Attachment_P_-_2023_PTASP.pdf

Public Transportation Agency Safety Plan

SMS

Votran

Volusia County Public Transportation

January 5, 2023

Final llPage

Attachment P - 2023 PTASP Transit Mgmt. RFP 24-P-64AK

21Page

Table of Contents Section 1. Transit Agency Information

General lnformation

Section 2. Plan Development, Approval, and Updates

Section 3. Safety Performance Targets

Section 4. Safety Management Policy

Safety Management Policy Statement

Safety Management Policy Communication

Authorities, Accountabilities, and Responsibilities

Accountable Executive (AE)

Chief Safety Officer (CSO)

Role of Staff to Develop and Manage Safety Management Systems (SMS)

Accountable Executive (AE)

Chief Safety Officer (CSO)

Managers and Key Staff

Supervisors ( Employees

Employee Safety Reporting Program (ESRP)

Hazard Reporting Process

Immediate Action Required

Delayed Action Required

Role of Supervisor

Votran Responsibility

Section 5. Safety Risk Management

Safety Haza rd Identification

Personnel

Assets

Transit Asset Management

System

Hazard Identification Procedure

Safety Risk Assessment

Safety Risk Mitigation

Section 6. Safety Assurance Performance Monitoring and Measurement

Safety Committee

Maintenance

Maintenance Standards and Procedures

Operator Inspections

Daily Servicing and Inspections

Mileage-Based Maintenance Inspections

Maintenance Inspections of Contracted Providers

Operations

Facility Monitoring

Frequency

Reporting

Hazard Resolution

Follow-up

Documentation

Employee Hazard Reporting

Loss Reports

Route/Operations Safety

Safety Events

Accident and Incident Reporting Process

Notification

At-Scene Procedures

Investigation

Accident Review Process

Accident Review Committee

Hazard Resolution

Follow-up

Internal Reporting

Documentation

Continuous Improvement of Safety Performance

Maintenance

Operations

Safety

7. Safety Promotion

Operator Selection

Hiring Practices

Training

Initial Bus Operator Training

Annual Training for All Bus Operators

Initial Operation Supervisor Training

Injury and Illness Prevention Training

Emergency Response Planning and Coordination

System Modification Design Review and Approval

General Process

Modification Design Review

Modification Design Approval

Monitoring

Documentation

Routes

Additional Information

Appendix 1

Appendix 2

Appendix 3

SI Page

( Section 1. Transit Agency Information

The Volusia County Council created Volusia County Public Transportation (Votran) in 1975. Votran provides transit services in Volusia County, Florida. The Volusia County Council consists of seven members, five elected by District, and two elected at large, who serve four year terms. The Volusia County Council is the policymaking board for the transit system. The Votran General Manager is responsible for the management and operations of Votran, and he reports to the County's Director of Community Services. Transit Management of Volusia County, Inc. employees report to the General Manager. The service area population for Volusia County is approximately 494,593.

Votran offers 24 fixed routes, ADA complementary paratransit (Gold Service), two flexible fixed route (NSB Flex), and a commuter vanpool service. Votran directly provides approximately 60% of all paratransit trips, and the remainder is contracted to five vendors: All Volusia Transportation, Med-One Shuttle, Medi Quick, King's Transport, and Little Wagon. Services operate 6:00 a.m. to 12:00 a.m.

Monday through Saturday, and from 6:00 a.m. to 6:00 p.m. on Sunday. However, evening and weekend service is limited to the core Daytona Beach area. ADA complementary paratransit service is offered during the same days and hours of operation as the fixed-routes.

The basic adult fare on the fixed-route buses is $1.75. A half fare of $0.85 is offered during all hours of operation to adults aged 65 and older, persons with disabilities, Medicare cardholders, and youth between the ages of 7 and 18. The cost of a one-way Gold paratransit trip is $3.00. Votran operates a fleet of 70 buses for fixed-route service. The fixed-route fleet includes 30- and 35-foot low floor buses.

( Peak service requirements are 67 buses for a spare ratio of 23%. Votran has plans in place for expanded service to utilize the excess spare buses. The fleet is also comprised of 79 Turtle-Top and Glaval cutaway buses used in the delivery of paratransit service; and 11 vans for the commuter vanpool program.

Votran's administrative, maintenance, and vehicle storage facilities are located in the Volusia County Mobility Management Center, 950 Big Tree Road, in South Daytona. Votran operates the Westside Maintenance Facility in Orange City, Transfer Plaza in Daytona Beach, and the beachside lntermodal Facility in Daytona Beach. There is FTA interest in all of Votran's facilities.

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( General Information

Votran - Volusia County

Accountable Executive: Kelvin Miller, General Manager

Chief Safety Officer: Frank Alvarez, Safety, Training and Security Officer

Address/ Phone/ Web

950 Big Tree Road, South Daytona, FL 2119

(386) 756.7496 www.votran.org

Modes of Service: Fixed Route and Paratransit

FTA Funding Sources: FTA Section 5307, FTA Section 5339, FTA Section 5310

Modes of Service Directly Provided:

Fixed Route Bus

Demand Response

□Intercity Bus

Complimentary Paratransit

D Bus Rapid Transit

VOTRAN Does not provide transit services on behalf of another transit agency or entity.

