Maintenance

Vehicle operation and maintenance requirements include:

• Implementation of a preventive maintenance program that ensures vehicles are inspected and maintained according to Original Equipment Manufacturer (OEM) recommendations; and, 

• Operation of safe vehicles to transport clients.

Agencies are required to develop written maintenance policies and procedures in the form of a Maintenance Plan as part of the Transportation Operating Procedure (TOP). 
(Click here to download the latest FDOT TOP Template). The Maintenance Plan must include detailed information about the agency’s unique maintenance program practices.  

The Maintenance Plan should include:

• An inventory of all vehicles operated by the agency.

• Detailed description of preventive maintenance policies and procedures, including clearly defined target intervals and cycles for Preventive Maintenance (PM) inspections, routine and long-term maintenance practices, tracking and oversight methods, and follow-up and repair of PM inspection defects.

• Methods for identifying, communicating, and repairing safety-related deficiencies in a timely manner through daily pre-trip and post-trip inspections.

• How maintenance documents are maintained by the agency.

Implementation:  Vehicle history files should be maintained for the vehicle's life and include all maintenance, repairs, warranty work, and inspection checklists. 

Agencies must perform pre-operational and post-operational inspections of all 5310 vehicles used to transport passengers.  

(See the Preventative Maintenance Guide in the Resources & Templates page. Table 1 of the Guide includes a list of recommended vehicle components to be inspected.)  

On each day the vehicle is operated, agency staff (usually a driver) must conduct and document an inspection before the vehicle’s first trip and after the vehicle’s final trip of the day.  Click here to download the recommended Pre-trip/Post-trip inspection form.

Best practice guidance:  

• Typically, drivers complete pre/post inspections and communicate defects to a lead driver or supervisor responsible for follow-up and repairs.  The supervisor or lead driver should determine if the reported defect(s) is safety-critical and if the vehicle should be removed from service until repaired.  See below for more information regarding critical safety and safety-sensitive defects.

•  Pre/post inspections are an essential “early warning system” for identifying potential serious vehicle maintenance and safety issues.  An effective pre/post-inspection program can prevent or reduce unscheduled breakdowns and reduce vehicle downtime for extensive or costly repairs. 

Agencies are required to conduct two types of maintenance activities:

Preventive Maintenance Inspections: 

Routine scheduled Preventive Maintenance (PM) inspections for all vehicle components and systems that affect the safe operation of the vehicle. (See the Preventative Maintenance Guide in the Resources & Templates page. Table 4 for a list of recommended vehicle components to be inspected.)

• Completed PM inspection checklist forms and documentation of related repairs must be retained for the life of the vehicle. Click here to download the recommended ABC Inspection Form.

• Agencies must conduct at least 80% of preventive maintenance activities on time according to the target intervals identified in the TOP Maintenance Plan.  Activities are considered on-time if they do not exceed 110% of the agency’s target interval.

Long-term Maintenance: 

Routine long-term vehicle maintenance is guided by the vehicle's Original Equipment Manufacturer (OEM) recommendations.

 Best practice guidance:  Agency staff responsible for vehicle maintenance should consult with their chosen outsource maintenance shop to determine the recommended type and scope of preventive maintenance (PM) inspections and how they will be documented.  Agencies are responsible for ensuring the PM inspections and all documentation completed by the maintenance shop comply with FDOT/5310 requirements and OEM recommendations.  It is essential that PM inspections address all passenger safety systems and components as well as the operational/mechanical components of the vehicle.

Agencies must immediately remove from service any vehicle for which a critical safety defect has been identified.   

Click here to download the Preventive Maintenance Guide. See page 26 of the Guide for a list of examples of critical safety (and safety-sensitive) components. This is not an exhaustive list.  In District 6, the climate control system (AC or air conditioning) should be considered a critical safety component as well, especially when transporting vulnerable elderly and disabled passengers.

Best practice guidance: Agencies should develop and implement a process that ensures that all safety-related defects identified during pre-trip/post-trip inspections, and PM inspections, are immediately communicated to the person responsible for deciding if the vehicle should be removed from service.  This process should be spelled out in the TOP.

Agencies must track and monitor ongoing maintenance activities through specific oversight practices. 

Best practice guidance:  A tracking form or spreadsheet can be used to document all maintenance, inspections, defects, and repairs.  A manager or supervisor should routinely review and analyze each vehicle’s maintenance history to identify trends, ensure timely follow-up, and predict/schedule upcoming maintenance.  Click Resources & Templates  to download a recommended tracking & oversight form. 

 Agencies must adhere to the agency’s Transportation Operating Procedure (TOP) Maintenance Plan policies. 

Best practice guidance:  Transportation Program leadership should review and update the TOP Maintenance Plan on an annual basis to ensure day-to-day practices are accurately defined in the Plan.  At the same time, agency processes should be reviewed to ensure they support compliant implementation of all TOP policies and procedures.