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Home My WebLink About12 2000 UPDT RPT 11-01-99A(j NUA DATE: NOVEMBER 1, 1999 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER FINANCE AND COMMUNITY DEVELOPMENT DEPARTMENTS YEAR 2000 PLAN UPDATE REPORT-OCTOBER Summary: City staff is continuing to work on addressing potential Y2K problems and equipment compliance. Monthly status reports are presented to the City Council summarizing new information, equipment changes and Y2K compliance progress. RECOMMENDATION That the City Council receive and file this report. FISCAL IMPACT Approximately $110,000 has been expended to date on Y2K upgrades to the Police Department software/hardware, access control system, emergency generator audit/repairs and the Water Operations supervisory control and data acquisition system. Additional fiscal impacts to implement Y2K compliance and equipment for the City of Tustin continue to be undetermined at this time. BACKGROUND AND DISCUSSION At the April 5, 1999 City Council meeting, staff submitted a report to the Council identifying Y2K planning activities and actions that have taken place during the past year. Staff indicated that monthly status reports would be provided beginning in July 1999. The following are key updates and completed tasks for the month of October 1999: CRITICAL CITY FACILITIES/COMPONENTS Emergency Generator Test. The Public Works Department is still negotiating with Southern California Edison to conduct an Electrical System Audit for the Corporate Yard. Once the audit is completed the system and the generator will be tested. Water Operations. The Supervisory Control and Data Acquisition (SCADA) system contract has been awarded to Shasta Electric, Inc. The factory acceptance test of all system components is still in process. Field Installation will begin the first week of November and should be completed by the end of November. Field testing and training will occur during December and the project should be City Council Report Year 2000 Plan Upd~,,~ November 1, 1999 Page 2 completed by the end of the year. The project is currently 50 'percent complete. Public Buildings. The Public Works Department is continuing to work with several contractors who will test the fire alarm systems at the Senior Center, Tustin Family & Youth Center, Columbus-Tustin Gymnasium, Field Services Maintenance Yard and the Water Operations buildings. System replacement will be installed, if needed. City Hall Building Access The Access Control system bids have been received and are continuing to be evaluated. The existing system was tested and failed when rolled over to 2000. Computer Systems. The City's Management Information System consultant is. continuing security upgrades for all computers. Updates will be installed as other vendors release them. Police Department Software The department's Dictaphone "Prolog" computer system, Centrex system and MSOffice software has been upgraded and is now Y2K compliant. The department is waiting for release of the California Highway Patrol's accident reconstruction software (CSTARS) which is anticipated for November. Tustin may host the local training session on the software for all Orange County law enforcement ORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION At the Orange County Emergency Management Organization meeting on October 7, 1999, Southern California Gas Company, Southern California Edison and Air Touch Cellular made presentations on their Y2K readiness. The following is a brief synopsis of their presentations: Southern California Gas Company. As of 6/30/99 all mission critical energy delivery systems are Y2K ready. Their Emergency Operations Center (EOC) will be activated and staffed on 12/31/99 through 1/1/2000, with additional employees at their key facilities and other additional staff on-call. The public may obtain additional information at their web site, www.socalgas.com. Southern California Edison. As of 7/1/99 they are 100% Y2K ready for. all mission critical issues. Edison will have 500 additional people on- staff on 12/31/99. They have pre-ordered additional repaidreplacement supplies and have agreements with additional vendors for supplies, in addition to the vendors they currently use for supplies. City Council Report Year 2000 Plan Update November 1, 1999 Page 3 Air Touch Cellular. As of 7/1/99 they are 100% Y2K ready for all mission critical issues. This could be a very critical issue for the City either for Y2K or any emergency as they have the SERT (Significant Event Response Team) program, based in their Irvine office. Anytime the City needs additional cell phones, or communication equipment to send/receive, cell phones can be made available. Currently Air Touch has pre-staged approximately 50 phones for the American Red Cross, 45 phones for Los Angeles City Fire and 45-50 phones for Orange County Fire Authority (OCFA). These phones and assistance can also be made available, first come first serve basis, to the City of Tustin (free of charge) for any exercise/event. ORANGE COUNTY OPERATIONAL AREA CONTINGENCY PLAN At the October 6, 1999 City Managers Association meeting, Captain Davis of the Orange County Sheriffs Office, made a presentation of the. County of Orange Year 2000 Contingency Plan. The purpose of the Plan is to prepare for and implement a County/Operational Area Emergency Operations Center response to the public safety challenges which the County and Operational Area will potentially face due to the change of the millennium, including social issues (parties, etc.) and computer problems. In summary, the Contingency Plan Action covers Planning/Operational Periods, Response,. Recovery/Monitoring, General Planning assumptions, Staffing Plans, Activation Protocol/Triggers, Communications Plan, Critical Issues/Sites and Emergency Contact Information. Appendixed to the Plan is a comprehensive listing of all Orange County cities law enforcement staffing levels and special celebration events planned for the millennium. A copy of the October 1999 draft Plan is included as Exhibit A. COUNTY OF ORANGE YEAR 2000 REPORT As part .of their on-going contingency planning and rePOrting, the County Executive Office presented a Year 2000 report to the Board of SupervisOrs in September. The report provides details on each County department's/agency Y2K compliance status and copies of contingency planning reports. In summary, the County states that all' critical systems will be ready at the millennium. Some minimal level of disruption may be occur at the county, but no long term service issues are expected. County staff will be available over the January 1st weekend to respond to system failures. A copy of this report is available in the Community Development Department. City Council Report Year 2000 Plan Update November 1, 1999 Page 4 ORANGE COUNTY FIRE AUTHORITY The Orange County Fire Authority (OCFA) has transmitted a copy of the Authority's Y2K Planning and Preparedness Plan to all Orange County City Managers. The Plan contains a number of components including a Public Information Plan, Internal System Review, Contingency Plan, Recovery Plan and Business Interruption Contingency Plan. OCFA has evaluated their systems and preparedness efforts and is confident that essential systems are Y2K compliant and that the Authority is capable of responding to unknown contingencies. The Y2K Planning and Preparedness Plan will continue to be updated and revised as new information is obtained. A copy of the OCFA Y2K Planning and Preparedness Plan is attached as Exhibit B. The Orange County Fire Authority (OCFA) provides mOnthly Year 2000 Plan updates to the Executive Committee. During October the Authority continued to test their fire engines and trucks for Y2K readiness. Testing will be complete by mid November. OCFA's e-mail system and Microsoft Exchange Server was upgraded for Y2K compliance. The contract for OCFA's Incident Reporting /Emergency Medical/Training Records systems has been awarded and the initial release of the new system was installed in October. Training for OCFA personnel is scheduled to start mid 'November. A copy of the October 28, 1999 Fire Authority Year 2000 Plan Update Report is attached as Exhibit C. ~" Ronald/A'. Nault Finan, c'e Director 'Elizabeth A. Bins-ack Community Development Director Exhibits: A -- Year 2000 (Y2K) Contingency Plan -Orange County Operational Area B --OCFA Y2K Planning & Preparedness Plan C --October 28, 1999 Fire Authority Report RW/year 2000plan October update EXHIBIT A Year 2000 (Y2K) Continge.ncy Plan Orange County Operational Area. October/1999 Draft OPERATIONS SCHEDULE Operations Period: 0600 Friday 12-3'1-99 to 1800 Monday 1-3-00 F_dday 12-31 - -- 0600hrs-Department and County Emergency Operations Center opens at Level One for monitoring purposes 0600hrs-AII Operations Commands go .to full staffing 0600hrs-Ail Corrections/Custody Facilities go to full staffing 1700hrs. Transportation Bureau supplemental staff assembles for briefing (5 Deputy il in 1 Command Post;1Bus;lVan) 1700hrs. Fieid Booking Team assembles at Intake/Release Center for briefing 1700hrs. Operations Mutual Aid Platoon reports for briefing 2 squads report to South Operations(1Lt,2Sgt, 14 Depll) 2 squads report to North Operations(1Lt,2Sgt, 14Depll) 1800hrs_Emergency Operations Center increases to Level Two 1800hrs.Transportation Bureau staff ready for deployment 1800hrs_Field Booking Team ready for deployment 1800hrs_Mutual Aid Platoon ready for .deployment 1800hrs. On Call Platoon begins on-call status Saturday 1-1 -- 0000hrs-Ail Operations Commands remain at full staffing 0000hfs-Ail Corrections/Custody facilities remain at full staffing 0600hfs-Emergency Operations center returns to monitoring Level One 0600hrs-Transportati°n Bureau staff ends tour of duty 0600hfs-Mutual Aid Platoon ends tour of duty 0600hfs-Field Booking Team ends tour of duty Orange County Sheriff, s Department Y2K Contingency Plan Operations & Deployment Schedule October 4, 1999 0 0 I ,, ,, 0 0 0 0 ~~1 zz z z o, o-~ gl oo ,- iai! >- Zl Z >- >.-~ >.-,~ >- 0 0 · .~ ..~c = ,-- Z >-;Z Z >-,>- ~~ 1~ 0 0 O: c-; 0 Z >.-~Z Z Z Z ::D Z 'o ~o o §§g§ §,§ :o "",- o ": Z Z >- Z (.) Z Z :D A ::D' ~ ~ o , , ILl >- >- >- >-, 980 FROM: COL,.. Fy OF LOS ANGELES SHERIFF'S DEPARTMENT ~~~,AUL E MYRON ~ UNDER~HERiFF ..O ~,C= CORRESPONDENCE __ TO: ~ATE July 8, 1999 - FiLE NO. ALL CHIEFS AND DIRECTORS SUBJECT: DEPARTMENT STAFFING FOR NEW YEAR 2000 -. The New Year 2000 Holiday has the potential to impact the operational aspect of law enforcement throughout the County. Therefore, to afford the Departmentwith the maximum of Field Operations personnel from Friday, December 31, 1999, through Monday, January 3, 2000, the following will be in effect. ' Field Operation's Regions I, Ii and II1 All regular days off (RDOs) for civilian, and sworn personnel (line, administrative and special assignment positions), will be canceled. The use ofvariance time (vacation, deferred holiday, etc.), during the indicated period will not be allowed, unless approved prior to July 1 1999. , Civilian and sworn staffing models (8 hour model and 12/12 hour model) will be prepared by each Station, indicating the Station's internal and field deployment. C°pies of the separate models are to be delivered to Region Headquarters and the Emergency Operations Bureau on September 1, 1999. Model for Station's 8 hour shift coverage (EM/Day/PM). Provide in-service sheets with positions to be staffed identified. PrOvide the number of personnel which remain unassigned after determining the 8 hour required coverage of Station's inside and field positions. County of Los Angeles Y2K Contingency Plan Law Enforcement Staffing Updated October 04, 1999 el el ee ee ee el · -,- ~ : ,-, "~: -~ >,~0 ~ > p ~ .~- o ~ ~ o ~ o ~ z: ~-i ~- z >- z ~ o o o o o o >' Z iZ Z Z Z Z ~ o o I ~"','=: :::) z ~z zl __, ~31 -- 0 C:: 0 '- o.-o o I---o m '=-~ = C: tdi ~l --- N ~8__. ~ o = = o~~ =-o _,-i == ~o~,- .