Item #14. DATE October 12, GCTD Board of Directors. Reed C. Caldwell Director of Engineering & Construction

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1 DATE October 12, 2016 Item #14 TO FROM SUBJECT GCTD Board of Directors Reed C. Caldwell Director of Engineering & Construction 2016 Update to the GCTD Fleet Management Plan SUMMARY This transmits an October 2016 Update to the GCTD Fleet Management Plan. This plan includes an inventory of vehicles, identifies peak vehicle requirements, maintenance and overhaul programs, system and service expansions, rolling stock procurements and related schedules, and spare ratio justification. GCTD s current spare ratio is 19.1%. BACKGROUND GCTD has a fleet of 103 vehicles: Fixed Route 56 Paratransit 24 Non-Revenue 23 The Fleet Management Plan presents GCTD s current and future fleet needs and identifies the issues and opportunities for the District to effectively manage vehicle assets over the next ten years. The plan builds from the fleet requirements projected in GCTD s Short Range Transit Plan (SRTP) that was adopted by the Board of Directors on November 4, 2015 and serves as the basis for fleet development in its ten-year Capital Improvement Program. The plan will be used in preparing the annual budget. The plan provides a brief understanding of GCTD s fleet management program. The plan will be updated periodically to incorporate operational changes arising from the relocation of GCTD to its new Administration and Operations Facility. RECOMMENDATION This report is for information only. GENERAL MANAGER S CONCURRENCE Steven P. Brown General Manager

2 FLEET MANAGEMENT PLAN October 2016

3 TABLE OF CONTENTS 1 INTRODUCTION Fixed Route Paratransit Non-Revenue Vehicles OBJECTIVES AND ASSUMPTIONS ANALYSIS OF ANTICIPATED SERVICE NEEDS Fixed Route Paratransit Non Revenue Fleet SPARE RATIO PLAN COORDINATION OF FLEET INVESTMENT NEEDS CONCLUSION LIST OF TABLES Table Fixed Route Fleet INVENTORY... 5 Table Paratransit Fleet INVENTORY... 5 Table Non-Revenue Fleet INVENTORY... 6 Table Fixed Route Vehicle ACQUISITION... 9 Table Paratransit Vehicle ACQUISITION Table Non-Revenue Vehicle ACQUISITION Table Maintenance Vehicle ACQUISITION For questions about the plan, please contact: Reed Caldwell Director of Engineering & Construction rcaldwell@goldcoasttransit.org Ext. 117 Page 2 of 14

4 1 INTRODUCTION The Gold Coast Transit District (GCTD) currently maintains and operates a fleet of 103 vehicles comprised of buses, paratransit vehicles and non-revenue vehicles. This Fleet Management Plan presents GCTD s current and future fleet needs and identifies the issues and opportunities that the District must address to effectively and efficiently manage and expand these assets over the next ten years. The Director of Fleet and Facilities is responsible for overseeing the personnel, equipment, maintenance, procurement, and management of GCTD s transit fleet. GCTD, as a recipient of federal funds under Federal Transit Administration (FTA) Programs 5307 and 5339 (formerly 5309) is responsible for ensuring compliance with federal requirements for itself and the sub-recipients to which it passes federal funds. Accordingly, this Fleet Management Plan is consistent with the fleet requirements projected in GCTD s Short Range Transit Plan (SRTP) adopted by the Board of Directors on November 4, 2015 and will serve as the basis for fleet development in its ten-year Capital Improvement Program. The tables in vehicle type below summarize GCTD s fleet. GCTD shall update this plan annually to allow the plan to be used in preparing the annual budget. Page 3 of 14

