System-Specific Spare Bus Ratios Update (2014)

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59 APPENDIX C Proposed TCRP Problem Statement I. PROBLEM TITLE Optimizing Spare Bus Fleets through Improved Maintenance and Operational Practices II. RESEARCH PROBLEM STATEMENT The TCRP Synthesis of System-Specific Spare Bus Ratios (SA-32) provided a comprehensive review of the spare bus issues, chal- lenges, and experiences facing U.S. and Canadian transit opera- tors. This research analyzed a number of factors affecting spare bus needs across a wide range of agencies with varied bus fleet configurations, service mixes, and operating environments. It also highlighted several suggested practices for transit operators to consider that would improve the management of their bus fleets and spare ratios—“what could be done.” As a TCRP synthesis, however, the practices identified did not get into significant depth regarding “how to do it.” There is a clear need for practical guidance to transit agencies as to how they can implement some of the promising practices identified in the SA-32 Synthesis and other sources, including (but not limited to): • An evaluation methodology that can be used by transit agency staff in determining the optimal number of spare vehicles required relative to peak fleet needs (i.e., their spare ratio) • Methods and strategies to improve inter-departmental col- laboration and “the breaking down of silos” (e.g., between maintenance, operations, and planning departments) • Approaches to reallocating more maintenance work to the night shift and other non-peak hours to mitigate spare bus requirements • Strategies to increase the inter-operability of the fleet to meet agency transit service needs while supporting effi- cient maintenance practices, such as keeping the fleet as homogeneous as possible • Improving training and developing work force capacity to address the increasing technological complexity and labor-intensiveness of transit fleet maintenance • Other promising practices to improve bus fleet management. III. OBJECTIVE This research is intended to provide transit professionals with a compendium of best practices, actionable tools, and practi- cal methods with which to improve bus fleet management and optimize spare ratios. Building upon some of the promising practices identified in TCRP Synthesis SA-32—System-Specific Spare Ratio Update and other sources, the primary objective is to produce a detailed “how to” guidebook to assist transit agency staff (from such departments as maintenance, opera- tions, engineering, planning, procurement, and finance) in determining the optimal size (and mix) of the spare vehicle fleet and taking cost-effective action to achieve and maintain that fleet level. IV. RESEARCH PROPOSED The research would be organized around two key phases (and their respective tasks): Phase 1: Data Collection, Analysis, and Documentation • Review literature, including TCRP Synthesis SA-32: System-Specific Spare Ratios and other relevant documents • Analyze relevant National Transit Database (NTD) data • Canvass and select a broad representation of 10–12 tran- sit agencies (large and small) for in-depth research; these agencies will have been identified as innovators in effec- tively maintaining a “lean” spare bus fleet relative to their peak pullout (i.e., their spare ratio). • Develop survey and telephone interview templates for the 10–12 agencies • Conduct survey and telephone interviews with key execu- tive, maintenance, operations, planning, and other relevant staff; gather data and information on “what they do” and “how they do it” • Based on surveys and telephone interviews, five of the agencies will be selected for on-site interviews and inter- departmental “focus” groups. • Analyze the various fleet attributes, transit services, operating environment, and effective practices reported by the surveyed/interviewed agencies, considering the weighted effects of such criteria as daily maintenance requirements; technical training needs; the daily revenue service mix; training bus requirements; special events and displays; special requests for buses; and marketing/ branding programs; fleet mix, bus fuel/energy systems; advanced technology systems on-board, average bus age/ mileage, etc. • Document survey and interview information and analysis in a technical memorandum. 2) Develop Draft and Final Guidebook, to include: • A methodology (including data templates and analytical tools) that can be practically applied by transit agency staff in estimating the optimal mix and number of spare vehicles required (i.e., their spare ratio) • Action Steps with which to implement practices identified in Phase 1 that can assist agencies in achieving their optimal mix and number (and continuing to improve). • Draft guidebook review by Panel, with comments addressed in the final guidebook. V. ESTIMATE OF THE PROBLEM FUNDING AND RESEARCH PERIOD It is estimated that this project will require $250,000 over an 18-month study period (including three months for review and revision of the draft final report).

