October 20, 2020 @ 10am

This webinar was jointly sponsored by the Florida Department of Transportation’s Florida Rural Transit Assistance Program (RTAP) and the Florida Department of Transportation’s Lively Paratransit Instructional Program (LPIP).

Pre- and post- trip inspections are an essential part of preventive maintenance, and are also crucial to identify defective critical safety items that could compromise the safe operations of the vehicle. Through daily inspections, paratransit operators can ensure that the vehicle is maintained correctly, extending the useful life of a vehicle. This session will highlight the requirements in both the Florida State Management Plan and Rule Chapter 14-90, Florida Administrative Code, identify the safety devices, equipment, and mechanical elements that operators must inspect to ensure their correct functioning. This webinar will also help you to prepare and perform a basic inspection routine. Additionally, a portion of the webinar will focus on the process of what happens after an inspection occurs and how to document required repairs.

Presenters: William Mayer, CUTR; and Randy Free and Todd O’Neal, Lively PIP

Recording

https://cutr.adobeconnect.com/ppskgz6yzkr8/

Please take a few moments to compete the evaluation.

Unanswered Q&A During Live Event

Responses from the presenters are provided with each question.

1. Do pre- and post-trip inspection forms need to be maintained on file for 14 or 60 days? The governing document for pre-/post-trip retention is Rule Chapter, 14-90, FAC.  It requires daily inspection forms to be maintained for 2 weeks (14 days). The FDOT Maintenance Technical Assistance Manual (formally known as the PM Standards Manual) recommends maintaining pre-/post-trip inspection forms (without defects recorded) for 60 day.  This longer retention period is recommended to provide agencies the ability to track and analysis negative trends in their operational, maintenance or inspection processes. All inspection forms with defects, and the follow-up maintenance activity, should be maintained in the vehicle maintenance file for the life of the vehicle. 
2. When the section of < or > 50,000 on the wheelchair came up I missed what you were saying? American Disabilities Act 49 CFR 37.163: “If there is no spare vehicle available to take the place of a vehicle with an inoperable lift, such that taking the vehicle out of service will reduce the transportation service the entity is able to provide, the public entity may keep the vehicle in service with an inoperable lift for no more than five days (if the entity serves an area of 50,000 or less population) or three days (if the entity serves an area of over 50,000 population) from the day on which the lift is discovered to be inoperative.” 
3. Can the inspection forms/work orders/invoices be scanned once completed rather than keeping the paper copy? Yes, electronic forms are acceptable.
4. Do you recommend pre- and post- trip on the same form? Yes, include a box for the operator to check either pre- or post- trip. A sample form can be found: https://www.livelypip.com/resources/
5. Is there a sample work order form on the LPIP website? Yes, a sample form can be found: https://www.livelypip.com/resources/
6. If multiple drivers report a defect before it can be repaired, do we have to keep all of their pre/post inspections with the defect or just the first one to report it? Keep all forms.
7. So, if we keep all the forms for the same defects, do they all have to be reviewed and completed? Sometimes we might receive 10 forms in one day for a lightbulb to be changed. Yes, unfortunately they all must be kept. Once the repair is finally complete, then all 10 would be attached to the one work order. A completed form becomes a legal document.
8. If the defect reported is a non-safety related item should it be kept for than 2 weeks? The non-safety trip inspection report with a defect once corrected, must be attached to a repair order and filed with vehicle maintenance history file, kept for life of unit.
9. What will they be looking for at the Triennial Review? The requirements for the Triennial Review Process can be found on the Florida Compliance Oversight and Technical Assistance (COTA) website: https://www.floridacota.org/.  The review process is provided by funding type.