HomeMy WebLinkAboutAgenda - 11-13-2012 - 2 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 13, 2012
Action Agenda
Item No. 2
SUBJECT: Proposed Revisions to Energy, Water and Fuel Conservation Policies
DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y/N) No
(AMS), Department of
Environment, Agriculture,
Parks and Recreation
(DEAPR)
ATTACHMENT(S): INFORMATION CONTACT:
A) 2005 Energy, Water, and Fuel Wayne Fenton, AMS, (919) 245-2628
Conservation Policies - Redline Jeff Thompson, AMS, (919) 245-2658
B) Proposed 2012 Utility and Fuel David Stancil, DEAPR, (919) 245-2522
Conservation Policies - Clean
C) Presentation for Work Session
PURPOSE: To receive and provide comments on proposed revisions to the 2005 Energy,
Water and Fuel Conservation Policies.
BACKGROUND: The Board adopted Energy, Water and Fuel Conservation Policies in 2005 in
support of the "Environmental Responsibility in County Government" goal also adopted at the
December 5, 2005 Board meeting.
FINANCIAL IMPACT: There are no financial impacts directly associated with receiving and
providing comments on proposed revisions to the 2005 Energy, Water and Fuel Conservation
Policies. Sustainable environmental practices and reduced energy, water and fuel use results
in avoided costs for utilities and fuels, as well as the less obvious benefits of resource
conservation, higher air and water quality, and less greenhouse gas emissions.
RECOMMENDATION(S): The Manager recommends that the Board receive and provide
comments on proposed revisions to the 2005 Energy, Water and Fuel Conservation Policies.
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Attachment A
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Utility Reduction and Conservation Policy for County Facilities Deleted:Energy
A. General
Orange County's"Environmental Responsibility in County Government"goal includes
the objective: "Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal,the County has adopted this
Utility Reduction and Conservation Policy for County Facilities. Deleted:Energy
Utility_costs for electricit , natural as propane and fuel oil and water for CountyDeleted:Energy
facilities is a significant County cost. Beyond this, energy and water consumption has
significant environmental impacts, including direct local impacts. As a result, it is both
necessary and beneficial for the County to adopt a policy of energy and water
reduction,conservation and efficiency.
Vehicle fuel conservation ig,addressed in a separate policy Deleted:Water conservation and v
Deleted:will be
B. Purpose Deleted:ies.
The purpose of this policy is to reduce the County government's energy and water
consumption, wherever possible, and improve,efficiency for that energy and water that Deleted:energy
must be used throughout Orange County government buildings, consistent with the
need for safe and secure County facilities.
C. Policy Goals
The policy addresses both short and long term goals.
1. Short Term (One to Two Years)
• Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's energy
and water use and conserve energy and water.
• Manage energy and water_consumption to minimize use to the greatest extent Deleted:other utility
possible while maintaining safe and acceptable work conditions.
• Achieve a reduction in average energy and water consumption per square foot
annually.
2. Long Term (Three Years or More)
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• Incorporate energy and water conservation and efficiency systems,techniques
and design in all major renovations, system replacements and new construction.
• Support change to State utility budgeting and public utility commission policy that
fosters monetary incentives to make energy and water conservation and efficiency
efforts economically attractive and streamline program justification requirements
so that projects can be executed within a timely interval and savings quickly
realized.
D. Scope
1. Facilities
This policy applies to County owned and leased buildings,whether occupied by the
County,the courts or other agencies.
2. Equipment
This policy applies to County owned or leased equipment, including computer
equipment.
Deleted: Conservation Task Group
3. Energy and Water Sources Deleted:Manager appoints an
Deleted:Task
This policy applies to use of electricity, natural gas, propane and fuel oil and to Deleted:Group
water from municipal sources and wells. Deleted:that includes the:
Deleted:<#,County Manager¶
E. Responsibilities <#,One County Commissioner
<#>Assistant County Managers¶
<#>Chief Information Officer¶
1. Energy,Water and Fuel_Conservation Management Team <#>CooperativeExtension Director 1l
<#,County Engineer¶
<#>Energy Conservation Manager¶
The�Energy.Water and Fuel Conservation Management_Ig2m <#>Environment and Resource Conservation
Director¶
<#>Personnel Director¶
<#>Public Works Direclo
• ncludes staff from: , <#>Purchasing and Central Services Director¶
1. Asset Management Services Department(AMS) Formatted:Indent:Left: 0.75', No bullets or
numbering
2. Department of Environment, Agriculture, Parks and Recreation (DEAPR) Formatted
Provides direction, counsel and oversight as to implementation of the Energy and Deleted:Others as appointed by the Manager.
Water Conservation Policy. As necessary, the Conservation Management Team Formatted:Indent:Left: 0.75', No bullets or
numbering
addresses questions of policy interpretation and adherence. Deleted:The Task Group
2. Asset Management Services Department Deleted:p
Deleted:Task
Deleted:Group
Deleted:Energy Conservation Manage
4
Attachment A
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Effective: January 1,201 Deleted:06
The,,Asset Management Services Department provides leadership, anal si Deleted:Manager appoints an Energy
monitoring, and communication support Conservation Manager
g. pport to the energy conservation
initiative. Among other things, the Asset Management Services De artment: Deleted: who
• Coordinates development and implementation of the County's annual ener and Deleted:tical
water conservation action plan including associated costs for inclusion in the Deleted:Energy Conservation Manager
annual budget process. Deleted:¶
• Tracks and assesses the County's energy conservation performance and
progress, including building data collection and analytical tools.
• Working through the departments involved, identifies and appoints a volunteer
"Building Energy and Water Representative"for each County facility.
• Conducts spot check energy audits after normal business hours to assess the
County's adherence to policies and standards. r
'---1 Formatted:Indent:Left: 0.64", No bullets or
3. The Asset Management Services Department is responsible for:
• Up fitting as authorized and maintaining County facilities in accordance with the
requirements of this policy, including installation of energy and water conserving
equipment and verification of correct equipment settings and operation.
• Identifying situations above and bevond those envisioned in this policy that may Formatted:Indent:Left: 0.5",Hanging:
require individual analysis and action to provide a comfortable,functional work Tab a Br: 0.7+Level:n+Aligned at: 0.5"+
Tab after: 0.75"+Indent at: 0.75",Tab
environment. stops: 0.63",List tab+Not at 0.64"+ 0.75"
4. Building Energy and Water Representatives
The appointed volunteer Building Energy and Water Representatives serve as:
• A resource to building occupants about policies and responsibilities. Deleted:Energy Conservation Manager
Deleted:the Conservation Manager
• "Energy conservation champions"to support awareness of energy and water Deleted:<#>Public Works Department.
conservation and goal achievement. The Public Works Department is responsible
for:.
