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HomeMy WebLinkAbout05 2000 PLAN UPDT RPT 08-02-99 NO 5 8-2-99 I n t e r- C o m .... ~'~.j DATE: AUGUST 2, 1999 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER FINANCE AND COMMUNITY DEVELOPMENT DEPARTMENTS YEAR 2000 PLAN UPDATE REPORT-AUGUST Sumtnary: City staff is cOntinubtg to work on addressfitg potetttial Y2K problems attd equipment complianc~ Monthly status reports will be 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 The Electrical System Audit Report prepared for the City of Tustin Civic Center's electrical system estimates a cost of $12,700 to improve the system reliability and performance. Further 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 July 1999: CRITICAL CITY FACILITIES/COMPONENTS Electrical System Audit Report. Southern California Edison has completed their audit of the Civic Center's electrical power system and distribution equipment. Special attention was given to the emergency generator, its load and Y2K compliance. The Main Electrical Switchboard and associated equipment was found to be in sound condition. The audit did identify possible concerns related to the continuity of critical public services. The report provides a series of recommendations to improve the systems performance and prolong its life. Although, Kohler, the manufacturer of the emergency generator transfer switch and timing mechanism, has provided a letter indicating that this equipment is Y2K compliant, the report recommends that the City test the emergency generation system under live conditions and simulated conditions prior to January 1,2000 A copy of the final Electrical System Audit is attached as Exhibit A. City Council Report Year 2000 Plan Update August 2, 1999 Page 2 City Hall Backup Generator. The City Hall backup generator will be tested in August 1999 in the early morning hours. The test has been delayed until PacBell can install new system Y2K software and hardware. City Hall Building Access. Existing City Hall and Police Department building access equipment and hardware is not Y2K compliant and cannot be upgraded. Quotes to change the current Access Control System have been received and are being reviewed by the Police Department Computer Systems. The Police Department has eliminated RAC ESPUL Software from their systems because it was not Y2K compliant and will be upgrading C-STARS TRAFFIC Software for Y2K compliance as soon as it is available from the State (Highway Patrol). The Police Department has also received quotes for license and versions upgrades of their operating systems. The Finance Department has replaced their Infocomp Profund Software with IFAS. City Yard. A new fueling system, including new fuel tanks and Y2K complaint access card system is operational. FIRE AUTHORITY The Orange County Fire Authority (OCFA) provides monthly Year 2000 Plan updates to the Executive Committee. During the month of July, the Authority continued to test fire engines and trucks for Y2K compliance; their Finance/HR System upgrade is in final stages of implementation; work is continuing on the replacement of OCFA's Incident Reporting system; OCFA's web page is updated monthly; and work continues on the Authority's contingency plans in coordination with the member agencies. A copy of the July 22, 1999, Fire Authority Year 2000 Plan Update is attached as Exhibit B Y2K COMMUNITY CONVERSIONS The President's Council'on Year 2000 Conversion, established on February 4, 1998, is responsible for coordinating Federal efforts to address the Year 2000 problem. The Department of Justice, Office of Justice Programs has contacted local authorities to make available free "toolkits" to be used in conducting Y2K Community Conversions to inform citizens of preparations being made at the local level for Y2K planning and readiness. At Community Conversion workshops, citizens hear from representatives of local service providers such as banks, power, water and telephone companies, major employers and government agencies A number of Y2K Community Conversion workshops have been scheduled across the country. The Community Development Department has requested copies of the "toolkit". A copy of the Community Conversion information is attached as Exhibit C. City Council Report Year 2000 Plan Update August 2, 1999 Page 3 UPDATED ASSESSMENT WORKSHEETS City departments have submitted no new or updated assessment worksheets Ro na~~ Na ult~~~,,~~l~. Finance Director E-~zabeth A. Binsack Community Development Director Exhibits: A - Electrical System Audit report B - Fire Authority, July 22, 1999 report C- Community Conversion letter RW/year 2000plan August