Where did the requirement come from?
The 2003 Legislature, in response to efficiencies identified by the Blue Ribbon Commission on Transportation , enacted legislation guiding maintenance and preservation of transportation assets in Washington State. The legislators view transportation assets as a significant investment of public funds that require maintenance and preservation to provide cost effective transportation.
How did WSDOT respond?
The Washington State Department of Transportation (WSDOT) hired a project manager and formed an expert panel to develop the plan framework and certification criteria. The expert panel met in throughout 2004 to develop the plan framework,certification criteria, and guidance. See Milestones and Progress report for details.
Who was on the Expert Panel?
WSDOT asked for volunteers from the Washington State Transit Association's (WSTA) Maintenance Committee. In addition, the Washington State Transit Insurance Pool (WSTIP) was asked to send a representative. The expert panel consisted of two representatives from each size of transit agency. (i.e. large urban, small urban, and rural). Members included:
- Dave Richards, Community Transit
- Jim Boon, King County Metro
- Pete Stark, Whatcom Transit
- Randy Winders, Intercity Transit
- Bruce McCaw, Valley Transit
- Carla Meyer, Jefferson Transit
- Jim Wakeman, C-Tran
- Terry Mills, Island Transit
- Tracey Christianson, WSTIP
What is Lowest Life Cycle Cost Methodology?
Lowest Life Cycle Cost Methodology (LLCC) is a method of asset preservation. It includes taking regular preventative maintenance measures to avoid more costly repairs throughout an asset's useful life. During the development of the plan framework the expert panel gathered information on how this methodology is applied in other modes of transportation and by other industries. They found that the principals behind LLCC mirror those behind a preventative maintenance program. For the transit industry, the Expert Panel defined LLCC through the following methodology statement:
Lowest Life Cycle Cost (LLCC) methodology is demonstrated by a cost model that reflects each agency's policies & standards in a planned preventative/preservation maintenance program resulting in the lowest maintenance costs over the life of an asset.
This methodology ensures that an asset is maintained at an acceptable condition maximizing safety and useful life.
Which assets are included?
The asset management plan covers all assets owned by the transit system. For the purposes of the plan the definition of asset is the same as that used for the Public Transportation Management System (PTMS). Transit systems already submit their PTMS inventory annually as part of their Transit Development Plans (TDPs). Assets include:
- All passenger service vehicles (rolling stock)
- Support equipment with a replacement value of $100,000 or greater
- Facilities with a replacement value of $25,000 or greater
Is this an annual certification?
Once a transit agency's plan is certified, the agency will not need to submit it again for certification. However, WSDOT will ask each transit system to self-certify every two years that they are still following their plan and identify any changes they have made to it.
Is there ongoing oversight?
At this time, there is no oversight related to the Asset Management Plan. However, the Federal Transit Administration (FTA) conducts maintenance reviews as part of the triennial review process with urban transit systems. WSDOT's Public Transportation & Rail (PT&R) staff conducts maintenance reviews as part of the site visits associated with receiving grant funds through WSDOT. In either case, the reviews assess whether or not the transit agency is following their asset management plan.
Are there different requirements for large vs. small transit systems?
The core framework is designed to be usable by all transit agencies, regardless of size.
What is the Cost Model?
The cost model is a tool developed by the expert panel to assist maintenance professionals in evaluating the life cycle costs associated with their vehicle maintenance program. It was designed to address vehicle maintenance. However, it may be adapted to meet the needs of a facility maintenance program. During the development of the cost model tool, the expert panel identified the vast diversity associated with facilities and equipment. This diversity made it very difficult to identify cost components that all facilities and/or equipment have in common. However, if your agency would like to adapt the cost model to measure the performance of your facilities or equipment maintenance programs, WSDOT can provide assistance to your staff in modifying the cost model to meet your needs.
Why is the cost model important?
