System-Specific Spare Bus Ratios Update (2014)

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45 WELCOME! Dear Survey Recipient, The American Public Transportation Association (APTA), through its nonprofit research organization, the Transit Development Corporation, Inc. (TDC), is cooperating in a research project to prepare a synthesis of current practice on System-Specific Spare Bus Ratios. This is part of the Transit Cooperative Research Program (TCRP), managed by the Transportation Research Board (TRB) in cooperation with the Federal Transit Administration (FTA) and TDC. TCRP syntheses provide practical information and guidance for transit agencies of all sizes in profiling innovative and successful practices, lessons learned, and gaps in information. The purpose of this project is to update the findings of TCRP Synthesis 11 on Spare Bus Ratio practices, published in 1995. The com- plexity and challenges facing today’s transit operators have changed dramatically over the last 18 years. This project will focus on providing current guidance to transit agencies. The final report, to be published by TRB, will provide information on various factors affecting bus spare ratio levels and agency approaches taken to reduce their spare ratios—and the results. This survey questionnaire is being distributed to transit agencies that operate bus fleets. If you are not the appropriate person at your agency to complete this survey, please forward it to the correct person. The survey questions are designed to gather information concerning your agency’s bus fleet(s) that are used to deliver fixed-route and other scheduled general public transit services. This survey does not cover ADA paratransit services. When reporting fleet infor- mation and related characteristics, please do not include vehicles used for ADA paratransit services. As well, please do not include vanpool vehicles. Please complete and submit this survey questionnaire by Monday, February 18, 2013. If you have any questions, please do not hesi- tate to contact our principal investigator Martin Minkoff at martin.minkoff@icfi.com or (206) 817-4286. Thank you very much for participating in this survey! CONTACT INFORMATION OF PERSON COMPLETING SURVEY 1) Please list the name of your organization and the contact information for the person completing this survey. First Name*: Last Name*: Title*: Agency Name*: Street Address*: Apt/Suite/Office: City*: State/Province*: Zip/Postal Code*: Country*: E-mail Address*: Phone Number*: Fax Number: Mobile Phone: Agency Website URL (Home Page): APPENDIX A TCRP Synthesis Survey Questionnaire: System Specific Spare Ratios

46 YOUR AGENCY’S FLEET DESCRIPTION 2) Please check the following classifications that apply to your agency’s active bus fleet: [ ] Directly operated (and maintained) bus services [ ] Contracted (purchased transportation) bus services 3) Please check below each type of bus that your agency has in its DIRECTLY OPERATED active bus fleet: [ ] Less-than-30-foot Bus [ ] 30-foot Bus [ ] 35-foot Bus [ ] 40-foot Standard Bus [ ] Over-the-Road (3 Axle) Bus [ ] 60-foot Articulated Standard Bus [ ] Double-Decker Bus [ ] Other (please specify): [ ] Not Applicable 4) Please check below each type of bus that your agency has in its CONTRACTED active bus fleet: [ ] Less-than-30-foot Bus [ ] 30-foot Bus [ ] 35-foot Bus [ ] 40-foot Standard Bus [ ] Over-the-Road (3 Axle) Bus [ ] 60-foot Articulated Standard Bus [ ] Double-Decker Bus [ ] Other (please specify): [ ] Not Applicable 5) As applicable, please enter the following for your DIRECTLY OPERATED bus fleet by year (enter zeroes for any year not operated): Vehicles Available for Maximum Service (i.e., your Total Active Fleet) Vehicles Operated in Maximum Service (i.e., your Peak-Service Fleet) Annual Vehicle Miles 2012 ___ ___ ___ 2011 ___ ___ ___ 2010 ___ ___ ___ 2009 ___ ___ ___ 2008 ___ ___ ___ 6) As applicable, please enter the following for your CONTRACTED bus fleet below by year (enter zeros for any year not operated): Vehicles Available for Maximum Service (i.e., your Total Active Fleet) Vehicles Operated in Maximum Service (i.e., your Peak-Service Fleet) Annual Vehicle Miles 2012 ___ ___ ___ 2011 ___ ___ ___ 2010 ___ ___ ___ 2009 ___ ___ ___ 2008 ___ ___ ___