update EXHIBIT A Electrical System Au dit Rep ort For The City of Tustin Civic Center Prepared by EDISON CALIFORN~ Ei)I~ON' Company ., ES! EDISON A $Ot.,~'H£RN CALI£O&¥1A £DI$ONTM Company .. · June 16, 1999 Joseph Meyers City of Tustin Sen, ior Management Analyst Public Works Department 300 Centennial Way Tustin, CA 92780 Dear Mr.,Meyers, Edison ESI is pleased to submit this Electrical System Audit report for the City of Tustin Civic Center's electrical system. Edison is a wholly-owned subsidiary of Southern California Edison company, SCE and is a recognized leader in the electrical services industry. Our professionals have evaluated your system and opportunities for maintenance cost saving, improved system reliability, and enhanced safety have been identified. We have also included recommendations to improve your system's performance and prolong its life. With our experience in the maintenance and repair 'of electrical systems, we can implement those recommendations to minimize any impact on you operations. · Edison ESI thanks you for this opportunity to serve the City of Tustin. If you-need any additional information, please contact me at (714) 895-0319. SincerelY, James D. Fitch Field Engineer Cc: Bill Sprigs, John Vines, Kim Armstrong, Mike Magin 73 00 Fenwick Lane \Vestmins~er. CA 92683 tS00} 266-2299 (7141 895-0364 [:ax f-14) ~95-tl786 City of Tustin ( c Center Electrical System Audit 06/28/99 TABLE OF C 1. INTRODUCTION ONTENrS · Scope · Parameters · Methods · Priorities · Equipment Specifications 2. EXECUTIVE SUMMARY' · Background · Salient Findin~ 3. AUDIT REPORT AND RECOMMENDATIONS' · . Electrical System Drawings · Energy Management · Power factor Correction · Load Analysis · Systems Studies Transformer Evaluation · System Operation · Equipment Upgrading. · Diagnostic Testing & Scheduled Maintenance Environmental Concerns · Y2K compliance · Thermographic Scan 4. CONSIDERATIONS · Reduction in Energy cost · Emergency Plans 5. PRICE ESTIMATES · Price Estimates · Mana~ng costs City of Tustin 'ic Center Electrical System Audit 06/28/99 INTRODUCTION SCOPE: The low voltage electrical system'at the City of Tustin's Civic Center was examined for reliability and economy. Special emphasis was placed on: · Reduced down time to critical services and loads · Y2K compliance · · Energy and system management for operating efficiency and safety · Identification of the load on the emergency generator system P T RS' The audit begins at the service point with the connections from the utility company and continues to the sub-panels distributed throughout the building. METHODS: The audit information was compiled by: · Visual inspections · Drawin~ · Voltage and load readings · Load.verification · Harmonic measurements · Manufacturer's information · Billing information · Interviews with maintenance personnel The system performance was evaluated by comparing the audk f'mdings to industry standards. Professional judgments were made from field experience to infuse site- specific factors such as time, temperature, location, age, building techniques, design, and equipment and material performance into the system' evaluation. PRIORITIES' Special attention was given to the emergency generator and its load. The system was also checked for Y2K compliance. City of Tustin ( c Center Electrical System Audit 06/28/99 EQUIPMENT SPECIFICATIONS' Main Electrical Panel and Switchboard: · Siemens / ITEm Cat. # SD Series FCI S.O. 60-11201-SA01 'MSB' · 1600 amp · 600 volt Main Switch: · Siemens / ITE type SBS 1600 · 1600 amp / 480 volt / 3qb / 4W · 65k amp short circuit current RMS symmetrical rating · 100k amp 480 volt imerrupting rating · .,No fuses are installed · Solid state controls Sub Mains: · ITE Vacu-break fused switches m Cat # VTH3105 · 600volt · 400 amp · Fused 3qb Standby Generator: · Kolher Power System Fast Response · 250kw / 313kva with .8 P.F. · Kolher Auto transfer switch # K-166541-400 Serial # K39619 · 480volt/400amp / 3q~ / 4W / 60HZ Transformer TI' · Siemens Cat #3F3Y300 / serial # L103825 · 300kva / 60HZ / 3qb / 6.3% imp. / 40°C ambient / 150°C · Type QL / class AA / type 2 enclosure Transformer ET-I' · Siemens Cat #3F3Y300 · 225kva/60HZ / 3~ / 5.25% imp./40°C ambient/150°C · Type QL / class AA/type 2 enclosure City of Tustin vic Center Electrical System Audit 06/28/99 EXECUTIVE SUMMARY BACKGROUND: An audit was conducted on the electrical power system and distribution equipment in The City of Tustin's Civic Center. The Main Electrical Switchboard and associated equipment was found in sound condition. There were no electrical service issues identified by the Tustin staff. The audit did identify possible concerns