5 1.1 FIXED ROUTE GCTD s current fixed-route public transit service is carried out by a fleet of 56 compressed natural gas (CNG) powered heavy-duty buses. GCTD as a recipient of federal funds for the procurement of its fleet must therefore comply with FTA regulations in its maintenance and replacement. FTA Circular D specifies that the minimum useful life of a heavy-duty transit bus is 12 years or 500,000 miles. GCTD Fleet and Facilities Department maintains both time and mileage based preventive maintenance programs for its fixed-route fleet in accordance with the FLEET MAINTENANCE GUIDE as updated by the Director of Fleet and Facilities in December It is an objective for GCTD to maintain a spare ratio within 20 percent of the peak service requirement in compliance with FTA Circular D. Further, FTA s recent release of a rule for transit agencies to achieve state of good repair GCTD plans to submit a Transit Asset Management (TAM) Plan under a future separate document. Its purpose is to present a strategic approach to set objective standards for measuring the condition of capital assets and establish performance measures for state of good repair, under which all FTA grantees will be required to set targets. Page 4 of 14

6 TABLE FIXED ROUTE FLEET INVENTORY Quantity Size Manufacturer First Year Of Service Last Year Of Service FTA Minimum Useful Life Useful Life FTA Funded 9 35-ft NABI Yes 8 35-ft NABI Yes 2 40-ft NABI Yes 3 * 40-ft NABI Yes ft New Flyer Yes 8 40-ft Gillig Yes * Buses to remain in service past receipt of replacement buses to meet 12-year life requirement 1.2 PARATRANSIT GCTD s paratransit vehicles were primarily procured with federal funds (2009 MV-1 s were purchased with state PTMISEA funds). Paratransit service and vehicle maintenance of its 24 vehicle GO ACCESS fleet is carried out under contract with GCTD s paratransit provider and in conjunction with the previously mentioned Fleet Maintenance Guide. Vehicle dispatch and maintenance is conducted at the providers facility. FTA recommendations for the minimal useful life of medium-size, light-duty transit buses under FTA Circular D is five years, or 150,000 miles. GCTD currently does not have a formal spare paratransit fleet; all vehicles are assigned to revenue service. Near term procurements will provide sufficient on-hand vehicles to support peak service requirements. TABLE PARATRANSIT FLEET INVENTORY Quantity Model Manufacturer First Year Of Service Last Year Of Service FTA Minimum Useful Life Useful Life FTA Funded 4 Cut-away El Dorado Yes 8 Cut-away El Dorado Yes 4 Cut-away El Dorado Yes 6 Van MV No 2 Van MV No 1.3 NON-REVENUE VEHICLES GCTD has a fleet of 23 non-revenue vehicles for driver relief, supervision, maintenance, and administrative staff usage. Maintenance is typically performed by the GCTD Fleet and Facilities Department except in those cases requiring service from factory-trained or local dealership personnel. Page 5 of 14

7 TABLE NON-REVENUE FLEET INVENTORY Quantity Model Manufacturer First Year Of Service Last Year Of Service FTA Minimum Useful Life Useful Life FTA Funded 1 Civic Honda Yes 1 Van Chevrolet Yes 8 Civic Honda Yes 2 Civic Honda Yes 1 Amerivan El Dorado Yes 3 Civic Honda Yes 1 Amerivan El Dorado Yes 1 Civic Honda Yes 2 Civic Honda Yes 1 F-150 Ford Yes 1 Model 3500 GMC Yes 1 Tundra Toyota Yes 2 OBJECTIVES AND ASSUMPTIONS The following will serve as guidelines in the implementation of this plan: Fleet Size: GCTD will pursue funding to support plans for procurement of bus replacements and planned fleet expansion in accordance with Chapter 8 of GCTD s Board approved SRTP and Ten Year Capital Improvement Program. The anticipated minimum useful life of GCTD s fixed route fleet is 12 years. The minimum useful life for fixed-route and paratransit vehicles will meet requirements of FTA Circular D. Bus manufacturer s procurement lead times will support delivery of buses to meet GCTD s operating schedules. The Planning & Marketing Department will advise the Finance and Administration, Transit Operations, and Fleet & Facilities Departments of bus, paratransit, and non revenue vehicle needs within the fiscal-year time frame as part of the annual service planning and budget development process. Strategic Vehicles: Dependent upon available space in the existing Third Street bus yard, vehicles will be held for quick replacement of breakdowns, response to unusual circumstances and for driver training purposes. Space for these purposes will not be a constraint in the new Administration and Operations Facility. Page 6 of 14

