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Finance & Administration CommitteeAction Item III-BMarch 10, 2011FTA Asset Management Pilot
Washington Metropolitan Area Transit AuthorityBoard Action/Information SummaryActionInformationMEAD Number: Resolution:Yes No101024TITLE:Grant Application - FTA Transit Asset Mgmt PilotPURPOSE:Request Board approval 1) of the FTA Transit Asset Management Pilot ProgramGrant application; (2) to create a Transit Asset Management CIP project andapprove programming of any funding resulting from this application with that ofthe previously awarded grant into this project; (3) to authorize an increase in theCapital budget of 3 million, from 852.5 million to 855.5 million; (4) to authorizeone new capital position to support project management project implementation,increasing the staffing level from 11,092 to 11,093; and (5) to authorize theGeneral Manager to initiate and award contract actions or agreements necessaryto implement this project.Board Resolution 2002-22, dated May 2002, allows Metro to apply for federaland state grants that do not require a non-federal match and obtain approvalfrom the Board each time Metro applies for such grants.DESCRIPTION:Metro has submitted a grant application for a Transit Asset Management(TAM) Pilot Project. The intent of the pilot project is to develop an agency assetmanagement model that that will integrate Metro s asset management practicesinto one, coordinated, organizational strategy, and provide the basis forcontinually improving asset management practices at Metro.FTA wants selected agencies to demonstrate effective Transit AssetManagement systems and "best practices" which can be replicated to improvepublic transportation asset management throughout the industry.This project will build upon Metro s previous asset management initiatives andsystems. In 1998, Metro commissioned a study by Frederick R. Harris whichprovided an in-depth assessment of the existing asset inventory and confirmedthe asset replacement and rehabilitation timetables then in use. The deliverablesin the Harris study provided the basis for subsequent capital improvement plans,
including the Metro Matters program in 2005, however, it did not provide a formalstructure for administration of the information. This project takes the existingprocesses and integrates them into a strategic information system.Metro was awarded a 3 million FTA asset management grant in October 2010.It was comprised of 2.4 million federal funds and 600 thousand Metro Mattersresidual funds as the local match. The purpose is to formalize and institutionalizeasset management processes and procedures, establish data collectionprotocols, condition assessment criteria, lifecycle evaluation criteria, performancecriteria and quality control protocols.This will enable us to take asset condition data produced by front-line mechanicsand engineers and move it as useful information through our planning, budgeting,maintenance, administrative and management decision-making processes. The 1 million TAM Pilot Program will provide the agency-wide framework forintegration of asset management practices into one, coordinated organizationalstrategy. It will be the mechanism to establish organizational goals and policy,set clearly defined functional requirements, roles and responsibilities. It willestablish standards for the acquisition, management, quality assurance andutilization of asset information and provide for the integration of quality assetinformation into capital planning and programming decisions.Ultimately, implementation of both projects will result in the use of quality dataand well-defined objectives in a systematic process to strategically maintain andimprove capital assets, resulting in the optimal allocation and utilization ofavailable funding.It is necessary to establish a CIP project for Asset Management with the 3million grant already awarded and Board authorization is requested to programany funding received from this grant into that project. One capital-funded projectmanager is needed to implement the 3 million Asset Management grant and thisgrant should it be awarded. The capital position would be required for theduration of the asset management implementation. This increases the staffinglevel from 11,092 to 11,093.The grant amount is 1 million (100% federal funding, no matching fundsrequired).FUNDING IMPACT:Project Manager: Randy 011 CIP
Project:CIP149 - Transit AssetManagementProposed Budget: 3,000,000This Action: 3,000,000Prior Approval:Remaining Budget 0 0RECOMMENDATION:Board (1) approve the FTA Transit Asset Management Pilot Program Grantapplication; (2) create a Transit Asset Management CIP project and approveprogramming of any funding resulting from this application with that of thepreviously awarded grant into this project; (3) authorize an increase in the Capitalbudget of 3 million, from 852.5 million to 855.5 million; (4) authorize one newcapital position to support project management project implementation,increasing the staffing level from 11,092 to 11,093; and (5) authorize the GeneralManager to initiate and award contract actions or agreements necessary toimplement this project.
Washington Metropolitan Area Transit AuthorityApplication for FTA Transit AssetMManagementt PilPilott ProgramPGrantG tFinance and Administration CommitteeMarch 10, 2011
PurposeApproval to: Apply for the FTA Transit Asset Management Pilot Program Grant todevelop an agency asset management model that provides the frameworkfor managingg g Metro’s assets Authorize a new Transit Asset Management CIP project and program anyfunding resulting from this application with that of the previously awardedFTA State-of-Good-RepairState of Good Repair Asset Management grant into the new CIPproject Authorize an increase in the Capital budget of 3 million Initiate and award contract actions or agreements necessary to implementthis project Add one full-timef ll ticapitalit l projectj t managementt positioniti tot supportt assettmanagement project implementation, increasing the staffing level from11,092 to 11,093
Context Harris Report 1999– Compilation of capital assets– Condition assessment,, lifecycleyevaluation Asset Database– Developed from the Harris Report data– Last systematic update 2002– Actively utilized for planning and budget developmentththroughh 2005– No formal administrative structure
Context 3M FTA asset management grantawarded October 2010– To formalize and institutionalize asset managementprocesses and procedures– Establish data collection protocols, conditionassessment criteria, lifecycle evaluation criteria,performance criteria, quality control protocols– 2 2.4M4M federal plus 0.6M 0 6M Metro Matters residualfunds as the jurisdictional match
1M TAM Grant ObjectivesTAM Pilot Program Agency Asset Management Model willprovide: Framework to integrate WMATA asset management practicesinto oneone, coordinatedcoordinated, organizational strategy Organizational goals and policy ClClearlyl definedd fi d functionalfil requirements,irolesl anddresponsibilities Standards for the acquisition,acquisition management,management quality assuranceand utilization of asset data Integration of quality asset information into capital planning andprogramming decisions
1M TAM Grant Description Develop an agency asset management model for managingtransportation assets from initial acquisition planning torecapitalization Demonstrate effective Transit Asset Management (TAM)systems and “best practices” which can be replicated toimprove public transportation asset management Prioritize transit asset repair, recapitalization and replacementneeds and the development of reasonable costs estimates toachieve a “statestate of good repair”repair Use quality data and well-defined objectives in a systematicprocess to strategically maintain, and improve, capital assets,resulting in the optimal allocation and utilization of availablefunding
Benefits Improvedpasset managementgand accountabilityy Coordination of all asset management activities Improved capital planning and programming processes Proper utilizationloff core asset management toolsl Substantive jjustification for state-of-good-repairgp needs Qualitative and quantitative basis for performancemeasurement of asset rehabilitation and maintenance
Recommendation AApplyl forf ththe FTA TTransitit AAssett MManagementt PilPilott PProgram GrantG t ttodevelop an agency asset management model that provides theframework for managing Metro’s assets Authorize a new Transit Asset Management CIP project and programany funding resulting from this application with that of the previouslyawarded FTA State-of-Good-Repairp Asset Managementggrantginto thenew CIP project Authorize an increase in the Capital budget of 3 million Initiate and award contract actions or agreements necessary toimplement this project Add one full-time capital project management position to support assetmanagement project implementation, increasing the staffing level from11,092 to 11,093
1M TAM Grant Description Develop an agency asset management model for managing transportation assets from initial acquisition planning to recapitalization Demonstrate effective Transit Asset Management (TAM)Demonstrate effective Transit Asset Management (TAM