related to the continuity of critical Public services. The audit also establishes maintenance levels and recommendations for reliable service and cost control. SALIENT FINDINGS: · The equipment exhibits no outward signs of overheating or overloading. · The equipment is rated to handle the available fault current. · Voltage levels are acceptable. RECOMMENDATIONS: · ProVide a single line diagram in the electrical room · Train maintenance staff personnel to operate the system. · Perform routine maintenance on the equipment in ~.5~ electrical room · Remove the flammables stored in the main elecLr,~... & generator rooms · Initiate a comprehensive 'energy management plan' that would develop and ~-eview procedures for the: · Operation · Maintenance · Power quality · Disaster preparedness · System protection · Energy cost · Perform a live simulation of a power outage · Build an inventory of fuses, spare parts, and basic equipment. · Drawings should be updated to 'as-built' status. · The shunt trip system for the A/C in the computer room should be identified. · It is recommended that the breakers in the electrical room be identified with common names. City of Tustin C : Center Electrical System Audit 06/28/99 AUDIT REPORT AND RECOMMENDATIONS ELECTRICAL SYSTEM DRAWINGS The "Construction Set of Drawings dated 8/1/91" consisted of: E1 E2 E3 E4 E5 E6 E7 E8 E9 El0 Ell El2 El3 El4 El5 El6 El7 El8 Lighting Fixture Schedule and Symbol List Single Line Diagram Panel Schedules Panel Schedules Panel Schedules, Details, and General Notes Electrical Site Plan First Floor Lighting #1 Second Floor Lighting #1 ' First Floor Power #1 Second Floor Power #1 Electrical Roof Plan Bldg.#1 First Floor Lighting Plan Bldg. #2 First Floor Power Plan Bldg. #2 Parking Garage Electrical Plan Details, Panel Schedules . First Floor Communications and' Security Plan Bldg. #1 Second' Floor Communication and Security Plan Bldg. #1 Plan Notes and Details These drawing are in good order. They are the drawings that were used to construct the building. They do not include 'as-built' modifications that took place during the consmaction of the building or any modification or remodeling that has taken place since the original design. They do not reflect the increased use of computers and the addition of new appliances that have become very popular to office personnel. As an example, the walk-in freezer that holds critical blood evidence is not on the print. A set of as-built drawings will provide data to the engineers and planning staff on managing expansion projects and developing emergency plans for critical public services. It is recommended that a current one line diagram and operating procedure be developed and posted in the Main Electrical Room. This would provide valuable information to maintenance staff personnel during normal and emergency operating conditions. These procedures would outline how to operate the system under various conditions such as the resetting of a sub-main or what to check after the operation of the main breaker. A list of phone numbers is essential. This would be part of any emergency preparedness plan. City of Tustin '/ic Center Electrical SyStem Audit 06/28/99 LOAD ANALYSIS The electrical panels are operating within their rated capacities. There are no indications of heating problems in the panels. There is a concern about the dust and contaminates inside the panels and equipment that would prevent proper airflow inside the equipment or provide fuel for a fire. The condition of the Electrical Rooms contributes a great deal to the conditions inside the equipment. Regular cleaning should be planned. · The voltage levels at the distribution panels were in the middle of the utilization bandwidth. Maintenance personnel could not recall any voltage-associated calls or problems. All of the feeders and buses are operating within their rated capacities. Harmonics were high whenever non-linear loads were present such as computers and electronic ballast. As equipment is replaced and the addition of non-linear loads increases, it is recommended that a plan to monitor power quality levels and alleviate their effects be developed. The power quality issue should be incorporated into an annual review of the system included in an energy management plan. SYSTEM OPERATION Normal and emergency operating procedures should be :,eveloped with the consideration for the type of'equipment, the level of service, the skill level of the maintenanc~e staff, and the tools available. Personnel should be trained in the safe operation of the electrical equipment. It is recommended that an.operating plan be developed, deployed, and posted.. City of Tustin 'c Center Electrical System Audit O6/28/99 o. .