PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
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RISK ENGINEERING
TECHNICAL INFORMATION PAPER SERIES | PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
PREPARING YOUR FACILITY
FOR WINTER WEATHER AND
POTENTIAL DISRUPTIONS
WINTER 2021-2022
Experts fear that businesses may have to experience another Polar Vortex
plunge into the United States again this season. In the winter of 2020-2021,
a serious expansion of a disrupted Polar Vortex in the southern plains states,
coupled with a significant ice storm, created a catastrophic power disruption
POWER
resulting freeze damage which lasted multiple weeks. Could this year’s winter
DISRUPTION season bring a repeat of these significant effects and business disruption?
Experts forecast Experts forecast that another season of instability with the Polar Vortex could
another winter occur this winter, however cannot forecast exactly where In the Northern
season of weather
Hemisphere impacts will be felt.
instability. The Polar Vortex (PV) is an expanse of swirling cold air in a low-pressure
zone over the polar regions of the globe. During winter, the vortex normally
Maintaining a basic
expands and sends cold air southward. However, if the PV becomes disrupted
weather impact and due to changes in the upper oceanic basins, it can plunge arctic cold much
business continuity further south than the usual experience, sometimes as far south as Florida.
plan can help
Much of the northern United States are accustomed to cold air outbreaks and
minimize the impact
is prepared to respond more efficiently. Building codes and experience are
on operations and arranged for occasional very cold outbursts in that region. However, southern
help restore and states which usually experience milder winters, cannot withstand these type
recover as early of very cold air plunges typical with a PV disruption. These types of events
as possible. present overwhelming cold air temperatures to infrastructure and typical
business operations.
1
The Buck’s Got Your Back®
TECHNICAL INFORMATION PAPER SERIES | PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
Credit: NOAA
The remarkable cold experienced during the February However, the final cost to the insurance industry
2021 event in the southern plains resulted from a very will not be known until at least the end of 2021 at
disrupted polar vortex, and the event illustrated how the earliest, as the current significant increases in
unpreparedness can wreak havoc on infrastructures construction materials, labor and supply shortages
and general properties and create catastrophic impacts are impacting repairs, and business income
to normal business continuity. interruption claims are still being processed. Prior
to the February, 2021 event, the largest industry loss
CLAIMS EXPERIENCE CAN BE from freeze was incurred in the March, 1993 blizzard,
PROLOGUE which affected 24 states. Industry losses for that
A manufacturing client suffered a loss event accounted for $3.6 billion in damages
during the Polar Vortex in February which (reported in 2020 dollars).
resulted in an 8-day operational shutdown, Fortunately, there are measures that can be taken to
despite power being interrupted for several help fight against the cold and prepare more sufficiently
weeks. The company was able to limit for the next deep freeze. The following are opportunities
their disruption and financial loss by renting emergency to improve property hardening and help ensure better
generators from a service provider nearby, until the business continuity.
utility was able to restore power. This client reduced
their business impact by almost 50% and the cost of the Failing to Plan is Planning to Fail
generators were reimbursed as an extra expense under Restoring a business or operation following loss
their business interruption policy. A multi-million loss of critical utility service for an extended period,
potential was reduced to $500 K through this restoration especially during adverse weather conditions, can
action by the insured. create a unique set of issues that increases risk to
employees and property and require a well thought
According to the insurance Information Institute, in the
out restoration and recovery plan. Loss of power for
first half of 2021, winter storms resulted in over $15 billion
an extended period may be unplanned or intentional
in insured losses to the industry, almost all due to the
(rolling blackouts) with no or limited advanced warning
winter storms in mid-February that affected a large area
to customers.
of the US. Texas was especially impacted with severe and
abnormal low temperatures for an extended period. These These disruptions can lead to property damage and
events were predominantly caused by a severe plunge business impact due to lack of power but can also lead
from an unstable Polar Vortex resulting in a prolonged to more significant water damage when aligned with
period of very cold temperatures and dangerous wind cold weather events where heat cannot be maintained
chills. Storm events resulted in heavy snowfall, freezing on premises and freeze-ups of process, domestic and
rain and ice storms with resultant freezing temperatures fire protection sprinkler systems are possible.
in Texas for at least 7 days consecutively. Freeze-ups can go unnoticed until the weather warms
up or heat is restored. The thawing process is what
An October 2021 report from Lloyd’s estimated losses causes pipes and fittings to break allowing contents
for this series of events will total as much as $20 billion. to flow into finished areas.
