic inspections to
confirm proper maintenance.

Organization and assignment of responsibility

Overall implementation of this policy – (Agency Enter Specific employee title)
Maintaining records & records retention – (Agency Enter Specific employee(s) title)
Maintenance of Assets – (Agency Enter Specific employee(s) title)
Pre-trip & post-trip inspections – (Agency Enter Specific employee(s) title)
Preventative maintenance – (Agency Enter Specific employee(s) title)
Repairs – (Agency Enter Specific employee(s) title)
Wheelchair lifts & other equipment - (Agency Enter Specific employee(s) title)
Warranty issues - (Agency Enter Specific employee(s) title)
Safety – (Agency Enter Specific employee(s) title)
Useful life & spare ratio – (Agency Enter Specific employee(s) title)
Transfer & disposal – (Agency Enter Specific employee(s) title)
Insurance – (Agency Enter Specific employee(s) title)

pg. 2
Training – (Agency Enter Specific employee(s) title)

Maintenance Schedules and Forms

When a new asset is purchased by (agency name), the (title of employee responsible)
will review the maintenance schedule in the owner’s manual to create a maintenance
plan for the asset. If no owner’s manual is included with the asset, the (title of employee
responsible) will request recommended maintenance information directly from the
manufacturer. (Agency: insert process of how this schedule is created – in the asset
management software, on a spreadsheet, etc. Note: schedules can be uploaded to
SDDOT asset management software.) This plan will list the service functions and time
intervals in months, miles or cycles. (Agency name) follows this schedule to complete
the maintenance on the asset and records the maintenance in the SDDOT approved
asset management software. Any repairs, including repairs made under warranty, will
be recorded in the asset management software as well. All agency schedules and forms
are to be incorporated into the agency’s asset maintenance plan.

Record Keeping
(Agency include how the agency will maintain records, PM schedules, condition ratings,
pre-trips, invoices to support maintenance.)

(Agency name) will use the SDDOT provided asset management software to maintain
detailed records for all assets to ensure the asset is inspected and maintained on a
routine basis per manufacturer specifications and SDDOT guidelines. If asset is less
than $49,999 and greater than $5,000 Agency is to keep records on file. Records will
include:

a) description of the asset;

b) identification number or serial number;
c) entity or individual that holds title to the asset;
d) source of funding (the FAIN number under which it was procured);
e) acquisition date;
f) asset cost;
g) percentage cost of federal participation;
h) location;
i) use and condition;

pg. 3
 j) useful life; and
k) the disposition data, including the date of disposal and sale price, whom sold to,
or where applicable, method used to determine fair market value.

Record Retention
Per CFR200.333, (Agency name) will retain financial records, supporting documents,
statistical records, and all other non-Federal entity records pertinent to a Federal award
for a period of three years from the date of submission of the final expenditure report or,
for Federal awards that are renewed quarterly or annually, from the date of the
submission of the quarterly or annual financial report, respectively, as reported to the
Federal awarding agency or pass-through entity in the case of a subrecipient. If any
litigation, claim, or audit is started before the expiration of the 3-year period the records
must be retained until all litigation, claims, or audit findings involving the records have
been resolved and final action taken. When notified in writing by the awarding agency,
(Agency name) will retain the records for the period of the extension. All levels of
service, inspections, replacement, and/or repairs and preventive maintenance
performed must be recorded and maintained electronically or on paper.

Asset Maintenance
(Agency name) will use the maintenance plan specifically developed for each asset to
perform preventative maintenance. (Job title of employee responsible) will (perform or
assure the performance of – depending on if maintenance is performed in house or by a
third party) the preventative maintenance using the maintenance plan created by (job
title of employee responsible). Preventive maintenance schedules are developed as a
guide to ensure maintenance personnel accomplish the proper maintenance. Detailed
procedures and tolerance are contained in the manufacturer’s maintenance manual for
each individual equipment item.

Timeliness of preventative maintenance is important. The following standards will be

used to gauge on the on-time performance of the preventive maintenance schedule.
The (job title of employee responsible) will check the (describe your process here -
software for generated work orders, the spreadsheet or paper list) on a weekly basis to
make sure all preventative maintenance is being handled and repairs are made in a
timely manner.

pg. 4
 Weekly Inspection: must be completed between the date issued and 7 days after the
due date. Some weekly inspections require daily actions; daily actions are checked
off as accomplished.
 Monthly Inspections: must be completed between the date issued and 15 days after
the due date.
 Quarterly Inspections: must be complete between the date issued and 30 days after
the due date.
 Semi-annual Inspections: must be completed between the date issued and 30 days
after the due date.
 Annual Inspections: must be completed between the date issued and 30 days after
the due date.