8 Operation Spares: Past experience and requirements for meeting FTA regulations will determine the maximum number of spare vehicles planned to support total peak-hour requirements. Total Operating Fleet: Consists of vehicles equal to the sum of peak-hour requirements and operating spares. Spare Ratio: GCTD will operate within a fixed-route spare ratio that does not exceed the FTA guideline of 20 percent maximum: Numerator = spare vehicles Denominator = annual maximum service fleet 56 (total vehicles) minus 47 (max service fleet 47 (max service fleet) = 19.1% (spare ratio) GCTD will procure sufficient paratransit vehicles that will support maximum peak service spares requirements. Fixed route buses are fueled by CNG. Paratransit vehicles are currently fueled by CNG; a cost effectiveness analysis to determine fuel type and fleet type is planned in the future. Advancement in design and technology in hybrid electric and pure electric vehicles will be evaluated annually by the Director of Fleet & Facilities to determine if electrically powered or hybrid vehicles are cost-effective replacements for GCTD s current gasoline and CNG non-revenue vehicles. Inventory Commonality Maximize the commonality of vehicle families i.e., Gillig, New Flyer, MV-1, etc., to make operations, training, and maintenance easier for GCTD personnel. 3 ANALYSIS OF ANTICIPATED SERVICE NEEDS Additional local, state or federal funds beyond current received levels will be required to implement GCTD s anticipated service needs. While not guaranteed, access to additional funds is a realistic objective. The most likely source will be from awards for transportation projects identified in programming plans developed through VCTC and in SCAG s Regional Transportation Plan (RTP). The RTP is a long term blueprint of the region s transportation system. Funds are awarded to those agencies whose projects facilitate VCTC s regional goals for traffic mitigation and emission reduction. The selection of projects is primarily based on a competitive process that determines the funds to be received by each agency for projects deemed to have the highest priority. GCTD is reasonably confident it can successfully compete for the funds to implement the projects below. Page 7 of 14

9 Therefore, pending successful award of funds, GCTD s planned capital improvement program will be consistent with the above objectives and assumptions, and the recommendations for expansion of existing service described in the SRTP as follows: Five 40-ft expansion buses to serve implementation of new Ventura Road service via Oxnard College, Port Hueneme and RiverPark (Route 23). Restructuring of Routes 3, 7, 8 and 9 in South Oxnard utilizing the existing fleet to support faster travel times. Improved service to/from NBVC Port Hueneme utilizing the existing fleet. Two 40-ft expansion buses to decrease travel time between Oxnard/Ventura/Ojai (Route 6). Planned replacement and expansion of fixed-route, paratransit, and non-revenue vehicles is presented in Tables through FIXED ROUTE The bus configuration will be determined by assessing how and where the buses will be used, e.g. projected passenger loads, comfort, areas to be served, street and road designs, stop frequency and other related factors that can affect GCTD s on-time performance and passenger and driver safety. The size of buses in each replacement or expansion vehicle procurement cycle will include recommendations from analyses conducted by the Transit Operations and Planning & Marketing Departments. For example, service planned for dense neighborhoods or narrow streets, or with minimal at-capacity passenger loads should be limited to 35-ft buses. Service planned for routes traveling longer distances or with consistent at-capacity passenger loads (39 seated passengers) will likely require 40-ft buses. Additionally, the Transit Operations and Planning & Marketing Departments will also be requested to recommend driver and passenger seat types, passenger seats and flooring colors, and other recommendations based on driver input and passenger surveys. Page 8 of 14

