Grading and Excavation Contractor

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By Paul Hull

“Just make sure you do it.” That’s the consensus of many contractors and operators concerning the maintenance of their costly machines and vehicles. You can get sophisticated software and highly technological equipment to help your maintenance program, but none of it is valuable unless you actually do the program. Maintenance routines can be tedious, simply because they are routines, but they can save owners and operators so much time, money, and aggravation that their boredom or sameness or nuisance or whatever it is that makes them undesirable to so many people will be overcome. Yes, it would be difficult to turn equipment maintenance into a fun pastime in the shop or yard, but please give it the honor it deserves.

Maintenance does not sound exciting, but it is one of those tasks that must be done and done regularly if it is to work to our advantage. To think of maintenance negatively defeats its purpose; to say that maintenance is simply repair is just as pointless. We should not delay maintenance until something goes wrong, because it is probably in the preventive steps of maintenance that our biggest savings are earned. A well-planned preventive maintenance program can help contractors keep equipment repair costs and downtime to a minimum, but an inefficient, poorly designed program may do nothing but waste time and money. A good place to start would be to see if we are tracking the right information to make informed maintenance decisions.

Most contractors don’t expect to do a complete overhaul of their equipment each week. For Charles Abbott, owner of Abbott Construction in Wilton, CT, the winter months are an excellent time for doing a total overhaul of all equipment. “We reckon it takes about a week for the complete maintenance of each piece of equipment,” says Abbott. “We don’t find it difficult, because we have been doing this for so long and the employees who do the maintenance are experienced and expert.” Other contractors for whom the winter months may be downtime enforced by the weather also use that time to do a thorough overhaul of their equipment. The same thinking applies to contractors like Franzen Excavating, based in the snowy mountain region of Breckenridge, CO. The concept was put succinctly by an employee. “We use the winter months wisely. We must have all the equipment in its best shape for our spring contracts when the new season begins,” she comments. That does not eliminate the need for daily and weekly checks; the winter overhaul is a regional specialty. Botner Excavating Service in Fergus Falls, MN, can see a lot of snow in the winter. Does the company stop work? No! It plows the snow and hauls it. On the day I spoke with Botner Excavating (before the winter had really set in) the company was making sure the equipment for the winter work—plows and blades, for example—was in perfect order. “It’s a question of being organized, and we do it well,” observes Steve Binndorf at Botner. “We try to be prepared for every season. We have our main maintenance man, and he keeps busy and efficient. When we have an unusual problem, we will call on our local dealer to help, but that’s not very common.”

In Covington, GA, where Scott Moeller works for Allsouth Constructors, the region seldom has severe winters, and maintenance is a year-round, continuous task. In Cedar Lake, IN (about 100 miles from Chicago), the excavators keep going in the winter if there are contracts available. But the wear on the machines is greater in the winter, not only on the engines but on the buckets and blades, too. Maintenance, therefore, at McAllister Excavating, located in Cedar Lake, tends to be more intense in the winter, but it is a regular part of the business for the whole year. And the company does not wait for something to go wrong or to break down.

There are dozens, hundreds, even thousands of components that could be in your equipment. The best news is that, if you need replacement parts, they are readily available. Not every technician for every contractor can know as much as the manufacturer does about the unit. We cannot all be experts on bearings and bushings, hydraulic couplings and hoses, clutches and coolants, governors and generators, or pumps and pulleys. In maintenance, replacement is generally the last resort, but it should be the solution when necessary. The maintenance plans of yesteryear that included miles of baling wire and hours of grumbling about the quality of today’s products are not necessary today.

Photo: John Francis

Every kind of machine, including this mower, seems to have benefited from maintenance-aware designs.

Details and Other Considerations
In maintenance, the details are important. For example, simply recording that “front-end work” was done on Vehicle X does not give you enough information to detect failure trends for particular front-end components. Your records should show, at the very least, the make, year, and model of Vehicle X, as well as the date and mileage at the time of service along with the specific services that were performed for specific components. Which employee did the work? Did he or she record accurately what was wrong (if anything), and what was done? Making the records is not the conclusion of that good habit: You must understand what the records tell you, too. Analyze them. Determine if the record for Vehicle X may be pertinent to the performance of other, similar vehicles. If you have a fleet of vehicles and machines, knowing that one type of vehicle or machine has shown certain problems can help you watch for the same problems in similar units before they happen.

