HomeMy WebLinkAboutAgreement_Interlocal_04/10/2014 (2) �
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INTERLOCAL AGREEMENT
THIS INTERLOCAL AGREEMENT ("Ageement") is made and entered into on
, by and between Pa1m Beach County, a political subdivision of the
Sta.te of Florida ("County") and Village of Tequesta, a municipal corporation of the State of
Florida("ParticipanY').
WITNESSETH
WHEREAS, the County and the Participant are continua.11y identifying more effective
service delivery methods which result in overall savings to the taxpayers of the County and the
Participant; and
WHEREAS, the County has purchased, designed, installed, and operates a Public Safety
Trunked Radio System that supports the needs of the Palm Beach County Sherif�s Office, Palm
Beach County Fire Rescue, Palm Beach County Emergency Medical Services, and various Palm
Bea.ch County general government agencies; and
WHEREAS, the County and the Participant have determined that the ability to provide
interoperable communications is critical to the effective and efficient provision of public safety
and genera.l government services; and
WHEREAS, it has been determined to be mutually beneficial to both Parties to execute
this Agreement which sets forth the parameters under which the Participant can directly access
the County's Radio System saving the taxpayers money of both the County and the Participant as
well as the opportunity to receive the public sa.fety benefit of interoperability; and
WHEREAS, connection to the County's System through a Municipal Hub is not
., technically feasible; and
WHEREAS, Section 163.01, Florida Statutes, permits public agencies to enter into
Agreements to jointly exercise any power, privilege or authority which such agencies shaze in
common and which each might exercise separately;
NOW THEREFORE, in conjunction with the mutual covenants, promises and
representa.tions contained herein,the parties hereto agree as follows:
SE�TION 1: PURPOSE AND DEFI1vITIONS
I.OI The purpose of this Agreement is to set forth the parameters under which the County will
make access to its Public Safety Trunked Radio System ("System") available to the
Participant. This Agreement identifies the conditions of use, the cost of access and on-
going use, and the ability of the Participant to participate in the opera.tional decisions
relating to the Public Safety Radio System.
Page 1 of 13
1.02 Definitions
1.021 Common Countywide Talk Groups: Talk groups established on the County's
communications System that are made available to Covnty agencies, municipalities
and other non-County agencies.
1.022 Pa.rtici ant uinment: Also known as "agency radios,"are Participant owned 800 MHz
handheld and mobile radios and control stations that have the ability to be programmed
and used on the County's Public Safety Radio System.
1.023 Microwave System: A communications system utilizing frequencies in the microwave
ra.nge to route audio and control signals between sites in a multi-site communica.tions
system.
1.024 Prime Site: The location of the County's SmartzoneT"I Controller.
1.025 SmartZone Controller: The SmartZone Controller is the central computer that manages
and controls the operation of the County's Public Safery Trunked Radio System. The
SmartZone Controller manages access to System fea.tures, functions,and talk-groups.
1.026 S�em: The Public Safety Trunked Radio System funded, purchased, installed,
mainta.ined and owned by the County. The System includes fixed transmitting and
receiving equipment, a microwave system for communications between sites, System
control and management eyuipment, dispatch consoles, a SmartZone controller located at
the prime site, and other related equipment.
1.027 System Administra.tor: An employee within the Electronic Services & Security Division
of the Department of Facilities Development & Operations with the title Radio System
Administrator who is responsible for day to day administration and management of the
System and the County's designated contact person pursuant to various sections of this
Agreement.
SECTION 2: ADMINISTRATION OF THE COUNTY'S PUBLIC SAFETY RADIO
SYSTEM AND USAGE PROCEDURES
2.01 The Palm Beach County Electronic Services & Security Division is charged with
responsibility for administering the System. The Public Safety Ra.dio System
Administrator will be the Participant's day to day contact and can be reached at 561-233-
0837. The Electronic Services& Security Division is staffed from 8:00 a.m. to 5:00 p.m.,
Monday t]►rough Frida.y, excluding County holidays. After hours emergency contact will
be made through the County's Emergency Operations Dispatch Center at 561-712-6428
and the appropriate conta.ct will be made.