47 7) Please enter the Spare Ratio (%) for your Directly Operated Bus Fleet, your Contracted Bus Fleet, and your (combined) Total Fleet (as each may be applicable) for each of the years indicated below. Please enter zeroes for any year not operated. Directly Operated Contract (Purchased Transportation) TOTAL (Directly Operated and Contracted) 2012 ___ ___ ___ 2011 ___ ___ ___ 2010 ___ ___ ___ 2009 ___ ___ ___ 2008 ___ ___ ___ 8) Please describe the method you use to calculate the spare ratio(s). 9) If you CONTRACT for bus services, what spare ratio do you recommend or require the contractor to maintain (if applicable)? Recommended: Required: 10) Beyond your spare buses, do you maintain an inactive contingency fleet that can be mobilized if needed for emergencies? ( ) Yes ( ) No 11) How many buses are in your inactive contingency fleet? OTHER FLEET CHARACTERISTICS 12) As applicable, for each year, please list the average age and average mileage of your DIRECTLY OPERATED fixed-route bus fleet (Vehicles Available for Maximum Service)? Enter zeroes for any year not operated. Average Age Average Mileage 2012 ___ ___ 2011 ___ ___ 2010 ___ ___ 2009 ___ ___ 2008 ___ ___ 13) As applicable, for each year please list the average age and average mileage of your CONTRACTED fixed-route bus fleet (Vehicles Available for Maximum Service)? Enter zeroes for any year not operated. Average Age Average Mileage 2012 ___ ___ 2011 ___ ___ 2010 ___ ___ 2009 ___ ___ 2008 ___ ___ 14) Has the age or mileage of your fleet affected your spare bus needs and fleet spare ratio? ( ) Yes ( ) No 15) Please briefly explain how the age and/or mileage of your fleet has affected your spare bus needs (and if this has changed over the past five years).

48 16) For each of the years noted below, please check each advanced technology system that is/was present within your ENTIRE BUS FLEET (both directly operated and contracted out) or check “not applicable”: 2012 2011 2010 2009 2008 Not Applicable On-Board Electronic Fare Collection [ ] [ ] [ ] [ ] [ ] [ ] Automatic Vehicle Location (AVL) [ ] [ ] [ ] [ ] [ ] [ ] Bus Stop Enunciation [ ] [ ] [ ] [ ] [ ] [ ] Automatic Passenger Counters (APC) [ ] [ ] [ ] [ ] [ ] [ ] Digital Radio Communication [ ] [ ] [ ] [ ] [ ] [ ] Data Transmission (incl. Mobile Data Terminals) [ ] [ ] [ ] [ ] [ ] [ ] Wireless Internet [ ] [ ] [ ] [ ] [ ] [ ] On-Board Surveillance [ ] [ ] [ ] [ ] [ ] [ ] Advanced Emissions Control [ ] [ ] [ ] [ ] [ ] [ ] Regenerative Braking [ ] [ ] [ ] [ ] [ ] [ ] Electronic Head Signs [ ] [ ] [ ] [ ] [ ] [ ] Closed Area Networks [ ] [ ] [ ] [ ] [ ] [ ] Remote Diagnostics [ ] [ ] [ ] [ ] [ ] [ ] Hazard Detection/Response Systems [ ] [ ] [ ] [ ] [ ] [ ] Other (refer to next question) [ ] [ ] [ ] [ ] [ ] [ ] 17) If you specified “other” in previous question, please describe other advanced technology systems contained in your bus fleet and the year in which they were introduced: Advanced Technology System Year Introduced Other ___ ___ Other ___ ___ Other ___ ___ Other ___ ___ 18) Has the presence of these advanced technology systems affected your spare bus needs and fleet spare ratio? ( ) Yes ( ) No 19) Please briefly explain how these advanced technology systems have affected your spare bus needs and fleet spare ratio (and if this has changed over the past five years). 20) Please list the TOTAL number of vehicles powered by each fuel/energy system represented in your DIRECTLY OPERATED bus fleet and your CONTRACTED bus fleet (if applicable): 2012 2011 2010 2009 2008 Gasoline ___ ___ ___ ___ ___ Diesel ___ ___ ___ ___ ___ CNG ___ ___ ___ ___ ___ LNG ___ ___ ___ ___ ___ Propane ___ ___ ___ ___ ___ Hybrid-Electric (Gasoline) ___ ___ ___ ___ ___ Hybrid-Electric (Diesel) ___ ___ ___ ___ ___ Battery-Electric ___ ___ ___ ___ ___

