Cooling Contingency Planning

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Cooling Contingency Planning
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What is Contingency Planning
At its core contingency planning is about
identifying risk and finding ways to mitigate it
Tranes Cooling Contingency Planning service
aims to deliver on this promise.
Contingency Planning Defined
Contingency planning is the process by which an
organization assesses the risks to its business
systems and develops strategies to mitigate these
risks either by preventing them or finding ways
to overcome them when they occur.

• Factors that could cause disruption in a
  facilitys HVAC system
• Natural
• Manmade
• Accidental
• Deliberate
• Internal
• External

The potential for these types of interruptions
makes the development of a Cooling Contingency
Plan very important.
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Contingency Planning Cycle
Tranes Cooling Contingency Planning service is
designed to support the distinct stages of the
contingency planning cycle.
Reevaluation
Documentation
Recognition
Mitigation
Plan in Place
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A business recognizes that there is a potential
business risk from a failure in a business
critical system that could cause serious harm to
that business fortune.
What if scenarios are evaluated and mitigation
strategies are developed to help reduce the risk
of failure and in the event of a failure overcome
it.
The mitigation strategies are documented in the
form of a plan and vendors are contracted to
provide for the various contingencies described
in the plan.
The plan is filed away and key personnel are
trained on how to use it in the event of a
failure with key contact numbers readily
available to all who need it.
The plan is revaluated at predefined intervals to
ensure that as the business changes it evolves to
meet any new and emerging risks.
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Case Study
Large hospital had an electrical fire that
destroyed five of seven electrical distribution
systems...
Trane saves the day and patients were
comfortably cooled.

• Situation
• Facility loses air conditioning with heat index
  topping 105 degrees.
• No cooling contingency plan in place and
  valuable time is lost determining what to do
  next.
• Solution
• Trane brought on board as the lead repair
  contractor.
• 60 technicians work around the clock to bring
  the systems on line within 48 hours.
• 5,200 tons of temporary cooling brought on site
  within 24 hours 22 trailer loads.

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Case Study
Nursing care home was destroyed by Hurricane
Katrina
TRS provided fast response and a comfortable,
clean indoor environment during renovations.

• Situation
• Facility was flooded with up to six feet of
  standing water for two weeks.
• Residents are moved to new home at a former
  hospital.
• Facility needed total renovation of the HVAC
  system that would require many months of work.
• Solution
• While the Trane engineers went to work on
  designing a permanent HVAC system for the
  building, TRS leased a 60-ton portable air-cooled
  chiller, chilled water pump and vertical piping.

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Case Study
University had a catastrophic failure in the
chilled water system at a critical time
TRS chillers keep hockey tournament on schedule.

• Situation
• Facility suffered major breakdowns on two of the
  three 26-year-old reciprocating chillers used for
  ice-making.
• Unless repairs could be made in a few days or
  another solution found, a popular hockey
  tournament would have to be cancelled.
• Solution
• TRS was able to deliver a temporary air-cooled
  chiller equipped for glycol operation within 24
  hours.
• Technicians isolated the failed chillers and
  installed piping connections for chilled water
  lines from the temporary machine.

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Why Should Clients Care
but a properly constructed plan could reduce the
magnitude of these situations saving time and
money.
There are many instances where catastrophic
losses to HVAC and power lead to significant
financial losses
Emergency Application

• Critical Component Failure
• Process Cooling Equipment Failure
• Natural Disaster (Hurricane, Flood, Earthquake)
• Hospital Outage

How CCP Helps

• Eliminate spending valuable employee time hunting
  for a solution (piece of equipment)
• Eliminate significant emergency labor costs
• Avoid unnecessary delays when the equipment
  arrives
• Quickened time to operation

Planned Outage Application

• Equipment Replacement or Maintenance
• Standby Cooling for Critical Processes
• Pilot Production Runs
• Temporary Expanded Capacity

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The Contingency Planning Process
To more effectively deliver these plans Trane
Rentals has developed and documented a process
that can be used in creating these plans.
Goal
Deliverables
To understand how the clients cooling system is
constructed and begin to establish what the
minimum requirements are to maintain these
systems in an emergency. To use the information
gathered in the evaluation phase to form a
picture of what risks there are to the client, to
quantify those risks and create strategies to
mitigate them. To work with the client to create
a plan that will help to mitigate the risks
identified in the process, and ensure that proper
resources can be allocated to make the plan
effective. To take the plan as defined in
previous stages and put it into place. This
involves making all necessary modifications to
the clients system as well as training the
client on how to activate.
Evaluation

• Completed Equipment Worksheets
• Customer Side Risk Assessment
• Customer Side Financial Analysis
• Completed Risk Assessment
• Completed Financial Analysis
• Initial Draft CCP
• Necessary modifications to system
• Customer Approved CCP
• Signed Rental Agreement
• Completed modifications to clients system
• Completed CCP Binder
• Completed Training Session with Clients team

Analysis
Creation
Implementation
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Cooling Contingency Process
The first step in the process is documenting the
financial impact that an HVAC system failure
could have on a business operation.