Page 2 of 13
2.02 The Network Administration Plan as identified in Attachment I, is to identify the general
procedures far the management of the System and procedures for input into operating and
technical policy development. The plan esta.blished the Countywide Radio Steering
Committee (CRSSC), who is responsible for overseeing and implementing the policies
and procedures for the County's System.
2.021 T'he CRSSC is supported by User Committees in each discipline utilizing the
System. The Participant shall assign representa.tives to attend User Committee meetings
for ea.ch of the law enforcement, fire-rescue, and public works disciplines for which the
Participant has subscriber units programmed on the System. Participants at these
meetings will discuss all System maintenance and administtation issues. As agreed to by
the User Committee members, issues discussed and approved at the meetings shall 6e
forwarded to the Network Administrator and/or the CRSSC for final approval a.nd
implementa,tion.
2.03 The Participant shall follow all policies and standard operaxing procedures in place at the
time of this Agreement, a list of which aze included in Attachment 1, as well as those
developed in the future and issued to the Participant by the System Administrator. The
Participant agrees to comply with any enforcement actions required by these policies and
procedures for misuse or abuse of the County's System.
SECTION 3: PUBLIC SAFETY RADIO AND NIICROWAVE SYSTEM MAINTENANCE
PROGRAM
3.01 The County Public Safety Trunked Radio System and Microwave System consists of ten
(10) transmit and receive sites with co-located microwave ec�uipment and three (3)
microwave only sites that provide network connectivity as well as the ability to
interconnect with co-located County owned dispatch equipment.
3.02 The County will perform routine and preventa.tive maintenance on the System according
to its esta.blished procedures. This maintenance includes trouble shooting and making all
repairs on a 24/7/36S basis as we11 as performing preventive maintenance on the entire
System including, but not limited to, radio and microwave equipment,
controUmanagement and alarm systems, towers and equipment shelters and backup
power generators and air conditioners. The Participant will pay the County an annual
charge of$154.00 per unit for maintenance of the System beginning October l, 2012.
The annual cost of maintenance will be reviewed every three(3) years s�tarting January 3,
2003 and may be adjusted for the following fiscal year by notice to the Participant no
later than April 1 st, by the County's Facilities Development & Operations Department.
In any ca.se, the cost of maintenance to the Participant shall be equal to that charged to a
County Department.
3.03 In the event of termination of this Agreement by County and with no fault of the
Participant, the Participant shall be reimbursed the pro ra.ta share of maintenance fees
based on the da#e of termination. In the event of termination by the Participant, no
maintenance fees will be reimbursed.
Page 3 of 13
SECTION 4: PARTICIPANT RESPONSIBILTTIES AND EQUIPNIENT
4.01 The Participant's equipment will be 800 MHz mobile, portable, and control station
equipment programmed to be used on the County's System. The equipment used will be
compatible with Motorola 800 MHz SmartZone communication systems. Equipment
other than that manufactured by Motorola shall be approved by the System Administrator
prior to purchase by the Participant. The Participant will be required to keep its
equipment in proper opera.ting condition and the Participant is solely responsible for �
maintenance of its radio equipment.
4.02 Within 15 days of execution of this Agreement, the Participant is to provide the County
with a single Participant Representative who is the Participant's single point of contact
for matters relating to this Agreement.
4.03 Within 15 days of the execution of this Agreement, the Participant is to provide the
County with a list of persons/positions, which are authorized to request programming
changes to existing units or new units. l�o programming will be undertalcen by the
Participant until requested and approved in writing by the System Administrator.
4.031 The Participant will only program the Common Talk Groups into its radio that are
authorized by the County to the Participant for its use. The Participant shall not program
ta.lk groups of other agencies into its radios without a letter of authorization or a signed
agreement from the County. The System Administrator shall be provided with a11 such
authorization letters from cities.
4.032 The Participant will be required to program the Common Countywide Talk
Groups which reside on the System for use by the Participant for interagency
communications into its radios. The calling talk groups, in addition to one opera.tional
talk-group for the applicable discipline shall be required as a minimum. The Participant
may include Common Talk Groups as necessary to meet their operational requirements.
These talk groups shall be in addition to the mutual aid channels required by the Florida
Region Plan.