When your operators ask for maintenance at times other than the scheduled preventive maintenance intervals, investigate any unexplained incidents. Look for trends or repeated patterns. If you notice particular failures on certain pieces of equipment, evaluate those incidents and see if it is possible to adjust your preventive maintenance program to eliminate such failures in the future. All equipment can require repair, and you may need to develop a different maintenance schedule for certain manufacturers’ makes and models or for those operating in specific or unusual applications. One size may not fit all in preventive maintenance programs. Listen to what your operators and technicians tell you about performance. Has the weather affected the equipment? Has the terrain at a certain site made a difference? Does one operator seem to have more problems than another? Why would that be? It’s clear a generic preventive maintenance program may not work equally well for all equipment in your fleet or yard.

One favored method for assessing the efficiency of your preventive maintenance program is studying the number of times your technicians have had to do work on a vehicle or machine. Let’s say you have a truck or loader scheduled for maintenance three times a year, but you learn that it was brought for service six times. What if the extra three times were not for performance problems but for services such as government-required safety and emissions inspections? A good maintenance program would have scheduled these “non-manufacturer” inspections to be done at the same time as the standard preventive maintenance. Every time one of your maintenance technicians works on a vehicle, it costs you money directly. It can also mean downtime for the equipment and operator. It is likely that every “just a quick look at this piece of equipment” takes at least an hour of labor.

There is another aspect of maintenance that we must mention. It’s usually dirty work, isn’t it? But it should not be hazardous work. The materials involved can be hazardous—or not. There are non-hazardous substitutes available today that “can reduce your inventory of hazardous materials, material storage, and disposal costs, as well as the requisite liability and regulatory concerns connected with those materials.” That quotation comes from the Web site of Montgomery County, MD. We thank Stan Edwards, chief of the division of environmental policy and compliance, for these observations that may be helpful to many contractors nationwide. Effective alternatives to aerosol cans are readily available. They can reduce our product costs and regulatory requirements, and they will eliminate or reduce our workers’ exposure to harmful vapors. Among alternatives to aerosol cans are refillable spray bottles and aqueous brake-washers. Remember that word “aqueous.” It describes something containing or similar to water. For washing parts, for example, water-based cleaners contain less than 5% of volatile organic compounds (VOCs) and, unlike petroleum-based solvents, they are typically nonflammable.

The “right-to-know” laws, state and federal, give employees the right to learn about chemical hazards in the workplace and how to work safely with such materials. Employers must prepare a list of all hazardous and toxic substances used (for maintenance tasks, for example) and obtain safety data sheets (MSDSs) for those substances. Containers of hazardous chemicals must be labeled or somehow identified by employers. When metal and dirt contaminate vehicle oils, they can make that used oil hazardous. Used oils are exempt from federal and some state hazardous-waste regulations as long as the oils are reused or recycled and not mixed with other hazardous materials (such as chlorinated solvents).

The entire workplace where maintenance is done is sure to become dirty, but not necessarily hazardously dirty. That’s up to us, and it is not so difficult to find better (often less expensive) ways to make our shops still dirty, but clean for everyone.

Photo: Bobcat Maintenance

Engines are an important part of any maintenance program.

Perpetual Maintenance?
Don’t think of maintenance as something that occurs only in the shop or out in the yard. “The way to get the best from your equipment is to operate it properly,” agree contractors. Costly downtime for unscheduled maintenance and repair can be avoided by the operators and drivers. When you look at the records of performance for your equipment, you will probably find that some operators never have unscheduled maintenance demands while others seem to treat their equipment harshly enough to require frequent maintenance.

Several maintenance technicians mentioned that certain operators or drivers treated their equipment consistently better (or consistently worse) than others. “We can always tell the good operators,” notes Brian Mulvihill, a maintenance technician for Jensen Construction Co. in Des Moines, IA. What if you rent some of your equipment?