Scheduled Service Intervals

Following a preventative maintenance plan created from the manufacturer’s
recommendations for each asset, the (Agency name) performs this maintenance on a
regular basis depending on the recommendation, either by time periods, miles lapsed,
cycles or hours. Service intervals may vary depending on vehicle use, weather or road
conditions and topographical considerations.

Vehicle Cleaning
Vehicles will be regularly cleaned inside and out. The agency is responsible to have
standards to address cleaning activities and intervals to maintain asset for cleanliness.
Regular cleaning helps prevent premature vehicle aging, protects exterior paint, extends
the life of protective coatings, and helps prevent rust. It also increases passenger
comfort and maintains a positive agency image.

Facility Cleaning
Facilities and grounds are regularly cleaned. The agency is responsible to have
standards to address cleaning activities and intervals to maintain cleanliness. Regular
cleaning helps prevent premature aging, protects and extends the life of the asset. It
also increases the public and passenger comfort and maintains a positive agency
image.

Equipment
Request from vendor or research the equipment for the manufacture recommendation
to develop the maintenance schedule.

Each agency is required to follow manufacture recommendations to create maintenance

schedule for equipment purchased $5,000 and over.

pg. 5
 Accessible Features
(Agency name) has a specific preventative maintenance schedule for wheelchair lifts,
ramps or any other accessible features as assets. This plan follows the manufacturers
recommendations on intervals for inspection, lubrication and adjustment.

To achieve the goals and objectives of the agency and assure proper care and longevity
of ADA accessible equipment, the following preventive maintenance plan (PM) and
schedules listed below are followed. Preventive Maintenance Plan and Schedule is
designed to provide an adequate level of preventive maintenance for all ADA accessible
equipment. The recommended intervals are based on the manufacturer
recommendations.

Preventive maintenance is performed as suggested by the manufacturer. Cycle

intervals on vehicles may vary according to high usage and therefore scheduled
according to frequency of use.

Asset Inspections
(Agency name) uses the maintenance plan specifically developed for each asset to
perform required inspections. (Job title of employee responsible) will (perform or assure
the performance of – depending on if inspection is performed in house or by a third
party). Inspection checklists are developed for inspections as a guide to ensure that the
designated personnel accomplish the important aspects. Note: the inspection forms can
be uploaded to the SDDOT asset management software. For equipment, this would
apply for equipment costing more than $5,000. The agency would be responsible for
keeping the documentation for equipment less than between $49,999 and $5,000.

On an annual basis, any revenue service vehicles that have a capacity of 16 persons or
more (including the driver) must pass a safety inspection by the Motor Carrier division of
the South Dakota Highway Patrol per SDCL 32-21-3.1 The only exception to this is if
your transit agency is owned and operated by a governmental agency.

Vehicle Pre-trip
It is required that all revenue service vehicles funded through assistance with FTA funds
will have a detailed pre-trip inspection performed each day the vehicle is used. The pre-
trip inspection form shall note any maintenance and repair issues discovered during the
pre-trip inspection. At the minimum, the inspection sheet must include all applicable
items listed on the sample inspection sheet provided on the SDDOT website.

At the beginning of their shift, every driver will complete an inspection of the vehicle and
equipment following the agency checklist prior departing garage or parking area. (The

pg. 6
checklist can be completed electronically or by paper.) The driver will record the results
of the inspection and report any deficiencies. The inspection form must be signed and
dated by the inspector.

If there is a deficiency causing the vehicle to be unsafe for use, the driver will inform the
(job title of employee responsible) and the vehicle will be taken out of service until the
deficiency has been repaired.

Anytime throughout their shift when a mechanical or usability issue arises with an asset,
the driver will report it (agency add process - using software, verbally, paper form, etc.)

At the end of their shift, the driver will (describe if you require a post –trip inspection or a
walk around to look for damage).

Daily pre-trip inspections forms will become part of each individual vehicle’s
maintenance records.
Facility Inspection
(Job title of employee(s) responsible) will complete a monthly inspection of the facility
and grounds utilizing the facility inspection checklist. (Enter your agencies’ process
here). The documentation of the inspection and any maintenance or repairs performed
during this inspection will be recorded in the SDDOT asset management software. It is
required to have signed documentation of the inspections conducted on file.
Reference material of what should be on a facility inspection as it pertains:

A. Outside
a. Condition
b. Gutters and down spouts
c. Signs
d. Lighting
e. Roof
f. ADA Ramps and handrails – steps
g. Landscape
h. Sidewalks and parking lot
i. Outside doors – walk in and garage door
B. Inside
a. Floors
b. Paint
c. Inside doors
d. Electrical panels
e. Fire Alarm systems, Sprinklers and extinguishers
f. Rest Rooms
g. HVAC Systems, air handlers, etc.
h. Lighting
i. Water heaters
j. Water Softeners
k. Drains and sewer
l. Elevators
m. Security Systems
n. Emergency Lighting
o. First Aid Equipment
C. Equipment
a. Air compressor

pg. 7
 b. Hoist
c. Jacks and stands
d. Exhaust hoses and CO Detectors
e. Snow removal equipment
f. Lawn care equipment
g. Vacuums
h. Project tools
i. Wash system