49 2012 2011 2010 2009 2008 Fuel Cell ___ ___ ___ ___ ___ Electric Trolley (Overhead Catenary) ___ ___ ___ ___ ___ Other (refer to next question) ___ ___ ___ ___ ___ 21) If you specified “other” in previous question, please describe other fuel/energy system and the respective number of buses in each year below: Fuel/Energy System 2012 2011 2010 2009 2008 Other ___ ___ ___ ___ ___ ___ Other ___ ___ ___ ___ ___ ___ Other ___ ___ ___ ___ ___ ___ Other ___ ___ ___ ___ ___ ___ 22) Have the fuel/energy systems present in your fleet affected your spare bus needs and spare ratio? ( ) Yes ( ) No 23) Please briefly explain how the fuel/energy systems in your fleet have affected your spare bus needs and spare ratio (and if this has changed over the past five years). YOUR AGENCY’S SERVICE AND OPERATING ENVIRONMENT 24) For each year, what type(s) of regularly scheduled transit services have been provided with your bus fleet? Please check all that apply or not applicable. 2012 2011 2010 2009 2008 Bus Rapid Transit (BRT) [ ] [ ] [ ] [ ] [ ] Commuter Express (non-BRT) [ ] [ ] [ ] [ ] [ ] Regional Trunk [ ] [ ] [ ] [ ] [ ] Local Route [ ] [ ] [ ] [ ] [ ] Neighborhood Circulator/Feeder [ ] [ ] [ ] [ ] [ ] Shuttle [ ] [ ] [ ] [ ] [ ] Other (refer to next question) [ ] [ ] [ ] [ ] [ ] Not applicable [ ] [ ] [ ] [ ] [ ] 25) If you specified “other” in previous question, please describe other types of regularly scheduled transit services provided with your bus fleet and the year in which they were introduced: Type of Service Year Introduced Other ___ ___ Other ___ ___ Other ___ ___ Other ___ ___ 26) Has the provision of these types of services affected your spare vehicle needs and fleet spare ratio? ( ) Yes ( ) No 27) Please briefly explain how providing these types of services have affected your spare vehicle needs and fleet spare ratio (and if this has changed over the past five years).

50 28) What specialized features are REQUIRED on buses in your fleet in order to operate the mix of transit services your agency provides? Please check as many as applicable. [ ] High passenger-carrying capacity more than a standard 40’ bus [ ] Special exterior branding with unique paint scheme [ ] Exterior wood trim (e.g., for Trolley-Replicas) [ ] Ability to maneuver in confined areas [ ] Luggage racks/storage [ ] Premium seating and other interior amenities [ ] Low floor [ ] More than one door [ ] Other 1 [ ] Other 2 Other 1 (please specify): ____________________________________________ Other 2 (please specify): ____________________________________________ 29) Has a lack of available buses equipped with these required specialized features affected your ability to meet the daily pullout requirements of any of your services? ( ) Yes ( ) No 30) Please briefly explain how the lack of available buses equipped with these required specialized features has affected your ability to meet the daily pullout requirements of any of your services? 31) For each year, what type(s) of special or intermittent service needs have been met with your fixed-route fleet? Please check all that apply for each year. 2012 2011 2010 2009 2008 Special Event or Exhibition [ ] [ ] [ ] [ ] [ ] Back-Up “Bus Bridges” for Rail Interruptions [ ] [ ] [ ] [ ] [ ] “Plug Buses” for overloads and/or schedule compliance/“catch-up” [ ] [ ] [ ] [ ] [ ] Training [ ] [ ] [ ] [ ] [ ] Other Emergency or Special Need [ ] [ ] [ ] [ ] [ ] None of the above or Not Applicable [ ] [ ] [ ] [ ] [ ] 32) Has meeting these special or intermittent service requirements affected your spare vehicle needs and fleet spare ratio? ( ) Yes ( ) No 33) Please briefly explain how meeting these special or intermittent service requirements has affected your spare vehicle needs and fleet spare ratio (and if this has changed over the past five years). 34) We need the Peak-to-Base Ratio of your DIRECTLY OPERATED TRANSIT SERVICES and your CONTRACTED TRANSIT SERVICES—as each may be applicable. To enable us to calculate this ratio, please specify the highest number of buses required during the a.m. and p.m. peak periods and the lowest bus requirement during the base period (i.e., the off-peak period in between the a.m. and p.m. peak periods) for your DIRECTLY OPERATED and/or your CONTRACTED SERVICES, as applicable. For example, if the highest number of peak vehicles required is 251 and the lowest number of base vehicles required is 112, please enter those numbers respectively. (We will then use those numbers to compute the peak-to-base ratio—which in this example would be 2.24)

