1. Overcoming the Hurdles of Improving
Outdated Vehicle Maintenance Facilities
NYSCHSA 2012 Winter Highway & Bridge Professional Development Program
Presenters: Richard Hanavan, PE & David Duchscherer, PE

2. AGENDA
What hurdles do you face?
 Design issues
 Effective programming
 Efficient design
 Public perception
 Finance
 Questions & discussion

3. 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.

4. Over the years highway maintenance equipment has
advanced
Equipment has grown, but most facilities haven’t

5. Typical problems
 Space
 Ventilation
 Fuel storage / new fuels
 Salt storage
 High utility costs
 High maintenance costs

6. Do these look familiar?

14. PROGRAMMING
Key drivers
 Effective programming
 Efficient design

15. PROGRAMMING
Effective programming
 Size of fleet
 Type of maintenance
 Operational needs
 Administrative
 Parts
 Repair
 Fueling
 Site selection/criteria

16. 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

17. PROGRAMMING
Vehicles Fueling Cleaning
Repair Maintenance
P/M Bays
Parts Shops
Storage
Delivery Bulk Items
Administration
Drivers Mechanics
Car Parking
Exit
Enter Exit

18. PROGRAMMING

19. 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

20. 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

21. 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

22. DESIGN
 Construction Types
Areas Type Occupancy
Fuel and Wash IIB H-2
Operations and IIB S-1/S-2
Maintenance

23. DESIGN
Site selection criteria
 Pass-Fail
 Size
 Topography
 Availability

24. DESIGN
Site selection criteria
 Zoning
 Utilities
 Operational centroid
 Environmental
 Cost
 Traffic
 Accessibility

25. 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

26. DESIGN
Service islands
 Fueling rates
 Fuel type
 Flexibility
 Overhead consumables
 Safety
 Fuel monitoring
 Spill prevention

28. DESIGN
Maintenance bays
 Lifts / pits
 Overhead reels
 High temperature exhausts
 Air changes – alternative fuel
 Overhead cranes
 Lighting levels / locations
 Overhead doors – 100,000 cycles

32. PUBLIC PERCEPTION
What are you building – the Taj Mahal?
In this economy, shouldn’t we be saving money?

33. 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

39. 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

40. 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

41. 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

42. Ontario County Maintenance Facility

43. Watertown Maintenance & Operations Facility

45. PUBLIC PERCEPTION
Bottom line message to communicate
We have developed the most
cost-effective solution to solve the problem

46. 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

47. FINANCE
We can’t afford it!
How will we find funding?

48. FINANCE
 Estimate $ savings to be realized by building a new
facility – including avoided costs
 Compare to cost of financing a new facility

49. 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

50. FINANCE
Benefits of shared facility funding
Ontario County CATS/DPW Maintenance Facility Cost Allocations
Category Federal County State Total
Transit $0.40M $0.05M $0.05M $0.50M
- Bus Storage
- CATS Mgr. & Dispatch
- CATS Parts
DPW - $0.80M - $0.80M
Shared Spaces $3.10M $3.15M $0.35M $6.60M
- Vehicle Wash
- Fueling
- Building Spaces
- Equipment
TOTAL $3.50M $4.00M $0.40M $7.9M

51. 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

52. QUESTIONS & DISCUSSION