10 TABLE FIXED ROUTE VEHICLE ACQUISITION Make Useful Life Replacement Vehicles by Year Expansion Vehicles by Year NABI 12-yrs 40' 2 NABI 12-yrs 40' 3 3 Size NABI 12-yrs 35' NABI 12-yrs 35' New Flyer 12-yrs 40' New Flyer 12-yrs 40' New Flyer 12-yrs 40' Gillig 12-yrs 40' Gillig 12-yrs 40' EXPAND 12-yrs 40' REPLACE 12-yrs TBD EXPAND 12-yrs TBD REPLACE 12-yrs TBD EXPAND 12-yrs TBD EXPAND 12-yrs TBD REPLACE 12-yrs TBD EXPAND 12-yrs TBD REPLACE 12-yrs TBD REPLACE 12-yrs TBD 8 8 EXPAND 12-yrs TBD 2 2 EXPAND 12-yrs TBD 2 Total Note: Column totals reflect the net buses in service for the year. The quantities highlighted in yellow replace an equivalent quantity removed from service the same year. The quantities highlighted in green increase the fleet size. Also note that the above Table reflects the actual bus delivery year. The procurement date and lead time to support these deliveries will be determined by the Director of Finance and Administration. 3.2 PARATRANSIT GCTD utilizes two types of vehicles for its paratransit service; cutaways and MV-1 s. Cutaways feature a bus body mounted on top of a heavy-duty truck chassis whereas the MV-1 s are smaller passenger style vans. Both configurations meet all ADA accessibility requirements. The 23-ft cutaways allow passengers flexibility in seating options. The useful range of the current El Dorado cutaways is approximately 225 miles based on a 37 gasoline gallon equivalent (GGE) fuel tank size and 6.1 miles per GGE. However, their disadvantage is difficulty in serving areas with narrow streets and shorter parking spaces. The advantages of the MV-1 s are their relatively small size that allows maneuvering in tight spaces, capacity to carry three ambulatory and one wheelchair passengers, and greater range up to 300 miles without refueling based on a 21 GGE fuel tank size and 14.3 miles per GGE. A note for consideration is that current fueling facility operational parameters can result in paratransit vehicles receiving less than a full tank during the refueling process. This document recommends the Director of Fleet & Page 9 of 14

11 Facilities review operational parameters that will provide a full fuel tank during paratransit vehicle refueling. The vehicle s range is critical because the FTA requires GCTD to provide equivalent paratransit service in support of its 91 square mile fixed-route service area. In as much as the average vehicle mileage for cutaways is less than 150 miles they may require more than one fueling per day. By comparison the MV-1 s with their longer range can stay in revenue service for one to two full days without refueling. Paratransit service demand is increasing in areas that are difficult if not impossible to safely access with a 23-ft cutaway. Those areas include but are not limited to the beach front streets in Ventura, the Channel Islands Harbor neighborhoods and small mobile home parks located throughout the community. As new housing is introduced, it is significantly denser and their streets are narrower; both sides of the street are typically lined with parked cars, making it extremely difficult to deploy a lift when necessary. The smaller MV-1 vehicle bridges the unintended, yet severe mobility gaps created by these environmental factors that elderly and mobility challenged individuals encounter when trying to leave their homes. The current mix of cutaways and smaller MV-1 vans in fleet procurements should be adjusted to reflect recorded ridership trends based on destination requests for the type of service being requested. Fleet requirements must meet projected service demands by having sufficient vehicles and vehicle types available to meet all service requests and thus avoid missing scheduled trips. System efficiency will be gained with an optimal mix of vehicle types that can match each scheduled trip purpose and demand with the appropriate vehicle. The framework for future paratransit procurements shall be based upon a cost-benefit analysis conducted by the Director of Fleet & Facilities to determine an optimal paratransit fleet mix. The analysis should analyze vehicle cost, maintenance requirements, fuel type, vehicle life, spare ratios, passenger capacity, ridership trends, and other relevant factors. Page 10 of 14