4.033 The Participant may request the use of encryption, but the utilization of such
capa6ilities is only for covert use and not for daily dispatch communications. The
County will assign digital ID's in an amount equal to 10% of the Participant's analog ID
allocation. The Participant will be responsible to provide the County the Digital ID
assignments as reyuired by Section 4.07. Should the Participant require access to the
encrypted talk-groups by their dispatch center they will need to allow the "Key Loading"
of the Participant's encryption code into the 800 System by the County or its service
provider.
Page 4 of 13
4.034 If regionalized "Hub" systems are added to the County's 800 System and if
required to mainta.in ca.pacity on the County System, the Participant signing this
Agreement may be requested to reassign their radios to one of the "Hub" Systems. If the
Participant is requested to be reassigned, the Participant shall agree to reassign their
radios to the Hub providing tha.t the County maintains the equivalent radio coverage
within the Participant and County pays to reprogram the Farticipant's radios.
4.04 The Participant sha11 receive certain access codes to the County's System and sha11 be
responsible to safeguard the code information from release to unauthorized parties. The
Participant shall be responsible for notifying the System Administ�ator prior to, or within
2 hours of terminating employees or commercial service providers which had knowledge
of the access codes so that the access codes can be modified and the System secured.
4.041 Service staff directly employed by the Participant shall be considered authorized
to receive access and programming codes for the maintenance of the Participant's radio
equipment.
4.042 Commercial service providers a.re not considered authorized to receive access or
programming codes for the County System. Agencies that plan to use commercial
services for their subscriber maintenance must include con�dentiality requirements in
their contracts with the service providers. These requirements must be reviewed and
approved (which approval will not be unrea.sonably withheld) by the System
Administrator prior to the Participant executing its contract with a commercial service
provider.
4.05 The Participant is solely responsible for the performance and the operation of the
Participant equipmemt and any damages or liability resu�ting &om the use thereof.
Should the County identify malfunctioning Participant owned equipment;the County will
request that the Participant discontinue use of the specific device until the repairs aze
completed. 'I'he County may, after proper written notification to the Participant and with
the concurrence of the CRSCC, disable the equipment from the System if the device is
causing interference to the System. In the case of lost or stolen equipment, the
Participant will notify the System Administrator by e-mail or fax authorizing the System
Administrator to disable the equipment. T'he Participant will provide the Radio ID
number and the serial number of the radio. T'he System Administrator will advise back
via e-mail when the radio has been disabled. A request by the Participant to re-activate a
disabled unit will also be required by e-mail or fax to the System Administrator.
4.06 As of this time,the System does not support the use of roaming,private call, or telephone
interconnects. In the future the County may activate some or all of these features should
the loading of the System allow. The Participant will not program these features into the
Participant's radios. If roaming,private call, and/or telephone interconnect are allowed on
the System in the future, the Participant may, at its own expense, reprogram the
Participant's radios. The County will provide an amendment to this Agreement defining
the uses and required programming should these fea.tures become available on the
System.
Page 5 of 13
4.07 T'he Participant will be required to provide to the County an initial inventory of the radios
that are proposed to be progra.mmed onto the County System. The Participant will
provide the following information to the County:
1. Radio manufacturer and model numbers.
2. Radio serial numbers.
3. Requested aliases to be programmed.
4. List of programming changes requested.
5. Talk group required.
6. Common tallc groups required.
7. Other agency talk groups required.
The System Administrator will then compile this information and transmit back to the
Pazticipant a matrix of the approved talk groups, aliases, and radio ID numbers prior to
the Participant's radios being programmed into the County's Public Safety Radio System.
The Participa.nt is responsible for adhering to the talk group and radio ID allocations
established by the County. The County's talk group and radio ID allocations are on file
with the County and available upon request.
4.08 Nothing in this Agreement shall represent a commitment by the County or sha11 be
construed as intent by the County to fund any portion of the Participant's Equipment.
SECTION 5: SYSTEM RENEWAL AND REPLACEMENT FUND
S.OI 'The County implemented an 800 MHz System Replacement fund ("Replacement Fund").
1'he purpose of this fund is to provide a steuctured"savings plan"by which the cost of the
eyuipment renewal and replacement is prorated over the estimated life of the System and
paid on an annual basis throughout that life. The Replacement Fund may also be used to
expand the System as determined appropriate by the County.