An interesting point was made by an employee at AAA Rentals in Lyons, GA: “We do our own maintenance and have few big problems. The key to maintenance seems to be the way that our customers treat the equipment.” How you run it may determine how easy it is to maintain. Training operators and drivers to run their equipment well may be a cost-saving part of maintenance, then, as much as an aspect of productivity at
the site.

Good maintenance begins at the time of purchase. It’s not something that just happens once the equipment is delivered to your yard. The ease with which you can service a new machine or vehicle is an important criterion for consideration during the purchasing process. Just as you would not decide to purchase a loader with an 8-yard bucket capacity if your jobs never required more than a 5-yard capacity, so you should not get a loader whose maintenance schedule requires an excessive number of sealed bearings or greased fittings, or one whose filters are difficult to reach. The maintenance of your equipment (to keep it working at its best) involves daily inspections. You should be able to see if anything is wrong with some components (like tires and hoses), and you will find that proper inspections are more likely to be done if the components to be inspected are readily accessible. The design of a loader, for instance, is not important only in its bucket capacity and horsepower. Once that loader is working for you, its ease of maintenance becomes a vital aspect of its worth.

You could say the same about the people who run your equipment. Your truck drivers and machine operators are already expensive parts of your business. If their use of your equipment is in any way abusive, you cannot afford them. “Before the work begins, there should be a plan for what is meant to happen,” advises Jeri Kannenwischer of Ditch Witch. She was talking about mini-skid-steers, but her wise words could apply to any equipment. “Operators should be aware of any special considerations at particular job sites where the equipment will be operated. There will be similarities in every project but also differences, and operators should know what the differences are and how to manage them. One rule that should be unnecessary is that the machine should never be used for a task which is beyond its capabilities. Most of us are tempted to make machines do just a bit more than they were designed to do—cars, trucks, blenders, chain saws, or electric drills—but mini-skid-steers, for example, like all machines, have their limits, and we should observe them sensibly (or pay the price for stupidity).” How true! If we are wise, our maintenance is never due to misuse.

Photo: Auto Crane

Your maintenance program should include all components of each machine, not only those most easily seen.

The other point made by several contractors is that maintenance should be available in the field, at the site, on the project, and not just back at the yard (which may be miles and hours away). The simplest way to ensure good site maintenance is to have a service truck, or access to one, that can travel with the necessary solutions. Keeping a service truck on or near your worksite to maintain and repair high-performance, expensive grading and excavation equipment is one key to keeping workflow smooth. But how do you service the service truck so that it can perform this star role efficiently? Keeping that truck maintained and serviceable will help with efficiency, productivity, and safety issues onsite.

“Like any equipment you operate at a work site, there are daily inspections and maintenance you need to perform on your service truck to keep it in top condition and working for you,” offers Kyle Whiteis, product manager for Auto Crane, which manufactures cranes and crane service bodies for the industry. “We also recommend certain weekly, quarterly, and annual checks and inspections. We find keeping on top of those keeps your service truck working better for longer.” Prior to starting the workday for your service truck, Whiteis recommends inspecting several elements of the body and crane. “You should visually inspect all hydraulic hoses, particularly those that flex during normal operation,” says Whiteis. “You should definitely replace any hoses that indicate wear and tear.” Other daily inspection and maintenance must-dos include:

Visually inspect load hook for signs of deformation, cracks, or corrosion.
Cable drum—Make sure cable is wound evenly on drum.
Hoist cable—Check for flattening, kinks, and broken strands.
Replace at any sign of these weaknesses.
Hydraulic fluid—Check for proper levels.

Weekly maintenance and inspections are essential, too. “Proper torque on mounting bolts will vary from truck to truck, so consult your owner’s manual,” advises Whiteis. “But all bolts should be inspected for torque on a weekly basis.” He also recommends several other weekly checks on your service truck and crane. All other bolts should be visibly inspected and tightened as required. Rotation gear should be lubricated, and sheave bearings should be inspected and replaced if rough or loose. Also, the body should be inspected for any cracks around the crane box.

It may seem that quarterly inspections appear less crucial, since they are not performed as regularly as more routine daily, or weekly, maintenance. “Don’t let the fact that this maintenance is performed less often give you a reason to not do it every three months, like clockwork,” advises Whiteis. “These steps are just as important as checking your hydraulic hoses and fluid daily.” Quarterly inspections and maintenance that Whiteis recommends include:

Inspect lift-cylinder bearings.
Inspect and grease rotation bearings.
Check torque on rotation bearing bolts.
Check and tighten bolts on rotation gear box.

