HomeMy WebLinkAboutMINUTES - 06192001 - SD.4 '-
TO: BOARD OF SUPERVISORS -`:` CONTRA
COSTA
FROM: John Sweeten, County Administrator COUNTY
Bart Gilbert, General Services Director �- z �►'�
DATE: June 19, 2001
SUBJECT: Energy Reduction Plan Implementation
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
RECOMMENDATION(S):
1. ACCEPT the report on implementation of the County's Energy Reduction Plan.
2. EXPRESS appreciation to the County employees and departments for their successful
efforts to reduce the County's energy use.
3. ACKNOWLEDGE that the County's comprehensive energy reduction strategy has resulted
in an estimated annual savings of 7,196,046 kwh ($1,640,485 per year), achieved through
application of:
➢ no cost actions/operational standards
low cost/low tech retrofits
traffic signal retrofits
➢ major facility retrofits
4. AUTHORIZE and DIRECT the County Administrator's Office and General Services
Department to continue to bring proposals before the Board on cost efficient energy
reduction retrofits and to minimize financing costs through such means as the California
Energy Commission loan programs, PG&E rebates and bond financing.
CONTINUED ON ATTACHMENT: _YES SIGNATURE:
_ RECOMMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOAPCJs4MM1TTEE i
_,APPROVE _OTHER
SIGNATURE(S):
ACTION OF BOARD ON June 19. 2001 APPROVED AS RECOMMENDED—OTHER XX
See attached addendum for Board action. `
VOTE OF SUPERVISORS
W
1 HEREBY CERTIFY THAT THIS IS A
X UNANIMOUS(ABSENT ------ 1 TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED
ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF
SUPERVISORS ON THE DATE SHOWN.
Contact: Sara Hoffman, 335-1090 a
ATTESTED JtmP 19, 2,001
JOHN SWEETEN,CLERK OF
THE BOARD OF SUPERVISORS
AND COUNTY ADMINISTRATOR
cc: CAO
County Department Heads
BY, D PUTY
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5. APPROVE attached resolution authorizing an application to the California Energy Commission
for a low-interest loan up to an amount of$700,000 to fund energy efficiency projects.
6. ACCEPT the amendment to the Energy Reduction Plan to provide more flexibility on use of
low watt electric fans to mitigate variations in building temperatures and sensitivity to heat.
7. ACKNOWLEDGE the "Blackout Policy And Procedural Guidelines" and Administration Bulletin
amendments developed to help departments prepare for:
➢ receiving communications on anticipated blackouts and internally communicating such
notices throughout the department
➢ ensuring the readiness of each facility in case of blackouts
➢ managing and maintaining work and service delivery activities in the event of a
blackout.
BACKGROUND/REASON(S) FOR RECOMMENDATION(S):
On March 6, 2001, the Board of Supervisors accepted the proposed Contra Costa County Energy
Reduction Plan, designed to implement the Board of Supervisors policy of reducing electrical use by
10% with an overall minimum energy use reduction of 8%. At that time, the Board requested a report,
back on plan implementation in June 2001.
Contra Costa County has a long-standing commitment to energy efficiency. The Energy Reduction
Plan serves to further stimulate action as well as to tighten up on operational standards for energy
savings. The results have been impressive, with an estimated annual savings of 4,134,496 kwh'. In
addition the County has completed major retrofit projects in buildings and for streetlights, with an
additional estimated annual savings of 3,061,550 kwh. At 22.8¢ per kwh, the County can expect a
savings of$1,640,485 per year (plus the savings due to changes in building thermostat settings and
other actions not documented in this report).
History of Energy Savings
Contra Costa County initiated its first energy reduction efforts in the early 1980's. These
conservation projects, plus the favorable contract which the County had entered into through the
ABAG Power Agreement, helped the County conserve energy and minimize electricity costs long
before the current State crisis. Each year the General Services Department and the Capital
Facilities Division of the Administrator's Office have budgeted for and completed energy
conservation projects, using grant funding, low interest loans, productivity investment funds and
bond financing.
Listed below are examples of projects undertaken within the past decade, including building lighting,
traffic signals and heating, ventilation and air conditioning (HVAC) retrofits.
Lighting - Since 1993, all major County buildings have had lighting upgrades from T-12 to T-8
ballasts. A fluorescent tube on a T-12 ballast is rated at 41.33 watts vs. 29.66 for one on a T-
8 ballast, a savings of 11.67 watts per tube. County buildings contain at least 40,000
fluorescent tubes,' representing an annual savings of 1,199,675 kwh or $273,525 per year2.
Between November 1993 and October 1994, eight large buildings, including 651 Pine Street,
were retrofitted. Electricity costs were then tracked over the following three years, with an
average 11% per year reduction.
Traffic Signals — In 1998, 919 incandescent signal lamps (669 red signals, 87 red arrows, 15
green signals and 148 green arrows) were replaced with light emitting diodes (LEDs), for an
average savings of 134 watts per lamp. The annual savings have been 552,950 kwh, or
$126,070 per year.
' Due to the difficulty in getting electrical usage data from the County s utility bills,a survey of departments was conducted to help quantify conservation efforts
throughout the County, Twenty-one departments responded to the survey,including Agriculture;Animal Services;Assessor;Building Inspection;CAO;Clerk-
Recorder;Community Development; Community Services(narrative information only);County Counsel;Cooperative Extension;District Attorney;Employment
and Human Services;Fire District;General Services;Health Services(3 small buildings);Human Resources;Library;Public Defender;Sheriff;Treasurer-Tax
Collector and Veterans Services.
2 Based on 22.8¢per kwh and 257 operational days per year,10 hours per day(Note: actual numbers are higher,since the count includes 24-hourfacilities).
2
HVAC Systems - HVAC systems in thirteen buildings have been retrofitted, including some
of the largest buildings, such as 651 Pine Street. HVAC systems are the major consumers of
electricity in buildings. Three of the most recently completed projects, 595 and 597 Center
Avenue and Summit Centre will save the County an estimated 1.4 million kwh of electricity
annually, a savings of $319,200. In addition, new buildings are being constructed with
modern digital control (DDC) and variable frequency drive (VFD) systems (for example, 800
Ferry Street), which increases building energy efficiency.
