2020 – 2024


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Northwestern Indiana Transit Asset Management

Group Plan for Small Transit Providers

Updated 8/27/20

Introduction

This Transit asset management group plan is for all small transit providers in Northwestern Indiana. Every small provider in this plan is a subrecipient of the Northwestern Indiana Regional Planning Commission. Transit operators and their accountable executives participating in this plan are:


Transit Operator

Accountable Executive

City of LaPorte, TransPorte

Beth West

City of Valparaiso, ChicaGo Dash and V-Line

Beth Shrader

Lake County Community Services

Blossom Mabon

East Chicago Transit

Frank Rosado

North Township Dial-a-Ride

Lisa Holland

Opportunity Enterprises

Amanda Geary

Porter County Aging and Community Services

Bruce Lindner


Each subrecipient in this group plan, and all the subrecipients together qualify as a Tier II Plan.

This plan will outline a strategy for replacing revenue vehicles, service vehicles, and facility upgrades, and targets associated with those strategies. These targets were made in collaboration with all transit operators in the small group plan. When developing the plan, operators indicated that this is one small part in a large set of reforms to transit funding. As such, aggressive targets were unnecessary and would hinder progress in the broader planning effort. For instance, on paper many vehicles in the small group plan’s fleet have met the end of their useful life, however most of the vehicles in question are already in awarded grants and are pending replacement. NIRPC is working with the operators to create efficiencies in the timing of vehicle replacements. This document will address some of those strategies. Operators also indicated that while some vehicles may have met the end of their useful life, many of the vehicles have been well-maintained and are functioning well, for the operator’s needs. This document offers strategies to allow for flexibility on behalf of the operators to hold on to vehicles that may have met the end of their useful life, but are still highly functional.

This document allows for regular updates to the vehicle condition assessment and the prioritized list of investments. The document’s four-year planning horizon will be updated annually, so that a new list of prioritized investments will be added in the furthest available year of the plan.

Asset inventory

The following asset inventory is a summary of all significant assets contained within the small group plan. Unlike many other transit systems, the operators in this small group plan have no significant valued assets that are not rolling stock or facilities. All equipment of significant value is often leased, outsourced to an outside maintenance provider, or is part of the broader agency and is not purchased or maintained with FTA funding.

NIRPC currently maintains an asset inventory of all significant assets among its subrecipients. The asset inventory for vehicles is attached as Appendix C. The asset inventory for vehicles contains the following fields:


Fields to be maintained in the Vehicle Asset Inventory

NIRPC ID

End of Useful Life Year

Serial number

Current Years in Operation

Agency ID

Amount of Years Over the End of Useful Life Benchmark

Vehicle Model

Percent of Years Over the End of Useful Life Benchmark

Vehicle Type

Current Revenue Mileage

Lift (Y/N)

End of Useful Life Benchmark (Mileage)

Fuel Type (Gas, Diesel, Liquid Propane)

Percent of Miles Over the End of Useful Life Benchmark

Vehicle Type (Service, Non-service)

Estimated Replacement Year

Model Year

Condition Assessment

Cost (At time of purchase)

Inflation Years (Number of years of inflation between purchase and replacement)

Useful Life Benchmark (Years)

Estimated increase in cost due to inflation

Delivery Month

Estimated true cost of replacement (includes inflation added)

Delivery Year

Spare Status (Is this vehicle being used as a spare? Y/N)

End of Useful Life Month

Replacement Schedule: (2020 – 2024)


NIRPC will also maintains an asset inventory of all facility assets among its subrecipients. The asset inventory for facilities is attached as Appendix D. The asset inventory for facilities contains the following fields:


Fields to be maintained in the Vehicle Asset Inventory

Operator

Facility Address

Type of Facility

If federal funds have been used to update or maintain the facility (Y / N)

Average TERM Scale Rating for the Facility


Vehicle condition assessment

The vehicle condition assessment will be combined with the asset inventory. A field will contain the assessed condition of each vehicle in the fleet. Operators are required to submit a rating for each system on each vehicle, using a 0-10 rating scale. Each vehicle in the fleet will have each system rated when each vehicle is submitted for regular routine maintenance by a mechanic or other certified professional. All condition assessments must be completed annually, by the end of the federal fiscal year.

Failure to complete an annual condition assessment for each vehicle in an operator’s fleet will result in no TIP awards or grant executions for an operator’s vehicle

replacements.

Unless a vehicle has a system rated as “0” or “inoperable” it will not be submitted to FTA as a request for early retirement.