60 VI. URGENCY AND PAYOFF POTENTIAL The urgency of this proposed research lies in its opportunities to provide tools to transit agencies that will save money and improve service to the public. The proposed research has the potential for significant payoff. The number and mix of spare buses at a transit agency can have major service quality and/ or financial implications, whether the ratio is too “lean” or too “fat.” There are significant capital and operating costs of acquir- ing and maintaining more buses that are necessary to support an agency’s transit service complement, maintenance program, and other ancillary needs (training, marketing, special events, etc.). Conversely, inadequate numbers (and types) of spare vehicles can have adverse impacts on the transit services delivered to the public, which can be manifested in terms of missed trips, service interruptions, and vehicle condition. Furthermore, there may be implications to an agency receiving federal funding that exceeds the FTA 20% spare ratio guideline. VII. RELATIONSHIP TO FTA STRATEGIC RESEARCH GOALS AND TCRP STRATEGIC PRIORITIES Efficient fleet management with the optimal number of spare buses is not an end in itself. It is a key factor that can impact service quality and safety, fleet maintenance and asset preserva- tion, and cost-effective operation. As such, this proposed project relates directly to the FTA’s Strategic Research Goal of: • Supporting the Improvement of the Performance of Tran- sit Operations and Systems, addressing the questions: How can we improve the reliability of our transit systems and the productivity of our transit workforce? What technical and operational advances best contribute to cost-effective man- agement of the planning, design, construction, and operation of major transit investments? What technologies and prac- tices are available to promote the most cost- effective service and capital replacement policies? How do we ensure transit assets are in a state of good repair? How can we systemati- cally promote life-cycle planning for transit assets? This proposed research also supports the TCRP Strategic Priorities of: • Placing the Transit Customer First by supporting cost- effective bus fleets (with an optimal spare bus ratio) that meet transit service requirements with safe, clean, and dependable vehicles • Enabling Transit to Operate in a Technologically Advanced Society by supporting the continued operation and main- tenance of technologically advanced buses and their com- ponent systems—and their safety, comfort, convenience, and environmental benefits. • Revitalizing Transit Organizations by providing tran- sit agencies with tools to better manage their bus fleets through information technologies, changes in the work force, and new roles and partnerships to “Work Better— Cost Less.” VIII. RELATED STUDIES The purpose of this synthesis, TCRP Synthesis Topic SA-32: System-Specific Spare Bus Ratio Update, is to update the findings of TCRP Synthesis 11 (published in 1995), providing guidance to transit agencies on how various factors may affect optimal fleet size. Other related past studies include: • Li, T., A. Gan, and F. Cevallos, “Characteristics of Bus Transit Vehicles in the United States: How They Have Changed Over a Quarter Century,” Presented at the 53rd Annual Transportation Research Forum, Tampa, Fla., Mar. 15–17, 2012. • Schiavone, J., Method and Processes for Transit Training Metrics and Return on Investment, Transportation Learn- ing Center, Silver Spring, Md., 2011. • Minkoff, M., “Bus Fleet Management in an Era of Increas- ing Technical Complexity: Analysis of Bus Fleet Spare Ratios,” TCRP Project J-06, Task 73, Transportation Research Board of the National Academies, Washington, D.C., 2009. IX. PERSON(S) DEVELOPING THE PROBLEM Martin Minkoff, Principal, ICF International, 710 Second Avenue, Suite 550, Seattle, WA 98104 (206) 801-2823; (206) 801-2899 (Fax); E-mail: martin. minkoff@icfi.com. X. PROCESS USED TO DEVELOP PROBLEM STATEMENT This problem statement was initiated at the request of, and developed with input from, the TCRP Synthesis Panel SA-32: System-Specific Spare Ratio Update—as part of the draft synthe- sis document review process. XI. DATE AND SUBMITTED: Submitted by Martin Minkoff, ICF International, on behalf of the TCRP J-7 Synthesis Topic Panel (SA-32), June 13, 2013.