Because of the HVAC retrofitting at Summit Centre, electricity usage has continued to
decrease, despite increased occupancy in the building. Usage decreased by 35% for the
period July-December 2000 compared to the same period in 1999. Usage decreased 28% for
the period January - April, 2001 compared to the same period in 2000.
Energy Reduction Strategy
Achievement of the significant energy savings under the Board's adopted Energy Reduction Plan
has been the result of implementation of four strategies:
➢ no cost actions/operational standards
➢ low cost/low tech retrofits
➢ traffic signal retrofits
➢ major facility retrofits
No Cost Actions/Operational Standards
Throughout the County, employees and departments have focused on reducing energy use, in
accordance with the County's Energy Reduction Plan.
Building Temperatures - Heating and air conditioning are major consumers of gas/electricity
in buildings. In compliance with Board directives, thermostats have been set to 660 for
heating and to 76° for cooling.
Lighting - Over 10,000 lights, approximately 25% of all lights surveyed, have been turned off
and are left off during the course of business. Another 1,250 lights have been removed
altogether.3 This is significant since lighting typically represents 30 % of commercial electrical
use. One fluorescent tube uses approximately 41 watts, so removing/turning off over 11,250
lights represents a savings of 465 kilowatts. Over the course of a year, this is equivalent to
1,950,050 kwh, or$272,470 per year.
Low Cost/Low Tech Retrofits
In addition to lighting, departments have reported their progress on low cost retrofits, including:
Refrigerators - over 60 refrigerators have been replaced or removed. Twenty-year-old
refrigerators generally use about 2,600 kwh per year, while 10-year-old ones use about half
that amount. Energy Star refrigerators use about 650 kwh per year. Conservatively
estimating that all replaced refrigerators were only 10 years old, annual savings are estimated
at 39,000 kwh or $8,900 per year.
Watt Stoppers - over 300 watt-stoppers have been installed or are on order to be installed.
These are motion sensitive devices that can be attached to a desktop. They will shut down up
to four electronic devices (e.g. printers, calculators, monitors—not CPUs) when no motion is
detected. While it is difficult to quantify the energy savings that these devices generate, they
are of particular help for those who forget to turn off electronics which may then be left on
overnight or over the weekend. GSD has received a $30 per device rebate (50%), and their
staff have been meeting with department representatives to demonstrate these devices.
Additionally, each office landscape partitioned workstation that is installed will be equipped
with a watt-stopper as part of the installation. EHS has 174 such installations in progress.
General Services has ordered more of these devices to keep in stock at the Service Center
warehouse on Waterbird Way.
3 Based on department survey responses.
3
Thin Appliances (Terminals) — 500 thin appliances (terminals) have been installed. These
desktop devices run software from a central server, replacing personal computers. Thin
appliances save an average 90 watts per hour of use. Estimated annual savings are
1,071,430 kwh, or $244,285 per year.
Computer Monitors - over 150 energy efficient computer monitors have been installed or are
on order to be installed. Flat screen monitors are estimated to save approximately 200 watts
of electricity in comparison with standard monitors. The annual savings is estimated at 77,100
kwh, or $17,600 4.
Motion Sensors - 314 motions sensors have already been installed in conference rooms,
lunch rooms and restrooms, and an additional 250 will be installed in all public restrooms in
the County. Annual Savings are estimated at 552,441 kwh or $125,910 per year5.
Traffic Signal Retrofits
Between February and June 2001, Building Maintenance Traffic Signal Electricians replaced 955
incandescent signal lamps (732 green signals, 97 green arrows, 91 yellow flashing, 32 red signals
and 3 red arrows) with light emitting diodes (LEDs), for an average saving of 134 watts per lamp.
The estimated savings per year is 571,600 kwh, or $130,000 annually. The cost of the lamps,
$159,000, will be fully reimbursed by PG&E.
Building Retrofits for Energy Efficiency
Lighting and HVAC (heating, ventilation and air conditioning) systems use approximately two thirds
of the energy consumed in County facilities. Replacement of outdated HVAC components and
lighting can dramatically reduce energy consumption while maintaining a comfortable work
environment.
Some of the types of energy saving improvements that are now being implemented include:
Digital Control Systems. Older pneumatic controls are less accurate and allow for wide
swings in temperature. More advanced digital controls reduce energy usage by improving the
coordination of HVAC components (fans, cooling units, boiler for heating, etc.) and by
reducing temperature swings.
Variable Frequency Drive (VFD) on Fans. Older fans have only two settings: on and off. By
adding a variable frequency drive, a fan can adjust its speed as needed to maintain airflow
and building pressure. VFDs generate additional energy savings because as the airflow is
decreased, less energy is needed to cool and heat the air.
Compact fluorescent lighting (CFL) . New CFL light bulbs use 75 percent less energy than
comparable incandescent lighting. Replacing older fluorescent lighting systems with CFL
results in an energy savings of 25 percent.
Recently Completed Projects - Since the Board adopted the Energy Reduction Plan, two major
energy savings projects have been completed that will reduce the County's annual energy usage by
an estimated 537,000 kWh, $122,525 per year. The Internal Rate of Return, or IRR, indicates the
financial return on the initial investment made in each of these projects over a 15-year period. The
following table indicates project cost, savings and a simple payback calculation6.
4 Based on 22.8¢per kwh and 257 operational days per year,10 hours per day(Note: actual numbers are higher,since the count includes 24-hour facilities)
5 Assumes an average of 16 fluorescent tubes in public restrooms and 8 tubes in all other rooms;average 12 hours per day savings in public restrooms and 4
hours per day in all other rooms;tubes rated at 69 wafts each;22.8¢kwh and 257 operational days per year.
6 Estimates of energy savings and payback are based on a cost per kWh of$0.23.
4
Payback
Project Annual (in
Building Project Description Cost Savings ears) IRR
Martinez Detention Digital Controls/
Variable Frequency
Drives $390,000 $112,563 3.46 28%
Los Medanos Health
Center Lighting Retrofit $45,000 $9,962 4.52 21%
Note: IRR calculations assume a cost of funds of 5%.
Additional Energy Savings Projects -Additional energy saving projects are under consideration at
eight other County buildings. Each of these projects involves installation of Digital Controls and
VFDs on supply and relief fans.
Based on initial engineering estimates, these projects should result in a savings of 684,000 kWh, or
$156,000 annually. This estimate is conservative. Replacement of other HVAC components with
more efficient equipment will boost energy savings.