-o~ o~ -=o ~~ o Z~ ~ Z ~ ~ ~ ~ Z Z~ ~,0 Z · -- 0 m --, m ~ ~ 0 Law Enforcement Staffing Y2K Contact Numbers LAPD LASO Long Beach Pdverside SO SDSO SBSO Oceanside PD C_...ontact Alternate Contact Sgt. Mike Tut'de Phone Number (909) 38%0662 Law Enforcement Staffing Y2K Contact Numbers A~encv Anaheim Brea Buena Park Costa Mesa Cypress Fountain Valley Fullerton Garden Grove Huntington Beach Irvine La Habra La Palma Laguna Beach Los Alamitos NeWPort Beach Orange Plaeentia Santa Aaa Seal Beach Tustin Westminster CHP UCI Police CSUF Police O.C. Marshal OC Sheriff Dana Poim Laguna Hills Laguna Niguel Laguna Woods Lake Forest Mission Viejo San Clemente San Juan Cap. Stanton Villa Park Uniecorp. South County Areas Contact Alternate Contact Lt. Ray Welch / Inv. Mike D'Anna Capt. Chester Panique Capt. Gary I-Iicken / Raymundo Mejia Capt. Jim Watson / Lt. Carl Schuler Lt. Mike Idom / Denise Davis Capt. Bob Mosley Capt. Al Burks Capt. John Baker Lt. Dan Johnson / Lt. Lloyd Edwards Lt. Mike White / Lt. Pat Rogers Lt. S. Costanzo Capt. SeffKirkpatriek/Capt. Ed Ethel Lt. Dwight Henninger Cassady Frye Lt. Andy Oonis / Lt. John Desmond Capt. Bob Gustafson / Lt. Jim Hudson Capt. Chuck Babcock Lt. Provence / Suzette Caddell Capt, $ohn Schaefer Lt. Joe Garcia / Lt. Mike Shanahan Capt. Larry Woessner / Lt. Mitch Waller Sgt. Jim Feick Chief Kathy Hooven Chief Judy King Capt. Steve Harding Capt. Pete Gannon / Capt. Joe Davis Lt. Paul Ratchford Lt. Rex Hatch Lt. Linda Spreine Lt. Hector Rivera Lt. Mike James Lt. Stan Jacquot Lt. Fred Lisanfl Lt. Rick Stahr Capt. Bob Eason Capt. Pete Gannon Lt. Hector Rivera Phone Numbe,' (714) 765-1891 /765-1433 (714) 990-7748 (714) 562-3917 / 562-3923 (714) 754-4879 / 754-5384 (714) 229-6628 / 229-6625 (714) 5934452 (714) 738-6839 (714) 741-5867 (714) 960-8800 / 536-5661 (949) 724-7106 / 724-7154 (562) 905-9777 (714) 5234552 x 107 / x 106 (949) 49%0387 (562) 431-2255 x 410 (949) 6<d 3660 / 644-3730 (714) 744-7456 / 744-7468 (714) 993-8168 (714) 245-8050 / 245-8650 (562) 799-4160 (714) 573-3217 / 573-3255 (714) 898-3315 x 409 /x 331 (949) 4874000 (949) 824-7797' (714) 278-2900 (714) 569-3773 (714) 647-1851/628-7194 (949) 248-3550 (949) 70%2645 (949) 3624310 (949) 425-1819 (949) 461-3541 (949) 470-3065 (949) 361-8230 (949) 443-6371 (714) 373-8835 (714) 64%1851 (949) 425-1819 County of'Orange Y2K ContingenCy Plan Law Enforcement Staffing Updated October 04, 1999 Draft--- Draft--- Draft XI. Appendix: Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix Appendix A: Emergency Alert System (EAS) Messages B: Phone Machine Scripts for Countv/OA EOC Responders C: SONGS Yellow Phone Test D: Pre-scripted Public Information Hotline Messages E: Protocol for Operational Area Y2K Response F: World Time Chart G: "Follow the Sun" H: Action Plan - Predate Planning Period I: Appendix K: Action Plan- Response Period J: Action Plan- Recovery Period K: EOC Organization Chart L: EOC Y2K Staffing Plan M: Y2K EOC Responder Instructions N: Estimated Costs Staffing the OA/EOC O: P: Q: R: S: T: U: V: W: Hospital Status X: Board of Supervisors Sample Declaration Y: Z: Others Jurisdiction Proposed Activation Level County Department Operations Centers Proposed Activation Level Other OA's Proposed Activation Level Jurisdiction Critical Site Locations Jurisdiction Large Gathering Locations Jurisdiction Contingency Plan Summary Hazardous Materials XII. Annex: Annex 1: Y2K City Survey Sample Annex 2: Y2K School District Survey Sample Annex 3: Y2K Special District Survey Sample Annex 4: Y2K WEROC Survey Sample Annex 5: County Department Y2K Survey Sample Annex 6: Y2K Business Survey Sample Annex 7: State Y2K Survey Annex 8: Annex 9: RIMS Forms Annex 10: OCEMO Phone Book Annex 11: Utility Contacts Annex 11: Other/TBA/TBD a) Law staffing plans A:\Year 2000 CONTINGENCY PLAN.doc Page 6 of 6 10/04/99 Vino xe Draft--- Draft--- Draft B, Activation Triggers to Expand Countv/OA EOC staffin~ 1. Widespread power failure. 2. Widespread communications failure. 3. Request by county department or OA member. 4. Request by Mutual Aid Coordinator. - 5. State OES request to support stat.wide response. Initial Communications Plan 1. Emergency contact for County departments and OA members will be to the EOC Liaison. 2. In loss of phone and fax communications, emergency contact for cities and school districts will be through Operational Area radio (OA1 and OA 2). Water dis'tricts will'use the WEROC radio for emergency contact to the Operational Area. 3. Operational Area radio use will be restricted to emergency traffic only between 2400 and 0100 on 1/1/2000. A radio roll call will be conducted at 0030 1/1/2000. 4. In loss of communications, the EAS .system will be used to notify staff to respond to the County/OA or other EOCs and make other public announcements. The current Operational Area EAS plan will be used. Pre-scripted EAS messages for use on 12/31/99 - 1/1/2000 are listed in Appendix A. 5. The SONGS Yellow Phone test will take place. See Appendix C for details. 6. Pre-scripted messages for the public information hotline will be utilized. See Appendix D for details. 7. Information will be transmitted Using e-mail only after direct phone contact has been made with the Liaison/Situation Analysis Staff. 8. Current Regional Information Management' System (RIMS) forms will be used for information transmission. See Annex 9 for sample forms. Critical Issues and Critical Sites A. B. C. D. E. Inventory of large gathering and party locations is listed in Appendix T. Inventory of Hazardous Materials is listed in Appendix V. Inventory of Y2K non-ready sites is listed in Appendix Z. Hospital status is listed in Appendix W. Others areas as appropriate and needed are listed in Appendix Z. Co' Emergency Contact Information A. The OCEMO Phone book is to be used for communication contact information. See' Annex 10. B. The normal county emergency contact information for County Departments will be used. Emergency contact information for Utilities is listed in is listed in Annex 11. Other Contacts including the Media is listed in Annex 12. Emergency Declaration The Board of Supervisors may declare an emergency on behalf of the County and/or the entire Operational Area. See declaration sample in Appendix X. A:\Year 2000 CONTINGENCY PLAN.doc Page 5 of 6 10/04/99 Bo C. Draft--- Draft --- Draft Jurisdictions Jurisdiction's proposed activation level for 12/31/99-1/1J2000. All jurisdictions Will be asked to provide information on their EOC activation, level of staffing and emergency contact numbers. All jurisdictions are requested to call the EOC Liaison upon activation. They will also be requested to notify the EOC Liaison if they are deactivating before the Operational Area Radio briefing at 0100 hours on 1/1/2000. The reported intentions of Jurisdictions to activate their EOC or to monitor the situation on 12/31/99- 1/1/2000 is listed in Appendix P. County Departments All Departments will be asked to provide information on their DOC activation, level of staffing, and emergency contact numbers. This information is listed in Appendix Q. All Departments are requested to call the EOC Liaison upon activation and when they deactivate. Do Eo Other Operational Areas The reported intention of neighboring Operational Areas is listed in Appendix R. State and Federal The Regional Emergency Operation Center (REOC), State Operations Center (SOC) and the Federal Emergency Management Agency (FEMA) EOC's will be activated. The county/OA EOC will contact the REOC upon activation and deactivation. Vie Activation Protocol and Activation Triggers A. Activation protocol 1. The County/OA EOC will be activated to a Level One with six staff from 0700 hours to 1900 hours on 12/31/99. The balance of the A shift staff will remain on call on 12/31/99 7 am -7pm and will report only if notified (they are also on call to respond 1/1/2000 on 7 am - 7pm). Expanded activation will be considered dependent upon the situation and determined by the Director of Emergency Services/Operational Area Coordinat°r (DES/OAC). 2. At 1530 hours on 12/31/99 the EOC Manager will consult with the DES/OAC to. determine if the County/OA EOC staffing should be expanded based on worldwide intelligence. 3. County staff will be instructed to call the EOC answering system between 1700 and 1900 hours to receive mobilization instructions. 4.' If an emergency warrants, the County/OA EOC activation may be expanded before this time by call out, or in case of communications failure by EAS message. 5. At 1900 hours, a shift change will be conducted with potential expansion of the EOC activation to a Level 2A or beyond. 6. At 2100 hours, continued expansion of the EOC activation will be determined in consultation with the DES/OAC based on East Coast intelligence. 7. At 0300 hours, the DES/OAC will determine the necessity of continued staffing of the EOC beyond 1/1/2000 at 0700. 8. County staff will be instructed to call the EOC answering system between 0500 and 0600 to receive mobilization instructions. A:\Year 2000 CONTINGENCY PLAN.doc Page 4 of 6 10/04/99 Draft--- Draft--- Draft go General Planning Assumptions Planning assumptions are.defined as a statement which is considered valid and which provides the basis for planning actions, such as development of planning scenarios. For example, one of the common Y2K planning assumptions is that ':SEMS shall be-used in emergency responses." 1. The impact of Y2K will be global. 2. The 9-1-1 and local dispatch systems may have failures and/or may become congested dUe to multiple simultaneous events. 3. Mutual Aid may be overwhelmed.locally and regionally. 4. Intense media coverage may escalate anxiety, increasing physical and mental health problems. 5. Disruptions may occur in fuel supply and allocation due to disruptions in the supply chain and panic buying. 6. Consequences may extend beyond the initial millennium change December 31, 1999- January 1, 2000. 7. Telecommunications may be impacted. 8. International travel and shipping may be impeded. 9. Smart goods movement systems may be at risk (movement of goods and freight). 10. There may be delays in domestic and international air traffic. 11. There is a potential for disruption or contamination of water systems and disruption of waste water systems. 12. An increased number of Hazardous Materials incidents may occur. 13. Some equipment necessary for emergency response may fail. 14. Public transit systems may be at risk. 15. There will be expanded social issues creating challenges for police and fire departments due to millennium/New Year's celebrations including drunk driving, traffic congestion, large gatherings and fireworks. 16. Other issues such as storm/fire season, flu season, and millennium babies may impact emergency response capabilities. _ Staffing Plans and Organization Charts A. County/OA EOC Status 1. Activation levels The County/OA EOC has three main' levels of activation. Level One includes six staff to monitor the situation. Level Two includes four progressive levels of activation dependent upon the circumstances. Level Three includes all EOC staff, as well as activation of the policy group. See EOC Organization Chart in . .3. County/OA EOC staffing will be pre-determined County staff will be assigned to shifts on teams that reflect levels 1, 2a, 2b, 2c, 2d and 3. Staff will be instructed to call in to an answering system to determine whether they are to respond. For the staffing plan by agency, by activation level, or by shift see the EOC Y2K Staffing Plan in Appendix L. Phone machine scripts for County/OA EOC responders are listed in Appendix B. A:\Year 2000 CONTINGENCY PLAN.doc Page 3 of 6 I 0/04499 Draft--- Draft--- Draft YEAR 2000 CONTINGENCY PLAN COUNTY OF ORANGE/ORANGE COUNTY OPERATIONAL AREA RESPONSE TO THE Y2K/MILLENI~ CHALLENGE Purpose To prepare for and implement a County/Operational Area Emergency Operations Center (County/OA EOC) response to the public safety challenges which the County and Operational Area will potentially face due to the change of the millennium, including social issues (parties, etc.) and computer problems. ff. Concept of Operations The County/Operational Area will use SEMS in planning, response and recovery. The focus of the planning and initial response will be public safety services. The joint planning conducted by members will facilitate a response. Each jurisdiction will determine the appropriate level of staging and activation for their situation, and the County/OA EOC will prepare to support the response. Due to the multiple issues which may face all jurisdictions, mutual aid both within the Operational Area and from the Region may be. limited, necessitating extensive coordination, cooperation and communication. Although this is a pre-planned response, upon responding to their respective EOCs, all staff will be directed to review the action plan, resource lists, maps with potential areas of concern, etc. and to ensure all emergency contact numbers are available. Action Planning and Operational Periods A. Pre- Date planning Operational Periods- These periods focus on situation analysis in assessing potential problems and resources and in preparation including testing of equipment, training, exercises and public education. The purpose of these operational periods is to prepare to respond: See Action Plan in Appendix H. . Operational Period 1- Identification, Mitigation and Preparation - April 1999 to September 9, 1999. Operational Period 2- Develop Detailed Plans and Monitor - September 9, 1999 to December 31, 1999, 0700 hours. B. Response I and Response II The Contingency Plan for'this period includes intelligence gathering, briefings, communications systems checks and response as appropriate. See Action Plan in Appendix I. 1. Operational Period 3- Response 1- December 31, 1999, 0700 hours to January 1, 2000, 0700 hours. 