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35 APPENDIX B Detail Summary of Survey Responses TABLE B1 TABLE B6 DOES YOUR AGENCY POSSESS A DOES THE INVENTORY INCLUDE? COMPREHENSIVE INVENTORY OF YOUR Respondents Yes No OPERATING INFRASTRUCTURE ASSETS? Revenue Vehicles 95% 5% Respondents Percentage Support Vehicles 89% 11% Yes 98 Passenger Stations 97% 3% No 2 Fixed Guideway 88% 12% 100 Infrastructure Maintenance Buildings 94% 6% n = 42. Administrative Buildings 97% 3% Average 93% 7% TABLE B2 DOES YOUR AGENCY MAINTAIN THIS n = 37. INVENTORY ON A PERIODIC BASIS? Respondents Percentage TABLE B7 Yes 98 DOES YOUR ASSET INVENTORY COVER, No 2 TO SOME DEGREE, ALL MODES 100 OF SERVICE PROVIDED? n = 40. Respondents Percentage Yes 59 No 41 TABLE B3 n = 37. WHAT IS THE PRIMARY SOURCE OF DATA FOR THIS ASSET INVENTORY DATA? TABLE B8 Respondents Percentage IF NO, PLEASE DESCRIBE BELOW WHY Asset Inspection 20 CERTAIN SERVICES ARE NOT INCLUDED Fixed Asset Ledger/Counting Data 40 IN THE INVENTORY Maintenance Management System 13 Combination of One or More of the Above 28 Responses: 100 Our agency contracts out for all paratransit service. The vehicles used for the paratransit service are owned n = 40. by the vendors, and therefore are not included in our inventory process. TABLE B4 Metro does not own assets on the vanpool program. HOW DO YOU USE THIS INVENTORY? Respondents Yes No TABLE B9 Financial Reporting Purposes (i.e., WHAT TYPE OF MANAGEMENT PROCESS AND 78% 22% fixed asset ledger) DATABASE DO YOU USE TO RECORD AND FTA Regulatory Purposes 87% 13% UPDATE ASSET DATA? Maintenance Management 81% 19% Asset Condition Assessment 86% 14% Respondents Percentage Investment Strategy Development 74% 26% Non-networked Electronic 22 Capital Planning Purposes 97% 3% Spreadsheet/Database Agency Funding Purposes 87% 13% Networked Electronic Spreadsheet/Database 54 Average 84% 16% Other system 24 100 n = 38. n = 37. TABLE B5 ARE YOU WILLING TO ANSWER MORE TABLE B10 DETAILED QUESTIONS ON HOW YOUR HOW DO YOU STORE THE ASSET DATA? TRANSIT AGENCY TRACKS ITS ASSETS, Respondents Percentage ASSESSES THEIR CONDITION AND USES THE INFORMATION TO DEVELOP Financial Information Database 38 INVESTMENT STRATEGIES AND Internally Developed Database 22 UNDERTAKE CAPITAL PLANNING? Off-the-Shelf, Asset Management Database 16 Consultant Developed Database 5 Respondents Yes No Contractor Developed Database 3 Are you willing to do the detailed 90% 10% Other Database 16 survey? 100 n = 41. n = 33.
