REPORT TO THE CITY COUNCIL
FROM: GREGORY A. BARFIELD, M.A., Director
Department of Transportation
BY: SHELLE O’BRIEN, Project Manager
Department of Transportation
SUBJECT
Title
Actions pertaining to the Department of Transportation Fresno Area Express (FAX) Maintenance Building Steam Bay Renovation project:
1. Adopt Environment Assessment No. 25-223, dated February 6, 2025, a determination that the proposed project qualifies for categorical exemption as set forth in the California Environmental Quality Act (CEQA) Guidelines Section 15301/Class 1 and Section 15302/Class 2, of the State of California CEQA Guidelines.
2. Approve a construction contract in the amount of $314,414.70 with RCH Construction, a California corporation, for construction services to replace the lift equipment located in the Fresno Area Express (FAX) bus maintenance building steam cleaning bay. (Bid File 12500938)
3. Authorize the City Manager or designee to sign and execute all related documents.
Body
RECOMMENDATION
Staff recommends that City Council:
1. Adopt Environment Assessment No. 25-223, dated February 6, 2025, a determination that the proposed project qualifies for categorical exemption as set forth in the California Environmental Quality Act (CEQA) Guidelines Section 15301/Class 1 and Section 15302/Class 2, of the State of California CEQA Guidelines.
2. Approve a construction contract in the amount of $314,414.70 with RCH Construction, a California corporation, for construction services to replace the lift equipment located in the Fresno Area Express (FAX) bus maintenance building steam cleaning bay. (Bid File 12500938)
3. Authorize the City manager or designee to sign and execute all related documents.
EXECUTIVE SUMMARY
The Department of Transportation/FAX seeks to award a contract for construction services to replace the existing lift equipment located in the bus maintenance building steam cleaning bay. The existing lift equipment is beyond its useful life and has been disabled for 16 months due to safety concerns about continuing to operate it. This equipment is critical to FAX’s ability to maintain our vehicles for roadworthiness and pass California Highway Patrol (CHP) inspections. This project must be conducted to avoid the loss of vehicles and/or the FAX facility being sanctioned by CHP.
BACKGROUND
The steam bay in the FAX bus maintenance building includes a pressure washer, equipment lift, and wastewater filtration system. Together, these systems are operated to provide exterior and undercarriage cleaning for the entire FAX fleet. The ability to clean from beneath the buses is particularly critical as this aids in leak detection, a key technical requirement from CHP audits. CHP inspects buses annually and each bus is cleaned thoroughly prior to these inspections. In addition to the role this equipment plays in fleet audits, three (3) buses per day get a preventative maintenance service as well as spot cleaning based on repair needs. The steam bay provides these necessary cleaning services.
The existing steam bay has numerous trip and fall hazards which FAX is also seeking to correct through this project. The existing lift is original to the building and was built into the floor. It is well beyond its useful life and has been disabled for 16 months due to safety concerns. A pit with multiple steps down and tripping hazards exists to accommodate this configuration. The proposed contract will fill the pit in to provide a safe and even surface to walk on. This project calls for a surface-mounted lift system that does not need to be sunk into the floor and provides for a more predictable pathway around which to work for the staff. When the new lift needs to be replaced, this configuration will also be easier to work with at that time compared to the current setup.
The other systems such as the pressure washer and water filtration are being left in their existing configuration. These systems operate well and will receive cleaning through this project but are otherwise not being replaced.
Should Council not approve this construction contract, FAX mechanics and equipment service workers will not be able to provide the steam cleaning services necessary to maintain our bus fleet which could, in turn, result in a failed CHP inspection that could tag our facility “out of service” due to equipment defects. In addition, lack of an operational lift in the steam bay means the efficiency and effectiveness of bus cleaning is reduced, slowing overall maintenance operations, increasing likelihood of critical failures, and ultimately reducing service to our customers.
The Department of Transportation worked with City of Fresno Purchasing Division to post a Notice Inviting Bids on PlanetBids on December 11, 2024. The invitation for bids (IFB) was also posted on the City’s website, advertised in local community groups and construction organizations, and the Central California Builders Exchange. Three (3) bid proposals were received and opened in a public bid opening on January 14, 2025. RCH Construction was determined to be the lowest responsive and responsible bidder. The bids will expire on March 19, 2025. FAX has performed an analysis of RCH Construction’s bid and determined it to be fair and reasonable, having fallen within 10.5406% range of the cost estimate of $284,433.60 Therefore, staff recommends Council approve a construction contract in the amount of $314,414.70 with RCH Construction to perform construction services for this project.
The City Attorney has reviewed the contract and approved it as to form.
ENVIRONMENTAL FINDINGS
Staff performed a preliminary environmental assessment of the project and determined that it falls within the Categorical Exemptions set forth in CEQA Guidelines, Section 15301/ Class 1 (Minor alteration to existing facilities), which exempts the repair and maintenance of existing facilities that involves negligible or no expansion of an existing use, and Section 15302/Class 2 (Replacement or reconstruction of existing structures and facilities), which exempts the replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity.
The proposed project is consistent with Class 1 and Class 2 exemptions because the project consists of replacing the existing lift equipment located in the bus maintenance building steam cleaning bay at the FAX headquarters. The existing lift is beyond its useful life and has been disabled for 16 months due to safety concerns. This equipment is critical to FAX’s ability to maintain its fleet and pass California Highway Patrol inspections. The project will also address safety concerns by eliminating trip and fall hazards in the steam bay. These proposed improvements do not constitute an expansion of the existing use and will have substantially the same purpose.
Additionally, the location where the improvements will be installed is not environmentally sensitive, has access to all necessary utilities and public services, and is surrounded by urban developments. The proposed project includes mechanical upgrades which will not negatively impact the existing characteristics of the respective areas or the condition of land. The project will be in existing building at the FAX Headquarters. The proposed project aims to reduce vehicle miles traveled, alleviate automobile delays, and lower greenhouse gas emissions by enhancing bus maintenance facilities, hereby promoting more reliable bus services.
Based on staff analysis, it was determined that no adverse environmental impacts would occur because of the proposed project and none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines Section 15300.2 apply to this project.
LOCAL PREFERENCE
Local preference was not implemented because federal funding precludes the use of geographical preferences.
FISCAL IMPACT
There is no impact to the General Fund from this action. Expenses from this contract shall be funded by Federal Very Small Starts program funds and State of California SB1 State of Good Repair program funds. FAX enterprise funds will make up the required local match. Sufficient appropriations were included and are available in the FAX FY2025 budget.
Attachments:
Bid Evaluation
Environmental Assessment No. 25-223
Sample Standard Contract