The overall payback period of all of these projects is 6.4 years. Viewed as an investment of County
funds, these projects will return 13% on their initial investment.
Annual Annual
Project Electricity Gas Payback
Building Costs Savings Savings in ears IRR
4545 Delta Fair, Ant $ 174,290 $22,300 $4,000 6.6 13%
1960 Muir Rd, Mtz 171,232 27,700 7,200 4.9 19%
1980 Muir, Mtz 144,598 16,900 7,200 6.1 14%
10 Douglas Dr, Mtz 106,694 14,200 2,400 6.4 13%
50 Douglas Dr, Mtz 180,592 20,100 8,000 6.4 13%
1020 Ward St, Mtz 150,358 23,800 1,600 5.9 15%
595 Center Ave, Mtz 98,314 14,300 6,400 4.7 20%
597 Center Av, Mtz 113,229 16,700 6,400 4.9 19%
Total $1,139,307 $155,949 $42.000 5.7 15%
Note: These costs reflect construction only. Total project costs will be higher.
Three of the projects listed above should be completed by mid-July. These projects are tentatively
identified as 1020 Ward Street and 1960 Muir Road in Martinez, as well as 4545 Delta Fair in
Antioch. Funding is included in the FY 2000-01 Plant Acquisition budget. These projects are being
expedited under the Board of Supervisors April 24th authorization to the General Services Director to
set the public hearing dates for energy efficiency projects and to execute said contracts on behalf of
the County.
The remaining projects should be on-line by the summer of 2002. Allocation of additional funds will
be recommended in the FY 2001-02 Plant Acquisition budget for energy saving projects.
The attached resolution authorizes the County Administrator to apply to the California Energy
Commission for low interest loans that can fund the remaining projects noted above up to a total
amount of $700,000. These loan funds are offered at an interest rate of 3%, which is lower than
current borrowing rates should the County finance these projects.
Other Energy Saving Proposals - Information on potential energy savings and cost of the following
energy saving projects is currently being developed:
➢ Summit Centre - Replacement of single pane glass with dual pane
➢ West County Detention Facility - Lighting retrofit
➢ Self adjusting ballasts on lighting throughout the County
➢ Photovoltaic cells on the roofs of County buildings (solar power)
5
Summary of Savings
Although not all of the energy savings actions undertaken by the County can be quantified, many can
be estimated. Listed below is a summary of the quantifiable reduction achievements highlighted in
this report.
Estimated Estimated
Annual kwh Annual
Savings Cost Savings
Lighting
retrofits 1,199,675 $ 273,525
turned off/removed 1,195,050 $ 272,470
motion sensors 552,241 $ 125,910
Refrigerators
replaced/removed 39,000 $ 8,900
Computer Equipment
flat screen monitors 77,100 $ 17,600
thin appliances 1,071,430 $ 244,285
Traffic Signals
red & other signals 552,950 $ 126,070
green & other signals 571,600 $ 130,000
HVAC Systems
595-597 Center;
Summit Centre 1,400,000 $ 319,200
MDF & Los Medanos 537,000 $ 122,525
TOTAL 7,196,046 $ 1,640,485
Communication/Energy Contacts
Each Department Head has identified one or more staff in his/her departments to function as the
primary contact for disseminating and collecting information, as well as acting as the "watch dog" for
energy conservation in their buildings. The results of the department surveys show a high level of
support and conscientiousness in implementing the Board's Energy Reduction Plan.
A meeting was held with the Department Energy Contacts on April 30" in the Board Chambers.
Since then, a system of notification, using voice mail, electronic mail and fax transmittal has been
developed to distribute general information, as well as to notify Energy Contacts of Stage 3 Alerts
and any potential outages in their grids. All Energy Contacts have received outage block grid
information for their buildings, historic energy consumption for their building, suggestion/concern
forms, a copy of the Energy Reduction Plan and pointers on reduction strategies.
When the State conducted the "mock Stage 3 alert" on May 17, this communication system was
activated. Energy Contacts have been extremely responsive and are among the County's best
resources for conservation.
Monitoring Energy Use
Lack of timely usage data has been a continuing frustration in the effort to document the County's
energy savings. Under the ABAG Power Consortium Contract, the County received usage data at
least three months in arrears. Consequently, March 2001 data would normally be received this
month or next. This delay was further compounded by the need to normalize the data for some
buildings, due to under and over billings (which reconciled over time).
6
I
This difficulty in collecting monthly usage data has been magnified with the switch from ABAG Power
Consortium to PG&E, now currently in process. It is uncertain when PG&E will complete the process
and the County will begin receiving regular monthly billings.
Prior to the switch to PG&E, GSD investigated the possibility of a direct contract for monthly readings
of the meters that are on radio frequencies. Fifty of the largest County accounts have these radio-
read interval meters (the exceptions are the Martinez Detention Facility, Los Medanos Clinic, Summit
Centre and 2425 Bisso Lane). The move to PG&E, however, has caused complications which could
obviate the possibility of such a contract for some of the buildings. Apparently, some of our interval
meters are of a different type than those used by PG&E and, therefore, must be replaced. This will
require installation of a dual socket by PG&E so both the interval meter and the PG&E meter can be
used. While PG&E is willing to install the dual socket, there is a question as to whether or not there
is a sufficient supply of dual sockets available on a timely basis (Note: agreement has been reached
with ABAG Power Consortium that they will underwrite the cost of such meter conversions and dual
socket installation).
For the remaining 136 buildings, meters have been, and will continue to be read by PG&E. There is
currently no mechanism to capture that data, except through the billing process, which is subject to
unknown delays due to the transfer.
Staff is continuing to work on resolving the issue of monthly usage data. At this time, a separate
contract for meter reading for the County's largest buildings is the most promising prospect.
