Council Policy Prioritization: Early Consideration Response Form DKƉƉƌŽǀĂů͗ͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺĂƚĞͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ
Department Rules Date Item Department Rep. Name/Ext. Council Member Sponsorship Policy/Ordinance Subject Staff Recommendation܆ GREEN Adopt based on tradeoffs outlined on next page
܆ YELLOW ZĞĨĞƌ to Priority^ĞƚƚŝŶŐ
ŽƌƚŽƵĚŐĞƚ Process
܆ RED Recommend Council not
adopt nominated idea
܆ NEEDS CLARIFICATION OR
MORE TIME TO EVALUATE
Staff Evaluation
/ƐƚŚŝƐĂligned with City Roadmap?
܆ Yes ܆ No
/ƐƚŚŝƐĂlready underway inĂDepĂƌƚŵĞŶƚ work plan?
܆ Yes ܆ No
/ƐƚŚŝƐƚime Đritical orĂŶ Ğmergency?
܆ Yes ܆ No
tŝůůƚŚŝƐƌequire substantialƌĞƐŽƵƌĐĞƐ͕staffing͕ budget͕ŽƌƐƚƌĂƚĞŐŝĐƐƵƉƉŽƌƚ? ܆ Yes ܆ No
Criterion to Determine Scale of Project ComplexityProject complexity is determined by scoring the project in each of the 3 criterions below and then summing the score. a. Low Complexity is a sum of 6 or less.b. Medium Complexity is a sum of 7 – 9.c. High Complexity is a sum of 10 or greater.
Total Score =
Scoring Criterion
Low Complexity Medium Complexity High Complexity
Estimated Duration 6 – 9 months ܆ =1 9 - 18 months ܆ =2 More than 18 months ܆ =3 Organizational Complexity(Internal)
Can Easily be Absorbed into Existing Work Plan
܆ =1 Planned Work (Future) ܆ =2 Work Not Currently Proposed ܆ =3 Have staff with required skillset/knowledge
܆ =1 Have staff with required skillset/
requires moderate research
܆ =2 Do not have staff with required
skillsetͬrequires significant research
3 =܆
Less than or equal 2 staff required
܆ =1 3 - 4 staff required ܆ =2 More than 5 staff required ܆ =3 (External) 1 Additional
Department
܆ =1 2 Other DepartmentƐ Involved ܆ =2 3 or more DepĂƌƚŵĞŶƚs Involved ܆ =3 DEPT.
Required ܆ Airport ܆ Auditor ܆ CMO ܆ OED/CA ܆ ESD ܆ Fire ܆ HR ܆ IT ܆ PRNS ܆ Police ܆ Retirement ܆ Attorney ܆ Clerk ܆ CMO – Budget ܆ Community Energy ܆ Finance ܆ Housing ܆ IPA ܆ Library ܆ PBCE ܆ PW ܆ DOT ܆CMOʹ ŽŵŵƵŶŝĐĂƚŝŽŶƐ ܆ DKʹ CMO, Community Energy, Public Works, Library Rules Date C.1Ray Riordan, Lori Mitchell, Matt Cano, Jill Borne, Kip Harkness PG&E Power Outages and Infrastructure Repair & Resilience Sept 14, 2022Mayor
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12 Emergency Management
/s/ Lee Wilcox 9/12/2022
AnalysisExplain the rationale for staff recommendation, including any mitigating factors that need to be considered (recent legislative action, significant work plan changes, etc.). Please address the following as well. GREEN LIGHT: The Administration can implement this Nominated Idea under its current work plan. Item should be sent to Council to add to Department work plan. ;ϭͿ,ŽǁǁŝůůƚŚĞ/ĚĞĂďĞĂƉƉƌŽĂĐŚĞĚ͍;ϮͿ If adopted͕ what isŝƚƐ impactĂŶĚͬŽƌtradeoff toƚŚĞ City Roadmap or ƚŽĂDepĂƌtŵĞŶƚ work plan͕ ŝŶĐůƵĚŝŶŐƐƚƌĂƚĞŐŝĐƐƵƉƉŽƌƚ? ;ϯͿWhat is the minimum viable scope to moveƚŚĞ/ĚĞĂ forward and reduceŝƚƐ complexity? YELLOW LIGHT: The Administration recommends Council send this Nominated Idea to the Priority Setting Process due to (describe cost implications, workload impacts, or other factors). RED LIGHT: The Administration recommends Council not adopt this Nominated Idea due to (describe reason implementation would be difficult if not impossible – conflict with other laws, etc.).