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TECHNICAL INFORMATION PAPER SERIES | PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
The best approach to minimizing risk resulting from goods ahead of previously established timelines to
these very cold polar air plunges is to prepare in advance provide some breathing room. Check spare parts
of winter for potential extended loss of power or impacts and equipment inventories and verify your business
to critical infrastructure upon which your business may has the items needed. Working with key personnel
depend. Below are some tips to better prepare. such as facilities, operations, and special equipment
operators to pre-arrange for nearby accommodations
• Plan to Win. Before the cold season gets into full
during a severe cold snap could help to limit risk for
swing, develop a basic weather impact and business
damage or functional disruptions, as well as reinforce
continuity plan to place your business in the best
on-site security provisions.
position to minimize operations impacts and
weather damage, but also enhance the business’ • Arrange for Redundant Power. Virtually all business
ability to restore and recover as early as possible operations and facilities depend on reliable and
following the disruptive event. The plan should available power supplies. In a severe weather event,
address responsibilities for preparations, triggers disruptions to grid power are common. The business
should arrange in their plan for a means to provide
necessary power to the facility according with the
operational needs and the business continuity plan.
This can take the form of permanent redundant
power on site via backup generators, fuel cells,
battery energy storage systems. Where redundant
power is not provided, the business can contract and
should pre-arrange (in advance) with local vendors
for provision of rental generators for an extended
period as may be necessary. This may require
advance set-up and installation of special electrical
connections such as an automatic transfer switch
to enable immediate connection should an outage
event occur. Please note that most heating appliances
require electricity for system controls, fans, etc.
for activating various aspects of the plan, a stock-up If backup power is not available, heat for the facility
of equipment and materials to be used by staff to may be compromised.
prepare, vendor or subcontractor arrangements for • Plan for Necessary Heat. It is important to remember
preparation, heat, temporary power and recovery, that heating appliances will usually require some
and restoration steps to be implemented once the amount of electricity to operate. Your business should
event has passed. plan ahead to assure continued heating, at least at a
• Pay Attention to Weather Forecasts. Make a point minimum temperature required to operate. This is
to regularly review forecasts to identify potential especially true in areas with susceptible aspects such
impending weather events which could create as liquid filled piping. Under no conditions should
disruptions or potentially create loss of power. internal heat ever fall below 40° F, but ideally never
Weather forecasting today has improved greatly less than 50° F. Thermostats and sensors in the facility
over the past decade and PV events can usually be only record temperatures at that location and does
identified in advance enabling time for preparation. not necessarily indicate that all areas of the facility
With an already created restoration and response plan, are exposed to that temperature reading. It may prove
businesses can activate their plan and prepare not helpful to raise the heat limits in some areas of the
only for temporary impacts, but also for the restoration building in anticipation. If the business continuity
and recovery period immediately following. plan calls for the use of space heaters indoors, it is
important that extreme care is taken to limit the
• Getting the Business in Order. When extreme risk of fire. Organic fuel type heaters are strongly
weather can impact supply chains, it is important to discouraged as they can add unsafe levels of carbon
put your business continuity plan to work. Stocking monoxide inside. In all cases, during a severe winter
up on raw materials from suppliers and buffering weather outbreak with very cold temperatures, the
finished goods stock in your own warehouses is plan should call for periodic temperature readings
smart. Work with customers to supply finished using a reliable device to assure minimum required
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TECHNICAL INFORMATION PAPER SERIES | PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
temperatures are maintained at all times. These these technologies. Talk with your electrical and/or
evaluations should be conducted at least once every mechanical contractor about options.
3 hours at all interior areas of the structure or every
• Enhance Roof Maintenance Program. Cold
hour when power has failed and heating appliances
temperatures mixed with precipitation results in ice
are negatively impacted.
or snow. Both can be burdens to a roof, especially
• Protect All Piping. Piping is used in most all
if conditions exceed the expected loading which
facilities to support heating systems, cooling can result from a prolonged power outage and
systems, plumbing systems, fire protection systems,
weather event. Before snow or other cold weather
processing operations, etc. Depending on the types
precipitation occurs, make sure facility roofing
of systems and use, the types of liquids inside
systems are in good shape, debris is removed, and
may be susceptible to freezing temperatures and
roof drains are adequately cleared. Drifting snow
fail at joints or piping segments leading to liquid
can bear down on roofs, especially those with
damages. It is crucial to protect piping from freezing.