2. Operational Period 4- Response 2 - January l, 2000, 0700 hours to January 3, 2000, 1800 hours. Co Recovery and Monitoring Operational Periods- These periods anticipate ongoing response, demobilization, recovery and ongoing monitoring. See Action Plan in Appendix J. 1. Operational Period 5-' Recovery - January 3, 2000, 1800 hours to February 1, 2000. 2. Operational Period 6- Monitor - February 1, 2000 to January 1, 2001. A:\Year 2000 CONTINGENCY PLAN.doc Page 2 of 6 10/04/99 Draft--- Draft --- Draft YEAR 2000 CONTINGENCY PLAN Table of Contents I. Purpose II. Concept of Operations III. Action Planning and Operational Periods IV. General Planning Assumptions V. Staffing Plans and Organization Charts VI. Activation Protocol and Activation Triggers VII. Initial Communications Plan VIII. Critical Issues and Critical Sites IX. Emergency Contact Information X. Emergency Declaration XI. ApPendix: XII. Annex: A:\Year 2000 CONTINGENCY PLAN.doc Page I of 6 10/04/99 0600hrs-On Call Platoon ends on-call status _Sunday 1-2 -- 0000hrs-Ali Operations Commands remain at full staffing- 0000hrs-Aii Corrections/Custody facilities remain at full staffing __Monday 1-3 -- 1800hrs_Aii Operations Commands resume normal staffing 1800hrs-All Corrections/Custody facilities resume normal staffing 1800hrs_Emergency Operations Center stands down from Level One EXHIBIT B Year 2000 Preparedness & Planning Executive Summary The contents of this binder represent OCFA's Year 2000 (Y2K) preparedness and planning efforts. The intent' of OCFA's Y2K preparedness and planning efforts, is to review, assess, plan and correct any potential business interruptions, service impacts and our ability to respond to fire, rescue and medical emergencies resulting from potential Y2K impacts. The following basic planning assumptions were used in preparing this document. These planning assumptions also represent common assumptions amongst all Y2K planning activities by both public and private entities. These planning assumptions include: · The impact potential is global. · The 9-1-1 and local dispatch systems may have failures and/or may become overwhelmed due to multiple simultaneous events and/or volume of calls. Mutual Aid may be overwhelmed locally and regionally. Intense media coverage may escalate anxiety, increasing physical and mental health problems. Disruptions may occur in fuel supply and allocation due to disruptions in supply and consumer panic buying. Consequences may extend beyond the period of December 31, 1999 through January 1, 2000. Utilities (water, electric, sanitation) may be impacted locally and regionally. Disruptions in goods and services may be disrupted due to distribution method disruptions. There may be demands Placed on fire and police departments due to millennium/New Year's celebrations such as large events, fireworks, drunk driving, traffic congestion, etc. OCFA planning efforts have considered these assumptions and others to address both known internal and external potential Y2K interruptions and its potential OCFA organizational impact. Currently OCFA is in the final process of completing software modifications, replacements, and testing of it's internal/external services, equipment, and the assessment and evaluation of major external events that could potentially create a situation that would impact our ability to provide fire protection services. This preparedness and planning binder is divided into eight separate sections, beginning with this first section, Executive Summary, followed by 8 sections which describe the level of OCFA preparedness and planning in response to potential Y2K interruptions. The second section describes our Public Information Plan to cover both public and internal communications. As we get closer to the yeai' 2000, ongoing communication will be required to address public concerns associated with potential Y2K interruptions as well as internal communication with OCFA members on internal business interruptions, and.on Y2K individual and family preparedness. The third section, External Influences Overview, attempts to assess external influences that could have Y2K implications. Surveys were distributed to ail Orange County Cities by, OCFA, the Orange County Cities Emergency Management Organization (OCCEMO) and the County of Orange Emergency Management. These surveys generally concluded the following: · The County and the cities of Dana Point, San Clemente and Villa Park are planning to activate their EOC's. · There is ongoing preparedness discussion and planning being condUcted by the county and cities that are similar to OCFA planning efforts. · There is a general believe that most "known" Y2K issues with either public or private entities are being addressed. · There are a few millennium events that are currently scheduled, however as we get closer to the new year additional large events may be planned. The fourth section, Internal Systems Review, provides a detailed and very comprehensive review of all of OCFA's information systems, telecommunications, networks, and any other electronic based system or equipment susceptible to Y2K disruptions. The matrices in this section comprehensively identifies ail of the Systems reviewed tested and corrected. The fifth section, Operations Contingency Plan, specifically describes the Operations Department plan, policies, staffing, incident levels and procedures that will be implemented in response to potential Y2K disruptions. This plan also identifies key functional service areas, area of impacts, preventative measures and contingencies associated with each function. This plan will ensure that continued emergency services can be provided and or mitigated regardless of the Y2K disruption. The sixth section, Recovery Team & Plan, establishes a list of OCFA Recovery Team members. Members were selected from key organizational functions that would be essential in responding to any business disruption. The recovery team primary objective would be to assist in restoring any Y2K disruption that could affect business or support services in providing fire suppression, rescue and emergency medical services. In addition, the key business continuation objectives include: · Assess extent and level of business disruption. · As a priority, mitigate/correct all business interruptions associated directly with fire suppression, rescue, and emergency medical operations. · Ensure that all financial business systems are operational. · Ensure ongoing communication with all OCF.~ members, particularly information with respect to Y2K impacts affecting their respective worksites. · Ensure that ali OCFA facilities are safe from any potential hazards. · Provide method of communication to OCFA family members on Y2K impacts and OCFA involvement. The seventh section, Business Interruptions Contingency Plan, identifies essential and critical business systems, and operations necessary to support and maintain fire suppression, rescue and emergency medical services as well as ensure that all other OCFA business functions have minimal to no business interruptions to both our external and internal customers. The eight section, Reference Information, contains reference material associated with this preparedness and planning of this document. RECOMMENDATIONS OCFA has made a comprehensive review of all-internal systems and potential Y2K disruptions and has made an external review of all potential external impacts. At this time there are continued reports and information from local, state and national governments, and major business entities expressing confidence in their ability to be Y2K compliant and at this time do not foresee any major Y2K business disruptions. While there will be continued review and monitoring of potential Y2K disruptions, the following recommendations are made to ensure ongoing focus, review and preparedness. Some of these recommendations may already be a matter of routine, however, the recommendations are made for purposes of bringing focus to Y2K and the potential impacts. Additionally, it should be noted that as continued monitoring and review continues through January 1, 2000, additional recommendations will be made as necessary. Organizational Preoaredness · Approve OCFA Y2K Plan and provide ail Section/Division Managers copies of the Y2K preparedness plan. Direct that each review with their staff and become familiar with the plan, and identify any issues not covered. Direct that each determine their key business operations that could potentially be impacted and determine contingency plan. Additionally, each should establish a level of available staff support necessary for their key business operations and be able to contact staff as necessary. Direct Public Information Office to provide Y2K preparedness information to OCFA members on individual and family preparedness beginning in October through December 1999. · Direct that all vehicles and apparatus top off fuel tanks prior to December All Y2K business disruptions, facility, system failures should be reported to Duty Officer during after hours/weekends during the period of December 31, 1999 and the first business day in January 2000. Staffing · Recovery Team Members identified will all be accessible and able to respond during the time period of December 31, 1999 and the first business day in January 2000. Direct that all Section/Division Managers update their staff lists to ensure correct home address, home telephones, pagers etc. Also to assess level of staff that will be in the area during December 31, 1999 and the first business day in January 2000 and establish staff recall procedure. Facilities · Direct that all Stations and fuel locations to order and top off fuel during December before the 31 st. Direct that all Stations and Sections to review supplies and equipment inventory and plan to have sufficient essential supplies for a period of 72 hours. All emergency generators should be tested monthly and all generator fuel tanks should be topped offbY December 31, 1999. This binder represents a thorough review of the OCFA's Y2K preparedness and planning. As such there may exist some "unknowns" that could potentially occur at significant calendar days. However, this preparedness and planning binder represents a review and assessment of known potential impacts. The project team assembled to put this document together will continue to revise and assess the OCFA's Y2K preparedness and planning efforts on through January 1, 2000. Updates and revisions will continue to be forwarded to all recipients of this document. Y2K COMMUNICATIONS PLAN DRAFT Purpose O' 99 To develop an organizational communication plan focused on delivering "key messa,es regarding Y2K preparations. Messages should be consistent and reinforce the importance of preparedness covering a broad