5.02 The Participant shall pay the County$211.42 per unit per year for the Replacement Fund.
The Participant shall pa,y the annual Replacement fee beginning October 1, 2012. The
annua.l Replacement Fund contributions may be reviewed every three (3) years starting
January 3, 2003 and may be adjusted for the following fiscal year by notice to the
Participant by the County's Facilities & Operations Department issued by April 1�. In
any case, the cost shall be equal to that charged to a County Department.
5.03 In the event of a termination of this Agreement by the Participant or the County, the
Participant will not be reimbursed for any conteibutions to the Replacement Fund.
Page 6 of 13
SECTION 6: ONE TIlVIE SYSTEM ACCESS CHARGE
6.01 The Participant will pay a one-time access charge for ea.ch subscriber unit on the System
in the amount of$2089.00 ger unit. Each subscriber unit added to the County System will
be charged tkie same amount at the time the unit is programmed for System access. The
one-time connection charge may be reviewed every three (3) years sta.rting January 3,
2003 and adjusted for the following fiscal year by notice to the Participant by the
County's Facilities Development & Operations Depariment issued by April 1�`. In any
case,the cost sha11 be equa.l to tha.t charged to a County Deparisnent.
6.02 In the event of any termination of the Agreement, the one-time access charges will not be
reimbursed.
SECTION 7: ANNUAL BUDGET INFORMATION INFORMATION TO BE PROVIDED
7.01 The County may review and upda.te the fees and chazges as identifed in Sections 3, 5 and
6 once every three (3) years and transmit same to the Participant prior to April 1�for the
following fiscal year beginning October 1�`. These revised fees and charges will be
applicable for the upcoming fiscal year and will automatically become a part of this
Agreement on October ]�of the applicable year.
7.02 The Pa.rticipant will be responsible for estimating the number of units which it will have
on the System for the upcoming fiscal year and budgeting accordingly based on the f�s
and chazges described in Section 7.01. In order to assist the Pari:icipant, the County will
compile a list of the acrive radios that the Participant has on the System in the current
year and will tra.nsmit information described in Section 7.01 for information purposes
only. The Participant shall he responsible for budgeting for any additional radios that it
proposes to add to the System in the current fiscal year.
SECTION 8: BILLING SCHEDULE
8.01 Each November 15`�,the County will invoice the Participant for the number of radios that
were oa the System as of the prior September 30th using the per unit fees and charges
described in Sections 3 and 5 of the Agreement. If the effective date of this Agreement is
between November 15`� and September 30`", the Participant will be charged pursuant to
Section 8.02.
8.02 Any additional radios which the Participant reyuests to operate on the System will be
charged fees for a full year pursuant to Sections 3 and 5,regazd�ess o�the time of the year
that the additional unit is programmed into the System.
8.03 The County shall prepare and transmit a separate invoice for the one-time access charge
pursuant to Section 6 of this Agreement within 10 days of the Participant's reyuest for
subscriber units to be programmed on the System. The Participant shall pay the one-time
access charge at any time prior to October 15�' of each year, following the efFective date
of this Agreement.
Page 7 of 13
8.04 Upon receipt of any invoice,the Participant will immediately review same and report any
discrepancies to the County within 10 days of receipt. Payment will be due to the County
within 30 da.ys of receipt of the invoice (except for invoices issued pursuant to Section
8.03).
Payment for all invoices shall be sent to:
Facilities Development&Operations
�iscal 1Vlanager
2633 Vista Parkway
West Palm Beach, FL 33411-5603
Attn: 800 M�Iz Interlocal Agreement# ,Invoice#
SECTION 9: COUNTY RESPONSIBILITIES
9.01 The County shall be responsible for the maintenance and operation of the System. The
County shall notify the Participant Representative in advance of scheduled maintenance
whick� irrZpacts tl�e usezs of the Systern; and shall respond to emergetxcies in the tizne
frames and according to the procedures identified. Routine maintenance that affects
System coverage and/or capacity shall be attempted to be made during non-peak hours.
9.02 The County shall he responsible for all permitting, licensing, and fees associated with the
operation of the System.
9.03 The County shall be responsible for the management of the Replacement Fund and,
through same, responsible for the ca.pital replacement or expansion of System equipment
and infrastructure.