D VOTRAN Provides transit service on behalf of the following transit agency(s) or entity(s)

Attachment P - 2023 PTASP Transit Mgmt. RFP 24-P-64AK http://www.votran.org/

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Section 2. Plan Development, Approval, and Updates

Name of Entity That Drafted This Plan

Votran - Volusia County Public Transportation System

Signature by the Accountable Executive

SiJlna.J-Gr/ of/9:ounta'J"Mcutive Date of Signature ne 1/f!"u)l3

Approval by the Board of Directors or an Equivalent Authority

Name of Individual/Entity That Approved This Plan Date of Approval

Volusia County Council 5/19/2020

Relevant Documentation (title and location)

County Council Agenda Item htt (25:LLvcse rvices.vcgov.orgLagendaLagenda-minutes.as(2

Certification of Compliance

Name of Individual/Entity That Certified This Plan

Date of Certification

General Manager

8/16/20

Relevant Documentation (title and location)

PTASP/SMS Document located in the Safety and Security Office

Version Number and Updates (Record the complete history of successive versions of this plan).

Version Number Section/Pages Affected Reason for Change Date Issued

1 Entire Plan Document Initial Plan Document 04/06/2020

2 Page 6 and Page 7 Change in Management 08/16/2020

3 Page 7 and Page 8 & 9 Updated Version/ Updated Targets 9/10/2021

4 Page 7 and Page 8 & 9 Updated Version/ Updated Targets - Minor Updates - Minor updates are not provided for board approval / Major updates are submitted for board approval.

1/3/2022

5 Page 7 and Page 8 & 9 Updated Version/ Updated Targets - Minor Updates - Minor updates are not provided for board approval/ Major updates are submitted for board approval.

1/5/2023

Annual Review and Update of the Public Transportation Agency Safety Plan

Describe the process and timeline for conducting an annual review and update of the Public Transportation Agency Safety Plan.

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Section 3. Safety Performance Targets

The following Performance Targets are aligned with the National Public Transportation Safety Plan supporting the 4 measures; Fatalities, Injuries, Safety Events & System Reliability.

1. Fatalities (total number of reportable fatalities and rate per total vehicle revenue miles by mode) - A death or suicide confirmed within 30 days of a reported event. Does not include deaths in or on transit property that are a result of illness or other natural causes. Reported in National Transit Database (NTD) data sheet S&S-40

2. Injuries (total number of reportable injuries and rate per total vehicle revenue miles by mode)-lnjury is defined as any damage or harm to persons as a result of an event that requires immediate medical attention away from the scene. Reported in National Transit Database (NTD) data sheet S&S-40 for major event and SS-50 for non-major event

3. Safety Events (total number of reportable events and rate per total vehicle revenue miles by mode) - Safety Event is defined as a collision, derailment, fire, hazardous material spill, act of nature (Act of God), evacuation, or OSONOC occurring on transit right-of-way, in a transit revenue facility, in a transit maintenance facility, or involving a transit revenue vehicle and meeting established National Transit Database (NTD) thresholds. Reported in National Transit Database (NTD) data sheet S&S-40 for major event and SS-50 for non-major event

4. System Reliability/Major Mechanical Failure (mean distance between major mechanical failures by mode) - Major mechanical failure is defined as a failure of some mechanical element of the revenue vehicle that prevents the vehicle from completing a scheduled revenue trip or from starting the next scheduled revenue trip because actual movement is limited or because of safety concerns. Reported in National Transit Database (NTD) data sheet S-20

(See appendix 3 for NTD FY 2020 non-rail mode safety and security quick reference guide)

IZl The Accountable Executive confirms that Votran's PTASP addresses all applicable requirements and standards as set forth in: 1. FTA's Public Transportation Safety Program and, 2. The National Public Transportation Safety Plan,

3. PTASP documents must be made available upon request by the FTA or other Federal entity, or a State Safety Oversight Agency having jurisdiction. A transit agency must maintain these documents for a minimum of three years after they are created'.

Votran's Public Transportation Agency Plan (PTASP) will be updated annually in January of each year. The process will include a review by all departments, updating information and changes in personnel/ duties, and submittal to the General Manager for final approval.

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Mode of Transit Service

Vehicle Fatalities Revenue Fatalities (Per 100k

Mile(VRM) Total VRM)

Injuries Injuries

(Total) (Per 100k

VRM)

Safety Safety System System

Events Events Reliability Reliability

(Total) (Per 100k (Total Mech. (per 100k VRM Failures VRM

FY21 FR 3,094,328 0.32 12 .38 4 .12 488 15.77

FY21 DR 1,986,640 0 0 0.5 0 0 96 4.83

TOTAL 5,080,968 0.1 13 .25 4 .07 584 11.49

FY22 FR 2,896,262 0 0 25 .86 30 1.03 553 19.09

FY22 DR 1,486,707 0 0 3 .20 3 .20 78 5.24

TOTAL 4,382,969 0 0 28 .63 33 .75 631 14.39

Safety Performance Targets

Votran has developed Safety Performance Targets in compliance with the National Public Transportation Safety Plan (NSP) - §673.11(a)(3) requirements.