spectrum of disasters which could disrupt services both internally to OCFA employees and the community at large. Both internal and external sources for dissemination of information should be identified for purposes of releasing accurate information. Reinforce "Be prepared, Not scared" Internal: E-Mail · Chiefs Message; periodic updates · Establishment of an "internal OCFA Hotline" for employee specific Y2K updates External: · Print Media; establish contact with local reporters specializing in covering technology issues · Electronic Media; arrange for interviews, both local cable access and Radio stations · Arrange for periodic Press briefings; monitor community reaction, offset any negative perception by providing FACTS!!. To date, PIO has conducted several interviews with the press regarding Y2K..Recently in a joint cooperative effort, PIO worked closely with the Sheriffs Department on a "Y2K" TVprogram. Additional, there are several articles that are in progress with both the Register and LA Times regarding OCFA preparedness. All external' communications should be coordinated through a designated spokesperson, Public Information Officer. This assures that information will be honest and accurate more importantly request by the press will be handled in a timely fashion. Y2K EXTERNAL INFLUENCES RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS COUNTIES: FUNCTION / SERVICES Orange County Los Angeles County San Diego County San Bemardino County Y2K POTENTIAL RESPONSE CONTINGENCY PLAN · EOC Activated to LEVEL I 12-31-99 7:00 p.m. - 1-1-00 7:00 a.m. Yes Y2K EXTERNAL INFLUENCES RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS UTILITIES: FUNCTION / SERVICES Y2K POTENTIAL RESPONSE CONTINGENCY PLAN Y2K EXTERNAL INFLUENCES RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS Orange County Cities: CITIES Anaheim Brea Buena Park * Costa Mesa Cypress * Dana Point * Fountain Valley Fullerton Garden Grove Huntington Beach Irvine * Y2K .POTENTIAL A ctiv ities/Ev e nts · Disneyland · Major Hotels · Fireworks · Local Bowling Y2K CONTINGENCY EOC Activation LEVEL 2 12-31-99 8:00 p.m. - 8:00 a.m. · No Alley Annual Party · No RESPONSE PLAN · No CITIES La Habra La Palina Laguna Beach Laguna Hills * Laguna Niguel * Laguna Woods * Lake Forest * I~os Alamitos * Mission Viejo * Newport Beach Orange Placentia * San Clemente * Y2K POTENTIAL Activities/Events THE BLOCK 5,000 - 10,000 Individuals Party · Pier Bowl Area 10,000 - 20,000 people · Fireworks RESPONSE EOC Activation Y2K CONTINGENCY PLAN · No · No · No · Yes · Yes/No · Yes · Yes LEVEL I 12-31-99 2:00 p.m.- 2:00 a.m. · No CITIES San Juan Capistrano * Santa Ana Seal Beach * Stanton * Tustin * Villa Park * Westminster * Yorba Linda * Note: * Indicates OCFA Member Y2K POTENTIAL Activities/Events · Community Center Party 1,000 People · Firewor 'ks Villa Park Shopping Center 500 People RESPONSE EOC Activation LEVEL I 12-31-99 9:00 p.m. - 1-1-00 2:00 p.m. Y2K CONTINGENCY PLAN No · No Orange County Fire Authority Year 2000 Plan Updated 9/I 0/99 Purpos.e. To ensure OCFA Information Systems, Telecommunications, Networks, and any other electronic based systems and/or equipment is able to function properly in the year 2000. Goal/Objective To establish a plan to identi~-y and implement modi/~cations and/or replacements where appropriate to all systems and equipment within the organization that can be Or may be alk~ected by the change to the year 2000. To establish a focal point for all internal and external questions and requests for i~orma- tion. To provide a centraJJzed library of identi~ed systems, activities, statuses, testing, and formal writ- ten responses ikom vendors for review and audit purposes. Background The year 2000 issue involves systems and electronics that use calendar dates within their software. When application sof~ware first began to be written in the 1960s, dates were represented numerically that did not include the century (ex. April 1, 1966 became 040166). Consequentl.v, computers may misinterpret 010100 (January 1, 2000) for January 1, 1900, which will cause problems in mathematical calcu~tions. This problem will m~niCest itself in several ways. It can cause incorrect financial calcula- tions tn be performed in determining such things as interest, late payments, amounts due, etc. Also ac- tivities that rely on forecasting and/or scheduling events based upon a calendar day m~y have a prob- lem. (ex. 010100 would be interpreted as a Monday in 1900, but in the year 2000 it is really a Satur- day). The year 2000 is also a leap year, which some systems may not account for and cause problems in February. One last issue as it relates to systems and dates is that even in 1999 there might be a problem with dates being interpreted as 9999 which some software recog~i~.es as "end of data file" and si~ls the computer to permanently close flies for that day. (ex. April 9, 1999 is the 99t~ day of 1999 and September 9, 1999 both may be interpreted as 9999). Scope · Establish an overall year 2000 plan, a department focal point, and responsible individuals, within each section for project management. · Identify ali potential internal systems and/or equipment that may be affected. · Deter~i~e any external systems that affect OCFA or are affected by OCF.~_ · Estimate and allocate any funa~ug that may be necessary in mo~g, upgraa~ug, replacing, and/or elim~uating any system or piece of equipment. · Prioritize the systems and equipment which are core or critical to the business operation of OCFA or public served. · Create a contingency plan and/or impact analysis in case planned activities c~nuot be implemented prior to January 1, 2000. · Identify solutions/alternatives needed to ensure systems and equipment are year 2000 compliant. · Schedule and beg~in implementation plans for all known required changes in the 1998/99 fmcal year and plan funding/[or rem~ug systems in the 1999/00 budget year. · Develop and implement a specially-ed testing plan. · Provide reg~dar updates and monitor implementation and testing plans. · Continue to research for any potential systems or equipment, which has not been identffSed. ..... ~urrent Activities Orange County Fire Authority Year 2000 Plan Page 2 Obt-~ined complL~uce Obtained compliance 99 · Tested OCFA's Radio · Obtained compliance · Obt~i-ed compliance · Obtained compliance · Obtained compliance · Obt-~ed compliance · Completed Tasks · Year 2000 Manager (focal point) identified and Major Milestone and Timeline established · Senior and Middle Management advised on planning, responsibility, and current activity · Created centralized documentation and vendor confirmation library · Prioritization of critical and core business systems affected · Seg-mentation of areas of responsibility and identified responsible individuals - Sept 1998 · 911 Computer Aided Dispatch (CAD) system completed and tested - March 1998 · CAD Mobile Data Terminals (MI)T) - March 1998 (not tested) · Motorola Pagers completed and tested - July 1998 · Defibrillator equipment completed for day-to-day operation - Feb. 1998, and gathering software is scheduled for upgrade in mid-1999) · Finance Accounting Recording System (FARS) completed - Prior to 1998 (Timekeeping, FSLA Payroll, Fire Suppression St~fl~ug Interfaces to Banner, Credit Unions, etc.) · Automotive Fleet Management System - July 1998 · OCFA Telephone system Northern Telecom SL1 PBX - Prior to June 1998 · 911 GTE Telephone Switch completed - Prior to June 1998 · Fire Alarm Central Fire Stat/on Monitoring System - Prior to June 1998 · Treasury System (PC) provided by Union Bank for Treasury Mgmt. - October 1998 · 3~ Party Evaluation of OCFA's Y2K Plato - October 1998 · 3~ Party Evaluation of Computer Room Equipment and DEC/Compaq Software - November 1998 · Integrated Fire Prevention System (IFP) - November 9, 1998 · OC Grand Jury Commendation of OCFA's effective & proactive Y2K Plans & Actions - Nov. 1998 · Monthly status/updates to OCFA Board Agendas - Began November 1998 · Evaluated all service and equipment contracts to ensure multiple alternatives are available - Dec 98 · Letters sent to OCFA jurisdiction City Managers with OCFA's Y2K plans/status - jan 99 · Update OCFA's Web-Page to include a Y2K section (Pl.., Status, Hints, l.~.]~, etc.) - Jan 99 · Obtained verification on Y2K compliance for Metro-Net Fire Dispatch system - Jan 99 · Outside Risk .Analysis and Insurance carrier evaluation - Jan 99 · Obtained compliance letters from providers of EMS Def[br411ztor Equipment - Jan 99 · Obtained compli~uce letters from 4 out of 5 Ambulance Dispatch Centers - Feb 99 Obtained complizuce letters from En~inefrruck Manufacturers - Feb 99 (Smeal. Pierce, E-One, KNfE, Detroit Diesel Cummins) Obt~iued compliance letter from PEBSCO - Mar 99 letters from Trust and Tax Processing Services - Mar 99 information from Liebert Corp.(OCFA UPS) emergency power system - Apr control system - Mar 99 letter from State Controller - Apr 99 letter from Ford Motor Company - Apr 99 letters from manufacturers of OCFA's electronic Gates & Doors - Apr 99 letters from manufacturers of OCFA's HVAC Systems - .Apr 99 letter from State Treasurer - May 99 Obtained- compliance letter from Emergency Ambulance Service, Inc (EAS) - May 99 Sent Y2k Preparedness surveys through the Hazardous Materials Services Section to R.MPP loca- tions within Orange County - June 99 Orange County Fire Authority Year 2000 Plan Page3 Current Activities con't Completed Tasks con't · Finance/HR system (Banner) upgrade - July 1999 · All copier machines replaced with new Y2k compliant Xerox models - July 99 · Hazardous Nfaterial Response. Team (HRNIT) equipment evaluation - July 99 · Helicopter equipment evaluation - July 99' · PIO Office Y2k preparedness survey of all Orange County cities - Aug 99 · GTE and Pacbell 911 PlAnt Equipment/Software & NL~RS upgrades - Aug 99 · Accounts Receivable "AR" system (Prophecy) migration to the Finance/HR Banner - Aug 99 · Orange County Federal Credit Union - Aug 99 · Orange County Employee Retirement System - Aug 99 Work In-prog'ress · Upgrade of the back-up system for Finance/I-II~ system (BAnner) is scheduled for Sept 1999. · Orange County Fire Incident Reporting System (OCFIRS) - targeted for 11/99 · PC replacements (Gateway Pentium II PCs) that are certified as NSTL Year 2000 Compliant. Gateway PCs are tested with both NTSL's (¥MARI(2000) soi~ware and Microsoft's M. ille-nium Test soft, are. (Replacements: Headquarters-I/31/99, Career Stations;4/30/99, Reserve Stations 10/1/99). · Alarm Company Dispatch computer system evaluation · Fire Apparatus evaluation and testing · Special Fire Operations equipment evaluation ( USR, SWI~, and TR) · Continued identi~cation of any additional internal and external potential systems and/or equip- merit · Testing of integrated and/or'embedded systems · Receipt of letters from vendors con~rming Y2K compliance - ongoing · Development of a general overall OCFA contingency plan and recovery team · Participation in County Y2k contingency planning Additional Scheduled Milestones · Orange County Fire Incident Reporting System (OCFIRS) - targeted for 11/99 · OCFA Training Records System (TRS) - targeted for 12/99 · Fixed Asset System - To be eliminAted/incorporated to the Finance/HR BAnner system · Replacement of the Motorola radio Network Control Program (NCP) system - targeted for 2-3/00 Detail Information & Charts · Detail charts have been developed and are used as work in progress to identify, isolate, and moni- tor upgrade and/or replacement progress, see attached. · Letters from vendors and suppliers are on file in the Information Systems Office Summary OCFA does not believe that the year 2000 will pose a major threat to its computer systems or the serv- ices it provides to the citizens of Orange County. OCFA has already taken steps to ensure that our core and critical systems will be year 2000 compliant in early 1999, and we are in the process of identi- lying and resolving issues surrounding all of our non-critical systems and equipment. Efforts will be made throughout the remniuiug months to continue research, identification, and resolu- tion of any potential internal and/or external system or equipment that potentially will be affected by the year 2000 and may impact or have direct in~uence on OCFA's systems. ' : , o ,~- ! ~ ,~= - - ', ,5" ~ '~ 'B' 'B' m ~ ~2 ~ m ~ m ~ ~" E' ~ ~' r- -- ,_ --.., .., _ _ .o .