As with any job-site equipment, there is annual maintenance on your service truck and crane. “At least once a year, you should drain, flush, and refill your hydraulic fluid,” says Whiteis. “Performing proper, regular maintenance on your service truck and crane will make it operate better on a daily basis and will help you by making it work for you for a long time.” Most of this advice applies to every other piece of equipment you own, too, doesn’t it?

Maintenance and Manufacturers
Manufacturers have shown praiseworthy consideration for the importance of maintenance for their customers. Let’s mention just a couple. When Case introduced the E-Series wheel-loaders toward the end of 2006, among the features emphasized was the “best-in-class maintenance and serviceability.” There were words of wisdom in the press release that announced the new series. “The easier it is to perform daily maintenance and service, the more likely it’s going to get done,” observes Dave Wolf, brand manager for Case Construction Equipment. “That’s why we designed the Case E-series wheel loaders with this maintainability, including ground-line service checks. The only tool required for service checks is a rag to wipe oil off the dipstick.” The rear hood (electrically actuated) provides easy access to the engine and all daily maintenance checkpoints. Three remote drains for coolant and engine and hydraulic oil offer convenient access for fast, environmentally friendly fluid changes.

The C Series of wheel skidders from Caterpillar was also the beneficiary of easier maintenance features. There are large enclosure doors giving good access to service points for quick, efficient maintenance. The daily inspection and lubrication points are accessible from ground level, and ecology drains are provided on all fluid compartments. Caterpillar has also stressed the importance of Life Cycle Costing for some years. This concept encourages customers to consider not only the initial purchase price of a machine, but its cost of operation, too. That means we should consider the cost of maintenance as an integral part of the acquisition process.

Photo: Auto Crane

Having the right tools and wearing the correct safety equipment are essential for those engaged in machine or vehicle maintenance.

When your maintenance gives challenges that you or your own employees cannot meet, the recommended solution is to go to your dealer. Jim Boarman, owner of Boarman Excavating and Dozer in Utica, KY, says that he or his own people can handle 99% of the maintenance required for his earthmovers. “If we have a problem that we cannot handle, something you wouldn’t think of as everyday maintenance, we go to our Cat or John Deere dealer,” comments Boarman. “They are always helpful.” (Most of his equipment is Caterpillar or John Deere.)

There are two full-time maintenance technicians at the shop for the Public Works Department of Manchester, MO (about 20,000 people, near St. Louis), and Ed Blattner, director and city engineer, says the department is always busy. Some of the maintenance is repair, but there is a preventive maintenance program, too.

“Our technicians cope with everything, except the major problems like transmissions,” asserts Blattner. “For those bigger problems, we use outside help from manufacturers’ dealers and distributors. Our maintenance program works well, with the winter always the most challenging season. Everything on equipment and vehicles seems to be attacked more in the winter, especially from the salt and chemicals we put on the road to keep them safe for the public.”

Among the maintenance technicians I visited or spoke with, there was a consensus that vehicles and machines are easier to access than even just a few years ago. Enthusiasm for computer-based performance in vehicles was not universal, with several technicians pointing out that the maintenance required if a machine broke down in the field was not always as available as it used to be. Operators used to do some of that maintenance, sometimes after a phone call to the technician, but not with today’s computerized systems. “It’s frustrating for us and for them when we cannot give immediate help,” noted one tech.

Not all the high-tech-doubters were older workers. If there was another comment that kept being made (though not requested), it was that too many of the problems seen by maintenance personnel were due to a lack of promised power in the machines. How much of this was caused by operators trying to get more from an engine than it was designed to give and how much was a true lack of power in the engine is not clear.

They may be the forgotten persons, but our talking with maintenance people nationwide demonstrated that they do a fine job of keeping our machines and vehicles running, sometimes in adverse conditions, and their importance to our success should never be underestimated. Hats off to the maintenance personnel, then! May their skills and commitment never fade.

Paul Hull writes on environmental topics for several magazines.

GEC - May 2007

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