On Site Fuel Systems

A. Dispensers
a. Hoses
b. Nozzles
c. Containment
d. Lights
B. Tank
a. Fill Stands
b. Lids
c. Pump’s containment
d. Pipe containment
e. Water sensors
f. Leak Sensors
g. Fill vents
C. Electrical
a. Card reader
b. Control panels
c. Printers
d. System Diagnostic Center

Equipment Inspection
(Job title of employee(s) responsible) will complete a monthly inspection of the
equipment utilizing the equipment inspection checklist specific to equipment. (Enter your
agencies’ process here). The documentation of the inspection and any maintenance or
repairs performed during this inspection will be recorded in the SDDOT asset
management software for equipment $50,000 and over. If the equipment cost was
$5,000 and $49,999 keep documentation of inspections on file. It is required to have
signed documentation of the inspections conducted on file.
On Site Fuel Systems inspection example.

D. Dispensers
a. Hoses
b. Nozzles
c. Containment
d. Lights
E. Tank
e. Fill Stands
f. Lids
g. Pump’s containment
h. Pipe containment
i. Water sensors
j. Leak Sensors
k. Fill vents
F. Electrical
l. Card reader
m. Control panels
n. Printers
o. System Diagnostic Center

pg. 8
Warrantees
The warranty recovery and preventive maintenance is performed as suggested by the
manufacturer. Cycle intervals on vehicles may vary according to high usage and
therefore scheduled according to frequency of use. Warranties need to be addressed as
they arise such as recall notice from vendor, as an issue occurs or found during
inspection. It is the agency’s responsibility to obtain the warranty process and recovery
from vendors. Warranty information should be reviewed at the time of purchase to
determine this process and document for per asset.

Warranty activity must be performed and documented according to the guidelines of the
manufacturer, supplier or builder. Documentation must be retained according to record
keeping guidelines

Safety
It is pertinent that safety practices are implemented and followed when inspecting and
maintaining assets. (Agency provide their process for safety as part of maintenance only
and safety of assets.) Agency should refer to their safety plan.

Useful Life Standards

Each agency is required to maintain assets to ensure it meets minimum useful life
requirements. Refer to the SDDOT Transit Asset Management (TAM) plan.

Spare Ratio
In order to maintain services without disruption when regularly assigned vehicles are
down for maintenance servicing or repair, agencies need to maintain an appropriate
number of back-up/spare vehicles. One published rule-of-thumb suggests that 85% of
an agency’s total fleet should be available for active revenue service (passengers on
board), with 15% assigned as back-up vehicles for maintenance service and accident
downtime.

More specific guidelines have been published for assisting agencies to determine the
appropriate ratio of back-up vehicles for their fleet. Agencies should note these are
general guidelines, not hard-and-fast rules. Some other factors the agency should
consider in determining appropriate back-up vehicle capacity include geography, type of
terrain traveled, road conditions, harsh weather conditions, length of routes, and
condition of the current fleet.

pg. 9
SIZE OF AGENCY’S REGULAR SCHEDULED FLEET

MINIMUM NO. OF BACK-UP VEHILCES REQUIRED

1 - 7 vehicles 1

8 - 13 vehicles 2

14 - 20 vehicles 3

21 - 29 vehicles 4

30 - 39 vehicles 5

Transfer & Disposal

At such a time when the asset is withdrawn from transportation service, (agency name)
will notify SDDOT. If the asset can still be used for transportation service, SDDOT will
give written approval for the transfer of the equipment. (Agency name) may transfer
ownership of the equipment to another private nonprofit organization and receive a
payment of twenty percent (20%) of the estimated equipment value from the receiving
organization. SDDOT will establish the estimated equipment value and may permit
(agency name) to dispose of the asset in accordance with the South Dakota State
Management Plan.

Insurance Requirements
Subrecipients are required to have at a minimum the equivalent insurance coverage for
real property and equipment acquired or improved with federal assistance used to
acquire the property owned by the subrecipient per FTA circular 5010.1E.

Also, see SDCL 32-40-9 for minimum insurance requirements for any agency hired to
provide prearranged passenger rides.

(Agency provide how the agency meets the minimum requirement.)

Training
To achieve the goals and objectives of the maintenance plan, orientation training is
provided to all applicable staff.