~ ,~ _- 4 ~'i - __ = , --. -- '1. > i . ~c~ '~ - '"' ~ '5' '--5' 5' -~ ~ '" 5' := ; ; i--~ =- _ ..~ = :co O I~ '~ ,Ci O '~ 0 ~ 0 ; i ~ ~ i D] C) ;~ c~ . _. ,- = i I , .= =. - ' , I I I ~ i_= _ -- _ =C lmm i I . , , j ~ ~ [ i~ ~ ~- ,, _ -_ ' -- = I = -'~0- : - ORANGE COUNTY FIRE AUTHORITY OPERATIONS Y2K CONTINGENCY PLAN TABLE OF CONTENTS (August 23, 1999) INTRODUCTION 1 BACKGROUND 1 PURPOSE 2 CONCEPT OF OPERATIONS 2 WORSE CASE ASSUMPTIONS 3 IMPACTS & PREVENTATIVE MEASURES 4 OPERATIONS 4 COMMUNICATIONS/ECC 5 COMMUNICATIONS/SUPPORT SERVICES 6 ' DEPARTMENT OPERTION CENTER 6 AIR OPERATIONS 7 SPECIAL STAFFING PLAN 8 OVERVIEW. 8 ASSUMPTIONS 8 PRE-EMERGENCY PREPARATIONS 8 EXISTING RESPONSE PLANS 8 OPERATIONS 9 EMERGENCY PLANNING & COORDINATION 9 EMERGENCY COMMUNICATIONS CENTER 9 SPECIAL OPERATIONS 9 EMERGENCY MEDICAL SERVICES 9 DIVISIONS 10 BATTALIONS 10 STATIONS 10 PERSONNEL 10 DUTY OFFICER GUIDELINES 11 INTENT 11 PROCEDURES 11 INFORMATION/DATA SOURCES 11 EXISTING RESPONSE PLANS 11 PLAN IMPLEMEMNTATIONFrERMINATION CRITERIA 11 CHECKLIST 11 SATFFING LEVELS 13 LEVEL I 13. LEVEL II 14 LEVEL III 16 LEVEL IV 17 POST INCIDENT ASSESSMENT 18 EQUIPMENT TESTING MATRIX 18 FACILITIES TESTING MATRIX 19 ORANGE COUNTY FIRE AUTHORITY OPERA. TIONS Y2K CONTINGENCY PLAN DRAFT (August 23, 1999) INTRODUCTION On January 1, 2000, many computer software programs and embedded microchips that were pro~amrned to identify the year by its last two digits will inaccurately represent "00" as 1900. This could cause inaccurate data and computer-reliant systems to malfunction or shut down. The problem originated with the creation of pro,ams at a time when computer memory was very expensive. To save on expensive memory, programmers used a two-digit, "00" rather than the full-four digits, i.e., "2000". Each private industry and local government, as a result, now faces a problem that touches every computer processing a change of century. BACKGROUND The challenge of insuring that Orange County Fire Authority (OCFA)'continues to provide essential services to the public is unique in that its scope is major and its due date unalterable. Because of the potential for every one of the OCFA's software and business tools to be at risk of failure on January 1, 2000, all in-house and vendor software and every computer has been or is being examined for year-2000 compliance. Every facility, every apparatus, every piece of equipment has been or is being checked for embedded chips that could be date sensitive and cause that device to malfunction or shut down. The OCFA has identified all potential risks and threats to the continuity of its mission, developed actions to mitigate those risks, and is developing a business continuation plan for action should identified failures occur. The risk of failure is not limitedto OCFA internal information systems. OCFA depends on data provided by other emergency service providers, emergency service cooperators, public agencies, and other businesses. OCFA depends on vendors to deliver telecommunications, fuel, supplies, and services. Like every organization OCFA depends on services provided by public infrastructure including, power, water, transportation, law enforcement, voice, and data communications. OCFA is not alone in the challenge of maintaining essential business services. Every Federal, State, and local government agency and every business within the private sector face similar risks. OCFA's role is critical and it is incumbent that the Fire Authority prepare itself to continue.to provide services uninterrupted into the year 2000 (Y2K) and beyond. The Orange County Fire Authority will take a realistic approach to surviving what should be a simple calendar change. OCFA's approach includes the utilization of existing emergency plans and procedures such as the Earthquake Handbook and the Civil Unrest Tactical Plan, and the Incident Command System (ICS) which is regularly employed to manage the affects of natural large scale disasters such as major forest fires and earthquakes. PURPOSE This document is intended to serve as the Operations Department Contingency Plan in response to possible effects of Y2K. It contains operational policies and procedures that may be implemented to ensure critical emergency services are maintained. This plan shall be updated as new or additional information is provided regarding the Y2K situation. CONCEPT OF OPERATIONS If all internal and external communications were to become inoperable, the OCFA Earthquake Handbook provides fire station personnel with the instructions and authority to continue their response to emergencies in their communities without contact with the command center or management. OCFA personnel must be trained and ready to meet this challenge, should it occur. Station personnel and those employees assigned to critical business processes must be prepared to be self-sufficient for seven to ten days. OCFA routinely organizes and manages large and complicated emergency incidents by implementing the Incident Command SyStem (ICS). OCFA will continue to use the ICS coupled with the OCFA Earthquake Handbook, Civil Unrest Tactical Plan, and other special emergency standard operating procedures to handle sitUations/emergencies. In the event that Y2K has a severe impact on the operations of mission critical services, and based on the ~avity of the situation, 'the Operations Chief or Duty Officer may allocate appropriate personnel to meet the needs of the Operations Department. This could include activation of Incident Management Teams (IMT), de-centralized command, mobilization centers, OCFA Y2K Recover Team, and/or special staffing patterns. WORSE CASE ASSUMPTIONS Worse Case Assumptions The Fire Authority may experience: Assumption Probability. Duration Consequence(s) 1. 1 Interruptions of commercial power- sites High Short Major must rely on generator power 2. Increased response activity/"call-load"- High Short Major OCFA, Area, Region at "draw-down" 3. 1 Interruptions of internal communications Medium / Long Major (LAN, WAN, intercom, radio, telephone) High 4. 1 Interruptions of external communications Medium / Long Major (over-load of 911 system & telephones) High 5. Personnel responding to incidents without Medium / Long Major communications with ECC High 6. Short Major , Automatic fire detection, alarm, extinguishing system malfunctions or failures Apparatus, mechanical, other specialized equipment failures Shortage of fuel, automotive, other warehouse supplies 9. Disruption of food supply and distribution 10. 11. 12. 13. 14. 15. 2 Lack of water for fire fighting and drinking water 2 Sewage treatment failures and resulting releases of contaminated waste 2 Hazardous materials releases and other chemical emergency incidents Medical equipment and device failures - e.g. pacemakers, defibrillators, etc. Disruption/shortage of essential emergency supplies - medical, fire fighting Personnel may be unavailable or unable to report to work Low / Medium Low Medium / High Medium Medium Medium High Low Low Low Medium Short Short Medium Short Short Short Sho~ Short Si~ificant Significant / Major Si~ificant Major Significant Minor Significant Minor Information is based on State analysis of the potential situation statewide. Probability High, Medium, Low Duration Short/Days; Medium/Weeks; LongAVlonths Consequences Major, Significant, Minor 1 Do not have the ability to control 2 Out of our control- could vary IMPACT ,~ND PREVENTATIVE MEASURES FOR WORSE CASE ASSUMPTIONS I. OPERATIONS . o AREA OF FUNCTION/ SERVICES Essential Administrative Services Operations Stations ECC AREA OF IMPACT 1. Operational readiness 2. Employee and public health and welfare 3. Public and Employee Safety 4. Utilities: Electrical Gas Water Waste 5. Telephone 6. Fuel (Mobile Equip.) PREVENTATIVE MEASURES (eRE 2000) Wide distribution of plan and train personnel 2. Identify critical facilities Notify utility of critical OCFA facility locations and systems 4. Set up backup systems(power, bottled water, propane, phone systems, cell phones) when necessarv 5. Top off bulk facilities 6. 14-day supply of water, fuel, supplies, food, etc. at each essential facility 7. Assure Y2K systems compliance and removal of all non-authorized programs from Authority computers 8. Replace, repair, or retire non-Y2K compliant systems 9. Provide and evaluate existing and potential backup systems 10. Provide and test all generators 11. Identify alternate facilities 12. Establish/confirm contacts/contracts 13. Provide LEO phone capability to ECC CONTINGENCY (POST 1999) Relocate resources if necessary 2. COmplete and report facility, and equipment test matrix 3. Provide emergency backup for wastewater treatment facilities as needed. II. COMMUNICATIONS A. EMERGENCY COMMUNICATIONS CENTER (ECC) AREA OF FUNCTION/ SERVICES 1. Emergency Incident Reporting · Incoming · Outgoing 2. Documentation AREA O F IMPA CT 1. Public's inability to report emergencies 2. Other incoming emergency reports 3. 9-1-1 System 4. Inability to communicate to stations, cooperators Region, personnel normal communications systems 5. Inability to dispatch and document emergencies using computerized methods 6. Inability to handle call-load PREVENTATIVE MEASURES (PRE 2000) Insure alternate emergency telephone numbers are available for public 2. Through media contacts, inform the public of alternate emergency telephone numbers and the possibility that they may need to use these numbers if the 9-1-1 system is not operable 3. Coordinate the listings of alternate emergency numbers with other local and regional agencies and departments 4. Secure statements of Y2K compliance from manufacturers Independent verification of Y2K compliance 6. Secure adequate personnel & supplies of manual forms for dispatch 7. Ability to respond in a timely and effective manner 8. Ability to document within a reasonable time CONTINGENCY (POST 1999) 1. Local resource deployment based on emergency situation and functionality of communication systems 2. Re-establish normal communications II. COMMUNICATIONS B. COMMUNICATIONS SUPPORT SERVICES AREA OF FUNCTION/ .SERVICES 1. PBX systems 2. Vaults, towers 3. Mobile/Base 4. HT 5. Consoles AREA OF IMPACT Failure of mission critical communications at facilities 2. Inability to receive emergency communications and dispatch resources 3. Critical element of employee and public safety MEASURES (PRE 2000) 1. Statements of Y2K compliance of all equipment and software (PRC/Vendor) 2. Independent of verification of Y2K compliance Replace, Repair or Retire non-Y2K compliant systems o CONIINGENCY (POST 1999) WAN (Intercom & MIR.PS, 800 MHz State Radios, functioning) 2. Cell/Satellite Phones&o~v Earth Orbit satellite phones 3. Amateur radios . Other Agencies (Local Government OES, etc.) [II. DEPARTMENT OPERATIONS CENTER (DOC) . o o AREA OF FUNCTION/ SERVICES OES State Region A.rea Local Government Cooperators AREA O F IMPA CT o 2~ Statewide deployment of Fire and Mutual Aid resources Statewide emergency coordination with other response agencies o . . PREVENTATIVE MEASURES (PRE 2000) Develop Area contingency Develop interagency response plans Integrate ail State Level Fire Agencies into one organization CONTINGENCY (POST 1999) 1. Implement interagency, Area and/or Region resource plan as needed 2. Utilize OES/State radios 3. Satellite communications ° Couriers/Runners Utilize 800 MHz based on local capabilities. IV. AIR OPERATIONS AREA OF FUNCTION/ SERVICES 1. Aircraft Functionality 2. Airport automation software(s) 3. Avionics 4. GPS 5. Auxiliary Power Unit (Al'U) 6. Base Operations 7. Aircraft refueling AREA O F IMPA CT 1. Ability to respond 2. Federal Aviation Administration ability to control airspace 3. Employee and public safety PREVENTATIVE MEASURES (PRE 2000) 1. Assure Y2K compliance of all systems 2. Replace, repair or retire non-Y2K compliant systems o Assure OCFA aircraft are not airborne through the millennium change CONTINGENCY (POST I999) ° Implement Contingency Plan and testing matrices SPECI.