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36 TABLE B11 TABLE B16 WHERE DO YOU STORE THE PRIMARY DO YOU USE DESIGNATED, BUT NOT (not backup) ASSET DATA? DEDICATED, AGENCY STAFF TO MAINTAIN AND UPDATE THE ASSET INVENTORY? Respondents Percentage In-house 81 Respondents Percentage Combination of In-house and Off-site at Yes 59 19 Contractor No 41 100 100 n = 36. n = 37. TABLE B12 TABLE B17 WHAT IS THE FREQUENCY OF UPDATE FOR IF YES, PLEASE INDICATE THE NUMBER OF COMPLETE ASSET INVENTORY? PEOPLE AND DEPARTMENTS IN WHICH THEY WORK Respondents Percentage Periodically (i.e., annually, bi-annually, 78 Department No. of People FTE etc.) Cap Program Management 1 1 As Changes Occur (i.e., irregularly) 22 Finance 1 1 100 Knowledge Management Planning 2 0.5 n = 36. Property Service 1 1 5 3.5 TABLE B13 CAN YOU PROVIDE US WITH SAMPLES OF THE FORMS OR SHEETS USED TO COLLECT THE TABLE B18 ASSET INFORMATION IN AN ELECTRONIC DO CONTRACTORS SUPPORT YOUR FORMAT OR SAMPLES OF THE ASSET AGENCY'S EFFORTS TO MAINTAIN AND INVENTORY? UPDATE THE INVENTORY? Respondents Percentage Respondents Percentage Yes 63 Yes 16 No 37 No 84 100 100 n = 30. n = 37. TABLE B14 TABLE B19 DO YOU HAVE A DEDICATED AGENCY STAFF PLEASE ESTIMATE THE NUMBER OF TO MAINTAIN AND UPDATE THE ASSET CONTRACTOR PERSON HOURS USED PER INVENTORY? UPDATE CYCLE Respondents Percentage Department No. of People FTE Yes 42 Information Technology 3 3 No 58 3 3 100 n = 36. TABLE B20 DO YOU ASSESS THE CONDITION OF SOME TABLE B15 OR ALL OF YOUR ASSETS AGENCY-WIDE? IF YES, PLEASE INDICATE THE NUMBER OF Respondents Percentage PEOPLE AND DEPARTMENTS IN WHICH Yes 89 THEY WORK No 11 Department No. of People FTE 100 Finance 1 1 n = 37. Finance 1 0.5 Finance 3 3 Chief Operating Officer 1 1 TABLE B21 General Accounting 1 1 DO YOU ASSESS THE CONDITION OF SOME Accounting 2 2 Accounting 1 1 OR ALL OF YOUR ASSETS AGENCY-WIDE? Accounting 2 0.25 Respondents Percentage Accounting 4 4 Age (only) 13 Transit Operations 1 Maintenance 1 Periodic Condition Inspection (only) 3 Asset Accounting 2 1.5 Combination of Age and Condition 81 Transportation 1 Inspections Materials Management Other 3 Public Transit 1 1 100 Budget 1 1 23 17.25 n = 38.
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37 TABLE B22 TABLE B26 WHAT IS THE FREQUENCY OF CONDITION OF DOES YOUR AGENCY USE THE UPDATE TO THE ASSET CONDITION AGE/CONDITION ASSESSMENT TO: DATABASE? Respondents Yes No Respondents Percentage Perform infrastructure needs assessment 86% 14% Periodically (i.e., regular intervals such as Estimate current magnitude of state-of- 61 70% 30% annually) good-repair backlog Varying Based on Asset Type or as Project future magnitude of state-of- 39 68% 32% Changes Occur good-repair backlog 100 Prepare an agency funding appeal for 83% 17% additional funding n = 36. Determine agency investment priorities 81% 19% Estimate magnitude of state-of-good- 67% 33% TABLE B23 repair backlog AT WHAT LEVEL OF ASSET AGGREGATION Other applications (please explain 51% 47% below) DOES YOUR AGENCY RECORD AND ASSESS Average % 74% 26% ASSET CONDITION? Respondents Percentage n = 36. Individual assets (e.g., bus by bus, 24 bridge by bridge, or station by station) TABLE B27 Individual asset purchase class (e.g., all OTHER APPLICATIONS EXPLANATION: 2001 diesel 40 ft buses, all #1 cars for 5 heavy rail line) Responses Asset type (e.g., stations, revenue "What-if" analyses--e.g., what will future backlog be 14 at various annual investment levels? vehicles, service vehicles, garages) Various breakdown schemes depending Annual budget preparation (capital replacement 57 element thereof) on asset type Asset databases inform the development of the