9.04 The County shall maintain radio coverage within the Participant's municipal boundaries
as described in the contract with Motorola throughout the term of this Agreement except
for times of scheduled preventative maintenance, where it will be required to disable
portions of the network for a pre-determined length of time or during times of System
failures.
9.05 The County will provide notifications of System problems and time for System
restoration to the Participant Representative within the tirne frames identified in
Atta.chment 1.
9.06 The County shall be responsible for talk group and fleet mapping management in
accordance with the procedures and policies identified herein.
Page 8 of 13
As to the County:
County Adminisixator
Palm Beach County
301 North Olive Avenue
West Palm Bea.ch, FL 33401
Director,Facilities Development&Operations
2633 Vista Parkway
West Palm Beach,FL 33411-5603
With a copy to:
Ra,dio System Administrator
2601 Vista Parkway
West Palm Bea.ch,FL 33411
County Attomey's Office
301 North Olive Avenue
West Palm Beach,FL 33401
As to the Participant:
Village Manager
Village of Tequesta
345 Tequest�Drive
Tequesta,FL 33469
Police Chief
V'illage of`Y'equesta
345 Tequesta Drive
Tequesta, FL 33469
Corbett, White and Davis,PA
1111 Hypoluxo Road
Suite 207
Lantana,FL 33462
SECTION 17: APPLICABLE LAW
T'his Agreement shall be governed by the laws of the Sta.te of Florida.
SECTION 18: FII.ING
A copy of this Agreement shall be filed with the Clerk & Comptroller, Palm Beach
County.
Page 11 of 13
SECTION 19: ENTIRE AGREEMENT
T'his Agreement and any Atta.chments attached hereto and forming a part thereof as if
fully set forth herein, constitute all agreements, conditions and understandings between
the County and the Participant concerning the System. Al1 representa.tipns, either oral or
written, shall be deemed to be merged into this Agreement. Except as herein otherwise
provided, no subsequent alteration, waiver, change or addition to this Agreement shall be
binding upon the County or Participant unless reduc�to writing and signed by them.
SECTION 20: DELEGATION OF DUTY
Nothing contained herein shall be deemed to authorize the delegation of the
Constitutional or Statutory duties of the County's or the Participant's officers.
SECTION 21: PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL
AUDIT REQUIREMENTS
Palm Beach County has established the Of�ice of the Inspector General in Palm Beach
County Code, Section 2-421 - 2-440, as may be amended. The Inspector General is
authorized with the power to review pa.st, preseat and proposed County contracts,
transactions, accounts and records. The Inspector General's authority includes,but is not
limited to, the power to audit, investigate, monitor, and inspect the activities of entities
contracting with the County, or anyone acting on their behalf, in order to ensure
compliance with contract requirements and to detect corruption and fraud. Failure to
cooperate with the Inspector General or interfering with or impeding any investigation
shall be a violation of Palm Beach County Code, Section 2-421 - 2-440, and punished
pursuant to Section 125.69, Florida Statutes, in the same manner as a second degree
misdemeanor.
SECTION 22: NO TffiRD PARTY BENEFICIARY
No provision of this Contract is intended to, or shall be construed to, create any third
party benefciary or to provide any rights to any person or entity not a party to this
Contract, including but not limited to any citizen or employees of the County and/or
Participant�
SECTION 23: TERNIINATION OF PRIOR AGREEMENT
Agreement R2013-1163 dated September 10, 2013 is hereby terminated effective upon
the execution of this Agreement�y the Board of County Commissioners. This Agreement
shall supercede and replace said prior Agreement in all respects.
(Remainder of the page intentionally left blank)
Page12of13
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the
day and year first above written.