Mode of Transit Service

Vehicle Revenue

Mlle(VRM)

Safety System System Fatalities

Total

Fatalities (Per 100k

VRM)

Injuries (Total)

Injuries (Per 100k

VRM)

Safety Events (Total)

In order to establish a baseline for safety performance measures a trend analysis of system fatalities, injuries, safety events, and system reliability was performed for FY2017-FY2019 to provide grounded metrics for future comparison and continuous improvement in setting safety performance targets.

Fiscal Year 2017-2019

Mode of Transit Service

Vehicle Revenue

Mlle(VRM)

Fatalities

Total

Fatalities (Per 100k

VRM)

Injuries (Total)

Injuries (Per 100k

VRM)

Safety Events (Total)

Safety Events

(Per 100k VRMl

System Reliability

(Total Mech.

Failures)

System Reliability (per 100k

VRMl

FY17 FR 2,792,889 0 0 35 1.25 33 118 329 11.8

FY17 DR 1,613,139 0 0 7 .43 5 .31 131 8.12

TOTAL 4,406,028 0 0 42 .95 38 .86 460 10.44

FY18 FR 3,014,556 0 0 31 1.0 29 .96 398 13.20

FY18 DR 1,729,019 0 0 5 .29 5 .29 120 6.94

TOTAL 4,743,575 0 0 36 .76 34 .72 518 10.90

FY19 FR 3,149,536 0 0 35 1.1 21 .66 486 15.43

FY19 DR 1,998,660 0 0 3 .15 3 .15 169 8.45

TOTAL 5,148,196 0 0 38 .74 24 .47 655 12.72

The table below represents the actual mileage, injuries, safety events, and system reliability for fiscal years 2021 and 2022.

Fiscal Year 2021 and 2022

Events Reliability Reliability (Per 100k (Total Mech. (per 100k

VRM Failures VRM

FY23 FR 2,896,262 0 0 22 .75 27 .93 480 16.57

FY23 DR 1,486,707 0 0 2 .13 2 .13 70 4.70

TOTAL 4,382,969 0 0 24 .54 29 .66 550 12.54

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Section 4. Safety Management Policy

Safety Management Policy Statement

Votran -Volusia County Public Transit System strives to provide safe, dependable, environmentally-sound, and innovative transportation options to every member of the community. The Public Transportation Agency Safety Plan (PTASP) has been developed to integrate safety into all Votran system operations. By using the procedures contained in the PTASP, Votran can continue to improve the safety and security of Votran's operation and services.

This PTASP describes the policies, procedures, and requirements to be followed by management, maintenance, and operations personnel to provide a safe environment for Votran employees, customers, and the general public. The goal of this program is to eliminate the human and fiscal cost of avoidable personal injury and vehicle accidents.

Each department has a responsibility under the PTASP. The Department Director and supervisors shall provide the continuing support necessary to achieve the PTASP objectives. A key to the success of this effort is for employees to be aware that they are accountable for safely performing the requirements of their position. The success of the program also depends on all employees actively identifying potential

( hazards and making a commitment to the safety of others.

Votran must be aware that decisions and actions often affect the safety of those in other operations. By following the processes described in the PTASP, Votran will continue to improve performance and the safety of the system while creating a culture of safety.

Votran's commitment is to:

• Support the management of safety through the provision of appropriate resources that will result in an organizational culture that fosters safe practices, encourages effective employee safety reporting and communication, and actively manages safety with the same attention to results as the attention to the results of the other management systems of the organization;

• Integrate the management of safety among the primary responsibilities of all managers and employees;

• Clearly define for all staff, managers, and employees alike, their accountabilities and responsibilities for the delivery of the organization's safety performance and the performance of Votran's safety management system;

• Establish and operate hazard identification and analysis, and safety risk evaluation activities--including an employee safety reporting program as a fundamental source for safety concerns and hazard identification--to eliminate or mitigate the safety risks of the consequences of hazards resulting from Votran operations or activities to a point which is consistent with an acceptable level of safety performance;

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• Ensure that no action will be taken against any employee who discloses a safety concern through the employee safety reporting program, unless disclosure indicates, beyond any reasonable doubt, an illegal act, gross negligence, or a deliberate or willful disregard of regulations or procedures;

• Comply with, and wherever possible exceed, legislative and regulatory requirements and standards;

• Ensure that sufficient skilled and trained human resources are available to implement safety management processes;

• Ensure that all staff are provided with adequate and appropriate safety-related information and training, are competent in safety management matters, and are allocated only tasks commensurate with their skills;

• Establish and measure safety performance against realistic and data-driven safety performance indicators and safety performance targets;

• Continually improve safety performance through management processes that ensure that appropriate safety management action is taken and is effective; and

• Ensure externally supplied systems and services to support operations are delivered, meeting established safety performance standards.

Votran's Goals for Safety are established as follows:

• Design, construct, test, and operate a transportation system that achieves an optimum level of safety, exceeding the safety performance of other transit systems of a similar size in the United States.

• Identify and evaluate, then eliminate or control hazards to employees, customers, and the public.

• Meet or exceed all government and industry occupational health and safety standards and practices.