Preparing for Blackouts
So that the County will be prepared to deal with both anticipated and unanticipated blackouts, the
County Administrator convened an Ad Hoc Blackout Committee to provide guidelines to departments
to prepare for:
➢ receiving communications on anticipated blackouts and internally communicating such notices
throughout the departments
➢ ensuring the readiness of each facility in case of blackouts, both anticipated and
unanticipated
➢ managing and maintaining work and service delivery activities in the event of a blackout
The work of the committee resulted in recommendations for amending Administration Bulletin 316,
Timekeeping in Emergency Situations, and Administration Bulletin 115.7, Emergency Management
Plan. In addition, the committee developed "Blackout Policy and Procedural Guidelines" to help the
departments prepare their individual policies, plans and procedures (see attached)
Energy Reduction Plan Amendments
Generally, the Energy Reduction Plan has been well received and departments and employees have
been following its guidelines. However, one amendment is recommended, which applies to the use
of electrical fans. In some buildings, the air conditioning system cannot maintain the same
temperature throughout the building and there are "hot spots." In addition, some individuals are
more sensitive to heat than others and/or are located in areas with poor air circulation.
Consequently, it is recommended that the Energy Reduction Plan be amended to allow the use of
small personal electric fans. The six-inch variety use only about 13 watts, so that usage would be
minimal. Battery operated fans will still be helpful during outages to control air temperatures and
increase air circulation.
7
THE BOARD OF SUPERVISORS
CONTRA COSTA COUNTY, CALIFORNIA
Adopted this Order of June 19, 2001 by the following vote:
AYES: SUPERVISORS GIOIA, GERBER, DESAULNIER, GLOVER and UILKEMA
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
RESOLUTION NO. 270
SUBJECT: Authorizing an Application to the California Energy Commission for Loan Funds
to Implement Energy Saving Facility Improvements
WHEREAS on March 6, _2001 the Board adopted an Energy Reduction Action Plan which
included direction to explore implementation of energy efficiency retrofits of County facilities and
associated financing plan.
WHEREAS the California Energy Commission provides loans to schools, hospitals, local
governments, special districts, and public care institutions to finance energy efficiency
improvements;
IT IS BY THE BOARD RESOLVED that the County Administrator or designee is authorized to
apply for an energy efficiency loan from the California Energy Commission to implement energy
efficiency measures.
BE IT ALSO RESOLVED that if recommended for funding by the California Energy
Commission, the Board of Supervisors authorizes the County Administrator or designee to accept a
loan up to $700,000.
BE IT ALSO RESOLVED that the amount of the loan will be paid in full, plus interest, under
the terms and conditions of the Loan Agreement and promissory Note of the California Energy
Commission.
BE IT ALSO RESOLVED that the County Administrator or designee is hereby authorized and
empowered to execute in the name of Contra Costa County all necessary documents to implement
and carry out the purpose of this resolution, and to undertake all actions necessary to undertake and
complete the energy efficiency projects.
I hereby certify that this is a true and correct
copy of an action taken and entered on the
minutes of the Board of Supervisors on the
date shown.
ATTESTED:,
JOHN SWEETEN, Clerk of the-Board
ofer isors-an,�n 'nistrator
By Deputy
Orig.Dept: CAO(D.Amenta,335-1021)
cc: CAO
General Services-Stationary Engineers(D.Garidel)
RESOLUTION NO. 2001/270
ADDENDUM TO ITEM SDA
June 19, 2001
On this day, the Board of Supervisors considered accepting a report from the County
Administrator and General Services on implementation of the County's Energy Reduction Plan.
There were no requests to speak on the matter.
The Board discussed the matter and took the following actions:
APPROVED Resolution 2001/270 authorizing an application to the California Energy
Commission for a low-interest loan; DIRECTED staff to continue to explore alternate
sources of power; REQUESTED an assessment of back up generators owned by Contra
Costa County; DIRECTED departments to continue to conserve energy and maintain
awareness by County employees of energy saving goals; DIRECTED that all energy saving
measures be considered in future capital improvements and construction; REQUESTED a
summation and consolidation of all energy policy items adopted by the Board for review in
six months.
County of Contra Costa
OFFICE OF THE COUNTY ADMINISTRATOR
MEMORANDUM
DATE: June 8, 2001
TO: John Sweeten, County Administrator
FROM: Sara.Hoffman, Chair S ` '
Ad Hoc Blackout Committee
SUBJECT: Blackout Committee Findings and Recommendations
Recommendations:
1. CONSIDER the recommendations of the Blackout Committee regarding policy
and procedures on:
communications
A facility readiness/safety
➢ work practices
personnel/timekeeping
2. AMEND Administrative Bulletin 316 on Timekeeping in Emergency Situations
to include loss of electrical power(see Attachment I).
3. AMEND Administrative Bulletin 115.7, Emergency Management Plan, to include
loss of electrical power(see Attachment II).
4. ADVISE each County department to develop policies, plans and procedures
consistent with Contra Costa County's Administrative Bulletins and`Blackout
Policy and Procedural Guidelines"to prepare their departments for:
A receiving communications on anticipated blackouts and internally
communicating such notices throughout the department
A ensuring the readiness of each facility in case of blackouts
Y managing and maintaining work and service delivery activities in the
event of a blackout.
y
Background/Reasons for Recommendation
The charge of the Blackout Committee was to identify issues related to electrical
blackouts and to recommend appropriate policies and procedures to help the County both
plan for and manage blackouts safely and effectively, while maintaining work activities
to the extent possible.
Blackout Committee members include: Sara Hoffman, County Administrator's Office,
Chair; Elizabeth Verigin, Auditor-Controller; Al Prince, Community Services; Kevin
Kerr, County Counsel; Steve Overacker, DoIT; Mickey Davis, General Services; Dan
Guerra, Health Services; Bob Proctor, Health Services; Kyla Reed, Human Resources;
Susan Caldwell, Library; Roy Rochelle, Probation; and Jerry Brady, Sheriff.
At its first meeting, the Blackout Committee brainstormed various issues related to
blackouts, categorizing those issues into four areas.
➢ Communications
➢ Facility Readiness/Safety
➢ Work Practices
➢ Timekeeping/Personnel
The Committee then established a subcommittee for each issue area. Each subcommittee
then developed an issue paper with policies, procedures and recommendations. These
were reviewed by the Committee as a whole. The subcommittee reports were then
consolidated into a single report (see Attachment III).
In addition, the Committee recommends amendments to Administrative Bulletin 316,
Payroll and Timekeeping (see Attachment I)and Administrative Bulletin 115.7,
Emergency Management Plan(see Attachment II).
cc: Blackout Committee Members
CONTRA COSTA COUNTY
BLACKOUT POLICY AND PROCEDURAL GUIDELINES
All departments should be prepared for electrical blackouts, both anticipated and
unanticipated. Departments should develop their own policies, plans and procedures
for both management of blackouts and preparation in case of blackouts, consistent with
Administrative Bulletins 316, Payroll and Timekeeping and 115.7, Emergency
Management Plan. The following guidelines should also be considered by each
department.