Each operator will use the following system rating score to assess each vehicle’s systems:


Score

Rating

Description

10

Excellent

Brand new, no major problems exist, only routine preventive maintenance

7 - 9

Good

Elements are in good working order, requiring only nominal or infrequent minor repairs (Greater than 6 months between minor repairs)

4 – 6

Moderate

Requires frequent minor repairs (less than 6 months between repairs) or infrequent major repairs (more than 6 months between major repairs)

1 – 3

Poor

Requires frequent major repairs (less than 6 months between major repairs)

0

Inoperable

In such a poor condition, that continued use presents potential problems


This score will be applied to the following ten vehicle systems:


System

Description

Score

Engine

Evaluate available compression tests, oil usage, oil analysis and noise

(1 - 10)

Drive-Train

Evaluate transmission and rear-end based on fluid analysis, shift quality, fluid leaks and noises

(1 - 10)


Electrical

Evaluate lights, switches, gauges, and other electrical mechanisms relative to general working conditions. Evaluate wiring condition especially front to back wiring


(1 - 10)


Suspension/Steering

Evaluate the suspension and steering capability throughout the vehicle, ensure that fluids are working, connections are solid, and the bus does not needlessly sway.


(1 - 10)

A/C, Heating

Evaluate cooling and heating capability throughout the bus in order to maintain passenger driver and comfort

(1 - 10)

Structure

Evaluate extent of crack and rust involvement in structure

(1 - 10)

Body Interior

Evaluate condition of floor, windows, seats, side and modesty panels and other interior items

(1 - 10)

Body Exterior

Evaluate extent of cracks, dents, and rust

(1 - 10)

Wheelchair Safety

Evaluate ability to load and unload passengers safely

(1 - 10)

Safety Systems

Evaluate the braking system including the emergency braking system, emergency exit windows, doors, hatches, etc.

(1 - 10)

Total Vehicle Score:

100

The combined score of 1-10 across all ten systems on each vehicle will provide each driver with a score from 0-100. The higher the score, the better condition the vehicle is in. The condition assessment will be utilized in two ways:

  1. Prioritization of all vehicles

  2. Individual prioritization from transit operators on which vehicles to submit for replacement, if more than one vehicle qualifies for replacement in any given year The scores and their ratings are as follows:


Score

Rating

81 - 100

Excellent

61 – 80

Good

41 – 60

Moderate

21 – 40

Poor

0 – 20

Unusable/Inoperable


Facility condition assessment

The facility condition assessment will be combined with the facility inventory. A spreadsheet will be maintained with the assessed condition of each used for transit purposes, regardless of if the facility was purchased or renovated with federal transit funding. Operators are required to submit a rating for each system for each facility, using a 0-5 “Term” rating scale as per FTA guidance. Each facility will have each system rated annually by the operator and submitted to NIRPC’s Compliance Manager, by the end of the federal fiscal year.

Failure to complete an annual condition assessment for every facility used for transit will result in no TIP awards or grant executions for an operator’s vehicle

replacements.

All operator facilities must by categorized into the following facility types:

Each operator will use the following “TERM” condition scale to assess each facility’s systems:


Score

Rating

1. Poor

Critically damaged or in need of immediate repair; well past useful life

2. Marginal

Defective or deteriorated in need of replacement; exceeded useful life

3. Adequate

Moderately deteriorated or defective; but has not exceeded useful life

4. Good

Good condition, but no longer new, may be slightly defective or deteriorated, but is overall functional

5. Excellent

No visible defects, new or near new condition, may still be under warranty if applicable


The facility systems that must be rated using the “TERM” condition scale are:


Facility System /

“Level”

Description

Substructure

  • Foundations: Walls, columns, pilings, etc.

  • Basement: Materials, insulation, slab floor underpinnings


Shell

  • Superstructure / structural frame: columns, pillars, walls

  • Roof: Roof surface, gutters, eaves, skylights, chimney surrounds

  • Exterior: Windows, doors, and all finishes (paint, masonry)

  • Shell appurtenances: Balconies, fire escapes, gutters, downspouts


Interiors

  • Partitions: Walls, interior doors, fittings, and signage

  • Stairs: Interior stairs and landings

  • Finishes: Materials used on walls, floors, and ceilings

Conveyance

  • Elevators and escalators

  • Lifts (movement of goods, vehicles, or people)


Plumbing

  • Fixtures

  • Water distribution

  • Sanitary waste

  • Rainwater drainage


HVAC

  • Energy supply

  • Heat generation and distribution systems

  • Cooling generation and distribution systems

  • Testing, balancing, controls and instrumentation

  • Chimneys and vents


Fire Protection

  • Sprinklers

  • Standpipes

  • Hydrants and other fire protection specialties


Electrical

  • Electrical service and distribution

  • Lighting and branch writing (interior and exterior)

  • Communications and security

  • Other electrical system-related pieces such as lighting protection, generators and emergency lighting


Equipment

(Admin and Maintenance Facilities only)

  • Equipment related to the function of the facility, including maintenance or vehicle service equipment – does not include supplies.