• Field representatives to the Asset Manaclement Services Department, observin <#>Up fitting as authorized and maintaining
and reporting to AMS on buildin conformit durin normal business hours with Cquirements oftns policanceuding installation
energy and water conservation standards such as those for heating and air of energy conservation equipment and
verification of correct equipment settings and
conditioning thermostat settings. operation.
Identifying situations above and beyond those
envisioned in this policy that may require
5. Department Heads individual analysis and action to provide a
comfortable,functional work environment..
Formatted:Indent:Left: 0.63", No bullets or
numbering
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Department heads are responsible for:
• Communicating the County's energy and water conservation goals and policies to
staff, providing guidance and promoting adherence.
• Working with the Asset Management Services_Departmentlo identify energy and Deleted:Public Works
water reduction techniques or systems that can be implemented without affecting Deleted: and
service delivery to the department's customers as well as bringing to their Deleted:Energy Conservation Manager
attention any areas that require further action to address.
6. Employees
County employees are responsible for:
• Becoming knowledgeable about the County's energy and water conservation
policies and initiatives and complying with these policies.
• Advising their supervisor of any circumstance that prevents adherence to the
County's policies.
• Bringing forward ideas and suggestions for energy and water conservation and
efficiency that may not have been identified to them.
F. Energy and Water Conservation Action Plan
1. TheConservation Management Team,/asset Management Services Department Deleted: Energy Conservation Manager,in
and others involved,,coordinates the development of an annual"Energy and Water conjunction with the Energy
Conservation Action Plan." Deleted:Task
Deleted:Group
2. This annual plan identifies specific actions to be implemented, proposed or Deleted:Public Works
estimated time lines,and responsibilities for implementation.
3. The action plan is submitted to the Board of County Commissioners for review and
approval,,as part of the annual budget process. Deleted:in coordination with
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance, during the annual"Update and Scorecard Results"
report, Deleted:budget process.
G. Reporting, Benchmarking and Performance Measurement
Reporting Formatted:Indent:Left: 0.5", No bullets or
numbering,Tab stops: 0.5",Left+Not at
. 0.64"
Deleted:In conjunction with t
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Attachment A
Orange County Deleted: Page 1 of 10
Effective: January 1, 20 Deleted:06
1. The.Asset Management Services Pepartment Deleted:Public works
Deleted:d
• nsures information for all billing periods for each energy and water utilit Deleted:,the Energy Conservation Manager
(electricity, natural gas,fuel oil and propane gas) is accurately recorded each Deleted:Obtains
month nd assesses ro ress, b buildin and/or de artment where feasible as Deleted:to provide reports on a
well as for the County as a whole, in reducing energy and water demand. This monthly/quarterly and annual basis
includes analysis of the information and assessment of trends and identification of Deleted:ing
billing errors.
• Presents reports to department heads and the County Manager to aid in
determining if conservation efforts are meeting goals or additional efforts are
required.
•_Leads development and delivery of the annual reports to the Board of County Deleted:Presents
Commissioners to advise them of progress in conserving energy and water.
2. Benchmarking/Performance Measurement
The Conservation Management Team uses reporting information to benchmark and Deleted:Energy Conservation Manager
measure performance:
• From year-to-year(aggregate and by individual building)adjusted for heat and
cooling degree days, nd nd any other significant factors in keeping with Deleted:humidity levels,
accepted industry practices, and Deleted:the like
• Compared to results for organizations located in similar geographic areas.
H. Energy Use Standards
1. General
The intent of the energy and water conservation policy and program is to achieve
reductions in energy and water consumption while maintaining reasonable comfort
levels for building occupants.
Initial temperature set points were based upon ASHRAE comfort chart for 50
percent relative humidity, and employees at light work.
2. Heating and Air Conditioning Standards
Except as otherwise noted,temperature set points are based on the standards
(Attachment)of the American Society of Heating, Refrigeration and Air Conditioning
Engineers(ASHRAE)and are as follows:
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Cooling Season Set Points 75° F—78° F
Heating Season Set Points 68°F—72° F
Occupied air conditioning temperature settings are not set below 75 degrees and
heating settings are not set above 72 degrees, except for operations which require
other settings based on function such as Health Department examination rooms,
medical laboratories, computer equipment rooms, library stacks, recreation rooms,
animal quarters or the like.
3. Use of Windows
Windows are to be kept closed, unless specifically authorized such as when the
HVAC system is disengaged, because open windows throw the HVAC system off
balance, and interfere with providing uniform heating or cooling in large buildings.
4. Auxiliary Heating and Cooling Sources
Personal portable space heaters are not allowed because of their excessive energy
consumption,fire code and safety issues. If a room is not consistently within the
heating/air conditioning set-point range,Asset Management should be notified Deleted:Public Works
through the established work order system so that the problem can be addressed.
If building conditions are such that acceptable temperatures cannot be achieved by
the HVAC system,.Asset Management Services takes necessary measures to Deleted:Public works
resolve/rectify. If auxiliary heating or fans are required„/asset Management Deleted:
Services will provide these. Deleted:Public Works
5. Night,Weekend and Holiday Temperature Set-backs
The heating temperatures are set to 60 degrees for all buildings for periods when
buildings are not normally occupied. The air conditioning temperatures are set to
80 degrees when buildings are not normally occupied. Normal occupancy for most
buildings is from 7:30 a.m. to 6:00 p.m. This means that from 7:30 a.m., until 6:00
p.m., the temperature will be within the set points defined in Item H2 above.
Note: Exceptions to the set backs are made for those functions that must remain
operational during these periods such as for night meetings, Emergency
Management and the Jail. Also some buildings have unique requirements for Deleted: or
longer start up times to reach heating or cooling set points.
If a building has complete digital control, and individual zone or office temperature
control, occupants will be able to override the schedule to provide heating/cooling
for their office at any time,for a limited period(typically two hour intervals).
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I. Lighting Policy
1. Office and conference room lights are to be turned off whenever rooms are likely to
be unoccupied for more than 15 minutes.
2. Each department or agency shall assign an employee to turn off common area
lighting other than corridor lights at the end of the business day. Lights are to be
turned off even if it is anticipated that cleaning_staff will soon be in the area. Deleted:custodial
3. Cleaning,staff are responsible for turning on lights on an"as needed"basis while Deleted:Custodial
working;that is,turning on lights only while an office or room is being cleaned, and
turning lights off as soon as cleaning has been completed. Cleaning_staff turns off Deleted:Custodial
corridor and related lighting prior to leaving the building at the completion of
cleaning.