Communications
1. Notification of anticipated blackouts
Departments should designate an Energy Contact and/or other contact (plus
back-up alternates) at every building site to receive notifications of anticipated
blackouts from the General Services Department. These individuals should also
be advised of the need to monitor KCBS radio and the California Independent
Systems Operator (ISO) website' on days when a blackout is likely.
A. County Buildings in Grids scheduled for blackout:
1. Communication to buildings (and contacts within Departments
impacted) will be made via a voice-mail distribution set up by building
grid numbers (except as otherwise prearranged).
2. These messages will activate a message light on phones with an LED
display.
3. The messages will be sent out as soon as Stage 3/Outage Block
information is received by General Services Department
Administration.
4. Departments should review their Energy Contact information lists to
verify that this message goes to a person or telephone #that is staffed
most of the business day. (This may involve putting voice mail onto a
number which typically would not require voice mail capabilities, e.g.
receptionists.)
5. Departments/buildings need to have internals procedures to
communicate this information. For County buildings shared with non-
county tenants, departments should consider establishing a system of
communications with those tenants as well.
' www.incident.com offers an e-mail feature (/edismail)that will automatically generate e-mails on Stage
1, 2 and 3 alerts from the ISO. This message can also be forwarded to pagers by submitting your pager
service e-mail address.
B. County Buildings in Block 50 (exempt) or Grids not scheduled for blackout:
1. The purpose of this notification will be to encourage power shedding
and to provide an awareness of the County situation.
2. Stage 3 alerts will continue to be done via "broadcast" voice mail
messaging, to all voice mail customers, which does not activate a
message light. It is anticipated that there are enough voice mail users
to make this the fastest method with the widest distribution.
(Note: Energy Contact communication from General Services to
department e-mails and other communication forms will be used to
disseminate general energy information, but not to provide alert status
information unless otherwise prearranged.)
3. General Services Administration will notify the Department of
Information Technology, Communications Division as soon as this
information is received, and DoIT Communication will activate the
broadcast message.
4. At the beginning of the next business day, DoIT Communication will
cancel the message. (or at midnight, if pre-programming possible)
C. Non-County Owned Buildings
1. County tenants in non-county owned buildings may need to have
building communication plans developed in conjunction with building
owners. Contact the Lease Management Division of General Services
as appropriate to initiate this process.
2. OES Activation - Unanticipated Blackouts and Blackouts of Long Duration
Unanticipated blackouts or blackouts of long duration (in excess of four hours)
may require activation of the County's Office of Emergency Services (OES)
emergency response plan. The Office of Emergency Services will provide
direction in such cases.
3. Communication at Worksites
A. Each department should have an internal plan for notification of
anticipated blackouts to employees and members of the public at each
worksite.
1. Post notices and/or call clients or members of the public where
alternative worksites and/or County services might be located in the
event of blackouts.
2. Evacuate all elevators, shut down and post warning notices (if not
operated by generator)
2
3. Assist all handicapped staff and persons to move to ground level and
post no-access notices
4. Post warning notices at walkways, bathrooms, stairwells and entries.
Facility Preparedness/Safety
Departments should review critical areas of facility readiness to minimize disruption to
work and service delivery activity. Facilities that are located within the block 50 areas
are currently exempt from rotating power outages. PG&E is reviewing block 50
assignments and may reassign some of these locations to rotating power outage
blocks. In addition, all buildings are subject to unanticipated system outages. All
facilities should be prepared for blackouts.
1. Emergency Backup Power Generators
Emergency Backup Power Generators are located at Critical Mission Facilities
such as 911 dispatch centers, health care facilities and computer data centers.
Power generators have failed due to lack of equipment maintenance, periodic
testing and insufficient fuel reserves.
A. Site Facility Managers should review equipment preventive maintenance
procedures:
1) At a minimum, engines should be started and run for 15 minutes
weekly.
2) Generators should be tested under full load condition at a minimum of
every three months.
3) Fuel levels should be checked every three months and have a
minimum of 72 hours reserve fuel capacity.
B. Consideration should be given to connecting generator monitor panels to
existing security panels for the monitoring of equipment status.
2. Uninterruptible Power System (UPS)
An Uninterruptible Power System (UPS) is an electrical power system that
charges and converts DC voltage from a battery source to an AC voltage. The
UPS can be sized to power a whole building for several hours down to units that..
will power a personal computer for several minutes. The average lifespan of a
personal computer UPS battery is two to four years. The weakness in these
systems is found in the charger units and batteries.
A. Site Facility Managers should review UPS equipment preventive
maintenance procedures.
B. Site Facility Managers should have Large UPS tested under full load
condition at a minimum of every three months.
3
C. Personal Computers with a UPS should be tested by the user monthly by
pushing the "test" button found on the UPS.
3. Telephone Systems
The County maintains several types of telephone systems. Many of these
systems already have UPS backup. The Department of Information Technology
(DoIT) Telecommunications Division surveys all telephone switch equipment on a
regular basis to determine power backup sources.
A. Site Facility Managers should verify the back-up available to telephone
systems, to ensure meeting the following standards.
1) Locations that do not have emergency backup power generators
should have a minimum of four (4) hours of UPS power.
2) Immediately order and install appropriately sized UPS at sites that
have no power backup sources or replace or upgrade older AC
powered PBX systems to newer DC powered type.
B. Tests of backup power systems should be conducted quarterly.
4. Fire Control and Suppression Systems
Fire control and suppression systems are an integral component of building
safety. All systems in buildings occupied by County Departments (except the
new Los Medanos Clinic fire pumps) are believed to have emergency backup
power.
A. Site Facility Managers should verify that the emergency backup power
systems are operational and meet minimum manufacturers standards2.
B. Locations that do not have emergency backup power generators should
have a minimum of four (4) hours of UPS power.
C. Tests of backup power systems should be conducted quarterly.
D. Also, check impact of loss of power on fire doors.
5. Security Systems
Security Systems cover electronic entry/exit door controls and proximity alarm
systems. In most cases these systems have emergency backup power.
