NYSCHSA 2012 Winter Highway & Bridge Professional Development Program

Presenters: Richard Hanavan, PE & David Duchscherer, PE

Overcoming the Hurdles of Improving

Outdated Vehicle Maintenance Facilities

AGENDA

What hurdles do you face?

Design issues

Effective programming

Efficient design

Public perception

Finance

Questions & discussion

It is usually very obvious and easy to convince others that

a piece of equipment has reached the end of its useful

life and needs to be replaced.

However, it is not obvious or easy to convince others that

a facility has reached the end of its useful life.

Over the years highway maintenance equipment has

advanced

Equipment has grown, but most facilities haven’t

Typical problems

Space

Ventilation

Fuel storage / new fuels

Salt storage

High utility costs

High maintenance costs

Do these look familiar?

PROGRAMMING

Key drivers

Effective programming

Efficient design

PROGRAMMING

Effective programming

Size of fleet

Type of maintenance

Operational needs

Administrative

Parts

Repair

Fueling

Site selection/criteria

PROGRAMMING

System I – Service lanes

fueling, cleaning storage

System II – Maintenance

bays, shops, parts

System III – Bulk storage,

salt/stone/sand, etc.

System IV -

Administration,

Driver/Mechanics spaces

Parts

PROGRAMMING

Fueling Vehicles

Repair

P/M

Delivery

Cleaning

Maintenance

Bays

Sto

rage

Bulk Items

Exit

Shops

Administration

Car Parking

Exit Enter

Drivers Mechanics

PROGRAMMING

DESIGN

Code understanding and code compliance

Applicable Codes – Building code of NYS*

2006 IBC – International Building Code

2006 IPC – International Plumbing Code

2006 ICC – International Fire Code

*Modifications State Fire Prevention and Building Code Council

DESIGN

Reference Codes

ICC / ANSI A117.1

Accessible and Useable Building 2003

NFPA 72 – National Fire Alarm

NFPA 13 – Sprinklers

NFPA 14 - Standpipe and Hose

DESIGN

Typical Areas

Use Occupancy Samples

Assembly A-3 Wellness Recreation, etc.

Business B Offices/Meeting/Assembly

Moderate Hazard S-1 / S-2 Storage, Mechanical Repair, Maintenance

High Hazard H-2 CNG / LNG

DESIGN

Construction Types

Areas Type Occupancy

Fuel and Wash IIB H-2

Operations and Maintenance

IIB S-1/S-2

DESIGN

Site selection criteria

Pass-Fail

Size

Topography

Availability

DESIGN

Site selection criteria

Zoning

Utilities

Operational centroid

Environmental

Cost

Traffic

Accessibility

DESIGN

Efficient design

Juxtaposition of key spaces

Parts to shops to bays

Service lane location/layout Wait time, fueling speed

Multiple operations at one time

Maintenance bays Overhead reels

P/M on pits

Modern lifts

Fall protection

DESIGN

Service islands

Fueling rates

Fuel type

Flexibility

Overhead consumables

Safety

Fuel monitoring

Spill prevention

DESIGN

Maintenance bays

Lifts / pits

Overhead reels

High temperature exhausts

Air changes – alternative fuel

Overhead cranes

Lighting levels / locations

Overhead doors – 100,000 cycles

PUBLIC PERCEPTION

What are you building – the Taj Mahal?

In this economy, shouldn’t we be saving money?

PUBLIC PERCEPTION

Demonstrate inadequacy of current facility

Tell your story - be as specific as possible

Don’t assume the public or your elected officials

know what you do

Find a champion

Focus on the impact on your operation and cost

savings

PUBLIC PERCEPTION

Identify opportunities

Energy savings

Reduced property rental costs

Economy of scale for parts purchase

Reduced dead head miles on plow routes

Reduced facility maintenance costs

PUBLIC PERCEPTION

Avoided capital costs for repair/replacement

Longer vehicle life

Improved vehicle storage

Improved preventative maintenance

Vehicle wash

Improved salt storage

Economies of scale for bulk purchase

Opportunity to use additives

PUBLIC PERCEPTION

Discuss Design Solutions

Analyze benefits of new build vs. renovation

Show how effective design reduced space needs

Maneuvering space vs. additional doors

Double use of space

Lunch /training/public meeting room

Demonstrate knowledge of effective records storage

Box vs. electronic storage

Building material choices

Lifecycle cost analysis

Benefits of green design

Ontario County Maintenance Facility

Watertown Maintenance & Operations Facility

PUBLIC PERCEPTION

Bottom line message to communicate

We have developed the most

cost-effective solution to solve the problem

PUBLIC PERCEPTION

Additional benefits

Environmental Issues

Inadequate storm water management

Leaking fuel storage

Asbestos/mold issues

Worker safety

Structure issues

Maneuvering of equipment

Air quality

Image of DPW

FINANCE

We can’t afford it!

How will we find funding?

FINANCE

Estimate $ savings to be realized by building a new

facility – including avoided costs

Compare to cost of financing a new facility

FINANCE

Opportunities for financing

Shared facilities – other sources of funding

Transit operations, other municipalities

Public Private Partnerships

“In sourcing”

Provide vehicle maintenance to other agencies

Senior transit

Schools

Other municipalities

FINANCE

Benefits of shared facility funding Ontario County CATS/DPW Maintenance Facility Cost Allocations

Category Federal County State Total

Transit - Bus Storage - CATS Mgr. & Dispatch - CATS Parts

$0.40M $0.05M $0.05M $0.50M

DPW - $0.80M - $0.80M

Shared Spaces - Vehicle Wash - Fueling - Building Spaces - Equipment

$3.10M $3.15M $0.35M $6.60M

TOTAL $3.50M $4.00M $0.40M $7.9M

FINANCE

Pursue grant opportunities

NYSERDA Grants and Incentives

New York Utility Incentives

Environmental Protection Agency (EPA) Grant Programs

Department of Energy (DOE) Grants

New York State Environmental Facilities Corporation

Grants and Incentives

QUESTIONS & DISCUSSION