The training will include the following concepts:

 Asset familiarization, including training on all equipment for which
employees have responsibility, such as including engine compartment,
driver controls and passenger safety devices.

pg. 10
  Drivers should be trained to recognize unusual noises and to
communicate basic mechanical problems to the designated staff within
agency.
 Recognizing when an asset requires service, maintenance, or inspection
and how to notify the appropriate vendor to perform needed work.
 Asset safety training including hazard identification, location of fire and
life safety equipment, facility power emergency disconnect location,
safety exits, and emergency incident procedures.
 Vehicle maintenance requirements, processes and objectives.
 Policy training, including safety and maintenance policies.
 Training on forms and procedures used in the agency’s asset
management information system, including all inspection checklists.
 Instruction on the safe operation and maintenance of all asset safety
equipment, and ADA equipment.
 Specialized certification training if required by state, federal, or municipal
regulations, and/or as a condition of employment (example ASE
Certification, CDL license holder).

Maintenance training should cover all assets operated by the transit agency. Training
manuals, maintenance manuals, and all updates/revisions should be provided at the
central location, or in a shared electronic format for each asset type being used by the
transit agency.

Manufacturers or component companies that manufacture the engine, transmission, or

heating and air conditioning for the vehicle often offer specialized maintenance training.
This might take place at their facility, or they may offer to travel to your location for
training sessions. In addition to training, manufacturers commonly provide regularly
updated manuals and bulletins to keep mechanics informed of the latest
recommendations and guidelines.

Emergency
If an emergency/public health crisis/disaster has been declared or announced, (Agency
name) will follow all local, state and federal procedures and guidance provided and will
stay abreast daily on the situation.

pg. 11
Sample Schedules and Inspection Forms

pg. 12
Facility Preventive Maintenance Tracking
Director of Maintenance
Year:
VPT Preventive Maintenance Jan Feb Mar April May June July Aug Sept Oct Nov Dec
Date Completed
Air Handler annual
Air condtioner quarterly
Furnace quarterly
Fire Extinguishers monthly
1st aide/ eye wash monthly
Garage Doors bi annual
Outside of Building annual
Parking Lot annual
Roof Inspection annual
Water Heater monthly
Emergency Lights monthly

Comments_________________________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________

Transit Operator Vehicle Assistant

Year
VPT Preventive Maintenance Jan Feb Mar April May June July Aug Sept Oct Nov Dec
Date Completed
Sewer Lines quarterly
Power Washer monthly
Air compressor monthly
Restrooms
Water Softener NA

Comments_________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________

Annual ADA Equipment Inspection

Vehicle _____________________
  Completed
Abnormal noises as lift operates  
Inspect underside of vehicle to verify nothing is out of the ordinary  
Check that control pendant is not damaged and cable connectors are tight  
Inspect electrical wiring for frayed wires, chaffed wires, loose connectors, etc.  
Place vehicle in non-interlock mode and attempt to operate lift  
Verify that all lift decals are affixed, visible and legible and replace  
Verify that all handrail fasteners are properly tightened  
Verify that all lift mounting and support points are in proper order & free of damage  
Verify that all mounting bolts are tight  
Verify all travelling frame pins are installed properly, free of damage & locked in
position  
Verify platform operates properly during lift functions with obstructions  
Verify that inner rollstop operates properly during lift functions without obstructions  

pg. 13
Verify that rollstop operates properly without obstructions when it contacts the
ground  
Verify platform rollstop operates properly without obstructions when it contacts the ground  
Check for visible hydraulic leakage  
Verify backup pump manual release valve is lightly-snug  
Verify that all handrail fasteners are properly tightened  
Rub all surfaces with a light oil and soft cloth and wipe excess  
When platform is on the ground, check hydraulic fluid level  
Check hydraulic cylinder for leaks  
Inspect hydraulic hoses for damage  
Verify all fittings are tightly secured  

Track anchorage fittings  

Track fittings insertion  
Track fittings securement  
Track fittings plunger  
Plunger cleaning  
Tie-down retractors  
Retractor inspection  
Red release lever (functioning)  
Webbing inspection  
retractor damage  
Retractor inspection  
Pin connector bushing  
Occupant restraints  
Restraint anchorages  
Upper fixed anchorages  
Upper adjustable anchorages  
Upper anchorage fittings insert  
Lower fixed anchorage  
Lower adjustable anchorage  
Lower anchorage fitting insert  
Occupant restraint Height adjusters  
Manual height adjuster  
Retractable height adjuster  
Webbing inspection  
Occupant restraint style & operation  
Manual shoulder belt  
Manual lap belt  
Webbing inspection  
Retractable lap/shoulder  
Lap belt extension  
Webbing inspection  

pg. 14
________________________________________________ ______________________
Signature of inspector Date

____________________________________
Mileage

pg. 15