RideSource Vehicle Maintenance Policy and Procedures

Special Mobility Services
RideSource Vehicle Maintenance Program

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.
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
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 +$tended vehicle inspection
5
13,333 Transmission fluid and filter service
1;,333 0uel filter service
433,333 Tune up
Spar" plug service
Cooling system service
C-+/%,@+T /+AT'%+
4
43,333 +$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$le fluid and filter service
433,333 Tune up
Spar" plug service
423,333 Cooling system service
0%+IB-T@IA+%
4
43,333 +$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
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
ACT"%E &)EET: A)) %EH"C)ES
(S A++6+6 M(IAT+A(AC+: 8,!+%(T,%9
0uel as needed
7ash vehicle e$terior as needed 8minimum #ee"ly9
Monitor performance of the climate control systems.
Clean interior #indo# glass, #ipe seats, mop floor
7++F@D M(IAT+A(AC+: 8,!+%(T,%9
6aily pretrip inspection, plus:
Chec" engine oil level
(dd oil as needed, log
Chec" engine coolant level
Chec" condition of belts and hoses
0ill out #ee"ly vehicle inspection form
6(I@D M(IAT+A(AC+: 8M+C-(AIC9
%evie# operator defect reports and repair, schedule for repair, or ta"e vehicle out of service as appropriate
ST(A6(%6 /+-IC@+ IAS!+CTI,A
4
Service procedures:
@ube lift pivot points
'ord only(
+ngine oil change, oil filter change
'reightliner only(
@ube suspension, steering lin"age, and driveline
Items to be inspected:
/ehicle history
%evie# preventive maintenance history
%evie# vehicle repair history
%evie# any pending #or" orders
!retrip inspection
Bauges
S#itches and controls
6river area condition
!assenger area condition
6rive test
Starting
Steering
(cceleration
Era"ing
Transmission
Chec" operation of heating and air conditioning
'nder hood
@isten for and investigate any unusual noises
Chec" transmission fluid level and condition
Chec" cooling system, coolant level and condition
Chec" bra"e fluid level
Chec" po#er steering fluid level and condition
Chec" #indshield #asher fluid level and condition
Chec" fuel lines and connections for lea"s
Inspect and adjust drive belts as needed
Chec" coolant hoses for lea"s and #ear
Chec" e$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
'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.
+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(
@ube chassis and suspension
'reightliner only(
%eplace fuel filters
,btain engine oil sample for testing
,btain coolant sample for testing
Standard inspection #l!s:
/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
CONT"NGENC+ &)EET: A)) %EH"C)ES
<'(%T+%@D M(IAT+A(AC+ : 3M+C-(AIC9
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
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
61 2000 Ford Starcraft Allstar Bus 1FDXE45S8YHB43093
62 2000 Ford Starcraft Allstar Bus 1FDXE45SXYHB43094
63 2000 Ford Starcraft Allstar Bus 1FDXE45SXYHB65239
66 2001 Ford E-450 Chassis ElDorado Nat'l AeroTech 240 1FDXE45SX1HB21893
90 2003 Ford S.D. Cutaway ElDorado Nat'l AeroTech 240 1FDXE45S03HB10727
97 2005 Chev Venture ElDorado Nat'l Activan 1GBDX23E63D315242
110 2005 Ford ElDorado Aerotech 240 1FDXE45S05HA77280
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
119
Chevy Venture
chassis Eldorado Nat'l Amerivan 1GBDV13E95D150709
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.
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.
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

*oad test

Starting
Steering
(cceleration
Era"ing
Transmission
-eating and air conditioning

Engine com#artment: engine r!nning

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
Coolant hoses for lea"s and #ear
+$posed #iring and vacuum hoses for #ear
&reigtliner only:

(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

$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

*oad test

Starting
Steering
(cceleration
Era"ing
Transmission
-eating and air conditioning

Engine com#artment: engine r!nning

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
0uel lines and connections
Coolant hoses for lea"s and #ear
+$posed #iring and vacuum hoses for #ear
Eattery and battery cable condition
&reigtliner only:
%eplace fuel filters

(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:
@ube suspension and chassis
Service bra"es and #heel bearings per inspection
&reigtliner only:
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

Oter sced!led maintenance

Oter !nsced!led maintenance

%ideSource !reventive Maintenance !rogram !age :

RideSource Vehicle Maintenance Policy and Procedures

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