Fare Collection

  • Items including turnstiles, ticket machines, and any other major equipment requiring a capital request for replacement


Site

  • Roadways/driveways and associated signage, markings, and equipment

  • Parking lots and associated signage, markings, and equipment

  • Pedestrian areas and associated signage, markings, and equipment

  • Site development such as fences, walls, and miscellaneous structures

  • Landscaping and irrigation

  • Site utilities


Decision support tools

The following decision support tools will be used in determining which vehicles are eligible for replacement in any given year. These support tools are comprised of four distinct parts:


Goal: A broad statement of a desired end condition or outcome; a unique piece of the agency’s vision. An example of a goal is to

achieve and maintain a state of good repair.

Metric: A quantifiable indicator of performance or condition. An example is vehicle miles traveled. This metric could inform a performance measure, such as average accumulated mileage.

Performance Measure: An expression based on a metric to assess progress toward meeting established targets. An example of a performance measure is the percent of passenger vans that have met or exceeded their ULB.

Target: A quantifiable level of performance or condition, expressed as a numerical value for the measure, to be achieved within a specific time frame. An example of a target is 90% of the performance measure (i.e., % of assets that meet or exceed the ULB)

The support tools are as follows:


Goal:

Metric:

Performance Measure:

Target:

NIRPC will not submit any vehicle replacement into a grant unless it is confirmed that the vehicle will meet the end of its useful life within the following calendar year.

  • Useful life benchmark

  • Revenue miles traveled

  • Number of vehicles in an approved grant that are more than a year from the end of their useful life.

  • No vehicles submitted for replacement more than one year ahead of the end of their useful life.

Vehicle replacements will be prioritized by the following conditions:


  1. Revenue vehicles have priority over maintenance vehicles

  2. Years over the end of the useful life benchmark

  3. Mileage over estimated end of useful life

  4. Vehicle condition assessment

  • Type of vehicle

  • Age of vehicle

  • Useful life benchmark

  • Revenue miles traveled

  • Non-revenue miles traveled

  • Vehicle condition assessment

  • Cost of replacement

  • Number of revenue and non- revenue vehicles in operation that have met or exceeded the end of their useful life by mileage or years

  • Annual cost of total vehicle replacements

  • Not to exceed 50% of revenue vehicles that have met or exceeded the end of their useful life

  • Not to exceed 90% of non-revenue vehicles that have met or exceeded the end of their useful life of the entire vehicle fleet

Vehicles with systems indicated as inoperable may be replaced ahead of the end of their useful life, pending FTA guidance.

  • Useful life benchmark

  • Revenue miles traveled

  • Vehicle condition assessment

  • Number of vehicles that have a designated “inoperable” system indicated by the system rating score.

  • No vehicles submitted for replacement because

of an “inoperable” system.

Make the vehicle purchasing process more efficient by reducing the number of vehicles slated for replacement that are not eligible, or vehicles that are not available on the Indiana QPA or an identified state cooperative agreement

  • Vehicles that have been funded that have not yet met the end of their useful life

  • Vehicles that have been funded while not on the Indiana QPA or other identified state cooperative agreement

  • Number of vehicles that have been funded that have not yet met the end of their useful life

  • Number of vehicles that have been funded while not on the Indiana QPA or other identified state cooperative agreement

  • No vehicles that have been funded that have not yet met the end of their useful life

  • No vehicles that have been funded while not on the Indiana QPA or other identified state cooperative agreement

All transit operator facilities will maintain an average of above “3 or above” according to the TERM scale.

  • TERM scale

  • Average TERM scale for facility “levels” (1-5). Average not to be rated below “3” (2 or lower) per building.

  • Not to exceed 90% of buildings rated 2 or lower as an average of the TERM scale.

Prioritized list of investments

The aforementioned decision support tools provide a prioritized list of investments. Investments will be prioritized by:

  1. Service or non-service vehicle

  2. Percent of years over end of useful life benchmark

  3. Percent of mileage over end of useful life benchmark

  4. Vehicle condition assessment

Appendix C contains a prioritized list of investments for 2020 – 2024. Appendix D contains a list of facility improvement projects to maintain TERM scales for facility levels at a 3 or above.