2 If the systems are not on a regular test schedule, an initial review of the electronic control systems by
the General Services Department (GSD), Electronic System Specialist (ESS) is advisable. Work orders
are normally charged to the Building Maintenance Account.
4
A. Site Facility Managers should verify that the emergency backup power
systems are operational and meet minimum manufacturers standards3.
B. Locations that do not have emergency backup power generators should
have a minimum of four (4) hours of UPS power.
C. Tests of backup power systems should be conducted quarterly.
6. Elevators and Handicapped Egress Routes
Elevators pose a potential safety hazard in that individuals might be trapped
inside the elevator car during a power outage. Handicapped egress can also be
an issue in multi-story buildings.
A. Site Facility Managers should know4:
1) whether or not emergency backup power generators will
operate the elevators during a power outage.
2) how elevators will respond to the loss of power
3) what are the emergency procedures for releasing elevator
passengers.
B. All elevators should be tested annually in accordance with ANSI 17.1.5
(See Addendum 1)
C. Determine how handicapped persons will be able to safely exit the facility.
7. Computer Equipment Rooms
Properly designed computer equipment rooms have three elements. First they
have equipment-mounting systems that meet earthquake bracing standards for
the proper mounting of computer and networking equipment. Second, the UPS
should have enough capacity to power the equipment for a predetermined time.
Third, the dedicated air conditioning system must be able to operate while the
computer equipment is operational. With the explosive growth in the use of
computer systems, many facilities have deficiencies in the design of these
rooms. These deficiencies may put computer systems at risk of failure during a
power outage.
A. Computer System Administrators should review their computer equipment
rooms for design deficiencies.
3 If the systems are not on a regular test schedule, an initial review of the electronic control systems by
the General Services Department(GSD), Electronic System Specialist(ESS) is advisable. Such work
requests are normally charged to the Building Maintenance Account.
4 If not known, General Services Department(GSD) Building Engineers can determine the capacity of the
elevators. Such work requests are normally charged to the appropriate Building Maintenance Account.
5 Testing is done by General Services Department(GSD), Electronic Technicians. Such work requests
are normally charged to the appropriate Building Maintenance Account.
5
1) If deficiencies are found, administrators should immediately develop
plans for corrective action.
2) Research the feasibility of converting existing computer systems from
AC to DC type power supplies and install true battery backup.
B. Facilities without emergency backup power generators should have
procedures for shutting down computer systems within a very short period
of time.
C. Corrective actions that take longer than 5 working days to implement
should be considered critical and steps should be taken to relocate
equipment to Critical Mission Facilities.
8. Public Address (PA) Systems
The County has Public Address (PA) systems located in most facilities. The
majority of these systems do not have UPS or emergency backup power
generators.
A. General Services Department (GSD), Electronic System Specialist (ESS)
should conduct a survey of all Public Address systems and determine if
they are used for emergency paging.
1) PA systems used for emergency paging should have an emergency
power backup source.
B. Locations that do not have emergency backup power generators should
have a minimum of four (4) hours of UPS power.
1) Departments should order and install appropriately sized UPS at sites
.that have no power backup sources.
C. Tests of backup power systems should be conducted quarterly.
9. Emergency Lighting
Emergency lighting fixtures are found in areas where loss of electrical power and
darkness would impede personnel in the evacuation of a facility. Many interior
rooms do not have any source of emergency lighting.
A. Site Facility Managers should verify that all emergency Iiiht fixtures are
functional and order repairs or replacements as appropriate .
6 Testing is done by General Services Department(GSD) Electronic System Specialists(ESS). Repairs
and replacements are done by GSD Electricians and Building Engineers. Such work requests are
normally charged to the appropriate Building Maintenance Account.
6
B. All emergency light and exit signs should be tested in accordance with
NFPA 101.
C. Facility managers should purchase inexpensive electrical outlet
emergency light devices that turn themselves on when electrical power is
lost. These devices should be located in interior building areas where loss
of power would result in darkness (See Addendum 2).
Work Practices
Each department should develop a detailed plan on managing blackouts in order to
maintain work and service delivery activities to the extent possible. In all cases, it is
important to clearly define roles and responsibilities of on-site staff and department
headquarters staff. Back-up alternatives need to be identified as well. Training and
prior communication to staff is highly advisable. Departments should review
Administrative Bulletins 115.7, Emergency Management Plan, and 408.1, Safety Policy,
in developing their plan, as well as consider the following.
1. Advance Planning for Work Activities
A. Work Functions and Data Retention
➢ Survey work functions and work areas to determine the effect of a loss
of electrical power due to blackout
Develop contingency plans, accordingly, especially for data retention
➢ Pre-determine work that can be done and work areas that can be used
during blackouts
B. Equipment Purchases
➢ Pre-purchase battery-operated fans as appropriate for temperature
mitigation and air circulation
➢ Purchase other necessary equipment, such as flashlights
C. Signs and Notices
➢ Preprint appropriate signs and notices
Z. Secure Work Areas —Advance Notice of Blackouts
A. General equipment
➢ Shut off, secure, & unplug to prevent power surge damage
B. Computer equipment
➢ Save data, shut off, and unplug (surge protection)
C. Computer system servers
➢ Broadcast emergency shut down notice & shut down, if not on UPS or
generator
D. People safety
7
Account for all staff, clients, patrons, & visitors and move to save
areas; post warning notices
E. Information & Communication
➢ Turn on battery-powered radio &tune-in KCBS for updates on outages
F. Reporting
➢ Notify the Dept. headquarters re: work-site safety/hazard status
G. Records & Data
➢ Take actions to protect, preserve, & safeguard vital records and data
H. After work areas are secure:
1. Notify clients by phone regarding blackout and changes in service
availability and appointment scheduling
2. If time permits, print out material that can be worked on manually
during blackout
3. Secure Work Areas — No Advance Notice/Blackout in Progress
A. Notification
➢ Implement building notification process
B. Elevators
➢ Check all elevators for stranded persons & arrange rescue.
C. Walkways, bathrooms, stairwells, &entries
➢ Check all areas for trip-fall victims & arrange needed medical attention
or first aid
D. Lighting
➢ Activate emergency lighting, flashlights, battery powered lanterns, etc.