agency- n = 37. wide Twenty Years Needs and Five Year Capital Program TABLE B24 Determining depreciation schedule based on age or AT WHAT LEVEL OF SERVICE condition AGGREGATION DOES YOUR AGENCY Insurance risk, financial planning, service planning, RECORD AND ASSESS ASSET CONDITION? budgeting Only priority and safety repairs are reported in backlog. Respondents Percentage Routine repairs addressed as maintenance, but Mode (e.g., bus, light rail, heavy rail, backlog not tracked routinely across divisions owing 24 commuter rail) to maintenance management differences Line or Region (e.g., Red line, North division) 2 Plan and program our capital projects Combination of Mode and Line/Region 22 Reporting requirements (federal, etc.) Do Not Use Service Aggregation Coding 46 Validation of adequacy of existing asset maintenance programs n = 37. TABLE B25 TABLE B28 CAN YOU PROVIDE US WITH SAMPLES OF THE DOES YOUR AGENCY USE THE INVENTORY FORMS OR SHEETS USED TO COLLECT THE AND CONDITION ASSESSMENT TO ESTIMATE ASSET INFORMATION IN AN ELECTRONIC A BACKLOG OF NEEDED REPLACEMENT AND FORMAT OR SAMPLES OF THE ASSET RENEWAL INVESTMENTS? INVENTORY? Respondents Percentage Respondents Percentage Yes 61 Yes 47 No 39 No 53 100 100 n = 36. n = 30.
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38 TABLE B29 TABLE B33 IN WHAT YEAR DOLLARS? IS THE RENEWAL CYCLE OF YOUR AGENCY'S CAPITAL PROGRAM LINKED TO THE Respondents Percentage FREQUENCY ASSET INVENTORY UPDATE? 2008 22 2009 30 Respondents Percentage 2010 30 Yes 40 Other 17 No 60 100 n = 23. n = 36. TABLE B30 PLEASE PROVIDE THE BACKLOG ($) BY TABLE B34 INVESTMENT TYPE: PLEASE INDICATE THE PERCENTAGE BREAKDOWN OF YOUR AGENCY'S CURRENT Item Responses CAPITAL PROGRAM BY THE FOLLOWING Revenue Vehicles (heavy rail) 7 CATEGORIES. PLEASE ENSURE THAT THE Revenue Vehicles (light rail) 4 SUMS EQUAL 100% Revenue Vehicles (buses) 12 Revenue Vehicles (commuter rail) 5 Item Responses Revenue Vehicles (ferries) 4 State of Good Repair (SGR) Investments 27 Revenue Vehicles (vans) 8 Service Expansion 21 Support Vehicles (e.g., tow trucks) 13 Enhancements to Existing Assets 21 Passenger Stations 16 Other 11 Track 10 Power 11 Signals 11 TABLE B35 Tunnels 9 PLEASE EXPLAIN OTHER ABOVE: Bridges 8 Maintenance Buildings 15 Response Administrative Buildings 7 4.6% accessibility and 23.4% state transit All Other Assets 15 commitments included in the MBTAís 5-year capital program Capital funds will primarily be directed toward TABLE B31 replacement buses WHAT IS THE TIME FRAME FOR YOUR Incorporates service and capacity expansion, and customer enhancements AGENCY'S CAPITAL PROGRAM? Information derived from FY09 Budget Book Item Responses Lines 32 and 33 above include revenue vehicle Fixed five years (e.g., 20052009, procurement and are for the period 20092015 1 then 20102014) Maintaining current service Rolling five years (e.g., 20052009, Normal replacement projects 1 then 20062010) Other is replacement of temporary World Trade Center Fixed ten years (e.g., 20052014, (WTC) station. Original WTC station destroyed by 3 then 20142023) terrorism on 9/11 Rolling ten years (e.g., 20052014, Program administration, environmental remediation, 2 then 20062015) and insurance Other 10 Safety and administration Security and smart fare card projects TABLE B32 IS THE RENEWAL CYCLE OF YOUR AGENCY'S TABLE B36 CAPITAL PROGRAM (i.e., 5-year fixed, 5-year HAS THE TRANSIT ASSET CONDITION SYSTEM rolling, 10-year, etc.) LINKED TO THE DURATION BEEN USED TO CHANGE CAPITAL FUNDING OF ITS PLANNING CYCLE? PRIORITIES TO IMPROVE THE SGR OF THE AGENCY? Respondents Percentage Yes 71 Respondents Percentage No 29 Yes 58 100 No 42 100 n = 35. n = 33.