-.] Y2K COMPLIANCE The only area where the loss of date and time at the mm of the millennium CY2K) would become an issue with the power system is within the emergency generator transfer switch and timing mechanism. Kohler, the generator manufacturer, has indicated that the millennium bug will not effect the generator or transfer switch. See the attached documentation from Kohler. It is recommended that the system undergo a live test prior to January 1, 2000. Testing should be performed on the emergency generation system under live conditions and simulated conditions '7 :' The commercial utility power system is ahead of schedule on being Y2K compliant with their 'mission critical systems' and plan on being completed in July of'99. It should be noted that other equipment and systems outside of the scope of this electrical system audit maybe subject to Y2K difficulties. A comprehensive check and test of critical systems would be prudent These would include but not be limited to: · SeCUrity systems · Communication systems · Alarm systems · Emergency medical equipment · Disaster plans ENERGY MANAGEMENT Limited billing history was available to establish historical highs, lows, and patterns but the copies of two power bills supplied were enough to gain a picture of the billing in relationship to weather and demand. The demand charge is $5.40 per month per kw of demand and during the summertime (from June 1 to October 1) there is an additional demand charge of $7.75 per kw of demand. Energy management is restricted from shifting operating hours and reducing the load due to public service obligations. · Reducing the demand is a means to lowering the cost for power. A time-of-use rate would not be appropriate because of the hours that the building is occupied and the need for public business during normal business hours when time-of-use rates are the highest City of Tustin ,ic Center Electrical System Audit 06/28/99 Reducing the 15-minute demand involves upgrading equipment or redesigning systems to take advantage of new technologies and more efficient equipment. Installing equipment that will coordinate the s .tarting and running of electrical loads can also provide a means of reducing the energy costs. It is recommended to study the loading characteristicS to determine if some of the following equipment would reduce consumption and demand. · Identify loads that can be interrupted for the period of the demand cycle (15 minutes) · Identify loads that can be cycled off and on to avoid exceeding the high demand limit · Replace light switches with motion sensitiVe type where appropriate High efficiency exits signs~ parking I°t lights, and a review of the heating and ventilation system. · Replace pieces of large equipment with several smaller ones. (especially air conditioning units) · Stock high efficiency replacement parts SYSTEM OPERATION It is recommended that an operating plan be develooed and posted in the electrical rooms. It is also recommended that the maintenance staff personnel be trained and equipped to operate the electrical system. The electrical room and the generator room need to be cleared of combustible materials and supplies stored in them. Items like spray cans, lubricants, cleaning agents should be removed. A key should be kept on site and available to maintenance staff personnel or the fire deparunent. City ofTustin C : Center Electrical System Audit 06/28/99 SYSTEMS STUDIES The loading patterns and equipment have changed from the original design but not enough to overload feeder Circuits or equipment. Here is a list of studies and evaluations that are normally performed on systems during the design stage and should be reviewed every 3 years or whenever major changes are contemplated on the system. · Protective Device Coordination Study- This analysis establishes setting and ratings for breakers, relays, and fuses to limit the damage and outage area effected by a fault to as small as possible. · Load flow- This study examines the ability of individual circuit ratings, plus power factor and voltage levels at various points in the system. · Short Circuit- This series of calculations identifies equipment rating adequacy and provide data for coordination. The two studies are normally done together. · Device Evaluation- This will determine whether the electrical equipment matches .with the actual service requirements. · Surge Protection - This sm. dy will determine whether surge arresting equipment is adequate to protect the system components from lightning and switching surges. POWER FACTOR CORRECTION Power factor correction is not