4. Parking lot lights and streetlights located near buildings are typically owned by
power companies such as Duke Enemy_and are controlled by photocells or timers. Deletes:Polder
Costs for this lighting are on a flat rate basis,and turning them off does not result in
cost savings regardless of usage.
5. Athletic Field lights are to be operated only as needed. They should not be in
operation during daylight hours. Lights generally will not be operated on
weekends, except for special events.
J. Refrigerators, Microwaves,and Similar Devices
As a longer-term goal, the County will assess the use of refrigerators, microwaves and
similar devices and possible replacement of less energy efficient equipment with more
energy efficient equipment and approaches.
K. Computer Equipment
The Chief Information Officer assesses energy consumption of personal computers,
printers and related devices and recommends to the County Manager guidelines for
turning on or off and setting the"sleep" modes that reflect the technology in place. The
County Manager issues guidelines for such equipment that apply to all County
departments. 8s experience is gained this will be issued as policy. Deleted:Later
L. Water Use Standards
General Formatted:Indent:Left: 0.5, No bullets or
numbering
The intent of the Energy and Water conservation policy and program is to achieve
g
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reductions in water consumption while maintaining reasonable comfort levels for
building occupants.
1. Waterless or low-flow fixtures are used for any replacement fixtures unless Formatted:Numbered+Level:1+
technically impractical. Numbering Style:1,2,3,...+Start at:1+
Alignment:Left+Aligned at: 0.25"+Tab
after: 0.5"+Indent at: 0.5"
2. The County gives preference to drought-tolerant plants when new or replacement 4 Formatted:Numbered+Level:1+
plants and/or trees are required for landscaping. Large areas of grass are avoided Numbering Style:1,2,3,...+Start at:1+
in favor of alternative plantings and landscaping techniques whenever possible Alignment:Left+Aligned at: 0.25"+Tab
after; 0.5"+Indent at: 0.5"
3. Irrigation is limited to critical needs to support survival of plants and if allowed by - Formatted:Numbered+Level:1+
local watering restrictions. Permanently installed irrigation systems are preferred to Numbering Style:1,2,3,...+Start at:1+
provide most efficient distribution Of water. Alignment:Left+Aligned at: 0.25"+Tab
after: 0.5"+Indent at: 0.5"
4. Vehicle washing is performed only as permitted by local watering restrictions If
performed, it is done only with water conserving spraying devices rather than an
open garden hose. Rain collection for vehicle washing is pursued as feasible
ITV Programs Deleted:L
To support the Energy and Water Conservation Policy and initiative,the County
implements a variety of programs including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need for energy and water conservation. This includes such activities as
distribution of this Energy and Water Conservation Policy, reminders via pamphlets,
e-mails, Orange Alive, coverage in new employee orientation, and opportunities at
employee events to reinforce the conservation ethic.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
County employees,and other building occupants. These may include building_
versu%,building contests, department:,versus:;department contests,financial Deleted:
incentives, preferred parking and the like. Deleted:
Deleted:
3. Preventive Maintenance Deleted.
Preventive Maintenance procedures are used to obtain optimal
Energy, and Water-efficient operation of equipment, systems and devices.
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4. Repairs
Repairs/replacement of equipment take into consideration the most cost
effective solution over the life of the repair/equipment. Considerations shall include
future maintainability, improved operation, improvements to energy or water
efficiency, requirement for additional or reduced Preventive Maintenance, and the
like.
5. Energy Efficiency Retrofits
The County bases energy efficiency retrofitting project priorities upon the availability
of capital improvements plan funds and maintenance needs such as the condition of
existing,equipment. The County develops and maintains a priority list of retrofit Deleted:the
needs.
i
6. Renovations
Renovations to County facilities, whether major or minor, are to meet standards for
energy,and water-efficient equipment and design.
7. New Construction
New construction is required to follow energy and water efficient standards as set
forth by the Guidelines for Sustainable Public Facility Design and Development.
Life-cycle cost analyses are required, and energy and water efficient designs,
including Passive and Active Solar systems, natural lighting, cogeneration and
thermal storage, among others are consideredjand evaluated. Deleted:as feasible
8. Equipment Selection
The selection of all equipment procured for Orange County,to include computer
equipment, printers, copy machines, equipment, refrigerators, and so forth is to
consider carefully the anticipated energy use and available energy saving devices.
9. Automation
With the direction and leadership of the Energy Management Team each County Deleted:Task
department pursues automation solutions, as feasible,to replace travel-intensive, Deleted:Group
paper-intensive or other energy consuming activities.
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Attachment
From American Society of Heating, Refrigeration
and Air Conditioning Engineers (ASHRAE) Standards
1. Thermal comfort is that condition of mind that expresses satisfaction with the
thermal environment. There are large variations, both physiologically and
psychologically, from person to person,which makes it difficult to satisfy
everybody in a space. The environmental conditions required for comfort are not
the same for everyone. However, extensive laboratory and field data have been
collected that provide the necessary statistical data to define conditions that a
specified percentage of occupants will find thermally comfortable. , Deleted:http:/findustdes.bnet.com/whitep.perl
2. This standard specifies the combinations of indoor space environment and nt&docid=114190
personal factors that will produce thermal environmental conditions acceptable
to 80% or more of the occupants within a space. The environmental factors
addressed are temperature, thermal radiation, humidity, and air speed;the
personal factors are those of activity and clothing.
http://www.constructionbook.com/xo/ASP/Productl D.3695/id.402/subi D.636/ax/def
ault2.htm
3. ASHRAE Standard 55-1992 Thermal Environmental Conditions for Human Occupancy,
recommends the following acceptable temperature ranges at relative humidity(RH) of
50% and air speed less than 0.15 m/sec. (30 fpm).
Acceptable Temperatures
Season F— Clothing Temperature
Winter Heavy slacks, long sleeve shirt 20-23.5°C
and/or sweater I (68-75°F)
Summer Light slacks and short sleeve 23-26°C
shirt � (73-79°F)
http://www.r-cohs.ca/oshanswers/phys agents/hot cold.html
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Vehicle Fuel Conservation Policy
A. General
Orange County's"Environmental Responsibility in County Government" goal includes
the objective: "Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal, the County has adopted
this Vehicle Fuel Conservation Policy.
Costs for gasoline and diesel fuel for County vehicles and motorized equipment are
significant. Beyond this,fuel consumption for vehicles and motorized equipment has
significant environmental impacts. As a result, it is both necessary and beneficial for
the County to adopt a policy of fuel conservation and efficiency.