• Maximize the safety of future operations by affecting the design and procurement processes.

The objectives of the PTASP are the means to achieving its goals. They also provide a method of evaluating the effectiveness of Votran's safety efforts. The PTASP objectives are:

• Integrate safety management and hazard control practices within each of Votran's departments.

• Assign responsibilities for developing, updating, complying with, and enforcing safety policies, procedures, and requirements.

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( • Verify compliance with Votran's safety policies, procedures, and requirements through performance evaluations, accident/incident trends, and internal audits.

• Investigate all accidents/incidents, including identifying and documenting the causes for the purpose of implementing corrective action to prevent a recurrence.

• Increase investigation and systematic documentation of near misses.

• Identify, analyze and resolve safety hazards in a timely manner.

• Minimize system modifications during the operational phase by establishing and utilizing safety controls at system design and procurement phases.

• Ensure that system modifications do not create new hazards.

• Train employees and supervisors on the safety components of their job functions.

Votran takes these commitments seriously as the lives of Votran riders, employees and the general public depend on Votran's ability to operate in a culture of safety.

Date / /

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( Safety Management Policy Communication

Votran realizes the importance of ensuring its employees and riders are aware of safety management policies and procedures to effectively manage the system's day to day operations. To do this, Votran relies on several forms of effective communication.

Employee Communication: Votran is constantly evaluating existing policies and procedures to verify their effectiveness. To do this, Votran management seeks input from all staff, to determine if change is necessary based on trends, data analysis, operational changes or new assets. Several methods are used to communicate policy and/or procedure changes, including:

• Employee memorandum through paycheck, daily manifest of work orders, and agency meetings

• Electronic Bulletin Board notices

• Employee email notifications

• Departmental meetings

New policies and procedures are incorporated into orientation training for new employees as well.

Depending on the importance of the policy or procedure change, an acknowledgement signature is required of each employee verifying their understanding of the change.

Communicating with Riders: If a rider policy is changed or added, Votran notifies riders through the following methods:

( • Notice posted on vehicle and facilities including effective date and who to contact for more information

• Changes to digital and printed rider guidance including schedules and ride guides as appropriate

• Public Meetings

• Website and Social Media

• Any services that are impacted by policies changes will include outreach as required by Federal

Guidance.

Authorities, Accountabilities, and Responsibilities

As mentioned in the Safety Policy Statement, the ultimate authority for the success of this PTASP falls to the Accountable Executive (AE). The Chief Safety Officer (CSO), the administration and management team, as well as employees fulfilling their commitment to safety on a day-to-day basis support the AE.

Accountable Executive (AE): The Accountable Executive will determine, based on feedback from senior staff, the level of Safety Management System principals to maintain to ensure a safe work environment, rider experience and community safety. Votran's AE is committed to providing employees with the tools and training needed to be successful and safe in their roles with Votran. The AE will continually strive to create a culture of safety among the employees, and Votran expects each employee to play a role in maintaining a safe workplace.

Votran's AE will be responsible for developing an annual transportation budget to provide the necessary funding to support training for new hires and experienced staff while also maintaining assets in a State of Good Repair (SGR) and/or replacing it, if it is no longer able to function as originally intended.

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( reporting these accidents and incidents to the Human Resources, Risk Management and Transportation

Operations Department.

Employees All Votran personnel are responsible for performing their work safely and for following established safety-related rules, procedures, and work practices. This includes reporting all accidents, incidents, and hazards to their supervisor per established requirements for the protection of themselves, co-workers, customers, facilities, and equipment.

Votran staff will be involved with updates, modifications and implementation of the PTASP. Each staff member brings a valued perspective to the development of policies and procedures he or she will be expected to implement. Every opportunity will be given for employees and riders to provide input to increasing safety at Votran. Those opportunities include monthly safety meetings, annual employee meetings and training, department meetings, customer and employee surveys and an open-door policy with access to all management staff.

Employee Safety Reporting Program (ESRP) As stated in the Safety Management Policy Statement, Votran is determined to provide a safe working environment for its employees, riders and the general public. To ensure success, Votran has developed an ESRP to enable employees to report any risk or perceived risk to a supervisor, CSO, or member of administration that is non-punitive. The ESRP is designed to allow employees to report safety conditions to senior management without fear of disciplinary action or termination for reporting unsafe conditions and safety hazards. However; any observable unsafe, high-risk, hazardous behavior or actions taken by employees is not protected under the ESRP and may result in disciplinary action up to and including termination.

The ESRP allows each employee to report detailed information and observations whether they are a driver in service, maintenance staff, or other on-duty employee. This program dovetails with other methods currently in place to proactively identify hazards or threats. Those methods include but are not limited to the following:

• Pre/Post Trip Inspections

• Preventive Maintenance Inspections

• Employee Evaluations

• Facility Maintenance Plan

• Service Evaluation and Planning Program

• Training Program

• Rider and Public Complaint/Compliment Process

• Safety and Employee Meetings

• Incident/Accident Policies

• Safety Committee

• GM Luncheons

• GM Open Door Policy

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( Hazard Reporting Process Votran has developed a Hazard Report Form referred to as a Loss Prevention Investigation Report used to identify and provide information about hazards observed by employees while on-duty. The form identifies vital information to assist employees in determining an action to mitigate the threat or hazard.