The primary purpose of the cost model is provide a tool to transit agency maintenance staff for evaluating the life cycle costs associated with their maintenance program. It also provides them with a method to identify the life cycle cost effect of potential changes to their preventative maintenance program. The cost model is made up of three components:
- A spreadsheet reflecting the life cycle costs associated with your PM program.
- A spreadsheet reflecting the projected life cycle costs associated with the lack of responsible preventative maintenance.
- A chart that compares the life cycle cost differences of both of the above.
While the basic components of the cost model are the same from agency to agency, the costs identified will be unique to your system. This model provides a snapshot of your preventative maintenance program and provides a tool for maintenance professionals to use in analyzing your maintenance practices.
Do transit agencies need a cost model for every asset?
For the purpose of the certification process, transit agencies are only required to prepare a portion of the cost model on a vehicle that is representative of their fleet. The current practices cost sheet provides a snapshot of the agency's maintenance program and assist WSDOT staff when reviewing the plans prior to submission to the Transportation Commission.
Will LLCC cost more money?
WSDOT and the Expert Panel firmly believe that most transit systems already apply LLCC methodologies in their preventative maintenance program. Therefore the agency will not need to change its preventative maintenance practices. If your organization uses a "fix it as it breaks" approach, preventative maintenance costs may go up. However, other costs, such as road calls and more costly repairs should go down, resulting in an overall cost savings to the agency.
Did transit agencies have the opportunity to comment?
Yes, WSDOT sent the framework to the general managers and maintenance managers of each transit system for comment. In addition, WSDOT posted this information on their internet site at http://www.wsdot.wa.gov/transit/
Two meetings were held during the comment period to explain the background, process, and framework and to take comments from meeting participants.
All comments were due to WSDOT on July 7, 2004. The Expert Panel reviewed all the comments that were received and incorporated the appropriate changes into the final draft before it was submitted to the Transportation Commission for approval.
What does the plan need to contain?
To assist transit agencies, WSDOT and the Expert Panel developed the Guide to Preparing Your Transit Asset Management Plan . The guide describes all of the required elements, provides guidance on preparing the plan, and includes sample forms and templates.
Was training provided?
WSDOT conducted two training sessions in March of 2005. Once session was held in Olympia and the other in Moses Lake In addition, WSDOT staff is available to provide individual assistance to newly formed transit agencies upon request
When were the first plans due?
The final due date for current transit agencies was May 15, 2005. However, transit agencies were encouraged to begin submitting their plans as soon as they were completed. . This allowed WSDOT staff time to review the plans and resolve any issues prior to the beginning of the next state funding cycle (July 1, 2005).
When do new transit agencies need to submit their plans?
Newly formed transit agencies will need to have their plans certified by the Transportation Commission prior to receiving state funds. Plans should be submitted to WSDOT's Public Transportation Division for review and acceptance. Once any issues are resolved, Public Transportation Division staff will recommend the plan to the Transportation Commission for certification.
Where do I need to send the plan?
Your completed plan should be sent to Barb Savary at:
Washington State Department of Transportation
Public Transportation Division
P.O. Box 47387
Olympia, WA 98504-7387
When did the Transportation Commission Certify the Plans?
Based on a recommendation from WSDOT, the Transportation Commission, certified the plans of 27 of the 28 Washington state transit agencies On June 18, 2005. Only one agency, Asotin County Transit, has not yet submitted their plan for certification. However, that newly formed transit agency understands the requirement is a condition of receiving state funds.
Is help available?
Upon request, WSDOT staff and members of the Expert Panel will provide technical assistance to transit agency staff. For assistance, please contact Barb Savary at (360) 705-7926 or savaryb@wsdot.wa.gov
What are the ongoing requirements?
After the plans are certified, each transit agency is required to submit a certification of ongoing compliance and provide WSDOT with any updates or changes they have made to their Asset Management Plans. These documents are due every two years prior to the beginning of the following state funding cycle.
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