~L STAFFING PLAN Overview There is unconfirmed, and often conflicting, information that suggests possible technological problems may be result from computer malfunctions or shutdowns of date sensitive programming. This could allegedly affect many "date-sensitive" vital infrastructure systems that depend upon computers. During the past several months, however, many key public safety officials have expressed more concern over the potential public reaction to Y2K than the possible technological impacts. There is a growing concern that public perception and behavior that leads to public disturbances, such as what occurred during the Rodney King incident that resulted in the Los Angeles riots, could once again erupt, causing significant operational impact to Fire and Law Enforcement agencies. Some possible examples include the potentially harmful impacts resulting from celebrations at large venues that get out of control, hoarding of essential supplies, price gouging, looting, public fear and panic, etc. Assumvtions Potential infrastructure disruption/malfunction considerations affecting Operations Department · Electricity · Telephones · Paging systems · Radio systems · Cellular phones · Petroleum distribution pipelines · Gasoline/diesel fuel · Natural gas · Water systems · Sewer systems . · Traffic signals & street lights · Life support systems at hospitals & homes · Security gates & systems · Fire detection, alarm, extinguishing, & building systems Recommended Pre-emergency Preparations Existing.Response Plans It is believed that the greatest potential challenges for public safety include those created by public perception or reaction to the perceived crisis, more than the actual interruption of services resulting from technological malfunctions. .-. The special response actions caused by the effects of Y2K are simply extensions of existing emergency response plans and daily incident operations. In addition to special planning efforts at the time of the incident, there are existing response plans that can be applied to handle possible impacts. It is recommended that Operations personnel review these plans. Some of these plans include the Civil Unrest Tactical Plan, .E. arthquake Handbook, Orange County Fire Services Operational Area Plan and Plan Annex, Hazardous Materials Emergency __ Response Plan, Orange County Or>erational Area Emergency Response Plan, .Ci__~.~ Emer~enc,v Plans, and the Y2K Operations Contingency Staffing Plan. Operations · Provide two Duty Officers to each cover half the County (Branch I, Div l&4; Branch II, Div 2&3) on Dec 31 ~ · Pre-designate and place "on-call" the IMT members for Dec 3 l't · Authorize two Safety Officers for Dec 31t' · Authorize spending for pre-designated overtime staffing (e.g., ECC, Switchboard, HMRT-4, City EOCs, etc.) and on-call staffing (e.g. MPC, DOC, BCs, PIOs, etc. Emergency Planning and Coordination (EPAC)' · . Develop a Special Staffing and Response Plan- August/September · Review and update applicable emergency response plans- September/October · Review and update Earthouake Handbook- September/October · Review and update Civil Unrest Tactical Plan- September/October · Update DOC Response Plan- September/October · Update EOC Response Staffing Plan & Checklist- September/October · Determine which cities will staff their EOCs and request an agency rep. - October · Identify DOC and EOC staff availability- October Emergency Communications center (ECC) · Review and update appropriate ECC special procedures- September/October · Determine system continuity (Y2K compliant)- September · Test emergency backup systems- September/October · Determine Dispatcher and Switch Board operator availability list (Dec 20 - Jan 7) · Establish Chief Officer availability list (Dec 20 - Jan 7) · Provide radio and ceil phone' cache at Div. HQ for relief Apparatus (Dec 28th) Special Operations (Crews & Equip. and Air Ops.) · Review and update emergency response plans for Crews & Equipment and Air Operations- September/October · Determine pilot and crew chief availability list (Dec 20 - Jan 7) · Determine system reliability (potential Y2K impacts on helicopters, etc.)- Sept. Emergency Medical Services (EMS) · Review.and update applicable, emergency response plans- September/October · Establish paramedic availability list (Dec 20 - Jan 7) · Determine system reliability (potential Y2K impacts on defibrillators, etc)- Sept. Divisions (1-4) · Re-enforce leave request policy based on personnel availability's · Follow-up on battalion chief preparations (see list below) · Stage/relocate relief apparatus, equip, and Communication Cache (cell phones, HTs, batteries/chargers) in each Division at FS- 61/D-l, FS-6/D-2, FS-49/D-3, FS-23/D-4. (Dec 28th) · Identify Staffing Coordinator in each Division (Dec 31 ~t ) · . Identify Staging Area Manager & Resource Recorder for each Division location and place personnel on-call (Dec 31 s) Battalions (1-8) · Re-enforce leave request policy · Determine Career personnel availability (Dec 20th - Jan 7~h) · Require Career personnel to take safety gear home and advise them to report to their Div location if called back from home - see Division locations above. (Dec 23~ - Jan 7~') · Follow-up on station preparations (see list below) · Determine availability of Reserves (Dec 20th- Jan 7th) · Hard cover HMRT4 and Reserve Stations (Dec 31~) · Ensure "DATS Relief" in CAD is current for all units and that Relief equipment is prepared to be placed in service at the 4 Division locations (Dec 28th). Stations · Enforce leave request policy based on personnel aVailability's (Dec 2ffh - Jan 72) · Ensure all vekicles are.topped-off- daily (fuel tanks at ~ full beginning in November) · Top-off fuel tanks and gas cans- November/December · Test station and mobile generators- September/October · Ensure station generator supplies power to essential station appliances and equipment (fuel pumps, radios, paging system, alarm system, telephones, apparatus doors, lights, kitchen appliances, hot water heater, computers, security gates, etc.) - Au__mast/September · Ensure adequate supplies of essential equipment, parts, supplies, mater/als (medical, automotive, station, etc.) - August/September · Identi~y potential problem areas, locations, and facilities that may require special operational considerations based on loss of infrastructure capability, such as water (hard suction hose and/or Floto Pumps on engines) - September/October Personnel · Provide for family preparations and home safety (refer to Surviving the Earthquake, Home Tips/PlO - send home with Pay checks during the Summer) · Anticipate possible call-back or holdover (Dec 24th- Jan 7th) · Advise supervisor of availability (Dec 24* - Jan 7th) · All Career personnel to take safety gear home and be prepared to report to their Div location if called back from home. (Dec 23~d- Jan 7~h) 10 DUTY OFFICER GUIDELINES INTENT Provide a "phased" Operational Response and Staffing Plan. The plan outlines actions to be implemented based on the possible impacts caused by Year 2000 (Y2K). It is designed to ensure that appropriate levels of Fire and Rescue response capability are maintained. Response levels are dynamic based on local conditions and activity levels. PROCEDURES Information/Data Sources ECC supervisors will monitor activity levels and potential response impacts. This may be accomplished by ensuring that periodic media reports (TV, radio, PlO, etc.), intelligence information from Law Enforcement (local, state & federal), reports from the field, and other sources of data (i.e., infrastructure providers such as utility companies) is regularly monitored. This current information and updated projections of local conditions, along with Regional, Area, and Local emergency activity levels, will be used to determine the most appropriate staffing level. The County will be divided in to geographic areas staffed with two Duty Officers, Branch I (Divisions l&4) and Branch II (Divisions 2&3) Existina Response Plans In addition to special planning efforts at the time of the incident, there are existing response plans that can be applied to handle possible impacts. Some of these plans include the Civil Unrest Tactical Plan, Earthquake Handbook, Orange County Fire Services Operational Area Plan and Plan Annex, Hazardous Materials Emergency Response Plan, Orange County Operational Area Emergency Response .Plan, City Emergency Plans, and the Y2K Operations Contingency Staffing Plan. Plan Imt)lementation and Termination Criteria The plan will be activated and terminated at the direction of the Duty Officer. The decision to activate all, or a potion, of the plan is based upon an assessment of current and potential impacts on service delivery capability and firefighter safety. DUTY OFFICER CHECKLIST - General Coordinate information, planning efforts and response actions with corresponding Branch Formulate a response plan for emergency equipment if communications systems are partially or completely non-functional Formulate a plan for dispatching resources if communications systems are partially or completely non-functional · Relocate resources to better meet deployment or communications needs · Ddtermine the need for additional or specialized resources · Keep the Operations Chief informed of overall situation and resource status and availability · Coordinate with responsible party for supporting critical operations (ECC, logistics support) 11 · Provide information to ail battalions, stations, area Fire Departments, City and County EOCs, and OES Region based on "the need to know" · Notify the OCFA Y2K Business Continuation Kecovery Team Leader if appropriate · Ensure all essential facilities and equipment are scheduled for testing of functionality on January 1, 2000, and that information is communicated to ECC, or DOC if activated, throu~.h normal communications or pre-determined backup communications 12 STAFFING LEVELS LEVEL I Intermittent interruptions of infrastructure services and moderate emergency activity level, and a potential for increased service demands. ECC Supervisor- Notify the Duty Officers, EPA CBC, and ECC BC that conditions meet Level I criteria. Duty Officers- Authorize Level I Staffing Plan to be implemented by Branch. Duty Officers - Consider authorizing a fourth engine,' or water tender, respond to all confirmed structure fires based on water delivery cap ab ility/reli ab i lity. Duty Officers - Consider staffing needs for specialized equipment. ECC Page and advise Executive Management, Division Chiefs, all BCs, PIO, and Y2K Business Continuation Recover Team Leader when any level of the plan is implemented. ECC - Confirm availability of all Chief Officers (ACs, DCs, Staff & Field BCs), advise the Duty Officers, and maintain a current list for the duration of the plan. ECC - Place OCFA in a "Special Staffing and Response Level" and advise other Fire and Law Enforcement dispatch agencies in the operational area. ECC Battalion Chief- Confirm availability of off-duty dispatchers and switchboard, and place appropriate number of staff on call. Battalion Chiefs - Staff/hard-cover one (1) engine at stand alone Reserve stations (e.g., 1, 3, 11, 12, 14, 16, and 25). Battalion Chiefs - Ensure "DATS Relief" in CAD is current for all units and confirm that Relief/Reserve equipment is prepared to be placed in. service. EPAC Battalion Chief-Confirm staff to respond to the DOC and place on call. EPAC Battalion Chief- Notify the Operational Area EOC of the "Special Staffing and Response Level" and determine if other EOCs are activated. 