.Energy and water conservation for County buildings are addressed in 2-separate Deleted:Water conservation and e
policy/ Deleted:ies
B. Purpose
The purpose of this policy is to reduce the County government's vehicle fuel
consumption,wherever possible; improve fuel efficiency; and maximize the use of
alternative fuels for that fuel that must be used to operate Orange County vehicles and
motorized equipment, consistent with the need for safe, and reliable County vehicles
and motorized equipment.
C. Policy Goals
1. Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's vehicle
fuel use and conserve fuel.
2. Manage vehicle and motorized equipment fuel consumption to minimize use to the
greatest extent possible while maintaining safe and reliable vehicles and motorized
equipment.
3. Provide for the use of alternative fuel (which may include compressed natural gas,
bio-diesel, hybrid gas/electric, or the like)vehicles and motorized equipment, unless
service needs cannot be met with an alternative fuel vehicle or motorized equipment
—as determined by the County Manager.
4. Purchase vehicles and motorized equipment that meet service delivery needs with
the greatest fuel efficiency possible whether alternative or traditional fuel.
5. Achieve a reduction in average fuel consumption per mile annually for vehicles and
per hour of operation for motorized equipment.
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6. Support change to State agency policies that fosters monetary incentives to make
fuel efficiency and alternative fuel efforts economically attractive and to streamline
program justification requirements so that projects can be executed within a timely
interval, and savings quickly realized.
D. Scope
This policy applies to all County owned and leased vehicles and motorized equipment
and the operators of these vehicles and equipment.
E. Responsibilities
1. Energy Water and Fuel Conservation Management Team, Deleted:Task Group
.The Energy,Water and Fuel Conservation Management Team("Management Deleted:As provided in the County's Energy
Team" provides direction, counsel and oversight as to implementation of the Conservation Policy,the Manager appoints an
Vehicle Fuel Conservation Policy. As necessary,the Management Team, Deleted:Task
addresses questions of policy interpretation and adherence. Deleted:Group.
Deleted:The Task Group
2. Finance and Administrative_Services Director Deleted:Task Group
Deleted:Purchasing and Central
TheFinance and Administrative Services Director manages the vehicle acquisition Deleted:Purchasing and Central
or replacement process as provided in this policy.
3. County Manager
The County Manager's advance approval is required for purchase of any new or
replacement vehicle or motorized equipment.
4. Asset Management Services Department Deleted:Public Works
The.Asset Management Services Department is responsible for: Deleted:Public Works
• Performing preventive and corrective maintenance for County vehicles and
motorized equipment to ensure maximum fuel efficiency is achieved.
• Preparing the annual vehicle replacement report as part of the annual budget
process.
5. Department Heads
Department Heads are responsible for:
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• Communicating the County's fuel conservation goals and policies to staff,
providing guidance and promoting adherence.
• The assignment of departmental vehicles to departmental staff.
• For vehicles not assigned to a single individual, designating one operator and one
backup operator to monitor use and schedule preventive maintenance service as
needed.
• Communicating and justifying any request for new and replacement vehicles and
motorized equipment as part of the annual budget process.
• Monitoring employee conformance with requirements for vehicle and motorized
equipment maintenance, including scheduling of preventive maintenance service.
6. Employees
Employees who operate County vehicles and motorized equipment are responsible
for ensuring that:
• Tire and fluid inspections for vehicles are performed(by self, or by Motor Pool
staff)according to published directions from the Asset Management Services Deleted:Public Works
Department.
• The assigned vehicle is scheduled and delivered to Asset Management Services Deleted:Public Works
for preventive maintenance service within time and/or mileage intervals identified
by Asset Management Services, Deleted:Public Works
• Corrective maintenance is scheduled with Asset Management Services as soon Deleted:Public Works
as possible when a problem with the vehicle is encountered or identified.
• Vehicles are operated according to all applicable laws and rules of the road.
This increases fuel conservation and safety.
• Fuel for County vehicles and equipment is acquired though a card system
operated by the Asset Management Services Department. Information about
fuel transactions_is provided by operators of County vehicles according to Deleted:other than those through the
Asset Management Services Department.identified rocedures. automated fuel system are reported to Public
Works as
Deleted:Public Works
F. Vehicle Operation
1. Vehicles are to be operated in keeping with manufacturers'recommendations and
specifications, and applicable County policy.
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2. To maximize fuel efficiency, vehicles are to be serviced at intervals identified by the
Asset Management Services Department. Deleted:Public Works
3. To meet department specific service levels while achieving the highest fuel
economy, departments,where applicable, use geographic information systems
(GIS),global positioning systems(GPS) or other industry tools and standards to
design and implement efficient vehicular routes/schedules and deployment
strategies/schedules.
G. Fuel Conservation Action Plan
1. Asset Management Service,% in consultation with the Energy,Water and Fuel Deleted:Public Works
Conservation Management Team,.,and others involved, coordinates the Deleted:Task
development of an annual"Vehicle Fuel Conservation Action Plan." The annual Deleted:Group
action plan includes recommended charge back rates to departments for vehicle
operation costs and recommendations for the annual"Vehicle Replacement
Report."
2. The annual plan identifies specific actions to be implemented, proposed and
estimated time lines and responsibilities for implementation.
3. The action plan is submitted to the Board of Commissioners as part of the annual Deleted:for review and approval,in
budget process. coordination with
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance during the annual update and scorecard report. _ Deleted:budget process
H. Charge Back Rates
As part of the annual budget process, vehicle cost charge back rates to departments
are set each year. Among other things, these take account of fuel and repair costs and
are designed to promote the use of alternatively fueled and fuel efficient vehicles.
I. Vehicle Acquisition
1. The,Asset Management Services Department,develops, communicates and Deleted:Purchasing and Central
maintains a written process for the systematic consideration of vehicle acquisition Deleted:Director
needs(whether additional,or replacement vehicles) and the decision-making as to Deleted:new
the type of vehicle to be purchased, including whether it is an alternative fuel vehicle
(which may include compressed natural gas, bio-diesel, hybrid gas/electric, etc.).
Among other things, this process provides for the following:
• Determination as to whether the vehicle needs to be acquired or replaced.
it
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• Determination as to whether an alternative fuel vehicle will meet the service
needs.
•Whether an alternative fuel vehicle that will meet the needs is available on State
contract; or if not available on State contract otherwise available; or whether a
retrofit of a standard fuel vehicle is an option.
