Preventative Maintenance

Preventative Maintenance NCDPI

Purpose of Preventative Maintenance • The Preventive Maintenance Program is a result of public school law. • It assures a uniform standard of maintenance necessary to provide a safe transportation environment for the students in the Public Schools of North Carolina. • It also provides planned maintenance intervals that should increase the efficiency of school bus fleets and provide long term savings from costly repairs. • Therefore, it is each LEA’s responsibility to maintain their school buses as described in the PM Manual.

Purpose of Preventative Maintenance • The program presented in the PM manual represents the minimum requirements for all school buses and service vehicles in the Public Schools of North Carolina. However, MORE FREQUENT SERVICEmay be warranted in your county. The intent of this maintenance program is to promote repair consistency and cost efficiency, and assure that school buses and service vehicles are in safe operating condition.

NCGS Requirements for Preventative Maintenance The State Board of Education is given statutory authority to fund public school transportation operations and the replacement of vehicles. Specifically, it is the responsibility of the State Board of Education to periodically "...adopt such rules and regulations with reference to the construction, equipment, color, and maintenance of school buses. No school bus shall be operated for the transportation of pupils unless such bus is constructed and maintained as presented in such regulations." North Carolina General Statute 115C-240(c)

PM Management with SAP • Preventive maintenance schedule • Preventive maintenance work orders • Inventory management for repair parts and tires • Vehicle maintenance and repair costs histories

IP24 PM Due Screen Double Click on MntPlan to Show information about the PM that is scheduled.

Maintenance Plan General Information Use the arrows to select the “Maintenance plan schedule calls” click this tab

PM Information Computer Planned Date (Based on mileage history) Previous PM Mileage PM DUE 6K12K24K48K PM Due Mileage Current Mileage

PM Scheduling • Orders generated every 6000 miles • PM’s on new buses are generated every six thousand miles. • 0 mile (48K PM order generated at LEA) • 6000 mile; 6K PM Order • 12000 mile; 12K PM Order • 18000 mile; 6K PM Order • 24000 mile; 24K PM Order • 30000 mile; 6K PM Order • 36000 mile; 12K PM Order • 42000 mile; 6K PM Order • 48000 mile; 48K PM Order • 54000 mile; 6K PM Order • 60000 mile; 12K PM Order

PM Scheduling • Older buses that were transferred into SAP will begin the cycle at the transferred mileage and will pick up on the schedule from where it was transferred. Example: A bus with a 24,000 mile PM performed at 23,450 miles that was transferred from the old system, will have the 30,000 mile pm due at 29,450 and the 36,000 mile pm due at 35,450. All future pm’s will be at 6000 mile intervals from 23,450. • All PM plans are generated automatically, they are called (assigned an order number) when the vehicle is 900 miles from the next PM mileage.

Sample PM order ORDER # OPERATION 0010 WORK DESCRIPTION DESCRIPTION Change oil and filter PLANT DOT SHOP TIME _______ A, B, C or D EQ/INV # SAP EQ # METER READING OPERATION 0020 DESCRIPTION Lube grease fittings and check fluids TIME _______ 053-999 07 EQ DESC LUBECHART YEAR MAKE MODEL OPERATION 0030 DESCRIPTION Lube door/hood hinges and latches TIME _______ 053-999 07 START DATE LIC PLATE VIN # OPERATION 0040 DESCRIPTION Record trans. shift points Trans. shift points 1-2 ___ 2-3 ___ , etc. TIME 027-024 06 OPERATION 0050 DESCRIPTION Record governor speeds and variance High ____ Low _____ Var. _____ TIME _______ 034-001 06 Page 1 of ____ NC PUBLIC SCHOOLS TRANSPORTATION PM WORK ORDER (sample)

PM Summary Success of this maintenance program will be assured through the cooperation of all local transportation staffs. The prescribed school bus garage operational procedures are to be followed as closely as possible, depending upon staff, facilities, and available shop equipment. Questions regarding the contents of this manual should be directed to DPI Transportation Services

Surplus Equipment NCDPI

Process for Bidding Materials and Equipment • Most items with a salvage value, purchased with state dollars must be disposed of by state surplus. This disposal is coordinated through NCDPI for all school bus garages in North Carolina. • Contact area transportation consultant and provide a list of scrap metal, parts, etc you want to place on sale.. (E-mail works really good for this part and is preferred). • Consultant will complete form TD-13 listing the material for bidding. A copy will be sent to the LEA and NCDPI for processing.