13 Special Operations Battalion Chief- Ensure one (1) helicopter is in service, stage in appropriate location based on situation (observation, medical transport, and/or water dropping) and advise ECC and Law Enforcement. LEVEL II Sustained interruptions of infrastructure ser~'ices and potential for increased service demands, or moderate emergency activity, within the Area and/or Region and potential for requests for out of county/Area resources. ECC Supervisor- Notify the Duty Officers, EPA CBC, and ECC BC that conditions meet Level II criteria. Duty Officers - Ensure Operations Chief is briefed of situation and needs. Duty Officers - Ensure Level I items have been implemented and approve implementation of Level II Staffing Plan. Duty Officers- Place one Incident Management Team "on-call" v~irh vehicles (advise ECC, confirm/notify IMT members). · IC Division Chief OPS Battalion Chief Plans Assigned by the Duty Officer* Logistics Assigned by the Duty Officer* Div Sups (2) Assigned by the Duty Officer* BC (Staff/field) supplemented when IMT is dispatched)* Duty Officer - Confirm staff to respond to City/County EOCs if requested and advise ECC. Duty Officer- Authorize ECC staff, PIOs, Safety Officers, Mechanics, Service Center staff, or other appropriate support staff to be placed "om call" as needed. ECC Battalion Chief- Staff additional ECC personnel, w/th Duty Officeffs approval. ECC Battalion Chief-Consider discontinue Emergency Medical Dispatch (EMD). ECC Battalion Chief- Consider reducing responses to Automatic Alarms to one unit. ECC Battalion Chief- Consider discontinue Service Calls. 14 · ECC - Confirm immediate response availability of Fire Command 1 & 2. Battalion Chiefs- Direct MPCs to staff/hard-cover all units at all stand- alone Reserve stations (e.g., 1, 3, 11, 12, 14, 16, and 25), and all Reserve units and Career stations. Battalion Chiefs - Confirm crew strength, and availability of Reserve Handcrews (e.g., Crews 28 & 57) responding from home and advise ECC. EPAC Battalion Chief- Determine status of the Operational Area and City EOCs, and advise the Duty Officers, who will assign Agency Reps, as requested. EPAC Battalion Chief- Activate the DOC to Level I and advise ECC. EPAC Battalion Chief- Serve as the central coordination point for gathering, analyzing, and disseminating internal and external emergency information. EPAC Battalion Chief- Maintain and display current and accurate incident situation and resource status information and provide periodic briefings. PIO - Ensure availability of PIOs for immediate response to the Media Center and to incidents, and advise ECC of contact info. Special Operations Battalion Chief- Ensure helicopter availability and - advise ECC of contact info. Training/Safety Battalion Chief- Confirm additional Safety Officer availability and advise ECC of contact info. Automotive/Service Center BC - Confirm availability of Automotive and Service Center staff and advise ECC of contact info. Company Officers - Prepare station, personnel, apparatus and equipment to respond immediately to numerous or extended incidentsl both in and out-of-County/Area. Weather Coordinator - Provide periodic weather updates to Duty Officers, Division Chiefs, EPAC BC, field and staff BCs, and ECC, if weather conditions could impact response capability. 15 LEVEL III Sustained interruptions of infrastructure services and significant service demands, or high emergency activity, level within the Area with several large incidents/fires within the Area, or a large commitment of Out of Area resources to major incidents in the Region with the potential to bring Area to "draw-down" levels. ECC Supervisor - Notify the DuO2 Officers, EPA CBC, and ECC BC that conditions meet Level III criteria. Duty Officers- Ensure Level II items have been implemented and approve implementation of Level III Staffing Plan. Duty Officers- Staff Incident Management Team with vehicles (advise ECC, confirm/notify IMT members) and stage at Headquarters. Duty Officers - Assign staff to affected City/County EOCs and advise ECC/DOC of contact information. Duty Officers - Evaluate the need to staff-up units (engines and/or trucks) with additional personnel. Duty Officers- Evaluate hiring off-duty personnel to staff additional engines and equipment in Career stations (e.g., Type III Engines, Relief Engines, etc.). Division Chiefs- Prepare for possible "Decentralized" operations. Battalion Chiefs - Convert pre-identified medic engines to medic vans and hire back personnel to staff as regular engines with three (3) personnel. Battalion Chiefs - Hardcover all Reserve engines (includes Reserve engines in combination stations, second roll engines in Reserve stations). Battalion Chiefs - Staff Water Tenders with two (2) Reserves. Battalion Chiefs - Staff all Patrol Units with minimum of three (3) Reserves to supplement existing, or to handle additional, responses. Battalion Chiefs - Hardcover Reserve Handcrews (e.g., Crews 28 & 57). Battalion Chiefs - Prepare for possible "Decentralized" operations, based on activity levels. Battalion Chiefs - Authorized Reserve drivers for field BCs. 16 EPAC Battalion Chief- Activate the DOC to Level II and advise ECC and other EOCs. EPAC Battalion Chief- Coordinate information between OCFA DOC and City/County EOCs, and other outside agencies and departments. EPAC Battalion Chief- Establish and maintain Agency Liaison functions with other departments/agencies, and Mutual Aid resources. EPAC Battalion Chief- Coordinate Operational Area Fire and Rescue Mutual Aid resource requests. EPAC Battalion Chief- Serve as ~the central contact point for the Incident Management Team and/or the Agency Representatives. EPAC Battalion Chief- Provide coordination to expanded emergency incidents to ensure rapid and appropriate logistical support. · PIO - Staff additional PIOs and advise ECC. Special Operations Battalion Chief - Ensure Helicopter Fuel Tender and Support vehicles staffed with Reserves. Training/Safety Battalion Chief- Staff additional Safety Officers per Duty Officer direction, advise ECC. Automotive/Service Center Battalion Chief- Staff Automotive & Service Center to handle possible emergency needs and advise ECC. LEVEL IV Sustained disruption of infrastructure services and extremely high emergency activity level within the Area with several major incidents or fires within the Area/Region, or a heavy commitment of Out of Area resources brining Area to "draw-down" levels. ECC Supervisor- Notify the Duty Officers, EPA CBC, and ECC BC that conditions meet Level IV criteria. Duty Officers - Ensure Level III items have been implemented and approve implementation of Level IV Staffing Plan. · Duty Officers -"De-centralize" operations based on activity levels. · ECC - Staff/hard-cover all equipment (e.g. Utilities, Rehab, etc.) 17 POST INCIDENT ASSESSMENT Equipment Testing Matrix This form shall be completed for all OCFA Apparatus, Vehicles, and Equipment after January 1, 2000, as scheduled by the Battalion Chief or Station Captain. Apparatus/Vehicle Call Number and ID Number and Location: Assigned Date and Time of Check Out: Vehicle Check Out: Engine Ignition Pump Radios CAD Lights '.;ode Three Equip. Heating/Air Working Partially lOut Of Working IService Check Out Assigned To: Equipment Check Out: Resuscitator Breathing Apparatus IDefibrillators JAWS Generators Smoke Ejector Foam System Working Assignment Made By: Partially Working Mobile Telephone 4-VVheel Drive Intercom i Breaks/Retarders - :Handitalkies i " ~Others IOthers Notes: Information Forwarded To: Date: iTime: I Report Prepared. By: Assigned Location: Out Of Service All essential systems, facilities apparatus, equipment, and staff vehicles shall have a predetermined location for '~nuary 1, 2000. Qualified personnel shall be assigned to check out specific items. The results should be reported ) the Battalion Chief at a designated time. If all conventional communication systems fail, personnel shall check 18 , the Plan to determine the appropriate action of reporting the results and continuing essential services. Battalion hiefs should report results to appropriate support department or section. . acility Testing Matrix This form shall be completed for all OCFA Apparatus, Vehicles, and Equipment a~ter January 1, 2000, as scheduled by the Battalion Chief or Station Captain. Facility Number and Location Assigned Date and Time of Check Out: Check Out Assigned To: Assignment Made By: Utilities: Facility Equipment: I Working Partially :Out Of Working Partially lout Of I Working Service Working IService Electricity I Base Radio Gas Quick Call Water tComputer Telephone Cable IElectrical Garage Door tPortable Generator IPower Tools ISecurity Gates Appliances Refrigerator IHeating/Cooling tDish Washer Others ITelevision Notes: Information Forwarded To: Date: ITime: Report Prepared By: Assigned Location: All essential systems, facilities apparatus, equipment, and staff vehicles shall iiave a pre-determined location for January 1, 2000. Qualified personnel shall be assigned to check out specific items. The results should be reported to the Battalion Chief at a designated time. If all conventional Communication systems fail, personnel shall check the Plan to determine the appropriate action of reporting the results 19 and continuing essential services. Battalion Chiefs should report results to appropriate support department or section. 20 Y2K BUSINESS CONTINUATION PLAN AND RECOVERY TEAM I. Purpose The purpose of this Y2K Business Continuation Plan is to describe the roles and responsibilities associated with all of the OCFA non-fire suppression contingencies associated with OCFA business services disruptions as a result to issues/impacts related to or as a result of any Y2K issues. Basic Y2K Assumptions: · Loss of commercial power for up to 72 hours. Some OCFA facilities may have to rely on generator power · Potential interruptions of internal and external communications · Shortage of fuel and emergency supplies · Disruption of food supply and distribution · Lack of drinking water · Sewage treatment failures and resulting releases · Hazardous material releases and other emergency incidents · Medical equipment and medical device failures (e.g. pacemakers, defibrillators) · OCFA members may be unable to report to work due to Y2K complications. II. Organization and Assignment of Recovery Team Responsibilities The recovery team will consist of a member from key organizational support functions. These team members will be responsible for the initiation, implementation and maintenance of recovery efforts associated with business disruptions created by any Y2K issues/impacts. A. Recovery Team Members Recovery Team Rer)resentatives · Executive Management · Property Management · Information Systems · Risk Management · Operations · Finance (payroll/cost recovery) · Purchasing · Automotive · Public Information Office B. Team Leadership & Responsibilities Recovery Team Leader- Joan Steiner (Alternate Hugh Wood) · Has overall executive recovery responsibility and approval to initiate necessary recovery response both in supplies/services and staffing · Responsible for coordinating recovery activities with Duty Officer, Fire Chief or designated incident IC. · Direct the Recovery Coordinator in the development and implementation of recovery administrative procedures for use during recovery period. · Implementation of Recovery Plan Recovery Coordinator- Fausto Reyes, (Alternate Roger Stites) · Responsible for assisting Recovery Team Leader in the coordination, platting and implementation of all recovery activities. · Responsible for the development of an .action plan for recovery activities which include: Assessment of Y2K business interruptions Establishment of a recovery period Restoration and maintenance of essential facilities and utilities Addressing any employee health and safety issues Cost Recovery Recovery staffing requirements Responsible for formal documentation process to document and track Y2K business interruptions and recovery activities Establish ongoing employee communication on Y2K status ResponSible for the development of an "after action" recovery report listing all recovery activities and costs associated. Cost Recovery Coordinator- Stephan Hamilton (Alternate Theresa Yu) · Responsible for gathering and analyzing information on cost recovery issues, expenditures, revenues and reimbursement and mitigation pro.am applications and grants. · Advise the Finance Manager on cost recovery issues · Assist with damage repair/reconstruction/replacement/recovery estimates · Coordinate with Purchasing in processing purchase order and contracts requests necessary for recovery · Track and record all OCFA staff time Public Information Coordinator- (in development) C. Team Responsibilities Ail team members shall be responsible for their specific functional areas of responsibility, and as part of this recovery team be able to preplan and anticipate specific functional information that will be necessary in coordinating OCFA Y2K business intem~ptions. Examples of such preplanning include: · Key contacts and emergency vendor lists · Staffing necessary for assisting the overall OCFA business interruption recovery efforts including staff after hour/pager numbers · Develop specific functional (section/division) assessment and preplan as a contingency should a need arise to activate the recovery team and require specific section/division assistance in responding to Y2K impact. · Documentation of specific functional activities necessary to respond to Y2K interruptions · Follow news/media coverage of Y2K impacts · Other III. Recovery Team Activation The Recovery Team will be activated via pager or phone by ECC when the Duty Officer in consultati6n with the Recovery Team Leader determine the .need to activate the recovery team. The activation of the recovery team will be determined by the following incident levels described in the Y2K Operations Contingency plan. Note: While the focus is the oeriod between December 31.1999 and January 1. 