•Analysis of the purchase and operating costs of the alternative vehicle versus Formatted:Indent:Left: O.S',Hanging:
standard fuel vehicle. 0.13",Tab stops: 0.63",List tab+Not at
1.38"
• Report and recommendation to the County Manager on vehicle acquisition and
replacement.
• County Manager decision as to the specific vehicle to be acquired.
2. As part of the Item I process sset Management Services prepares an annual Deleted:1
"Vehicle Replacement Report"which includes recommended priorities for vehicle Deleted:Public Works
replacement. This report considers the following factors in prioritizing vehicle
replacements:
• Miles driven to date (odometer reading).
• Mileage(miles per gallon)compared to baseline/industry standards for
comparable vehicle.
• Repair and maintenance cost per mile for most recent 12 months, compared to
baseline/industry standards for comparable vehicles.
• Vehicle use(front-line emergency response vehicle versus passenger
transportation vehicle). Deleted:Motor Pool fleet
• Overall mechanical assessment by Asset Management Services staff.Deleted:Public Works
3. Vehicles identified for replacement are removed from service within one month of
the replacement vehicle being placed in service, except with the written approval of
the County Manager for the vehicle to continue in service.
J. Monitoring and Reporting
1. The sset Management Services De artment uel management system provides Deleted:Public Works
records of II fuel transactions whether at the County's fuel station or retail outlets. Deleted:automated
These data are used to create performance reports. Deleted:most
Fahe Public Works obtains information
2. Information is used to benchmark performance: uel received at other locations(uNC
Town of Chapel Hill,etc.)an d
transactions database accordingly.
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Orange County v Deleted:Page I of7
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• From year-to-year for total miles driven and average miles per gallon.
• Compare to results for similar vehicles/vehicle use in other local governments.
In addition to actual vehicle fuel performance,the County reviews other benchmarks
such as reducing reliance on fossil fuel vehicles.
K. Programs
To support the vehicle fuel conservation policy, the County implements a variety of
programs including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need for fuel conservation. This includes activities such as distribution of the
Vehicle Fuel Conservation Policy, reminders via pamphlets, e-mails, Orange Alive,
coverage in new employee orientation, and opportunities at employee events to
reinforce the conservation ethic.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
employees who operate County vehicles. These may include department versus
department contests,financial incentives, preferred parking and the like.
3. Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimaljuel-efficient Deleted:q
operation of all equipment.
Formatted:Indent:Left: 0.5",Tab stops:
4. Repairs
0.64",Left+Not at 0.5"
Repairs/replacement of all vehicles and motorized equipment take into
consideration the most cost-effective solution over the life of the repair/equipment.
This includes future maintainability, improved operation, improvemenua fuel Deleted:s
efficiency, requirement for additional or reduced preventive maintenance, and the Deleted: to
like.
Innovative strategies Formatted:Indent:Left: 0"
The County considers and pursues innovative strategies that may reduce the need for
gasoline consumption such as video conferencing, "smart travel'with other departments
and County car pooling, including educating employees about these, Deleted: .
18
Attachment B
Orange County
Effective: January 1, 2013
Utility Reduction and Conservation Policy for County Facilities
A. General
Orange County's "Environmental Responsibility in County Government" goal includes
the objective: "Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal, the County has adopted this
Utility Reduction and Conservation Policy for County Facilities.
Utility costs for electricity, natural gas, propane and fuel oil and water for County
facilities is a significant County cost. Beyond this, energy and water consumption has
significant environmental impacts, including direct local impacts. As a result, it is both
necessary and beneficial for the County to adopt a policy of energy and water
reduction, conservation and efficiency.
Vehicle fuel conservation is addressed in a separate policy
B. Purpose
The purpose of this policy is to reduce the County government's energy and water
consumption, wherever possible, and improve efficiency for that energy and water that
must be used throughout Orange County government buildings, consistent with the
need for safe and secure County facilities.
C. Policy Goals
The policy addresses both short and long term goals.
1. Short Term (One to Two Years)
• Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's energy
and water use and conserve energy and water.
• Manage energy and water consumption to minimize use to the greatest extent
possible while maintaining safe and acceptable work conditions.
• Achieve a reduction in average energy and water consumption per square foot
annually.
2. Long Term (Three Years or More)
19
Attachment B
Orange County
Effective: January 1, 2013
• Incorporate energy and water conservation and efficiency systems, techniques
and design in all major renovations, system replacements and new construction.
• Support change to State utility budgeting and public utility commission policy that
fosters monetary incentives to make energy and water conservation and efficiency
efforts economically attractive and streamline program justification requirements
so that projects can be executed within a timely interval and savings quickly
realized.
D. Scope
1. Facilities
This policy applies to County owned and leased buildings, whether occupied by the
County, the courts or other agencies.
2. Equipment
This policy applies to County owned or leased equipment, including computer
equipment.
3. Energy and Water Sources
This policy applies to use of electricity, natural gas, propane and fuel oil and to
water from municipal sources and wells.
E. Responsibilities
1. Energy, Water and Fuel Conservation Management Team
The Energy, Water and Fuel Conservation Management Team
• Includes staff from:
1. Asset Management Services Department (AMS)
2. Department of Environment, Agriculture, Parks and Recreation (DEAPR)
Provides direction, counsel and oversight as to implementation of the Energy and
Water Conservation Policy. As necessary, the Conservation Management Team
addresses questions of policy interpretation and adherence.
2. Asset Management Services Department
20
Attachment B
Orange County
Effective: January 1, 2013
• The Asset Management Services Department provides leadership, analysis,
monitoring, coordination and communication support to the energy conservation
initiative. Among other things, the Asset Management Services Department:
Coordinates development and implementation of the County's annual energy and
water conservation action plan including associated costs for inclusion in the
annual budget process.
• Tracks and assesses the County's energy conservation performance and
progress, including building data collection and analytical tools.
• Working through the departments involved, identifies and appoints a volunteer
"Building Energy and Water Representative" for each County facility.
• Conducts spot check energy audits after normal business hours to assess the
County's adherence to policies and standards.
3. The Asset Management Services Department is responsible for:
• Up fitting as authorized and maintaining County facilities in accordance with the
requirements of this policy, including installation of energy and water conserving
equipment and verification of correct equipment settings and operation.
• Identifying situations above and beyond those envisioned in this policy that may
require individual analysis and action to provide a comfortable, functional work
environment.
4. Building Energy and Water Representatives
The appointed volunteer Building Energy and Water Representatives serve as:
• A resource to building occupants about policies and responsibilities.
• "Energy conservation champions" to support awareness of energy and water
conservation and goal achievement.