warranted for cost savings, loading requirements, or voltage optimization.. The billing power factor hms in the 80% to 85% range. Power factor charges are only 0.47% of the total bill. The payback at the presefft tariff structure would be over 20 years to improve the power factor by 50%. This would be a saving of only $42 a month with a minimum initial cost of $10k for the upgrading of equipment and/or the installation of static capacitors to improve system power factor. TRANSFORMER EVALUATION There are two transformers on the distribution system: Transformer T-1 is a delta / wye connected 300kva dry type transformer. It shows no signs of abuse or overload. It has adequate ventilation to prevent overheating. The transformer losses are not significant and the savings from upgrading the transformer would not warrant the expenditure. City of Tustin ic Center Electrical System Audit 06/28/99 Transformer ET-1 is a delta / wye connected 225kva dry transformer. It shows no external sign of abuse or overload. 'It too has adequate ventilation to prevent overheating but it is located above transformer T-1 and heat from T-1 can place ET-1 in a higher ambient temperature. It is recommended to increase the frequency of inspections and maintenance on transformer ET-1. Ventilation would also be improved with a cleaner environment and forced ventilation in the electrical room. The ET-1 transformer connection traps any harmonic currents within it and prevents them from entering other parts of the system. This is beneficial to the system and the generator. The harmonic loading on the transformer should be a consideration for loading. EQUIPMENT UPGRADING As part of a periodic system review equipment upgrading should be considered because of the changes that evolve in rates, incentive programs, new appliance technology,, load, and changing work schedules. Another approach to energy efficiency is the continual upgrade of equipment as it is replaced. This involves making a plan to manage energy cost, identifying and stocking energy efficient replacement parts, and a continual education on new products on the market. This approach prevents the large capital outlay required for complete retrofit programs and allo~ costs to be managed. DIAGNOSTIC TESTING & SCHEDULED MAINTENANCE Thermographic scans can' detect potential problems by sensing heat from connections that are failing. A big advantage to thermographic scanning over torquing connections is that it can be accomplished while energized. A thermographic scan should be included as part of the maintenance program. ENVIRONMENTAL CONCERNS No Polychlorinated Biphenyl filled equipment was found. The two transformers are of the dry type. Consideration should be given to eneGo3, management programs and policies that would curtail the use of power and subsequently improve the environment 10 City of Tustin C : Center Electrical System Audit 06/28/99 CONSDERATIONS EMERGENCY GENERATOR CAPACITY: A review of the construction prints and field conditions indicates a revised figure for the connected load on the emergency generator of 230kva. The generator is rated at 250kva or 200kw ~ 80%power factor. The calculated 230kva does not allow for an estimated demand of 70% on the system. A 70% estimated demand would place the emergency load at 161kva on the generator. The 16Ikva will allow it to start and run easier and more economical. Unlike the connected load which is the sum of all of the loads on the system, the estimated demand load can vary according to the time of day, weather, day of the week and flow long the'power has been interrupted. Estimated demand is the loading level that the system is expected to operate at because of various conditions. An example would be a sump pump in the garage. If it is not raining then the sump pump would not operate. The sump pump would not effect the estimated load on a dry day but is always calculated into the connected load. The connected load would be the maximum load that the generator would be required to carry. Additional priority loads could be operated from the emergency generator system by utilizing loading factors, and supervised load cycling. These are methods of manually or automatically cycling the major appliances and equipment to prevent them from operating at the same time. These 'plans should be developed prior to any anticipated need. . SOME AREAS OF CONCERN: The seven refrigerators on the North wall in the evidence room are on the emergency system but the one freeZer that is on the East wall in the evidence, storage room is not on the emergency system. There are some options. · Move the unit to the North wall and plug it into the outlet with the other freezers. · Leave the unit where' it is and nm an extension cord during prolonged out2ges. · Verify if the 8~ refrigerator unit is necessary. It maybe poss~le to move the contents of the freezer and unplug it because a new walk-in unit has been added. 