The assessment will cover the following key areas: A. Transit Operations (Vehicle Maintenance, Engineering & Transportation) • Organizational Structure & Staffing o Evaluate staffing levels, roles, responsibilities, and reporting lines. o Assess supervisory oversight and shift coverage. • Preventive and Corrective Maintenance Programs o Review maintenance schedules, compliance rates, documentation practices, and backlog levels. o Assess resource utilization and efficiencies; ability to meet target/standard performance metrics. o Assess the effectiveness of the preventive maintenance program in minimizing road calls and service delays. • Facilities, Tools, and Equipment o Assess condition, adequacy, and utilization of facilities, diagnostic tools, and parts inventory systems. o Evaluate parts procurement processes and inventory control. • Fleet Management and Lifecycle Planning o Examine asset tracking, fleet replacement strategy, and condition monitoring. o Assess opportunity for fleet management optimization modeling to assist in decision-making. o Evaluate practices related to warranty recovery, spare ratios, and vehicle reliability metrics. o Assess and identify improvements in the acquisition/certification/acceptance process in terms of cycle time and effectiveness and optimize OEM and in-house component acquisition and installation. • Compliance and Safety o Assess adherence to federal (e.g., FTA, FMCSA), state, and local safety and environmental regulations. 3. Methodology The assessment will include: • Document Review – Policies, SOPs, maintenance logs, KPI reports, training manuals, etc. • Site Visits & Observations – Inspections of operating divisions, maintenance shops, operations control center. • Stakeholder Interviews – Department leadership, supervisors, union reps, operators, and maintenance staff. • Benchmarking – Comparison with peer agencies and industry best practices. • Data Analysis – Evaluation and creation of KPI’s related to service data, vehicle reliability, cost per mile, mechanic productivity, and safety metrics. 4. Deliverables • Interim Findings Report – Summary of preliminary observations and identified critical issues. • Final Assessment Report – Detailed analysis with: o Operational strengths and areas for improvement. o Quantitative and qualitative performance metrics. o Recommendations for improvements across staffing, workflows, technology use, compliance, and resource allocation. • Presentation to Executive Team – Summary of key findings and implementation roadmap. 5. Timeline Estimated project duration: 10–14 weeks • Week 1–2: Project kickoff, data collection • Week 3–6: Field work and analysis • Week 7–9: Draft reporting and stakeholder feedback • Week 10–14: Final reporting and executive presentation 6. Assumptions and Requirements • Vendor will have a proven track record in fleet management and/or fleet maintenance within the public transit sector operating under a collective bargaining agreement. • Full access to relevant personnel, systems, records, and facilities will be provided. • Assignment of a project liaison to support coordination. • Confidentiality of sensitive operational data will be maintained. • Access to key personnel/subject matter experts for work sessions to understand current state, understanding root causes or gaps to performance and identification of improvement opportunities.