This form is not meant to replace accident forms currently being used, but instead used in conjunction with the accident forms. It is proactive reporting method to identify a perceived threat or hazard, potentially endangering employees, riders or the general public. The form serves a dual role as an incident, illness, and near miss report. The Loss Prevention Investigation Report form is located in Appendix 2 of this Plan.

Effective July 20, 2020 all Votran employees will receive one hour of training on the procedures associated with the Loss Prevention Investigation Report. The training will cover the following areas:

• Locations of blank Loss Prevention Investigation Report

• When to use a Loss Prevention Investigation Report

• Capturing critical information on the form

• Notification process depending on the hazard

• Proper assessment of the reported hazard

• Supervisor and CSO role in completing the form

• Follow-up process to determine effectiveness of mitigation

The following process is used as part of the Employee safety Reporting Program (ESRP).

( Immediate Action Required

If you have identified a hazard which you perceive to be a risk to yourself, fellow employees, passengers, or the public you must report it immediately to the on-duty supervisor/dispatcher. Once reported you must determine if immediate action is necessary to prevent additional risk. If so, communicate to supervisor before taking action if time allows. Once action has been taken to mitigate the potential harm to yourself, others or property advise a supervisor of the results of your actions. Once you are able, complete the Loss Prevention Investigation Report with complete information and give to supervisor on-duty.

Delayed Action Required If an employee determines immediate action is not necessary and delayed action is appropriate a full report must be completed using the Loss Prevention Investigation Report and submitted to the on-duty supervisor.

Role of Supervisor The on-duty supervisor is responsible for advising the employee on immediate action or delayed action to mitigate a hazard. The supervisor must then review the Loss Prevention Investigation Report to ensure all information is included adding additional information from their perspective. Once the form is complete it must be reviewed by the CSO to determine action necessary, investigate root cause of hazard and follow-up.

The CSO is responsible for determining the status of each hazard reported. In some cases hazards may be identified and are not able to be resolved but actions are taken to reduce the risk of the hazard. It is

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( Votran's goal to eliminate all identified hazards if possible. Some hazards may require continuous monitoring to ensure the hazard does not elevate to an action level.

All hazard reports will be documented and integrated into current performance measures and data collection. The CSO will track each hazard to completion and recommend policy or procedural changes if needed as a result of the hazard mitigation.

Votran Responsibility Votran takes every hazard report seriously and investigates each one to determine if it's an isolated case, or emerging trend requiring evaluation of policies and procedures or service modifications.

Employees reporting hazards will not face disciplinary action unless that employee contributed to the hazard. Votran wants to encourage all employees to report any hazard or threat they observe and help make the Votran system as safe as possible for its employees, riders, and the general public. Employees may report the hazard to their immediate supervisor or go directly to the CSO to submit and discuss their report.

The following process chart illustrates the steps taken as part of the hazard identification process through the Employee Safety Reporting Program (ESRP).

i- fi e.th ·system'··· ·· · · ,,••..•• .: ••. ·'.;( t,•. ' ., J . • , • 'iI I ' f_, , •Define the physical and functional characteristics, and • evaluate the people, procedures, facilities, equipment, and :

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( Section 5. Safety Risk Management

Votran provides training to all personnel in the identification of hazards and security threat while also providing tools to enable personnel to report these risks. Once the risk has been identified Votran conducts an assessment of the risk to determine the necessary response and response time. The response may include further investigation or monitoring, action(s) to mitigate the hazard or security threat and follow-up assessment to ensure action taken is appropriate and effective.

Safety Hazard Identification:

Votran used a document called Potential Sources of Hazard Information for Bus Transit Operations Version 1 (September 2019) as guidance for safety hazard identification. The Federal Transit Administration (FTA) prepared this document to help transit agencies identify potential sources of hazards for analysis through the Safety Risk Management (SRM) process. SRM works within the agency's Safety Management System (SMS) to help agencies to assess and mitigate safety risks.

Source: https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/regulations-and-programs/safety/public-transportation-agency-safety-program/134116/potential-sources-hazard-information-bus-transit-operations.pdf

Hazard and security threats are identified through different methods of monitoring the system. This includes system, employee and asset assessments conducted daily and on incremental basis. Votran management staff in maintenance and operations department engage in a process for identifying and ( assessing changes that may introduce new hazards or impact the transit agency's safety performance.

Votran conducts the following routine and random evaluations of the system in the following departments:

Personnel Each Votran employee is evaluated annually to ensure they are performing their job to the expectations of the Agency. As part of their orientation process the employee is provided training and tools to perform their job while not receiving permanent status until completing 90 days of employment. During the 90 - day period, the employee is evaluated to determine if they are properly prepared to perform their job.

Additional observations of the employee are conducted throughout the year through feedback from one on ones with supervisor of some aspect of their job function. If through observation and feedback or annual evaluation it is determined the employee's performance does not meet expectations or training standards, remedial training will be provided and additional evaluations will take place to ensure remedial training was effective.