E. Equipment
➢ Check all equipment & machinery that was in operation and shut down
and secure safely
F. People safety
➢ Account for all staff, clients, patrons, &visitors and move to safe areas
➢ Post warning signs
G. Information & Communication
➢ Turn on battery-powered radio &tune-in KCBS for update on outages
H. Reporting
➢ Notify the Dept. headquarters re: work-site safety hazard status
8
4. Direct/Manage Work Operations During Blackout
A. Make appropriate arrangements for reception of clientele in safe areas
and/or post appropriate notices re: access and services
B. If not enough light to work, move employees to areas and/or other offices
that have enough natural light or battery-powered light and space
C. If work area is too warm/cold to work, move employees to areas and/or
other offices that have adequate air circulation, room temperature and
space.
D. If work area does not have adequate air circulation, employ battery-
operated fans and/or move employees to areas and/or other offices that
have adequate air circulation, room temperature and space.
E. During blackout, direct staff to:
a. resume normal work if possible
b. perform work that does not require electrical equipment, if adequate
lighting is available; e.g., sorting, filing, reading, organizing desks and
files, purging old records, etc.
F. Monitor the blackout and determine the likely duration.
G. Work release
1) assess impact of blackout on work activities and safety (taking into
account potential duration)
2) apply Administrative Bulletin 316, Timekeeping in Emergency
Situations
H. Make decisions on whether or not to close down and inform all staff
accordingly as soon as possible
I. Keep management information/decisions flowing to staff as frequently as
possible.
J. Notify department headquarters and continue updating regarding:
1) blackout duration
2) building safety
3) work operation
K. Continue to monitor building/staff/client safety
9
L. Maintain essential services by invoking Emergency/Disaster Plan(s), if
necessary
5. Closing Offices and Buildings
Departments should review Administrative Bulletin 115.7, Emergency
Management Plan, Attachment H — Authority to Evacuate, in determining the
need to close offices and buildings. Departments should clearly identify who
is in charge and who can make which decisions regarding building and office
closures.
A. Communication
➢ Post notices and, if possible, notify clients with appointments
➢ Instruct patrons to leave
B. Building and equipment
➢ Save data, shut down, turn off, and secure
➢ Unplug devices to prevent damage from power surge
C. Staff
➢ Issue orders to release staff
➢ Clarify for staff how to report release time off(to Payroll)
D. Security
➢ Lockup
6. Resumption of Normal Operations After Restoration of Power
Departments should review Administrative Bulletin 115.7, Emergency
Management Plan, Attachment C —Work Continuation Guidelines.
A. Communication
➢ Give all-clear notice and notify clients with appointments
➢ Take down posted notices
➢ Notify Dept. headquarters
B. Building and equipment
➢ Turn everything back on
➢ Survey safety status of building & equipment
➢ Put away emergency supplies &equipment
C. Staff
➢ Account for all staff(do head count)
➢ Assure that staff return to work activities
10
sI
Addendum I
Annual OSHA Elevator Testing (ANSI 17.1)
Contra Costa County
2467 Waterbird Way Martinez, CA
(925) 313-7052
Customer: Inspection Date: j
Address: Inspection Month:
City: Charge #: Inspection Cycle:
li
Auto Restart: Permit Expiration: Type:
TEST CAR1 CAR2 CARS CAR4 CARS CAR6
Permit Number ¢
Auto Phase 1
Phase 2
Manual Phase 1 €
Phase 2 1
Door Open
Door Close
Door Sensors ,
Elevator Hold
Floor Cancel {
Alternate Auto Phase 1
Phase 2
Audio/Visual s
Emergency Phone
Smoke Detector Tested: Phase 2 Landing:
Machine Rm Fire Extinguisher: Extinguisher Tag Date: "
Emerg. Phone Answered By: Inspector:
NOTES:
Date Deficiencies Repaired: Verified By:
11 �
Addendum 2
Emergency Light & Exit Sign Testing
Contra Costa County
2467 Waterbird Way
Martinez, CA
Customer: Inspection Date:
Address: Inspection Month:
City: Charge #: Inspection Cycle:
Device# Location 30sec 90min Make/Model Note#
Testing performed in accordance with NFPA 101. Signature:
NOTES:
Service Call#: Issued Date#:
Tech:
12
Dl
CONTRA COSTA COUNTY
Office of the County Administrator
ADMINISTRATIVE BULLETIN
Number: 316
Date: 5-21-2001
Section: Payroll &Timekeeping
SUBJECT: Timekeeping in Emergency Situations
From time to time emergencies such as flooding, fire, bomb threats, electrical blackout
and spills of hazardous materials occur which may affect particular departmental
operations. In such situations, the following guidelines apply to employee timekeeping:
1. If, in response to an emergency situation, the department head, or responsible
official at the site, indicates that employee(s) should be released from duty for their
safety, the employee(s) will be on county time until the situation is rectified or
arrangements can be made so the employee(s) can reassume their duties.
2. If an employee(s), because of the situation, requests time off because of personal
concern or personal circumstances, the request should be honored if departmental
circumstances permit, but the time off will be on the employee's own time. In such
circumstances, THE EMPLOYEE MAY ELECT TO UTILIZE EITHER VACATION,
COMPENSATORY TIME OR ADMINISTRATIVE LEAVE ACCRUALS, OR
HOLIDAY TIME.
3. If circumstances are such that the employees) cannot report to work because of the
emergency, the time off will be on-the employee's own time, as indicated in
paragraph 2 above.
Usually time is of the essence when an emergency occurs. If time does not permit
discussion of proposed decisions with department management, or central management
on the part of the department heads, the responsible on-site official should make required
decision(s)taking into account the protection of life and property.
/s/ John Sweeten
County Administrator
Ste-
CONTRA COSTA COUNTY J �,
Office of the County Administrator
ADMINISTRATIVE BULLETIN
Number: 115.7
Date: 6-20-95
Section: General
SUBJECT: Emergency Management Plan
This bulletin sets forth policy on the development of an Emergency
Management Plan for each county department. The purpose of such
plans are to protect the health and safety of employees and persons
who visit county facilities and to provide for continuation of
essential operations during and immediately following an emergency
such as fire, earthquake, bomb-threat, public disturbance,
hazardous material release or sustained loss of electrical power.
I. GENERAL_
A. The County Administrator has overall responsibility for
the emergency management program.
1. The Risk Management Division is responsible for
overall coordination, review and approval of
departmental plans, including recommended methods
of controlling losses.