11 City of Tustin ,4c Center Electrical System Audit 06/28/99 The walk-in freezer is not on the emergency electrical system and would loose power if an outage occurred on the commercial power grid. It is served from Panel 'P9'. Here are possible solutions to operating the freezer and preserving critical blood evidence: · Verify if it is possible to move the evidence to another location or to the smaller freezers. · Move the electrical supply for the unit to the emergency system · Permanent basis · Temporary basis (3 phase 120/208 volts plugs andcords) · Provide a small portable generator to provide temporary service. Consult the manufacturer of the freezer about the defrosting time window. In an effort to be prepared in an. emergency, it would be prudent to perform a live simulation of a commercial power interruption. · Load on the generator · Voltage levels at various points · Power factor · Fuel consumption · Battery condition · Verify at what level and how long critical public services will remain operational .· Develop and practice an emergency plan testing equipment and training personnel. · Verify UPS systems There is a need for a comprehensive energy management plan that would provide both short term and long term plans for the operation, care, and cost controls of the electrical system. · Parts inventory or availability · System capacity · Operating instructions and .training · Annual maintenance / testing / cleaning · Energy management · Load evaluation · Power quality · System study updates 12. City of Tustin ( ~c Center Electrical System Audit 06/28/99 '-2 -".i :.] ESTIMATES PRICE ESTIMATES- Activity 1. Provide a single line. diagram in the electrical room 2. Train maintenance staff personnel to operate the system. 3. Perform maintenance.on the equipment in the electrical room . · Remove the flammables stored in the Main Electrical & Generator Rooms 5. Initiate a comprehensive 'energy management plan' that would develop and review procedures for the:- · Operation · Maintenance · Power quality · Disaster preparedness · System protection · Energy cost' 6. Perform a live simulation of a power outage 7. Build an inventory of fuses, spare parts, and basic equipment. 8. Drawings updated to 'as-built' stares. 9. Tag and label the shunt trip system for the A/C in the computer room. 10. It is recommended that the breakers in the electrical room be identified with common names. 11. Complete Price Cost $12,700 13 March 30, ~, 998 #98-16 To: Ail Kohler ~Jales Managers and Service Manager~: Subject: YEAR 2000 COMPLIANCF The following products aM year 2000 compliant and will not be adver~e/y atoned when the year changes from 1999 to 2000. Alt funcb'ons will operafe properly. Transfer Swifche~ Generator Set Cont~ller~ There ara no other products Hat am date dependent. M340, M340+ Decision Maker 340 $ince~ly, P.'~duct Manag~,.-~ctrical Component~ Generator Division EXHIBIT B Cc,~, SENT CALENDAR-AGENDA ~ ~ ..~M # 4 EXECUTIVE COMMITTEE MEETING July 22, 1999 TO: FROM: SUBJECT: Executive Committee, Orange County Fire Authority Hugh Wood Assistant Chief, Technical Services Department Year 2000 Plan Update Summary_: This item is submitted as an update on the Year 2000 Plan. Recommendation: Receive and file report. Background: 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 so that solutions can be put in place before January 1, 2000. The following are key updates for this month: . OCFA continues to test the electronics of its fire engines and trucks for Y2k compliance as they are schedule for normal maintenance. This procedure is in addition to receiving written confirmation fi-om Detroit Diesel, which manufactures the electronics, on their Y2K readiness as well as a hard copy of their testing plan and results. . The Finance/HR System upgrade is now in its final stages of implementation and expected to be completed by the end of July. This upgrade was recently accelerated due to Y2k problems encountered in transitioning to the new fiscal year 99/00, beginning July 1, 1999. The back- up system is installed with upgrades to UNIX, ORACLE, and Forms. The actual SCT Banner Software was upgraded in late May and has been released to Finance for testing. Once testing is completed, the databases will be synchronized and production will be rolled to the back-up system. The process will then be repeated on the old production system so