Assets Rolling stock, facilities and equipment are monitored through a vigorous preventive maintenance plan aimed at identifying hazards and deficiencies as part of daily and scheduled inspections. Operations and Maintenance Departments coordinate the preventive maintenance program including daily Vehicle Inspection Reports, incremental and annual inspections for facilities and equipment. The maintenance department reviews floor plan specification for new bus purchases, and inspects vehicles at the

Attachment P - 2023 PTASP Transit Mgmt. RFP 24-P-64AK http://www.transit.dot.gov/sites/fta.dot.gov/files/docs/regulations-and

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Transit Asset Management

In order to meet Votran's goal of achieving business benefits derived from an asset management approach that focuses on customer service improvements, increased productivity and cost containment, optimized resource allocation, and improvement in communications to stakeholders and consumers the following objectives have been established in an Transit Asset Management Plan (TAM):

• Establishes an inventory of current Votran assets;

• Documents the current condition of the assets;

• Lists procedures in place to maintain the assets in a State of Good Repair (SGR) as defined by FTA;

and

• Presents best practices guidelines for continuing fleet operation while maintaining effective transit asset management.

Votran updates the FTA required Transit Asset Management (TAM) Plan annually with data relevant to each asset to include a condition assessment, miles (with rolling stock and non-revenue vehicles) and age as to whether the asset is in a State of Good Repair (SGR). Votran defines State of Good Repair (SOGR) as "the condition of an asset where the asset, at a minimum, is capable of delivering the required performance safely and reliably for a predetermined period of time". State of Good Repair may include short or long term, full or partial replacement/rehabilitation based on Votran's needs.

( Critical to the safety and performance of a public transportation system is the condition of its capital assets-most notably, its equipment, rolling stock, infrastructure, and facilities. The TAM Plan allows Votran management to collect and use asset condition data, set targets, and develop informed strategies to prioritize investments to meet their state of good repair goals.

The following are three specific elements of the connection between Votran's Safety Plan and Transit Asset Management Plan:

1. Votran asset condition assessments will direct and inform Votran's SMS of assets that are in poor condition and pose a risk that might negatively affect performance, reliability, or quality of service.

2. Votran's SMS will provide valuable input to the TAM Plan and assist in evaluating investment strategies and the prioritization offleet, facilities and equipment rehabilitation and replacement.

3. Votran's Accountable Executive is ultimately responsible for risk management and safety assurance under Votran's SMS and has a focused decision-making role in the TAM Plan and investment prioritization understanding the relationship between safety and asset management.

System As part of Votran's safety management system monitoring, the agency uses service safety evaluations when responding to an event like an accident or incident. Existing routes are examined for areas of improved safety when a safety incident or event occurs. New routes are strategically developed with safety being the first priority and passenger access second. Votran route planners plan and test all

21 I Page routes before activating the route for revenue service. All routes are reviewed periodically to determine if environmental hazards may exist requiring modification to the route, schedule or vehicle.

All front-line staff have been trained to note any changes to service which may be considered a hazard or security threat and through the ESRP, notify their supervisors immediately or upon return to Votran depending on the severity of the hazard.

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( Hazard Identification Procedure Any employee seeing something through inspection or observation they deem to be a hazard are instructed to immediately report that hazard to the immediate supervisor regardless of the perceived level of threat. Depending on the situation, either the immediate supervisor or the employee will complete a Loss Prevention Investigation Form and submit it to the CSO.

If the hazard requires immediate mitigation, the employee will be instructed on steps to take to reduce the risk which may or may not alleviate the risk completely. Additional actions may be taken once the immediate risk mitigation has been taken. Some hazards may not pose an immediate risk but are still reported and the CSO will be responsible for risk assessment, investigation and mitigation strategy.

In some cases, a passenger or member of the general public may call Votran with a complaint about a front-line employee which may rise to the level of hazardous behavior or actions. Votran currently documents all customer complaints/compliments and takes appropriate action to investigate any complaints. Complaints deemed hazardous will trigger immediate action by on-duty supervisors.

Loss Prevention Identification Forms will be located on all vehicles along with standard safety kits for accident and incident reporting, with all Customer Service Representatives (CSR)'s, Dispatch, Operations, and Maintenance Departments. A copy of the form is located in Appendix 2.

The Loss Prevention Investigation Form will require the employee to briefly describe the hazard noting date, time of day, location, and other pertinent information. The form includes a section for the CSO or immediate supervisor to document immediate action taken to reduce risk, a risk assessment chart

( prioritizing the risk, and a section for additional follow-up action. All forms will be processed by the CSO and summarized periodically for trend analysis and include in safety performance measures.

Safety Risk Assessment All Votran staff have been provided with training appropriate for their positions within the organization.

Votran expects its employees to respond to hazards or threats with professional judgement as sometimes there might not be time to contact a supervisor to prevent an emergency event. In cases where the hazard can be reported without immediate risk, the employee will make an initial assessment of the risk as part of their report. Information collected from accident reports, safety reporting program, observations, reviews, and investigation is used to rate the risk; this allows the agency to prioritize its risk based on severity.

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MEDIUM

MEDIUM

Occasional (C}

Remote (D)

Improbable (E)

Safety risk must be mitigated or eliminated.