2. The Office of Emergency Services provides advice to
departments in development of site-specific
emergency response plans.
B. Each department is to prepare and submit a copy of its
Emergency Management Plan to the Risk Management
Division.
C. Each department is to review its Emergency Management
Plan annually and update or modify it as needed.
II. PLAN DEVELOPMENT
A. Each department head is responsible for development of an
Emergency Management Plan containing the following
elements:
1. Emergency Preparedness. This describes the actions
taken by the department to prepare for an
emergency. See Attachment A, Emergency
Preparedness Survey Checklist.
2. Emergency Response. This describes the procedures
to be followed in the event of an emergency. See
Attachment B, Emergency Response Guideline, and
Attachment G, Emergency Response and Preparedness
Questionnaire.
3. Work Continuation. This describes emergency
procedures for continuation of essential county
services and operations, protection of vital records
and restoration of physical assets. See Attachment
C,Work Continuation Guideline, and Attachment D,
Emergency Preparation Guideline.
B. The Emergency Management Plan is to address the following
assigned responsibilities:
1. Department Head
a. Survey employees on specific assistance needs
in emergency evacuation situations. See
Attachment E, Specific Assistance Needs
Guideline, and Attachment H, Authority to
Evacuate.
b. Notify the County Administrator of any
emergency situation.
c. Designate building wardens and alternates for
each location where employees are assigned.
Floor wardens and alternates are to be
designated for each floor of multilevel
buildings.
d. Post primary and secondary evacuation routes.
e. Designate primary and alternate assembly
areas.
f. Identify current loss control programs.
g. Identify alternate facilities and equipment.
h. Provide off-site storage of duplicate vital
records.
L Identify an alternate chain of command.
j. Establish mutual assistance agreements with
personnel of other departments and/or
agencies.
k. Provide for continuous receipt of supplies
necessary to keep services operational.
I. Requests Personnel Department to provide
Employee Identification and Emergency Pass for
employees.
2. Supervisors
a. Maintain current list of employees.
b. Know the evacuation plan for assigned area.
c. Train assigned employees in general and
specific procedures for emergency conditions.
d. Identify, plan for and train employees in
specific evacuation procedures for handicapped
employees and the public.
e. Coordinate emergency preparedness procedures
in multi-department facilities.
f. Account for all employees after an evacuation.
s. Employees
a. Follow the provisions of this Administrative
Bulletin, the departmental directives, and
directions of emergency response personnel.
b. Direct all media inquiries to the department
head or designated representative.
c. Restrict personal phone calls to keep lines
clear for emergency purposes.
d. When directed evacuate work areas by the
prescribed exit routes and assemble in the
designated area.
e. Always cant'Employee Identification and
Emergency Pass.
f. Tune to KATD radio AM 990 for post disaster
information and work status.
4. Building/Floor Wardens. The responsibilities of
building and floor wardens are described in
Attachment F, Responsibilities of Building and
Floor Wardens.
5. General Services Department
a. Maintain county buildings according to codes.
The priorities of maintenance during an
emergency are health care and 24-hour
facilities.
b. Exercise primary responsibility for turning
off utilities in county-owned facilities.
c. Provide and post signs and emergency
procedures in buildings as required.
6. Building Inspection
a. Inspect buildings where structural integrity
may have been compromised.
b. Will post identification at buildings which
have been inspected.
Orig. Dept.: County Administrator, Risk Management Division
References: Title 8, California Code of Regulations
1985 Uniform Fire Code
1970 California Emergency Services Act, Section 8550
1974 National Disaster Assistance Act
Administrative Bulletin No. 308, Safety and Loss
Prevention
Contra Costa County Hazardous Materials Area Plan,
January 5, 1988
/s/Scott Tandy for
Phil Batchelor,
County Administrator
Attachments: Attachment A- Emergency Preparedness Survey
Checklist
Attachment B- Emergency Response Guideline
Attachment C-Work Continuation Guideline
Attachment D-Emergency Preparation Guideline
Attachment E-Specific Assistance Needs Guideline
Attachment F-General Responsibilities of Building
Wardens
Attachment G-Emergency Response and Preparedness
Questionnaire
Attachment H -Authority to Evacuate
ATTACHMENT A
EMERGENCY PREPAREDNESS SURVEY CHECKLIST
The following checklist covers general areas necessary for a
successful safety survey. A few of the items listed may not
apply directly to all departments.
POSTING
( ) Are emergency posters current and prominently posted?
() Are floor plans/evacuation routes/fire extinguisher
locations posted?
() Is the emergency action plan posted?
HOUSEKEEPING
( ) Are all work areas clean and orderly?
() Are aisles and passageways kept clear of obstructions?
( ) Are floors and walking surfaces free of slipping and
tripping hazards?
MEANS OF EXIT
with or forcibly restrain demonstrators.
6. When necessary for security reasons, employee
identification will be required to enter restricted areas
of the building.
F. Hazardous Materials Incident
1. Follow established emergency and first aid procedures.
2. Notify supervisor immediately.
3. If necessary, dial 9 +9-1-1 or 9-1-1. Report the
incident and your location.
4. Determine the need to evacuate or remain in place.*
5. If directed, calmly evacuate the building and then report
to the assembly area. Use the stairs to evacuate the
building. DO NOT USE ELEVATORS.
6. Prevailing wind direction should be considered. Move
crosswind, not upwind, to avoid fumes.
7. Do not re-enter the building until directed to do so by
the Building Warden.
G. Blackout/Loss of Electrical Power
In the event of an unplanned or sustained loss of electrical
power,such as due to inoperative transformers:
1. Conduct a safety check of the County buildings and
offices to protect persons,data and equipment.
2. Check darkened hallways, restrnoms,stairwells and
elevators for victims of tdp/fall accidents or persons
stuck in elevators.
3. Provide any needed first aid and/or summon help to
effect rescue.
4. Direct all staff and patrons to safe locations.
5. Post warning signs
6. Implement emergency lighting procedures
7. Contact the office of the Department Head,or designee,
to determine whether or not an emergency has been
or might be declared.
8. Implement the Departments Emergency Blackout
procedures.
9. Maintain services and work activities to the greatest
extent possible;see Attachment C,Work Continuation
Guideline.
See Attachment H -"Authority to Evacuate"