both systems will be at the same version. Consent Calendar-Agenda Item ~. Executive Committee Meeting July 22,1999 Page -2 . The Steering Committee and Working Team continues to meet, weekly on the replacement of OCFA's Incident Reporting System (OCFIRS), Training Records System (TRS), and Emergency Medical System (EMS). A scope of work was developed and a formal RFP was issued with a closing date of June 10, 1999. Responsible bidders have been evaluated and a recommended vendor has been identified. Approval to negotiate a contract is submitted within another agenda item of this meeting. In addition, a contingency plan is under development to upgrade current systems should the new system not be available by 1/1/2000. 4. OCFA's Internet Webpage continues to be updated every month with our status and provides links to other internet Y2K sites. . An Authority-wide contingency plan is being developed which will cover Y2K related emergencies which may impact operations demand and external resources. A draft of this plan will be submitted to Executive Management in July for their review. A report of this plan will be submitted to the Executive Committee in August. Fiscal Impact: Capital Improvement Plan includes budgeted systems and equipment upgrades and replacements. Staff Contact for Further Information: Roger Stites, Manager Information Systems (714) 744-0491 Attachments: Year 2000 Plan, JulY 12, 1999 Update Year 2000 Computer Systems and Equipment Inventory EXHIBIT C MAG~ O01/~ HightFAX June 15, 1999 REL, EIVFr COMMUNF¥' DEi/EL¢ :., Z i II liS.. Departt of Justice office of lUaticc ..... rlf' 0531 ACal R~CEIvED JOlv .~ 2' 1999 '~DMINISTRATiON The President's Council on Year 2000 Conversion believes that individual people throughout thc country need to have opportunities to meet with local oflSciaJs to learn first-hand what effects, if any, they might reasonably ant/cipatc from thc Year 2000 problem. Such dialogs can go far to dispel z~mors and communica~ facts. Sincerely, tralion Attachments Acco~inSly, the Council created a "toolkit" for local authozities to usc in conducting such dialogs, th~ the Council is calling "Community Conversations''. The attached press release and question-answer sheet give the information about how thc toolkit can bc obt=incd and used. Wc cucourage you to con,ldcr using it in your community interactions during thc re. rv~inlng months' of 1999. .i J Press Re. lease {202}~5~-?171 . PAX(20'2~456-7172 ON YEAR 2000 CONVERSION For Immediate Release Contact: Jack Gr~ben May 24, 1999 (202) 456.7010 WILL YOUR COMMUNITY BE READY FOR Tf~ YEAR 2000? Cotmcal Promotea "Y2K Conunnnity Conversations" To Help Serv/c~ Providers, Citizens Prepare at the Local Level for the Century Date Change Strcssiag thc importance ofprcpadng at thc local lcwl for thc tr_~.~itiaa to thc Year 2000 (Y2K), thc President's Council on Ycar 2000 Conwrsion today launchcd a nation.wide c~mpaign tn promote "Y2K Comm-nity Conversations" about rcadineas for th~ century datc change. With a free toolkit and cvcnts held throughout thc summer, thc Council-lcd'c=mpaignwill support and cncouragc tl~ efforts of govcmmcnt officials, business lcadcm, and intercstcd citiz~.~ to meet thc Y2K challeagc in communities acros~ thc country and to sharc i~formntion about thc'ir progress. Y2IC. Comm,,-ity Conversations, which build on discuss/ohs already being held in some axe. as, give people an opportunity to hear from kcy scrv/cc.pro.vide~on the status of efforts to preparc computcrs for thc datc change and the work th~ remains tn bc aon~. inc gn,he..rin.gs also enable local citizens to raise conccrns they may havc about th'c Y2K problem and work with service providers to idcntify areas where additional _community preparation and plan~ing arc nccdcd. "Our grcat~st domestic risks for Ycar 2000-related failurcs arc at the local level," said Council Chair John A. Koskine~- From power and phonc cornp=,~;cs to banks and water u~i. tics, Am~c~,n,.w...ant to know how thc important local scrviccs upon w~ch _they rcly..may bc .aJ~c. ctca by, co.m.~utcrs: ab .mty,~ proccss tl~ century datc cb=-gc. Y2_K .Co. mm,--ty .co.nv.crsauons..can nc~p ?opic o~ ~rogrcss that has been r~,~_,., what the ris~ arc, aha what prccauuons may o~ appr0Pnste tn agnt those risks." Advisors Group to cncouragc local public officials and scrvicc proviacrs m icao or pamczpax convcrsatioas withi~ thcir own co_mm~mltics. Senior Advisors Group org_=~izntions ~ thc American B_~=~ccrs Association, thc Arncrican Hospital Association, and the North Amer/can Electric Reliability Council bare announced thC/r support for thc c~m?aign and ~ as.ld~_g their ,m~. crs.t0.play, an..ac~/.'vc role in inf~g citizcns about local Y2K readiness. Thc National Ciovcmors Assoc~auon, mc u.