MEDIUM- Level 2

Safety risk is acceptable pending management review.

Undesirable - Mana ement Decision:

Executive management must decide whether to accept safety risk with monitoring or require additional action.

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( Once received by the CSO, the initial risk assessment may be amended requiring immediate, short, or long-term response.

Level 1 - Immediate: A deficiency, threat or hazard requiring immediate attention to mitigate risk either temporarily until further action can be taken or complete mitigation.

Level 2 - Short Term: Action is needed within seven days to mitigate an identified deficiency, threat or hazard. The deficiency, threat or hazard does not pose immediate danger but if no action is taken could elevate to an immediate level risk.

Level 3 - Long Term: A deficiency, threat or hazard has been identified but does not pose a threat currently but could at a later time. Continued monitoring and awareness are required.

The CSO in coordination with staff will investigate each identified hazard, assess the risk, and take appropriate action to mitigate the risk. Additional mitigation may be needed based on follow-up monitoring to the action taken.

Safety Risk Mitigation In response to all identified and assessed hazards, Votran will take steps to mitigate the hazard and reduce or eliminate the risk to employees, riders, and public. Mitigation strategies will be dependent on results of investigation into the elements contributing to the risks. The investigation may include more than one department and may include interviews outside of the transit system.

Actions to mitigate risk will include all employees, riders, and public who may be impacted by either the hazard or the actions to reduce or alleviate the risk. Votran will communicate actions to appropriate staff through methods appropriate risk assessment. In some cases, immediate communication through two-way communications (dispatch system, text burst, email, or web alert) may be necessary. In other cases, bulletin board notices or memorandum posting may be appropriate.

Once a risk mitigation strategy has been implemented Votran will monitor the actions to determine if full mitigation is possible and if not, is additional action necessary to alleviate the risk or is stepped up

Level 1 • Immediate Action Required

• lntitiate Mitigation

Level 3 • Long-term Action Required

• Continue Monitoring

• Short-term Action

Level 2 Required

• Investigate &

Mitigate

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( monitoring necessary. Some risks may not be completely mitigated but awareness to the risk will is a top priority.

All actions taken to mitigate risk will be documented and linked to the initial deficiency, threat, or hazard identification step.

Step 1

Identify Hazard Communicate

Step 2

Assess Investigate •

Mitigate

Evaluate

Step 3

Step4

Communicate

Monitor

Section 6. Safety Assurance Performance Monitoring and Measurement

Safety performance monitoring and measurement involves the continual monitoring of the transit agency's activities to understand safety performance. Through these efforts, Votran can determine whether it is meeting its safety objectives and safety performance targets, as well as the extent to which it is effectively implementing Safety Management Systems (SMS).

Votran is constantly striving to maintain the highest level of safety through its monitoring methods to include adherence to policies and procedures, safety and maintenance plans, and system and employee evaluation processes. These methods allow Votran to determine the need to make changes to improve policies, employee training and service delivery.

Safety Committee The safety committee is charged with overseeing procedures and processes that directly and indirectly affect the safe operation of Votran's bus and paratransit systems. The Safety Committee shall review and make recommendations for improvements in training for operators, field Supervisors, vehicle and facility maintenance. They shall review and provide recommendations for improvements in operations and maintenance procedures and practices to include road calls and pre-trip inspections of revenue service vehicles. Changes to the bus system's configuration shall be reviewed by the Safety Committee for information purposes and to make sure all affected areas remain in compliance with the PTASP and Configuration Management. The membership of the Safety Committee shall be represented by a

1= Q)

E u

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( member of operations, safety and training, vehicle maintenance, planning, and customer service. The Accountable Executive (AE) shall oversee the Safety Committee and shall hear any disputes arising out of the Safety Committee findings and recommendations. The Safety Committee will meet and conduct inspections on a quarterly basis. The location of the meeting will rotate each quarter to ensure that each facility is properly represented. Facilities included in the Quarterly rotation schedule include the Mobility Management Center main office and maintenance facility, lntermodal Transfer Facility, West Side Facility, and the Transfer Plaza. The rotating schedule will allow the Safety Committee to perform audits and facilities inspections on each property and will help inspire changes concerning operations, vehicle maintenance, facilities maintenance as well as safety procedures and culture.

Maintenance Maintenance Standards and Procedures. Standards and procedures are included in the Votran Maintenance Plan. In general, maintenance procedures are designed to ensure that the maintenance recommendations of the manufacturer are met, maximum efficiency in performance and operation is obtained, and maximum bus life and condition are maintained. Daily bus inspections, an active Preventive Maintenance Program, and careful monitoring are included in procedures to ensure the safety of buses and adequacy of the Fleet Maintenance Plan.

Operator Inspections. All operators are required to perform a pre-trip and post-trip inspection to ensure that the vehicle is safe and in good operating condition. If any defects are noted by the operator, a Defect Slip is completed and, depending on the severity and extent of the defect, the vehicle may be repaired or taken out of service until a repair can be made. In the case of a defect that develops or is

( noted once a vehicle is in service, the operator is required to communicate the problem to Operations, who will then notify Maintenance.