Recommendation 1- to identify and discuss critical local power distribution infrastructure needs in San Jose, and bring back a plan by October 31, 2022. [GREEN] - The City Manager's Office, Office of Emergency Management, in collaboration with Community Energy and Public Works, will coordinate a meeting with PG&E to discuss the formulation of a workplan by PG&E to address infrastructure gaps impacting energy resiliency and ongoing power outages. This will likely require using or amending existing contracts to tap into expertise needed to review PG&E Plans. Please see below. Recommendation 2 - to be answered by the City Attorney's Office. Recommendation 3- relating to the sufficiency of backup or redundant power for telecommunications service providers to keep cell towers operational during extended blackouts. [GREEN ] Initial coordination with telecommunications service providers is complete, indicating no outage of cell coverage in San Jose during the recent events. A larger analysis of this issue is planned but would need to be pulled forward to meet timeline/expectations. (1) Approach: an assessment of and update to the City's Digital Inclusion and Broadband Strategy (DIBS) is currently underway. Staff plan to bring recommendations to the City Council in Q1 2023 which will outline 1-year and 3-year implementation roadmaps. These will include (a) evaluation of sufficiency of backup/redundant power for telecommunications service providers' (telecoms) cell towers and (b) next steps within the City's power to bolster resilience to cellular network outages. (2) Trade-offs: if urgency necessitates expediting the timeline stated above, the overall timeline for the DIBS update and recommendations will be pushed to Q2 or Q3 2023 rather than Q1 2023 to enable priority focus on providing immediate telecoms resiliency analysis and recommendations. (3) Minimum viable scope: to the best of staff's ability, the current state of backup power at macro tower sites and for fiber backhaul will be quantified as well as gaps where backup power is insufficient. To do so, staff will convene with telecoms, seek input and records from CPUC, and use the City's permitting data.
Analysis (Continued)
Recommendation 1) additional informationDue to the demonstrated instability of the electric power infrastructure across the City of San Jose and ongoing non-PSPS power outages impacting residents and business, CMO will convene with PG&E and various City Departments, to include Community Energy, Public Works, and the City Manager's Office. The purpose of that meeting is to ask PG&E to develop a clear implementable plan to address infrastructure issues that are causing blackouts across the City including recent significant outages in the Almaden Valley. Specifically we will seek to better understand the challenges faced by PG&E to provide consistent and reliable energy to the residents of the City of San Jose, and ask that PG&E share or develop a workplan designed to achieve energy stability across the City of San Jose within the next 12-18 months, including the areas impacted by past and ongoing issues. This initiative supports the City's Roadmap Objective of Infrastructure Resilience but this work is currently not planned and will require some additional consultant support to support City staff in the initial evaluation of PG&E plans. If more than a single high level review is required or the expectation is to monitor and guide implementation then additional resources in terms of both staff and consultants would likely be needed, making this recommendation YELLOW.Recommendation 3) additional informationStaff will report back through an information memorandum. Staff will use the CPUC definition of Backup Power, which is:"on-site emergency backup power to support all essential communications equipment [...] necessary to maintain service for a minimum of 72 hours immediately following a power outage. Service must be sufficient to maintain access for all customers to 9-1-1 service, to receive emergency notifications, and to access internet browsing for emergency notices."Staff will also seek to use data and plans provided to the CPUC and Cal OES to inform the current state assessment and next steps. Staff expect this information to include:(1) Wireless Resiliency Plans: required by CPUC Decision 20-07-011 in July 2020 - https://www.cpuc.ca.gov/-/media/cpuc-website/divisions/communications-division/documents/network-resiliency/d2007011-july-16-2020.pdf(2) Wireline Resiliency Plans: required by CPUC Decision Decision 21-02-029 in February 2021https://www.cpuc.ca.gov/-/media/cpuc-website/divisions/communications-division/documents/network-resiliency/d2102029-february-18-2021.pdfStaff will also seek to use to the City's data on permits issued (PBCE and PW) and macro lease agreements (OED) to determine whether backup power is present at permitted macro sites and ratio of total macro sites with at least 72-hour backup power.The above information would be used to facilitate discussions with telecom providers to fact check the data and collaborate on next steps.