51 a.m. Peak Period Highest Bus Requirement p.m. Peak Period Highest Bus Requirement Base Period Lowest Bus Requirement Directly Operated Service (if applicable) ___ ___ ___ Contracted Service (if applicable) ___ ___ ___ 35) Has your agency’s peak-to-base ratio, and the resulting available bus maintenance time window, affected your spare bus needs and fleet spare ratio? ( ) Yes ( ) No 36) Please briefly explain how your agency’s peak-to-base ratio, and the resulting available bus maintenance time window, has affected your spare bus needs and fleet spare ratio. 37) Please describe any unique climatic or other environmental conditions under which your agency operates transit services. [ ] Extreme heat [ ] Extreme humidity [ ] Extreme cold [ ] Heavy snow and/or ice [ ] Salt or other corrosive elements [ ] Steep hills [ ] Extremely rough pavement [ ] Other [ ] None 38) If there are “other” unique climatic/environmental operating conditions you deal with that were not listed, please describe them below: Other: _________________________ Other: _________________________ Other: _________________________ Other: _________________________ 39) Have these climatic and/or environmental conditions affected your spare vehicle needs and fleet spare ratio? ( ) Yes ( ) No ( ) Not Applicable 40) Please briefly explain how these climatic and/or environmental conditions have affected your spare vehicle needs and fleet spare ratio. 41) Please identify the duty cycle categories under which your fleet operates and the relative proportion (%) of your fleet operating within each category. Heavy (intensive stop/start/dwell): ___________________________ Medium (moderate stop/start/dwell): _________________________ Light (infrequent stop/start/dwell): ___________________________ 42) Have the duty cycles under which the buses in your fleet operate affected your spare bus needs and fleet spare ratio? ( ) Yes ( ) No

52 43) Please briefly explain how the duty cycles, under which the buses in your fleet operate, have affected your spare bus needs and fleet spare ratio. 44) Please indicate the relative degree to which each factor below influences the number of spare buses that your agency is required to maintain. No influence Limited influence Moderate influence Significant influence Not Applicable Alternative Fuel/Energy Systems in Fleet ( ) ( ) ( ) ( ) ( ) Special Vehicle Needs or Features Required on Certain Routes ( ) ( ) ( ) ( ) ( ) Age or Mileage of the Fleet ( ) ( ) ( ) ( ) ( ) Advanced On-Board Technology Systems ( ) ( ) ( ) ( ) ( ) Intensity of Duty Cycles ( ) ( ) ( ) ( ) ( ) Requirements to meet special service demands (e.g., emergencies, rail interruption support, “plug” buses for overloads or schedule catch-up, etc.) ( ) ( ) ( ) ( ) ( ) Peak-to-Base Ratio (and resulting available bus maintenance time window) ( ) ( ) ( ) ( ) ( ) Other (if not listed, refer to next question) ( ) ( ) ( ) ( ) ( ) 45) If you specified “other” on the previous question, please describe those additional factors that influence the number of spare buses that your agency is required to maintain. Please also indicate the relative level of influence below for each factor. Description of Additional Factor Relative Level of Influence on Spare Bus Needs (1 = No influence; 2 = Limited influence; 3 = Moderate influence; and 4 = Significant influence) Other ___ ___ Other ___ ___ Other ___ ___ Other ___ ___ YOUR AGENCY’S FLEET MAINTENANCE PROGRAMS 46) (If applicable) what is your DIRECTLY OPERATED fleet ratio of technicians-to-buses? Please include technicians who actually work on the vehicle and its systems and sub-systems; do not include fuelers, cleaners, tire-servicers, etc. (for example, if you have 44 technicians and 210 buses, divide 44 by 210, and then enter 0.21). ____________________________________________ 47) (If applicable) what is your CONTRACTED fleet ratio of technicians-to-buses? Please include technicians who actually work on the vehicle and its systems and sub-systems; do not include fuelers, cleaners, tire-servicers, etc. (for example, if you have 44 technicians and 210 buses, divide 44 by 210, and then enter 0.21). ____________________________________________ 48) Please fill in the table below, as applicable, listing the type of training that is regularly provided to your maintenance staff within the appropriate cell. For New Buses Only For All Buses Other In-House Training ___ ___ ___ Manufacturer/Vendor Support ___ ___ ___ Other Outsourced Training ___ ___ ___ 49) Please indicate any training needs that are not being addressed and why (e.g., lack of funding, not enough staff to back-fill tech- nicians while in training, etc.).