Most piping will function well if the building(s) varying roof elevation sections. Drifts will usually
can maintain temperatures above 40° F. Freeze- occur at these drastic roof elevation changes but
susceptible piping can be proactively protected to can also occur adjacent to large rooftop equipment.
limit freezing damage. Options such as local area The business continuity plan should list tasks and
heating, insulation, or heat trace can prove beneficial. a responsibility for periodic monitoring of roof
In addition to internal piping, it is important to conditions to make sure that drifting snow does not
also consider piping and systems on the exterior of become so extreme that it can lead to overloading
the building. Any cooling towers must be operated your structure and a potential collapse. Ice dams
and flowing at high volumes to avoid freezing in can occur that may inhibit draining of roof sections
cold temperatures. Automatic systems may enable when thawing occurs. The periodic roof inspection
flow reduction to minimal levels. Cooling tower and
cooling system piping freeze-ups can be very costly
to repair and limit or curtail certain operational
processes that depend upon the tower system.
Exterior air handlers and air conditioners may also
be susceptible and should be properly protected.
Extra insulation or similar protection may suffice,
but don’t neglect them.
• Integrate Sensor Technology. The capabilities of
technology advance every day. Benefits are likely to
be achieved by incorporating some technology as
a supplement to existing property loss prevention
programs. Electronic sensors for water leaks, a wide
array of ambient conditions including heat, and
even fire detection is readily available now more
than ever. Strategically placed water sensors or flow should include checking for this condition so that
monitoring valves on primary water systems on melt ponding does not lead to excessive roof loading
domestic and fire protection services can provide an or other damage. There are electrical heating options
early alert to water damage. Many can be arranged such as de-icing cable or mats that can be applied
to respond automatically in the case of certain flow on roofs at strategic places to help with both drifting
monitoring valves. Today, these devices can “learn snow and ice dams around drain points.
the water use signatures of a facility and alert when
abnormal usage occurs (such as a rapid release) is • Mitigate Heat Loss. Buildings are not airtight. There
detected abnormal to that signature, then alert and are always opportunities and small openings in which
or automatically close the supply valve (on non-fire heat can escape and cold air infiltrate the structure.
protection systems). Temperature sensors in areas Being aware of those locations and/or treating those
with susceptible building elements can be installed particular points to limit that exchange can help in
to alert when temperatures are approaching a an extended cold snap. Provide additional insulation,
pre-determined level. There are many vendors for improve seals, or provide sufficient additional heat to
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TECHNICAL INFORMATION PAPER SERIES | PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
contend with the cold infiltration as necessary. and HVAC contractor will be very helpful to have on
Where these exist in areas with cold-susceptible retainer. Be sure to engage qualified and sufficiently
features (liquid filled pipes, etc.), extra care should insured contractors whom your business has vetted
always be taken to limit exposure. in advance.
• Protect Against Infestation. As temperatures drop • Secure Prior to Shutdown. If the business is
quickly, pests will want to find a way to keep warm. planning to shut down operations for a period of
An ongoing pest management service can be helpful. time, be sure to consider site security. Every property
While investigating for heat leaks above, be mindful is different in terms of needs, however, sufficient
of opportunities where pests can make access inside. security should include opportunities to observe
Sufficiently treat those to prevent entry. In all cases the property conditions (perhaps cameras if not
with pests, be careful and engage a professional for manned security) and sufficient access management.
removal if one accesses the interior. Double-check pedestrian and overhead dock doors
• Secure Loose Materials. Strong storm systems often to make sure they are secured. Operable windows
should be fully shut and locked. Any outbuildings
bring strong winds. These winds can readily pick
should also be properly locked and valuable yard
up loose items and project them against a nearby
items secured. Perhaps the business consider a
structure, breaking windows or damaging exterior
regime that utilizes the benefits of condition and
cladding. Should severe cold weather and forecast
remote sensing technology and cameras (internal
severe storms be forecast, arrange for staffing or
and external) to provide additional oversight
labor to pick up exterior loose items and move them
opportunities during the shutdown period.
inside or provide securement to prevent them from
becoming projectiles and striking nearby buildings.