12 TABLE PARATRANSIT VEHICLE ACQUISITION Make Passengers Replacement Vehicles by Year Expansion Vehicles by Year El Dorado El Dorado El Dorado MV MV Replace Expand Replace Replace TBD Expand TBD Replace TBD Expand TBD Replace TBD Replace TBD Expand TBD Replace TBD Expand TBD Replace TBD Replace TBD Expand TBD 1 1 Total Note: Column totals reflect the net buses in service for the year. The quantities highlighted in yellow replace an equivalent quantity removed from service the same year. The quantities highlighted in green increase the fleet size. Page 11 of 14

13 3.3 NON REVENUE FLEET Replacement of GCTD s vans and sedans will be based on an on-going analysis of gasoline, hybrid, and electric vehicles available in the market place. The Director of Fleet & Facilities shall conduct the analysis to determine and select the most costeffective vehicles to support ongoing administration, supervisory, and driver relief needs. The analysis will study fuel types, vehicle cost, maintenance (training and infrastructure requirements), battery life, mileage (before refueling), ease of refueling, road speeds, vehicle emissions, and projected useful life. The Directors of Transit Operations and Planning & Marketing shall annually provide the number of driver relief vehicles required for fixed route service needs. TABLE NON-REVENUE VEHICLE ACQUISITION Use Type Status Sedan Acquisitions Van Acquisitions Relief Sedan Staff Van Relief Sedan Supv Sedan Supv Van Director Sedan Supv Sedan Supv Van Supv Sedan Supv Sedan Staff Sedan Staff Sedan Replace Staff Van Replace TBD Sedan Replace TBD Sedan Expand TBD Sedan Replace Supv Van Replace TBD Sedan Replace TBD Van Replace TBD Sedan Expand TBD Sedan Replace Staff Sedan Replace 3 3 Staff Van Replace 1 1 Staff Sedan Replace 8 Total Sedan/Vans Note: Column totals reflect the net vehicles in service for the year. The quantities highlighted in yellow replace an equivalent quantity removed from service the same year. The quantities highlighted in green increase the fleet size. Page 12 of 14

14 TABLE MAINTENANCE VEHICLE ACQUISITION Use Type Status Service Vehicle Acquisitions Maint Pick-up Maint Pick-up Maint Truck Maint Truck Replace Total Note: Column totals reflect the net vehicles in service for the year. The quantities highlighted in yellow replace an equivalent quantity removed from service the same year. 4 SPARE RATIO PLAN FIXED ROUTE GCTD will maintain a spare ratio of peak service requirements in accordance with FTA Circular D. This will provide the Fleet & Facilities Department with sufficient vehicles to conduct ongoing requirements for inspections, programmed maintenance, corrective repairs, retrofits, accident repairs, and possibly, a funded mid-life overhaul program. PARATRANSIT FTA Circular D does not address paratransit vehicle spares. Rather than use a prescribed spare ratio, GCTD will procure sufficient paratransit vehicles to support peak service requirements. 5 COORDINATION OF FLEET INVESTMENT NEEDS New bus procurements: The Finance & Administration, Fleet & Facilities, and Planning & Marketing Departments will coordinate the procurement and availability of new buses in on-going support of approved capital program budgets, service plans and bus manufacturer s delivery lead time. ITS: Buses will be available to support installation of new technologies such as an Automated Stop Annunciation system as these and other systems become available. Advertising: Buses will be available to support the GCTD advertising program for sign installations and removals. 6 CONCLUSION This plan provides a brief understanding of GCTD s proposed Fleet Management program. The plan will be updated periodically to support of GCTD s annual budget process and to incorporate operational changes arising from the relocation of GCTD s Third Street site to its new Administration and Operations Facility. Page 13 of 14

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