• Field representatives to the , Asset Management Services Department, observing
and reporting to AMS on building conformity during normal business hours with
energy and water conservation standards such as those for heating and air
conditioning thermostat settings.
5. Department Heads
21
Attachment B
Orange County
Effective: January 1, 2013
Department heads are responsible for:
• Communicating the County's energy and water conservation goals and policies to
staff, providing guidance and promoting adherence.
• Working with the Asset Management Services Department to identify energy and
water reduction techniques or systems that can be implemented without affecting
service delivery to the department's customers as well as bringing to their
attention any areas that require further action to address.
6. Employees
County employees are responsible for:
• Becoming knowledgeable about the County's energy and water conservation
policies and initiatives and complying with these policies.
• Advising their supervisor of any circumstance that prevents adherence to the
County's policies.
• Bringing forward ideas and suggestions for energy and water conservation and
efficiency that may not have been identified to them.
F. Energy and Water Conservation Action Plan
1. The Conservation Management Team, Asset Management Services Department
and others involved, coordinates the development of an annual "Energy and Water
Conservation Action Plan."
2. This annual plan identifies specific actions to be implemented, proposed or
estimated time lines, and responsibilities for implementation.
3. The action plan is submitted to the Board of County Commissioners for review and
approval, as part of the annual budget process.
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance, during the annual "Update and Scorecard Results"
report.
G. Reporting, Benchmarking and Performance Measurement
Reporting
22
Attachment B
Orange County
Effective: January 1, 2013
1. The Asset Management Services Department:
• Ensures information for all billing periods for each energy and water utility
(electricity, natural gas, fuel oil and propane gas) is accurately recorded each
month and assesses progress, by building and/or department where feasible as
well as for the County as a whole, in reducing energy and water demand. This
includes analysis of the information and assessment of trends and identification of
billing errors.
• Presents reports to department heads and the County Manager to aid in
determining if conservation efforts are meeting goals or additional efforts are
required.
• Leads development and delivery of the annual reports to the Board of County
Commissioners to advise them of progress in conserving energy and water.
2. Benchmarking/Performance Measurement
The Conservation Management Team uses reporting information to benchmark and
measure performance:
• From year-to-year (aggregate and by individual building) adjusted for heat and
cooling degree days, and and any other significant factors, in keeping with
accepted industry practices, and
• Compared to results for organizations located in similar geographic areas.
H. Energy Use Standards
1. General
The intent of the energy and water conservation policy and program is to achieve
reductions in energy and water consumption while maintaining reasonable comfort
levels for building occupants.
Initial temperature set points were based upon ASHRAE comfort chart for 50
percent relative humidity, and employees at light work.
2. Heating and Air Conditioning Standards
Except as otherwise noted, temperature set points are based on the standards
(Attachment) of the American Society of Heating, Refrigeration and Air Conditioning
Engineers (ASHRAE) and are as follows:
23
Attachment B
Orange County
Effective: January 1, 2013
Cooling Season Set Points 75° F — 78° F
Heating Season Set Points 68° F — 72° F
Occupied air conditioning temperature settings are not set below 75 degrees and
heating settings are not set above 72 degrees, except for operations which require
other settings based on function such as Health Department examination rooms,
medical laboratories, computer equipment rooms, library stacks, recreation rooms,
animal quarters or the like.
3. Use of Windows
Windows are to be kept closed, unless specifically authorized such as when the
HVAC system is disengaged, because open windows throw the HVAC system off
balance, and interfere with providing uniform heating or cooling in large buildings.
4. Auxiliary Heating and Cooling Sources
Personal portable space heaters are not allowed because of their excessive energy
consumption, fire code and safety issues. If a room is not consistently within the
heating/air conditioning set-point range, Asset Management should be notified
through the established work order system so that the problem can be addressed.
If building conditions are such that acceptable temperatures cannot be achieved by
the HVAC system, Asset Management Services takes necessary measures to
resolve/rectify. If auxiliary heating or fans are required, Asset Management
Services will provide these.
5. Night, Weekend and Holiday Temperature Set-backs
The heating temperatures are set to 60 degrees for all buildings for periods when
buildings are not normally occupied. The air conditioning temperatures are set to
80 degrees when buildings are not normally occupied. Normal occupancy for most
buildings is from 7:30 a.m. to 6:00 p.m. This means that from 7:30 a.m., until 6:00
p.m., the temperature will be within the set points defined in Item H2 above.
Note: Exceptions to the set backs are made for those functions that must remain
operational during these periods such as for night meetings, Emergency
Management and the Jail. Also some buildings have unique requirements for
longer start up times to reach heating or cooling set points.
If a building has complete digital control, and individual zone or office temperature
control, occupants will be able to override the schedule to provide heating/cooling
for their office at any time, for a limited period (typically two hour intervals).
24
Attachment B
Orange County
Effective: January 1, 2013
I. Lighting Policy
1. Office and conference room lights are to be turned off whenever rooms are likely to
be unoccupied for more than 15 minutes.
2. Each department or agency shall assign an employee to turn off common area
lighting other than corridor lights at the end of the business day. Lights are to be
turned off even if it is anticipated that cleaning staff will soon be in the area.
3. Cleaning staff are responsible for turning on lights on an "as needed" basis while
working; that is, turning on lights only while an office or room is being cleaned, and
turning lights off as soon as cleaning has been completed. Cleaning staff turns off
corridor and related lighting prior to leaving the building at the completion of
cleaning.
4. Parking lot lights and streetlights located near buildings are typically owned by
power companies such as Duke Energy and are controlled by photocells or timers.
Costs for this lighting are on a flat rate basis, and turning them off does not result in
cost savings regardless of usage.
5. Athletic Field lights are to be operated only as needed. They should not be in
operation during daylight hours. Lights generally will not be operated on
weekends, except for special events.
J. Refrigerators, Microwaves, and Similar Devices
As a longer-term goal, the County will assess the use of refrigerators, microwaves and
similar devices and possible replacement of less energy efficient equipment with more
energy efficient equipment and approaches.
K. Computer Equipment
The Chief Information Officer assesses energy consumption of personal computers,
printers and related devices and recommends to the County Manager guidelines for
turning on or off and setting the "sleep" modes that reflect the technology in place. The
County Manager issues guidelines for such equipment that apply to all County
departments. As experience is gained this will be issued as policy.
L. Water Use Standards
General
The intent of the Energy and Water conservation policy and program is to achieve
25
Attachment B
Orange County
Effective: January 1, 2013
reductions in water consumption while maintaining reasonable comfort levels for
building occupants.
1. Waterless or low-flow fixtures are used for any replacement fixtures, unless
technically impractical.