53 50) Does your organization have a bus replacement or major rehabilitation schedule? ( ) Yes ( ) No 51) Under this schedule, at what age (in years) is a bus to be replaced or rehabbed? Please enter as applicable. Heavy Duty Large Bus (30’ to 48’, and 60’ artic) Medium-to-Light Duty Small Bus (16’ to 30’, including cutaways) Other Replaced ___ ___ ___ Rehabbed ___ ___ ___ If neither, enter zero ___ ___ ___ 52) As needed, please provide any additional clarifying information concerning your agency’s bus replacement/rehabilitation schedule. 53) Please select the answer(s) below that best describe the criteria under which a bus is pulled from service (check all that apply). [ ] Any defect that precludes the safe operation of the bus [ ] Any defect that limits the accessibility of the bus (e.g., malfunctioning lift, ramp, kneeling mechanism, etc.) [ ] Any defect that adversely affects customer comfort (e.g., malfunctioning air conditioning or heating system) [ ] Any cosmetic damage or blemish (e.g., body dents, graffiti, scratched windows, torn seat (etc.) [ ] Lack of cleanliness (based on acceptable agency standard) [ ] Any defect that limits the collection of revenue (e.g., malfunctioning farebox, smartcard reader, etc.) [ ] Any defect that limits customer information (e.g., malfunctioning head-signs, automated stop announcement [ ] Other 54) Please indicate any physical constraints at your maintenance facilities or depots that limit the functionality or flexibility of your maintenance activities. [ ] Limited number of maintenance bays or lifts [ ] Need to shuttle vehicles between facilities for certain maintenance needs (e.g., major component overhaul, PMs, paint/body, etc.) [ ] Inability to support certain bus types (e.g., artics, CNG fueling, etc.) [ ] Other [ ] None 55) Have these facility constraints affected your spare vehicle needs and fleet spare ratio? ( ) Yes ( ) No ( ) Not Applicable 56) Please briefly explain how these facility constraints have affected your spare vehicle needs and fleet spare ratio. 57) By year, what has been your DIRECTLY OPERATED fleet’s average annual mean distance between mechanical failures? Please enter zero for any year not in operation. 2012: _________________________ 2011: _________________________ 2010: _________________________ 2009: _________________________ 2008: _________________________

54 58) By year, what has been your CONTRACTED fleet’s average annual mean distance between mechanical failures (if applicable)? Please enter zero for any year not in operation. 2012: _________________________ 2011: _________________________ 2010: _________________________ 2009: _________________________ 2008: _________________________ 59) For purposes of your calculations, please briefly define “mechanical failure.” 60) Please indicate the relative degree to which each factor below influences the number of spare buses that your agency is required to maintain. No influence Limited influence Moderate influence Significant influence Not Applicable Level of Maintenance Staffing in Key Skill Areas ( ) ( ) ( ) ( ) ( ) Level of Training ( ) ( ) ( ) ( ) ( ) Fleet Replacement/Rehab Schedule ( ) ( ) ( ) ( ) ( ) Out of Service Criteria (when bus is removed) ( ) ( ) ( ) ( ) ( ) Fleet Reliability (measured by mean distance between mechanical failures) ( ) ( ) ( ) ( ) ( ) Maintenance Facility Constraints (at one or more garages/depots) ( ) ( ) ( ) ( ) ( ) Other (if not listed, refer to next question) ( ) ( ) ( ) ( ) ( ) 61) If you specified “other” on the previous question, please describe those additional factors that influence the number of spare buses that your agency is required to maintain. Please also indicate the relative level of influence below for each factor. Description of Additional Factor Relative Level of Influence on Spare Bus Needs (1 = No influence; 2 = Limited influence; 3 = Moderate influence; and 4 = Significant influence). Other ___ ___ Other ___ ___ Other ___ ___ Other ___ ___ 62) Please indicate the relative degree to which each element of your maintenance program below influences the number of spare buses that your agency is required to maintain. No influence Limited influence Moderate influence Significant influence Not Applicable Preventative Maintenance (PM) Inspections (and resulting action) ( ) ( ) ( ) ( ) ( ) Major component repair/rebuild ( ) ( ) ( ) ( ) ( ) Scheduled mid-life overhauls ( ) ( ) ( ) ( ) ( ) Running Repair ( ) ( ) ( ) ( ) ( ) Body and Paint ( ) ( ) ( ) ( ) ( ) Daily Servicing (i.e., fueling, cleaning, etc.) ( ) ( ) ( ) ( ) ( ) Other (if not listed, refer to next question) ( ) ( ) ( ) ( ) ( )