Programmatic rules

In addition to the decision support tools, the following programmatic rules will apply when considering vehicle replacements:

Appendix A: Vehicle Condition Assessment Worksheet

Vehicle Condition Reporting Form


NIRPC ID:

Agency ID: VIN / Serial: Vehicle Model: Vehicle Year: Vehicle Type: Lift: Y / N

Mileage:

Assessment completed by: (Print)


(Signature)


Accountable Executive: (Print)


(Signature)


Vehicle System:

Score: (1 – 10)

Notes:

1.

Engine

2.

Drive-Train

3.

Electrical

4.

Suspension / Steering

5.

A/C , Heating

6.

Structure

7.

Body Interior

8.

Body Exterior

9.

Wheelchair Safety

10.

Safety Systems

Total Score:

Vehicle System:

Score: (1 – 10)

Notes:

1.

Engine

2.

Drive-Train

3.

Electrical

4.

Suspension / Steering

5.

A/C , Heating

6.

Structure

7.

Body Interior

8.

Body Exterior

9.

Wheelchair Safety

10.

Safety Systems

Total Score:

Score Rating

81 - 100 Excellent

61 – 80 Good

41 – 60 Moderate

21 – 40 Poor

0 – 20 Unusable/Inoperable

Appendix B: Facility Condition Assessment Worksheet


Facility Reporting Form


Facility Type: Address:

Have federal funds been used to purchase or renovate this property? Y / N If so, what and when?

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Date Funds used for:



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Assessment completed by: (Print)


(Signature)


Accountable Executive: (Print)


(Signature)


Score Rating

Facility Level:

Term Scale: (1 – 5)

Notes:

1.

Substructure

2.

Shell

3.

Interiors

4.

Conveyance

5.

Plumbing

6.

HVAC

7.

Fire Protection

8.

Electrical

9.

Equipment

10.

Fare collection

11.

Site

Total Facility Assessment:

Facility Level:

Term Scale: (1 – 5)

Notes:

1.

Substructure

2.

Shell

3.

Interiors

4.

Conveyance

5.

Plumbing

6.

HVAC

7.

Fire Protection

8.

Electrical

9.

Equipment

10.

Fare collection

11.

Site

Total Facility Assessment:

5 - Excellent: No visible defects, new or near new condition

4 - Good: Good condition, may be defective or detreated, but is still functional 3 - Adequate: Moderately detreated, has not exceeded useful life

2 - Marginal: Defective or deteriorated; exceeded useful life

1 - Poor: Critically damaged or in need of immediate repair, well past useful life

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MRPC

MRPC

.:,S.1 Northwestern Indiana


Reg io n al Planning Commissio


RESOLUTION 18-18


A RESOLUTION OF THE NORTHWESTERN INDIANA REGIONAL PLANNING COMMISSION TO ADOPT THE NORTHWESTERN INDIANA REGIONAL PLANNING COMMISSION TRANSIT ASSET MANAGEMENT GROUP PLAN FOR SMALL PROVIDERS, AS REQUIRED BY 49 CFR 625.45.


WHEREAS, the citizens of Northwest Indiana require a safe, efficient and effective regional transportation system that maintains and enhances regional mobility and contributes to improving the quality of life in the region; and


WHEREAS, the Northwestern Indiana Regional Planning Commission, hereafter referred to as "the Commission" is the designated metropolitan planning organization for the Lake, LaPorte, and Porter Counties of Indiana; and


WHEREAS, the Commission is a Designated Recipient of Federal Transit Administration grant funds as defined by 49 U.S.C. § 5307(a)(2); and


WHEREAS, the Transit Asset Management (TAM) Final Rule issued by the Federal Transit Administration (FTA) requires transit providers to set performance targets for state of good repair (SGR) by January 1, 2017; and


WHEREAS, the Commission together with the seven Transit Operator Sub-Recipients: City of La Porte, City of East Chicago Transit, North Township Dial-a-Ride, Opportunity Enterprises, Porter County Aging and Community Services, and South Lake County Community Services together qualify to participate in a Tier II Group Transit Asset Management Plan; and


WHEREAS, the NIRPC Technical Planning Committee provides the Commission with technical advice and recommendations, and concurs with this resolution; and


NOW THEREFORE, BE IT RESOLVED by the Northwestern Indiana Regional Planning Commission officially adopts the NIRPC Transit Asset Management Group Plan for Small Providers.


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Duly adopted by the Northwestern Indiana Regional Planning Commission this 18t day of October 2018.


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ATTEST :


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Kart n Freeman-Wilson Secretary