2000. this recovery team may be activated at any time between now and the first business day of the year 2000. Recall Procedure: All designated recovery team members will be accessible and available by home phone and/or pager between December 31, 1999 and the first business day of January 2000. When contacted, team members will be instructed on where the recovery team will meet. Notification Only to Recovery Team Leader Level I - Intermittent interruptions of infrastructure services and moderate emergency activity level, and a potential for increased service demands. Activate Recovery Team Level II - Sustained interruptions of infrastructure services and potential for increased service demands, or moderate emergency activity within the Area and/or RegiOn and potential' for requests for out of county/Area 'resources. III. Business Continuation Objectives A. Assess extent and level of business disruption B. As a priority, mitigate/correct all business interruptions associated directly with fire, rescue, and emergency medical operations. C. Ensure that all financial business systems, are operational. D. Ensure ongoing communication with all OCFA members, particularly information with respect to Y2K impacts affecting their respective worksites. E. Ensure that all OCFA facilities are safe from any potential hazards. F. Provide method of communication to OCFA family members on Y2K impacts and OCFA involvement Recovery Team Roster Role Name Team Leader Joan Steiner Alternate Hugh Wood Home Phone Paeer# Cell # 3015 293-4069 3006 743-6483 Rec. Coord. Fausto Reyes. Alternate Roger Stites 949-858-4520 3070 Cost Coord. Stephan Hamilton Alternate Theresa Yu 909-923-7020 714-968-3540 3236 3081 Prpty Mgmt Karen Peters Alternate Helen Lind 714-637-8533 714-964-4392 3O8O 3019 Fin/Payroll Linda Cable Alternate Operations Alternate Purchasing Bob Laporte 'Alternate Marilyn Pizza Warehousing Dennis Trone 714-528-1866 714-744-4986 3074 3059 Automotive Mike Burnett Alternate Rick Oborny PIO BUSINESS INTERRUPTION Y2K CONTINGENCY PLANNING RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS CRITICAL COMPUTER SYSTEMS FUNCTION / SERVICES Computer Aided Dispatch (CAD) Y2K POTENTIAL I. Power Failure and CAD is not operational 2. Computer System Failure and CAD is not operational RESPONSE 1. Initially roll to Battery Back-up (immediate) If power is not available Then roll to primary generator (15-20 sec) If primary fails, install Secondary Generator (l hour) If all fail, CAD is down move to decentralized dispatching at each Battalion 2. Roll to Secondary Back- up Computer System If secondary system fails then use PC back-up systems If PC back-up systems fail go to manual dispatching CONTINGENCY PLAN l.Ensure Battery. Backup systems are functional. Ensure Generator Systems are functional Validate Operational Plans are in place for dispatching in the field. Schedule for technical staff to be on-site during transition to year 2000 2. Ensure Back-up computer system is functional Update PC stand alone systems have updated databases from CAD Schedule for technical staff to be on-site during transition to year 2000 BUSINESS INTERRUPTION Y2K CONTINGENCY PLANNING RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS CRITICAL COMPUTER SYSTEbIS FUNCTION / SERVICES FINANCE/HR SYSTEM Y2K POTENTIAL 1. Power Failure and system is not operational 2. Computer System Failure and system isn't operational RESPONSE 1. Computer Room will Initially roil to Battery Back-up (immediate) If power is not available then primary generator will automatically start (15-20 sec) If primary fails, install Secondary Generator (I hour) If all fail then system is not operational and extended outage assessment is needed Payroll can be duplicated by the Bank and reconciled once the system is available. If the Bank isn't operational then Payroll checks could be produced manually if needed 2. Roll to Secondary Back- up Computer System If secondary system fails CONTINGENCY PLAN l.Ensure Battery Backup systems are functional. Ensure Generator Systems are functional Validate operational plans are in place for assessing extended outages Schedule for technical staff to be on-site during transition to year 2000 2. Ensure Back-up computer system is functional Check with Bank to ensure then utilize method for determining a course of action for an extended outage. 3. Telephone link to Bank and/or program for Electronic Bank Transfer isn't operational 3. Produce tape and/or diskette and transport to Bank for up-loading procedures are in place to re-run payroll. Schedule for tec,hnical staff to be on-site during transition to year 2000 3. Ensure process of producing a tape/diskette is functioning. BUSINESS INTERRUPTION Y2K CONTINGENCY PLANNING RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS CRITICAL COMPUTER SYSTEMS FUNCTION / SERVICES INTEGRATED FIRE PREVENTION SYSTEM Y2K POTENTIAL 1. Power Failure and system is not operational RESPONSE I. Battery back-up is good ' only for about 15 minutes for a proper shut down If power, is not available for an extended period (5-10 Days) then the system would be relocated to the Support Building for power and then resume operation CONTINGENCY PLAN 1. Prepare for manual operation if necessary during extended outage Notify headquarters staff and public of extended outage. Hold any payments and/or invoicing until system is made available. BUSINESS INTERRUPTION Y2K CONTINGENCY PLANNING RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS CRITICAL COMPUTER SYSTEMS FUNCTION I sEP, VICES ORANGE COUNTY FIRE INCIDENT REPORTING SYSTEM (OCFIRS) and TRAINING RECORDS SYSTEM (TRS) Y2K POTENTIAL I. Power Failure and OCFIRS and/or TRS is not operational 2. Computer System Failure and OCFIRSFrRS is not operational RESPONSE 1. Initially roll to Battery Back-up (immediate) If power not available then roll to primary generator (15-20 sec) If primarY fails install Secondary Generator (I hour) If all fail, OCFIRS will be down until power is restored. 2. Roll to Secondary Back- up Computer System If secondary system fails then systems Will be down until systems are repaired CONTINGENCY PLAN l.Ensure Battery Backup systems are functional. Ensure Generator Systems are .functional Schedule for technical staff to be on-site during transition to year 2000 2. Ensure Back-up computer system is functional Schedule for technical staff to be on-site during transition to year 2000 BUSINESS INTERRUPTION Y2K CONTINGENCY PLANNING RESPONSE AND CONTINGENCY PLAN - Y2K SCENARIOS CRITICAL COMPUTER SYSTEMS FUNCTION / SERVICES TIMEKEEPING AND STAFFING DESK SYSTEMS Y2K POTENTIAL 1. Power Failure and system is not operational 2. Computer System Failure and system isn't operational RESPONSE 1. Battery back-up is good only for about 15 minutes for a proper shut down. Depend. ing upon the length of an extended outage the systems would be relocated to the Support Building for power and system operation. (2-3 hours) 2. Load software and database onto another server and resume operations ( possible 2-6 hour outage) CONTINGENCY PLAN 1. Prepare for manual operation during extended outage and then reconcile after system is available If power is not available for an extended period and another payroll run is necessary then the previous week's total would be used and then reconciled when the system is available. Identify and prepare Support Building re-location site. Schedule for technical staff to be on-site during transition to year 2000 2.Identify secondary system that can be used to re-load software and resume operation. Prepared for manual tracking from hardcopy Schedule for technical staff to be on-site during transition to year 2000 EXHIBIT C OCFA- 10/99 Year 2000 ~' 'te 'Page 1 of 2 CONSENT C'ALENDAR-AGENDA ITEM EXECUTIVE COMMITTEE MEETING October 28, 1999 TO: Executive Committee, Orange County Fire Authority FROM: Hugh Wood Chief, Technical Services Department SUBJECT: Year 2000 Plan Update Report Summary_: This item is submitted as an update on the Year 2000 Plan. Recommendation: Receive and file report. Back~ound: The year 2000 issue involves systems and electronics that use calendar dates within their software. In the 1960's when many of the programs used today were developed, they did not include the century when they processed information using numerical dates, such as April 1, 1966 became 040166. OCFA has known for quite some time that some of its key equipment and systems did have this problem but were able to identify solutions for each. We are in the process of completing our programming and/or equipment replacements of those affected systems. It has also come to our attention that some less critical equipment and systems may also be affected. We are in the process of identifying these potential problems s6 that solutions can be put in place before January 1, 2000. The following are key updates for this month: 1. OCFA's Microsoft Exchange Server and E-Mail System was upgraded in October to be Year 2000 compliant. . OCFA continues to test the electronics of its fire engines and trucks for Y2k compliance as they are scheduled for normal maintenance. The testing of the fleet should be completed within the next three weeks. This procedure is in addition to receiving written confirmation from Detroit Diesel, which manufactures the electronics, on their Y2K readiness as well as a hard copy of their testing plan and results. 3. The Finance/HR back-up system upgrade is in progress and scheduled for completion in October. . The Accounts Receivables (AR) system migration to the Finance/HR Banner system was completed in August. The conversion of historical data from the old AR Prophecy system to an Oracle based system was completed in October. 5. The replacement system for OCFA's Incident Reporting system (OCFIRS), Training Records System (TRS), and Emergency Medical System (EMS) is on schedule for implementation prior http://www.ocfa, org/docs/y2k-oct.htm 10/22/1999 OCFA- 10/99 Year 2000 Updat- Page 2 of 2 to January 1, 2000. A contract was awarded to SunPro Inc. in July and system requirements with the individual OCFA sections were finalized in September. The initial release of the new OCFIRS system was installed in October for preliminary system testing. Training for OCFA personnel is scheduled for mid-November through December with production release on January 1, 2000. 6. OCFA's Internet Webpage continues to be updated every month with our status and provides links to other Internet Y2K sites. o An Authority-wide contingency plan was developed to cover Y2K related situations, which may impact operations demand and external resources. A final draf~ of this plan was submitted to Executive Management in September. Fiscal Impact: Capital Improvement Plan includes budgeted systems and equipment upgrades and replacements. Staff Contact for Further Information: Roger Stites, Manager Information Systems Attachments: Year 2000 Plan, October 15, 1999 Update http ://www. oc fa. org/docs/y2k-oct.htm 10/22/1999