Daily Servicing and Inspections. The Votran Maintenance Department inspects and services buses used in revenue service each day. The buses are fueled and washed, all fluids are checked, tires and lugs are checked, and the vehicle is inspected for any leaks or unusual noises. The Cleaners clean the bus interiors each day. When a defect is noted, it is reported to the Lead Mechanic or Supervisor on shift so that evaluation and, if necessary, a repair can be conducted.

Mileage-Based Maintenance Inspections. All buses receive preventive maintenance inspections (PMI) at designated mileage intervals. Mileages are determined by vehicle and subcomponent manufacturers and real-world experience. Oil sampling is performed periodically for both engines and transmissions. A description of the schedule and type of inspection and service performed for each bus series is included in the Votran Maintenance Plan.

Maintenance Inspections of Contracted Providers. Votran contracts for some paratransit operations.

The contractor must ensure that all passenger vehicles and associated equipment are maintained in proper working condition. The contractor is required to implement a maintenance and safety program that includes a preventive maintenance schedule that complies with FTA requirements for preventive maintenance for vehicles. Further, contractors are required to maintain comprehensive maintenance records on each vehicle and send the information to Votran. In addition, on-site inspections are conducted at least quarterly to verify vehicle condition.

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( Operations

Facility Monitoring Formal facility inspections of all Votran facilities and grounds are conducted by Votran Maintenance/Safety/Facilities quarterly using a facility checklist. The purpose of the inspections is to identify any unsafe or unhealthy conditions which may exist, and that may require maintenance or modification. Each facility is also visually inspected for compliance with OSHA and local fire codes.

Any guests to Votran's administration facility must check in through a secured process requiring check-in and validation of visit purpose. Employees are trained on procedures for visitors in the workplace and facility access is limited through security systems.

Frequency The Safety Committee conducts its safety inspections quarterly. Mechanics and Facilities Maintenance employees look for potential hazards with equipment whenever they are using that equipment. The vehicle hoists, chain pulls, and lifts in the vehicle maintenance shop are inspected annually by contractors. Preventive maintenance of equipment and facilities is performed in accordance with the manufacturer's recommended practice. Hazards are also identified by analyzing work accident trends, through Loss Prevention Investigation Forms submitted by employees. Forms are used by employees to report safety concerns and to make safety recommendations.

Reporting

( When deficiencies are noted during quarterly inspections, they are documented and reported to the director of the department in which the safety hazard is located. When safety hazards are noted by non-scheduled observation, they must be reported by the observer to a supervisor or CSO. Loss Prevention Investigation Forms are routed to the department, Chief Safety Officer or director best equipped to evaluate the concern and, when necessary, propose a resolution.

Hazard Resolution The primary purpose of facility inspections and hazard reporting is to identify conditions that could lead to accidents and losses. In view of this, it is crucial that all departments and employees be involved in the Facility Inspection and the Hazard Identification and Resolution processes. Hazard resolution is related to the severity of the hazard and the probability and severity of a negative consequence of the hazard.

Follow-up Corrective action for a confirmed hazard that has been identified by any established process is the responsibility of the director of the department area in which the hazard exists or the CSO. This includes arranging for the services of other Votran departments or outside parties, as necessary, to eliminate or control the hazard.

Documentation Hazards that have been identified, proposed resolutions, and corrective actions are recorded in hard copy by the Safety Committee and maintained by CSO

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( All front-line personnel are responsible for monitoring safety and security as part of their respective positions. If a hazard is identified through observation or interaction with customers or the general public, it is reported to the immediate supervisor as well as following Votran's hazard reporting process.

Employee Hazard Reporting

Loss Reports Employees can fill out a Loss Prevention Investigation Report Form which is turned into the effected department and the CSO, and talk with a supervisor or the Operations Manager. They can also contact a Safety Committee member which is comprised of a cross section of Votran team members. Depending on the severity/risk of the hazard identified, immediate action may be taken, or the input will be brought to the Safety Committee for discussion. Feedback will be provided to the employee on what action, if any, will be taken. All employees follow the Employee Hazard Reporting Program Policy.

Route/Operations Safety Employees can fill out a Loss Prevention Investigation Report Form or discuss suggestions for making the system/route safer. Votran encourages employees to be advocates for safety while also suggesting methods of increasing performance. Management has an open-door policy and makes clear the importance of employee feedback; positive and negative.

Safety Events

( Accident and Incident Reporting Process All accidents and loss incidents are to be investigated. Votran's safe driving standards require professional safe performance of all operators. To ensure better than average safety performance, Votran employs the National Safety Council guidelines to determine if a collision or onboard incident could have been prevented. All personnel operating any Votran vehicle are held to this standard.

The Votran Operator's Manual includes procedures and responsibilities for accident/incident investigation. The combined manuals establish procedures for accident notification, response, and investigation.

Transit Operations coordinates with outside law enforcement agencies if they investigate an event.

Administrative staff coordinates with outside insurance providers and provides support among Votran departments and independent investigation to manage Votran liability and claims.

Most accidents and incidents involving Votran are relatively minor in severity and are investigated by operations field supervision. Since most accidents involve buses, this section focuses on bus accidents.

However, all non-bus accidents and incidents are also…