2. The County gives preference to drought-tolerant plants when new or replacement
plants and/or trees are required for landscaping. Large areas of grass are avoided
in favor of alternative plantings and landscaping techniques, whenever possible.
3. Irrigation is limited to critical needs to support survival of plants, and if allowed by
local watering restrictions. Permanently installed irrigation systems are preferred to
provide most efficient distribution of water.
4. Vehicle washing is performed only as permitted by local watering restrictions. If
performed, it is done only with water conserving spraying devices rather than an
open garden hose. Rain collection for vehicle washing is pursued as feasible.
M. Programs
To support the Energy and Water Conservation Policy and initiative, the County
implements a variety of programs including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need for energy and water conservation. This includes such activities as
distribution of this Energy and Water Conservation Policy, reminders via pamphlets,
e-mails, Orange Alive, coverage in new employee orientation, and opportunities at
employee events to reinforce the conservation ethic.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
County employees, and other building occupants. These may include building-
versus-building contests, department-versus-department contests, financial
incentives, preferred parking and the like.
3. Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimal
Energy, and Water-efficient operation of equipment, systems and devices.
26
Attachment B
Orange County
Effective: January 1, 2013
4. Repairs
Repairs/replacement of equipment take into consideration the most cost
effective solution over the life of the repair/equipment. Considerations shall include
future maintainability, improved operation, improvements to energy or water
efficiency, requirement for additional or reduced Preventive Maintenance, and the
like.
5. Energy Efficiency Retrofits
The County bases energy efficiency retrofitting project priorities upon the availability
of capital improvements plan funds and maintenance needs such as the condition of
existing equipment. The County develops and maintains a priority list of retrofit
needs.
6. Renovations
Renovations to County facilities, whether major or minor, are to meet standards for
energy, and water-efficient equipment and design.
7. New Construction
New construction is required to follow energy and water efficient standards as set
forth by the Guidelines for Sustainable Public Facility Design and Development.
Life-cycle cost analyses are required, and energy and water efficient designs,
including Passive and Active Solar systems, natural lighting, cogeneration and
thermal storage, among others are considered and evaluated.
8. Equipment Selection
The selection of all equipment procured for Orange County, to include computer
equipment, printers, copy machines, equipment, refrigerators, and so forth is to
consider carefully the anticipated energy use and available energy saving devices.
9. Automation
With the direction and leadership of the Energy Management Team , each County
department pursues automation solutions, as feasible, to replace travel-intensive,
paper-intensive or other energy consuming activities.
27
Attachment B
Orange County
Effective: January 1, 2013
Attachment
From American Society of Heating, Refrigeration
and Air Conditioning Engineers (ASHRAE) Standards
1. Thermal comfort is that condition of mind that expresses satisfaction with the
thermal environment. There are large variations, both physiologically and
psychologically, from person to person, which makes it difficult to satisfy
everybody in a space. The environmental conditions required for comfort are not
the same for everyone. However, extensive laboratory and field data have been
collected that provide the necessary statistical data to define conditions that a
specified percentage of occupants will find thermally comfortable.
2. This standard specifies the combinations of indoor space environment and
personal factors that will produce thermal environmental conditions acceptable
to 80% or more of the occupants within a space. The environmental factors
addressed are temperature, thermal radiation, humidity, and air speed; the
personal factors are those of activity and clothing.
http://www.constructionbook.com/xq/AS P/Prod uctl D.3695/id.402/subl D.636/qx/def
ault2.htm
3. ASHRAE Standard 55-1992 Thermal Environmental Conditions for Human Occupancy,
recommends the following acceptable temperature ranges at relative humidity (RH) of
50% and air speed less than 0.15 m/sec. (30 fpm).
...................................................................................................................................................................................................................................................................................................................................................................................................................................................
Acceptable Temperatures
.....................................................e.as.o.n....,......................................................................................................C.I.ot.h.i.n.........................................................................,.........................................Te.m........e.ratu.re....
S g p
............................................................................................,.........................................................................................................................................................................................................................,........................................................................................................................
Winter Heavy slacks, long sleeve shirt ' 20-23.5°C
and/or sweater (68-75°F)
............................................................................................,.........................................................................................................................................................................................................................,........................................................................................................................
Summer ' Light slacks and short sleeve 23-26°C
shirt (73-79°F) ',
http://www.ccohs.ca/oshanswers/phys aqents/hot cold.html
28
Orange County
Effective: January 1, 2013
Vehicle Fuel Conservation Policy
A. General
Orange County's "Environmental Responsibility in County Government" goal includes
the objective: "Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal, the County has adopted
this Vehicle Fuel Conservation Policy.
Costs for gasoline and diesel fuel for County vehicles and motorized equipment are
significant. Beyond this, fuel consumption for vehicles and motorized equipment has
significant environmental impacts. As a result, it is both necessary and beneficial for
the County to adopt a policy of fuel conservation and efficiency.
Energy and water conservation for County buildings are addressed in a separate
policy.
B. Purpose
The purpose of this policy is to reduce the County government's vehicle fuel
consumption, wherever possible; improve fuel efficiency; and maximize the use of
alternative fuels for that fuel that must be used to operate Orange County vehicles and
motorized equipment, consistent with the need for safe, and reliable County vehicles
and motorized equipment.
C. Policy Goals
1. Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's vehicle
fuel use and conserve fuel.
2. Manage vehicle and motorized equipment fuel consumption to minimize use to the
greatest extent possible while maintaining safe and reliable vehicles and motorized
equipment.
3. Provide for the use of alternative fuel (which may include compressed natural gas,
bio-diesel, hybrid gas/electric, or the like) vehicles and motorized equipment, unless
service needs cannot be met with an alternative fuel vehicle or motorized equipment
— as determined by the County Manager.
4. Purchase vehicles and motorized equipment that meet service delivery needs with
the greatest fuel efficiency possible whether alternative or traditional fuel.
5. Achieve a reduction in average fuel consumption per mile annually for vehicles and
per hour of operation for motorized equipment.
29
Orange County
Effective: January 1, 2013
6. Support change to State agency policies that fosters monetary incentives to make
fuel efficiency and alternative fuel efforts economically attractive and to streamline
program justification requirements so that projects can be executed within a timely
interval, and savings quickly realized.
D. Scope
This policy applies to all County owned and leased vehicles and motorized equipment
and the operators of these vehicles and equipment.
E. Responsibilities
1. Energy Water and Fuel Conservation Management Team
The Energy, Water and Fuel Conservation Management Team ("Management
Team") provides direction, counsel and oversight as to implementation of the
Vehicle Fuel Conservation Policy. As necessary, the Management Team
addresses questions of policy interpretation and adherence.