~. Confcrcncc of Mayors, thc National I.cague of Cities and other members of thc Council's Sta~ and Local Oovcmmcnt World~g Group havc also announced support for thc campai~o~- Y2K Cor~rm~ity Ccravcrsations for thc summer ha-cc alrcady been scheduled for the following comr--~iti~: Hartford, Con~ecticu~ C-r¢ca Bay, Wiscons/n; Frankfort, Kentucky; Columbus, Ohio; Salt La~ City, Utah; Austin, Tcxas; Hot Springs, Ar~a~.~as; I4~mpton l~ads at-ca, Virginia; x-lncoln, Nebraska; ~nd Dca Moines, Iowa. Pla~ are also underway for convcrsations in St. Louis, lv~souri and Chicago, Illinois. "In marry communities, scrvicc providcrs havc been workiz~g hard to keep citizens i~fozznccl of their progrcss ~rl thc work that remain," said l~_o, vi~c-n. "Wc hope ,~i., campaign will sul~port their cff'orta and encourage others to start talldng about thc Y2K ta'oblcm with their customers and constitucats, which in somc commuaitics vAll iacrcasc thc level of effort being devoted to meeting thc Y2K cb nll cage." 1 o.t"2 614.199 11:55 .,~' L~.O-Ud~ 6/16/99 11'35 PAGE 003/4 RightFA× · h~/w~v.~go-~aew/052¢?RASA~n Koskinen added, "Our goal is not to cheerlcad or create a false se=sc of security. Our §oal/s for ~part/cipants to share factual infmxnatian about what's been done, what rcnaMn.~ to bc doxae, and what difional actions a commun/ty should take as a r~ult" To help local leaders arganizc and promote events focused on local Year 2000 efforts,.the Council is making available a free "Y2K Comrnu-ity Conversations" toolkit: The toolkit · a gu/dcbook for putting together a mcct/ng from start to fin{~h- with suggestions for agendas, selcct/ug formats and participants, promoting thc meeting, and follow-up; · frequently asked questions about the Y2K problem; · a videntapc with/ntroductory remarks from President Clinton; and · a Y2K Community Conversations poster and other promotional ~s. Copies of the toolkit can be ordered though the Council's frcc inform~tlon line 1-Sg~-USA-4-Y2K (1=g88-872-4925). Local leadezs can also call thc information linc with questions about how to organiz~ and lrramote Y2K conversations/n their co ~,~ties. A text version of the guidebook is available an the Coundl's web sit~ at www.¥2k~gov_. ' The Pr~i8--ne-s Council on Year 2000 Conversion, established on Feb. 4, 1998, by Executive Order 13073, is respons~le ,for coorcl{nating the F~deral Oovernment'_s efforts to address .~e Ye~ 2000,, problem. Thc Council s more than 30 memb~ agencies ar.c wor~.'.n~ to pr. omo.re acttan on ?.e proomm and to offer support to public and.private sector organizati ~ons wiih,n the~_r policy ~_e~_. %?.t the__.. Council via the Interact at www.y2.~gov. For consumer infom~tion on the Year 2000 proo;cm, can me Council's f:rcc infat'mation linc at I-$SS-USA~Y2K.. · 2of2 6/4/~9 11:55 Community Conversations "We n~cd evcxy srat~ and local §ovcnnncnt. cvcry bus. ss. large ami ~11~ to work with us to make s~c that [thc] Y2K con~utcr Bug wffi be ~~'~d a~ thc last hcadachc of thc 20th century, not thc 'first crises of thc - President Bill Clinton 1999 State of the Union Address What are "Y2K Community Conversations"? Y2K Cor~m,mity Conx~rsations are'meetings that will inform Amaricaas about the steps that busincsscs and governments are ta_king at the local level to ensure their comm]mkies will be ready for the Year 2000 tran.~ition- ' At these meetings, citizens will hear from represeatatives of major local sez-~rice providers such as bank% power and telephone companies, water authorities, and government agencies, as well as large employers aad other organizations. 3mexican-, want to know what they can expect on and after lanuary 1, 2000 from the iastit~ons upon which they depend. Community Conversations provide a structured foI~m for organizations to des¢ffoe their own Year 2000 read{ness efforts, address Y2K concerns of customers and constituents, and collaborate with business, partners on contingency plan-ing. What can I do ? Lead or be part of a Comm,,nlty Conversation in your town. It's simple. 'The President's Council on Year 200.0 Conversion has created a us er-friendlY "Community Conversations Toolldf' to get you starred. The molkk offers impoxiant information compiled by the Year 2000 Council that will help you build a framework for the discussion, address frequently asked questions, and learn from the experiences of other commu-ities addressing the Y2K problem. Where do I get more information ? To learn more about how you can support Cornmtln{ty Conversations in your local area, call 1-S88=USA-4-Y2K or visit www.y~-kgov.