ATTEST:
SHARON R. SOCK PALM BEACH COUNTY,a
CLERK& COMPTROLLER political subdivision of the State of Florida
By: By:
Deputy Clerk Priscilla A. Taylor, Mayor
APPROVED AS TO FORM AND APPROVED AS TO TERMS
LEGAL SUFFICIENCY: AND CONDITIONS:
sy: By:
County Attorney Audrey Wolf, Director
Facilities Development& Operations
ATTEST: VILLAGE OF TEQUESTA
a municipal corporation of the State of
Florida
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Page 13 of 13
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Attachment I
PALM BEACH COUNTY
PUBLIC SAFETY RADIO SYSTEM
POLICIES AND PROCEDURES
June 2002
Policv/Procedure Title Last Revision Date
1. Countywide Use of 800 MHz System (O.P. #I-01) Oct. 1,2001
2. Countywide Use of 800 MHz System Talk Groups(O.P.#I-04) Oct. 1,2001
3. Monitoring and Evaluation of Public Safety Ra.dio System Talk
Groups(O.P.#I�OS) Oct. 1,2001
4. Emergency Medica.l Communica.tions(O.P.#I-06) Oct. 1,2001
5. Reporting of Problems and Modifications of the Public Safety
Radio System(O.P.#I-07) Oct. 1,2001
6. Countywide Use of Public Safety Radio System During Times
of Catastrophic Failure which result in non-trunking"conventional"
operation (O.P.#I-10) Oct. l,2001
7. Network Maintenance and Administration Plan June 6,2002
PALM BEACH COUNTY 800 MHz RADIO SYSTEM
OPERATIONAL PROCEDURE: # I -01
ISSUED DATE: REVISED DATE: IMPLEMENTED DATE:
County -Wide Use of 800 MHz System
Purpose:
The purpose of this operational procedure is to establish and prescribe the normal
operating procedures and standardized talk groups for all users of the Palm Beach County 800
MHz, County -Wide Trunked radio system.
Applicability:
The procedures and operating constraints prescribed herein shall apply to all users of the
Countywide, Trunked 800 MHz radio system.
Authority_: 800 MM Steering Committee
System Description:
The County-Wide, Trunked radio system consists of interconnected 800 MHz systems,
configured to allow for county -wide radio communications and multi - agency interoperability.
The system will allow for radio communications, analog and/or digital, among all Law
Enforcement, Fire - Rescue, EMS and Public Works agencies using a single radio. The system has
been configured to provide designated Talk Groups within each of the different public safety
disciplines and governmental services areas; multi jurisdictional interoperability (Local Mutual
Aid) and Statewide, Mutual Aid Talk Group capabilities. A limited number of users will have a
telephone interconnect capability for extraordinary circumstances and emergency use. In
addition, the system can be temporarily reconfigured to provide for special talk groups in time of
emergency operations.
When an operating unit presses the push -to -talk button on a radio, a signal is sent to the
System Controller which verifies the radio identification as a valid system user and assigns the
radio to one of the available radio repeaters for further communication. The talk group selected
by the operating unit will determine with whom that unit will be able to communicate. Only
operating units authorized for the same talk group(s) will be able to communicate with each
other. The random assignment of available radio repeater channels to requesting users and the
limitation of available talk groups achieves a much higher degree of operating efficiency ilia,,
with dedicated channels.
Operational Procedure: # I -01 Supersedes and Rescinds: Page l of 2
PALM BEACH COUNTY 800 MHZ RADIO SYSTEM
OPERATIONAL PROCEDURE: # I -01
ISSUED DATE: REVISED DATE: IMPLEMENTED DATE:
Procedures:
Each participating agency has been assigned a designated number of talk groups for use
within the various public safety and governmental service areas (ie. Law Enforcement, Fire -
Rescue, Public works, etc.). See Appendix 1. It shall be the responsibility of each participating
agency to assure that each unit operating on one or more of that agency's talk groups is assigned
a unique radio identifier. Operators should maintain the radio selector switch on their normal or
home talk group unless specifically requested by the appropriate dispatch center to switch talk
group.
All radios operating on a selected talk group will hear all other radio traffic on that talk
group; therefore all operators should listen for other radio traff=ic before initiating their message.
The use of "clear speech" radio communications is encouraged however accepted "code words"
may be used based on an individual agency's standard operating procedures. Each agency shall
be responsible for monitoring its own designated talk groups and assure that its operating units
only operate on those talk groups designated for that agency's use. Common Call talk groups and
Mutual Aid talk groups may only be used when authorized by one of the three (3) designated
monitoring agencies.
The allocation of additional talk groups to any requesting agency shall be the sole
responsibility of the Countywide 300 MHZ Communications Steering Committee.