Process for Bidding Materials and Equipment • State Surplus will solicit bids for the materials,scrap, etc. They will send the LEA a copy of the BID SHEET that has their materials,etc on it. LEA are encouraged to provide information to prospective buyers on the equipment listed for sale. • Upon awarding a BID a pink (bid-award)sheet will be sent to the LEA indicating who won the BID. The buyer will also be sent a pink (bid-award) sheet. The material should not be released until a pink sheet is received or the buyer has pink sheet in-hand (make a copy if you haven’t received one yet) when they come to pick up the materials, etc. We do not accept any payment for property that was on BID. This is collected by State Surplus and the buyer is given the pink sheet upon payment. It is OK to release the material when you have a copy of the pink sheet.

Process for Bidding Materials and Equipment • Bidding of equipment with titles requires the title to be sent to NCDPI UNSIGNED, along with a odometer statement and a vehicle damage/flood statement.

Surplus Vehicles Prior to being priced, all buses shall have the lettering removed and the bus appearance altered in the following manner. The front and rear panel which formerly had "School Bus" indicated shall be painted from the flashing light on the left to the flashing light on the right, a color other than school bus yellow. Also, the area of the body which formerly indicated "NC Public Schools" shall be painted a color other than school bus yellow. The painted area is to be the full length of the bus. Buses which are obsolete will be priced for sale or bid on a TD-13 Discarded Equipment Form by your regional area transportation consultant. Buses shall not be sold unless priced in writing on the proper form prior to sale by the area transportation consultant. Service vehicles, fuel trucks, tire trucks and wreckers shall have all lettering removed prior to being placed on bid (unless sold to another school system).

Process for Selling Priced Buses • Contact Area Transportation Consultant and provide a list of the buses you want to place on sale. (E-mail works really good for this part and is preferred.) • Consultant will complete form TD-13 listing the buses for sale and the price of each bus, a copy will be returned to the LEA and another copy sent to Jeff Moore for listing on the School Bus web page @ http://ncschoolbussales.dpi.state.nc.us/. • Prices are firm unless the bus has remained on the yard for a 1 year or longer or the buyer is planning on purchasing more than one bus. Contact Jeff Moore for any reductions in price. Be sure to let the prospective buyers know that this is an as-is sale.

Process for Selling Priced Buses • Upon agreement of the sale, the buyer must pay for the bus with a certified check or money order payable to NC State Surplus Property. It is best not to start any paperwork until you have this check in hand. The LEA will provide the buyer with a bill of sale. (this can be created with any word processing software, etc.) The title will be signed over to the buyer at this time. (NOTE: SIGN OVER TITLES ON PRE-PRICED EQUIPMENT: DO NOT SIGN OVER TITLE ON EQUIPMENT UP FOR BID) • The LEA will forward the Certified Check or Money Order along with the TD-13 Bus For Sale form to NCDPI Transportation Services. This form can be downloaded @ http://www.ncbussafety.org/download/TD-13BUSALEFORM.doc

Process for Disposing of tires • The scrap school bus tire contract has been awarded to North & South Truck Tires Sales out of Clayton, NC. • You may call them to schedule pick up at 919-550-2735. • Please read the information below as it defines what a scrap tire is and explains how North & South Truck tires Sales will pick up the scrap tires at your location. • Scrap tires are defined as those tire casings that are no longer suitable for capping. • The scrap tire must meet one or more of the following criteria and only those tires deemed by the transportation director or designee as "ready to discard" are to be considered as scrap:

Process for Disposing of tires • All casings with obvious visual damage (check warranty if applicable). • All casings previously capped two or more times (check DOT recap stamp). • All casings five years or older (check DOT serial number). • All casings for which no bids were received. • All Yokohama brand casings.

Process for Disposing of tires • Contractor will be responsible for picking up tires within twenty (20) working days after notification from the school bus garages. The contractor must report to the transportation director or school bus garage supervisor and/or staff upon arrival at the garage. The garage personnel will supervise the dispersing of the scrap tires. If several "lots" of tires are on hand (i.e., virgin, surplus, or scrap), the contractor must be told which tires to load. Upon pickup of tires, the contractor must complete a Scrap Tire Pick Up form provided at each site. • The Scrap Tire Pick Up Form is attached and also on DPI's website at http://www.ncbussafety.org/reports.html

Process for Disposing of tires • Look under the heading Reports and Forms, School Bus Maintenance Forms. • If you have any questions, please contact Jeff Moore atjmoore@dpi.state.nc.us

Preventative Maintenance