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39 TABLE B37 PLEASE DESCRIBE HOW THE TRANSIT ASSET CONDITION SYSTEM HAS BEEN USED TO CHANGE CAPITAL FUNDING PRIORITIES TO IMPROVE THE SGR OF THE AGENCY? Responses: Vehicles were determined to have an expensive flaw in the rail vehicle pivot pin. A capital project was created and funding moved to cover these repairs. This is typical of our methodology. The asset condition system is used as basis for identifying 20-year needs. Based on this assessment, priorities are reviewed and ranked. From this, a 5-year capital program is developed and adjusted as necessary based on overall needs. Intermediate asset condition assessments are used to adjust capital program priorities as needed. The asset condition system is used to determine remaining life for some assets. Agency recently went through a strategic prioritization of capital needs. Asset condition informed the prioritization process. The asset database provides a uniform point of comparison between different categories of capital assets. The database also provides a quantifiable justification to demonstrate the need for capital investment. Calculating the SGR backlog (about $2.7 billion in 2006) more clearly showed policy makers that the MBTA needed to invest its limited dollars in SGR projects, and the future impact if maintenance not funded at sufficient levels. The state also agreed to fund expansion and other commitments, so as not to take away funding from SGR. Determination of existing (or future) condition of assets helps us prioritize. For instance, when the age and/or mileage of our fleet indicate a need for an "unanticipated" bus purchase, we might put off making some other capital purchase. Or if a regulatory need arises which requires immediate action, i.e. contamination at a maintenance facility, other capital purchases might be delayed. Condition Assessment Studies conducted to assess the condition of the revenue fleet and signal system led to determination to replace revenue fleet and signal systems in tandem rather than alternatives such as service life extensions or deferred action. Note: On previous page no backlog is shown for revenue fleet or signal system because they are in process of being replaced and old equipment is being scrapped as new equipment is accepted. As the system has been restored and improved over the past 25 years, the need for ongoing work for state of good repair and normal replacement has been highlighted by the asset condition surveys. Although we have yet to go through a CIP cycle since the adoption of MTC's Regional Transit Capital Inventory, we previously utilized our own in-house effort (BART's 30 Year Plan) to refocus our capital priorities on railcar rehabilitation/replacement and developing a funding strategy for maintaining state of good repair for our 43 rail stations. Has provided visibility to our current assets out in the field and determines replacement needs and costs. It has provided a means for correction and/or validation of SGR assumptions incorporated into the 20-year financial plan. The level of need for maintenance facilities is very large; the total picture of our asset condition has been used to justify investment of non-customer facing assets. First the agency identifies what assets are no longer in a state of good repair using condition information, age, whether or not the assets meet certain performance standards, and other measures. We then direct our capital dollars to eliminate the backlog of conditions relating to that asset type. Example: 25+ years of a station rehabilitation program had only addressed about half of stations. A detailed survey of components was undertaken (part of condition inventory), and now a targeted component investment program is proposed to address deficient conditions on a component level. Under the current economic conditions, a portion of 5307 funding was used for maintenance activities rather than purchasing vehicles. The systems assets are reviewed each year by members of the capital programs department. Over the past several years due to age and condition a greater emphasis has been placed on maintaining our current assets. Additionally, as capital funding is harder to obtain it is much more difficult if not impossible to consider expansion. Bus acquisition plan involves replacement of 100 buses per year out of a total fleet of 1,320. Result is an improved state of good repair. The asset condition system is used to identify current and future needs. The priority projects in the yearly capital program are developed based on the condition assessments. TABLE B38 WOULD YOU BE WILLING TO PARTICIPATE IN A BEST PRACTICES CASE STUDY AS PART OF THIS PROJECT? Respondents Percentage Yes 58 No 42 100 n = 33.