55 63) If you specified “other” on the previous question, please describe those additional maintenance program elements that influence the number of spare buses that your agency is required to maintain. Please also indicate the relative level of influence below for each element. Description of Additional Element Relative Level of Influence on Spare Bus Needs (1 = No influence; 2 = Limited influence; 3 = Moderate influence; and 4 = Significant influence). Other ___ ___ Other ___ ___ Other ___ ___ Other ___ ___ YOUR AGENCY’S FINANCIAL CHALLENGES 64) Have financial challenges impacted your agency’s spare bus needs and spare ratio? ( ) Yes ( ) No 65) Please indicate specific challenges (check all that apply): [ ] Reduced maintenance staffing levels [ ] Reduced dollars available for needed training [ ] Transit service reductions resulting in unused vehicles (and expansion of the spare vehicle fleet) [ ] Reduced capital dollars available for needed bus replacement [ ] Reduced funds available for state of good repair [ ] Other challenges (please list in next question) 66) Please briefly list any other financial challenges not listed above that have impacted your agency’s spare bus needs and spare ratio? 67) Has your agency exceeded the FTA’s 20% spare ratio guideline in any of the past five years? ( ) Yes ( ) No 68) If so, please describe the FTA’s response (e.g., a full waiver, a conditional waiver, requirement to develop an action plan to meet the 20% threshold, other)? 69) CANADIAN SYSTEMS ONLY: What has been the impact of federal and/or provincial funding on your fleet spare ratio? YOUR AGENCY’S APPROACHES TO REDUCING ITS SPARE RATIO 70) Is your current spare ratio sufficient to meet your agency’s maximum operating requirements AND your optimal maintenance program? ( ) Yes ( ) No 71) Please list the top three reasons why your fleet’s current spare ratio is NOT sufficient: Reason 1: _________________________ Reason 2: _________________________ Reason 3: _________________________

56 72) Has your agency been able to reduce its spare ratio over the past 5 years? ( ) Yes ( ) No 73) Please describe the actions taken to accomplish this, and the results (including the spare ratio change): 74) Over the past 5 years, have you taken affirmative actions toward reducing your fleet’s spare ratio that did not work? ( ) Yes ( ) No 75) Please briefly describe the action(s), the results, and any lessons learned: 76) Do you believe that a 20% spare ratio for your fleet is realistic for your agency? ( ) Yes ( ) No 77) If not, please explain why: 78) What changes in practice, policy, or additional resource(s) would best improve your agency’s ability to reduce its fleet spare ratio? YOUR AGENCY’S INTEREST IN BEING A CASE STUDY 79) Would your agency be interested in being one of four case examples to be developed for this Synthesis Report? (It would entail a telephone interview; you would have the ability to review, and correct any inaccuracies in, your case study description before final printing of the Synthesis Report). ( ) Yes ( ) No ( ) Maybe—would like more information THANK YOU FOR YOUR TIME AND INSIGHTS! Thank you for completing and submitting the survey via the web. Your timely and complete response is very important to this project and its usefulness to the transit industry. If you have any questions or concerns following submittal, please contact Martin Minkoff, ICF International via e-mail at: martin. minkoff@icfi.com or telephone at (206) 817-4286. Thank you!