2. Finance and Administrative Services Director
The Finance and Administrative Services Director manages the vehicle acquisition
or replacement process as provided in this policy.
3. County Manager
The County Manager's advance approval is required for purchase of any new or
replacement vehicle or motorized equipment.
4. Asset Management Services Department
The Asset Management Services Department is responsible for:
• Performing preventive and corrective maintenance for County vehicles and
motorized equipment to ensure maximum fuel efficiency is achieved.
• Preparing the annual vehicle replacement report as part of the annual budget
process.
5. Department Heads
Department Heads are responsible for:
30
Orange County
Effective: January 1, 2013
• Communicating the County's fuel conservation goals and policies to staff,
providing guidance and promoting adherence.
• The assignment of departmental vehicles to departmental staff.
• For vehicles not assigned to a single individual, designating one operator and one
backup operator to monitor use and schedule preventive maintenance service as
needed.
• Communicating and justifying any request for new and replacement vehicles and
motorized equipment as part of the annual budget process.
• Monitoring employee conformance with requirements for vehicle and motorized
equipment maintenance, including scheduling of preventive maintenance service.
6. Employees
Employees who operate County vehicles and motorized equipment are responsible
for ensuring that:
• Tire and fluid inspections for vehicles are performed (by self, or by Motor Pool
staff) according to published directions from the Asset Management Services
Department.
• The assigned vehicle is scheduled and delivered to Asset Management Services
for preventive maintenance service within time and/or mileage intervals identified
by Asset Management Services.
• Corrective maintenance is scheduled with Asset Management Services as soon
as possible when a problem with the vehicle is encountered or identified.
• Vehicles are operated according to all applicable laws and rules of the road.
This increases fuel conservation and safety.
• Fuel for County vehicles and equipment is acquired though a card system
operated by the Asset Management Services Department. Information about
fuel transactions is provided by operators of County vehicles according to
Asset Management Services Department identified procedures.
F. Vehicle Operation
1. Vehicles are to be operated in keeping with manufacturers' recommendations and
specifications, and applicable County policy.
31
Orange County
Effective: January 1, 2013
2. To maximize fuel efficiency, vehicles are to be serviced at intervals identified by the
Asset Management Services Department.
3. To meet department specific service levels while achieving the highest fuel
economy, departments, where applicable, use geographic information systems
(GIS), global positioning systems (GPS) or other industry tools and standards to
design and implement efficient vehicular routes/schedules and deployment
strategies/schedules.
G. Fuel Conservation Action Plan
1. Asset Management Services, in consultation with the Energy, Water and Fuel
Conservation Management Team and others involved, coordinates the
development of an annual "Vehicle Fuel Conservation Action Plan." The annual
action plan includes recommended charge back rates to departments for vehicle
operation costs and recommendations for the annual "Vehicle Replacement
Report."
2. The annual plan identifies specific actions to be implemented, proposed and
estimated time lines and responsibilities for implementation.
3. The action plan is submitted to the Board of Commissioners as part of the annual
budget process.
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance during the annual update and scorecard report. .
H. Charge Back Rates
As part of the annual budget process, vehicle cost charge back rates to departments
are set each year. Among other things, these take account of fuel and repair costs and
are designed to promote the use of alternatively fueled and fuel efficient vehicles.
I. Vehicle Acquisition
1. The Asset Management Services Department develops, communicates and
maintains a written process for the systematic consideration of vehicle acquisition
needs (whether additional or replacement vehicles) and the decision-making as to
the type of vehicle to be purchased, including whether it is an alternative fuel vehicle
(which may include compressed natural gas, bio-diesel, hybrid gas/electric, etc.).
Among other things, this process provides for the following:
• Determination as to whether the vehicle needs to be acquired or replaced.
32
Orange County
Effective: January 1, 2013
• Determination as to whether an alternative fuel vehicle will meet the service
needs.
• Whether an alternative fuel vehicle that will meet the needs is available on State
contract; or if not available on State contract otherwise available; or whether a
retrofit of a standard fuel vehicle is an option.
• Analysis of the purchase and operating costs of the alternative vehicle versus
standard fuel vehicle.
• Report and recommendation to the County Manager on vehicle acquisition and
replacement.
• County Manager decision as to the specific vehicle to be acquired.
2. As part of the Item I process, Asset Management Services prepares an annual
"Vehicle Replacement Report" which includes recommended priorities for vehicle
replacement. This report considers the following factors in prioritizing vehicle
replacements:
• Miles driven to date (odometer reading).
• Mileage (miles per gallon) compared to baseline/industry standards for
comparable vehicle.
• Repair and maintenance cost per mile for most recent 12 months, compared to
baseline/industry standards for comparable vehicles.
• Vehicle use (front-line emergency response vehicle versus passenger
transportation vehicle).
• Overall mechanical assessment by Asset Management Services staff.
3. Vehicles identified for replacement are removed from service within one month of
the replacement vehicle being placed in service, except with the written approval of
the County Manager for the vehicle to continue in service.
J. Monitoring and Reporting
1. The Asset Management Services Department fuel management system provides
records of all fuel transactions, whether at the County's fuel station or retail outlets.
These data are used to create performance reports.
2. Information is used to benchmark performance:
33
Orange County
Effective: January 1, 2013
• From year-to-year for total miles driven and average miles per gallon.
• Compare to results for similar vehicles/vehicle use in other local governments.
In addition to actual vehicle fuel performance, the County reviews other benchmarks
such as reducing reliance on fossil fuel vehicles.
K. Programs
To support the vehicle fuel conservation policy, the County implements a variety of
programs including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need for fuel conservation. This includes activities such as distribution of the
Vehicle Fuel Conservation Policy, reminders via pamphlets, e-mails, Orange Alive,
coverage in new employee orientation, and opportunities at employee events to
reinforce the conservation ethic.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
employees who operate County vehicles. These may include department versus
department contests, financial incentives, preferred parking and the like.
3. Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimal fuel-efficient
operation of all equipment.
4. Repairs
Repairs/replacement of all vehicles and motorized equipment take into
consideration the most cost-effective solution over the life of the repair/equipment.
This includes future maintainability, improved operation, improvement in fuel
efficiency, requirement for additional or reduced preventive maintenance, and the
like.
Innovative Strategies
The County considers and pursues innovative strategies that may reduce the need for
gasoline consumption such as video conferencing, "smart travel" with other departments
and County car pooling, including educating employees about these.
ATTACHMENT C 34
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