• Step 1 Financial Analysis
• The costs due to an interruption in cooling are
  recorded in the CCP Risk Assessment and Financial
  Considerations Worksheet.
• Questions to Answer
• What are the associated cost due to
• Lost production/inventory
• Lost productivity
• Lost business
• Lost tenants/patients

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Cooling Contingency Process
The second step in the process is identifying the
potential causes of a loss of cooling capacity.

• Step 2 Risk Assessment
• The potential causes for an interruption are
  identified and documented and then are ranked
  based on cost impact, probability of occurrence,
  and system down-time.Questions to Answer
• What are the various failure scenarios that could
  occur? May include
• 100 or partial loss of cooling capacity
• Fire
• Flood
• Storm
• Power outage
• Mechanical failure
• Sabotage/Terrorist

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Cooling Contingency Process
The third step in the process is the beginning of
determining how to mitigate risks.

• Step 3 ID Equipment
• The HVAC equipment in use are recorded in the
  Cooling Contingency Planning Equipment Worksheet
  .
• Questions to Answer
• What are the operating conditions of the HVAC
  equipment?
• What are the system weaknesses that need to be
  addresses as part of plan implementation?

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Cooling Contingency Process
The fourth step in the process evaluates the
critical building loads and compares them against
the failure scenarios.

• Step 4 Prioritization
• Evaluate the most critical building loads and
  process needs for essential operations, and those
  with the highest financial implications.
• Questions to Answer
• What are the critical loads during peak season?
• What are the critical loads during off season?
• What is the acceptable leaving chilled-water or
  air temperature?

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Cooling Contingency Process
The fifth step in the process considers where the
connections of the temporary equipment will be
made.

• Step 5 System Connection
• HVAC system connections are outlined based on
  closest location to keep cost to a minimum.
• Questions to Answer
• Length and size of hose needed for water
  connections?
• What is the system pressure?
• Will a pump be needed?
• Will a cooling tower be needed?
• Will air duct connections be needed?
• Routing?

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Cooling Contingency Process
The sixth step in the process determines if the
existing electrical service in the building is
adequate.

• Step 6 Power Availability
• Determine if the power in the facility is capable
  of running the required temporary equipment.
• Questions to Answer
• Available voltage?
• Total amperage?
• Available panels?
• Utility limitations?
• Impact on rates such as demand charges?

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Cooling Contingency Process
The seventh step in the process determines where
and how the electrical connections will be made.

• Step 7 Electrical Connection
• Once it has been determined whether the existing
  service can handle the temporary equipment,
  electrical connections are specked out.
• Questions to Answer
• What is the location of the electrical panel?
• How will the electrical connection be made?
• Will a transformer be needed? If so, KVA?
• Length and routing of electrical cable?
• What size of lugs are needed?
• Interface to BAS?
• Will a generator be needed?
• Maintenance and fueling for generator?

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Cooling Contingency Process
The eight step in the process identifies location
and requirements for the temporary equipment.

• Step 8 Temporary Equipment Location
• In conjunction with determining the location of
  the water, duct, and electrical connections,
  location of the temporary equipment must be
  identified.
• Questions to Answer
• What effect will it have on traffic and
  pedestrians?
• Are permits required?
• How accessible will it be for maintenance?
• Will trucking be needed?
• Will rigging be needed?
• Does the location cause any safety concerns?
• What will the public perception be?
• How secure will it be?
• Will there be noise and/or emissions problem?

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Cooling Contingency Process
The ninth step outlines all the data that has
been collected in a formalized report.

• Step 9 Plan Creation
• The data gathered is documented in the Cooling
  Contingency Report and it is filed in a
  designated area.
• Questions to Answer
• What are the roles and responsibilities?
• What will the cost be for the temporary system?
• What preparations need to be made to the
  facility?
• Where and how will cost be allocated?
• Are there any incentives from insurance
  provider?

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Cooling Contingency Process
Last step to success.

• Step 10 Implement and Review
• Leadership reviews the plan so that the
  recommended investments can be prioritized,
  resources allotted, a plan of action established,
  and the plan formalized.
• Highlights of a Successful Plan
• Assign responsibilities and provide training to
  personnel (to include communication team).
• Identify vendors and contractors.
• To reduce the emergency reaction time, make the
  recommended building modifications.
• Perform a cooling contingency drill to verify
  the execution process.
• Update the plan at least annually or whenever
  there is a change in the facility.

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Next Steps
Take the next step to develop a Cooling
Contingency Plan.
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Get buy-in from leadership team.
Work with HVAC provider to develop a plan.
Gather data accurately.
Identify internal team.
Approve and implement plan.