INLAND MARINE (BUILDERS RISK)
Where neighboring properties may have items that
could affect a primary building operation, consider Facilities which are undergoing new
installing exposing window protection such as construction or renovation are exposed
plywood or metal panels. to unique risks during a winter weather
event. These can include the following:
• Pre-Arrange Restoration Services. After a
• Water-filled pipes must be protected from freezing,
widespread disaster, finding contractors to make
either by completely draining systems and shutting
repairs and restore facilities are hard to come by.
off supply at the main(s), or by providing adequate
It always makes sense to establish an agreement
heat to maintain adequate temperatures.
• Even if permanent heating units are in place and
operational, power could be lost or the heating
system may not have the capacity to adequately heat
the building during extremely low temperatures;
therefore, back-up (temporary) heating sources
should be available and prepared for use if needed.
• As noted above, it is important to consider piping
and systems on the exterior of the building in
addition to the internal systems. This is especially
true for construction projects in which it is much
more common to have piping that is exposed
and/or not adequately insulated for colder
temperatures.
• To help maintain proper temperatures inside the
or arrangement prior to any event with desired building, the structure should be “weather tight” by
vendors who can respond as a priority. A restoration covering and securing any doors, windows, vents,
company may be the most important pre-arranged or other external openings and reduce the exposure
relationship. In addition, an electrical, fire protection, to outside air.
5TECHNICAL INFORMATION PAPER SERIES | PREPARING YOUR FACILITY FOR WINTER WEATHER AND POTENTIAL DISRUPTIONS
• Materials and equipment susceptible to damage potential damages and to help prevent further
from low temperatures and/or moisture should damages. This should include inspections and/or
either be properly protected inside the building or testing of structural components, MEP (mechanical,
relocated to another secure and dry location. Some electrical and plumbing) systems, drainage systems,
equipment manufacturers will provide temperature equipment (both construction equipment and MEP),
and humidity recommendations for storage of their etc. It is critical that recommissioning of MEP systems
product materials which should be maintained. and/or processing equipment be carefully planned as
• An incomplete structure may require temporary damage may be difficult to identify initially.
shoring and/or bracing to ensure it can withstand
ADDITIONAL RESOURCES
additional loads from snow/ice accumulations that
might develop. For additional resources, log in to MyAccount
to access the below related content.
• Prior to an impending storm, all roof drains, gutters,
• Business Continuity Planning
or other drains should be inspected to verify they
are free of debris that could inhibit proper water • Reopening Idle Facilities and Restarting Operations
drainage, which can lead to water infiltration as • Water Damage Prevention Planning
melting occurs. Likewise, accumulations of snow • Sprinkler System Impairments
and/or ice can also impact drainage and, if needed,
• Fire Protection Self Inspection Form
should be cleared when safe to do so.
• Gas Line Purging
• It should be expected that the site may be idled for
• Gas Purging Checklist
some time following a major winter storm; therefore,
the site should be secured accordingly. • Protection of Idle Construction Sites
• When safe to do so, a complete and thorough site
assessment should be completed to evaluate any
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The information provided in these materials is intended to be general and advisory in nature. It shall not be considered legal advice. The Hartford does not warrant that the
implementation of any view or recommendation contained herein will: (i) result in the elimination of any unsafe conditions at your business locations or with respect to your Auto
business operations; or (ii) be an appropriate legal or business practice. The Hartford assumes no responsibility for the control or correction of hazards or legal compliance Home
with respect to your business practices, and the views and recommendations contained herein shall not constitute our undertaking, on your behalf or for the benefit of others,
to determine or warrant that your business premises, locations or operations are safe or healthful, or are in compliance with any law, rule or regulation. Readers seeking to
resolve specific safety, legal or business issues or concerns related to the information provided in these materials should consult their safety consultant, attorney or business
advisors. All information and representations herein are as of March 2021.
The Hartford® is The Hartford Financial Services Group, Inc. and its subsidiaries, including Hartford Fire Insurance Company. Its headquarters is in Hartford, CT.
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