Operational Procedure: # I -01 Supersedes and Rescinds: Page 2 of
PALM BEACH COUNTY 800 MHz RADIO S1'STEINI
OPERATIONAL PROCEDURE: # 1 -04
ISSUED DATE: REVISED DATE: IMPLEMENTED DXM:
County -Wide Use of 800 MHz System Talk Groups
Purpose:
The purpose ofthis operational procedure is to establish and prescribe the normal operating
procedures and use of standardized talk groups Cor all users of the Palm Beach Cutimy SUU Ibll -Iz,
County -Wide Trunked radio system.
Applicability
The procedures and operating constraints prescribed herein shall apply to all users of the
Countywide, Trunked 800 MHz radio system.
uthorit : 800 MHZ Steering Committee
System Description:
The County -Wide, Trunked radio system consists of interconnected 300 \II Ix systcros.
configured to allow torcounty -wide radio conununications and multi - agency interuperability. The
system will allow for radio communications, analog and/or digital, among all Law Lnliorcement,
Fire- Rescue, EMS and General Government/Public Works agencies using a single radio.
Talk Groups:
Talk groups shall fall into one of the following general categories:
Law Enforcement: To be used only by authorized Law Enforcement agencies and their
employees solely for the purpose of conducting emergency and administrative function,.
Fire - Rescue: To be used only by authorized Fire- Rescue agencies and theiremployees solely
for the purpose of conducting emergency and administrative functions.
Emergency Medical Services To be used only by authori-r_cd cmer,'ency nicdical ,cr%'icc
providers and licensed hospital emergency departments solely for the purpose of providing
emergency medical senices.
Emergency Management: To be used only by authorized emergency management agencies
or their designees for the purpose of disaster related communications and administrative I unctions.
General Government/Public Works: To be used only by authorized departments of County
and Municipal Government for the purpose of conducting normal governmental liuu:tions.
Operational Procedure: # 1-U4 Supersedes and Rescinds:
i
PAL1II BEACH COUNTY SUU MHz RADIO SYSTEM
OI'ERATIONAI. PROCEDURE: # 1 -04
ISSUED DA'Z'E: REVISE) DATE: INII'LEtbIENTE'D D. I::
Common Talk Groups: Use of comnwn talk groups by agencies/departments and those talk
groups designated for "Mutual Aid" shall be in accordance with the County -1Vide Operational
Procedure #I -02.
Procedures:
Each participating agency has been assigned a designated nunthcr ot'talk Lroups lip• use
within the various public safety and governmental service areas (ie. Law Enl'urcemcw. I: irc l:escue.
Public works, etc.). It shall be the responsibility ureach participating agency to assure that cash unit
operating on one or more ofthat agency's talk groups is assigned it unique radio identifier and is
operating in accordance with all County -Wide 800 MHz operational procedures, as amended from
time to time. Operators should maintain the radio selector switch on their normal or home tall: group
unless specifically requested by the appropriate dispatch center to switch talk group.
All radius operating on a selected talk group will hear all other radio lrallic on that talk
group; therefore all operators should listen furutherradiu ttaffic before initiating their message. The
use of "clear speech" radio communications is encouraged howeveraccepled "rude words" may be
used based on an individual agency's standard operating procedures. Fach I..tenry shall lie
responsible for monitoring its own designated talk groups and assure that its operating units intly
operate on those talk groups designated for that agency's use. Common Call talk groups and tN4ulual
Aid talk groups may only be used when authorized by une ol'the three (i) designated munitoring
agencies.
Each participating agency shall be responsible for moniloring its use ofthe designated talk
groups and assuring that each talk group is used only fur those purposes as outlined above. Each
participating agency shall be responsible for developing internal policies to assure appropriate Ilse
of the talk groups by all persunnel. I�or lltose a,"cnries utilizing the "scanniii�I" IullUl'l'. personnel
must be made aware of the appropriate use ol'this reature and its potential impart on other s
users. If it is documented that an agency or user is not uperating in compliance with this or any other
County -Wide Operational Procedure, the 800 MHz steering conunittee shall direct that agency to
take corrective action.
Operational Procedure: # 1 -04 Su )ersedes and Rescinds:
PALM BEACIi COUNTY 800 Nffiz RAD SYSTEM
OPERATIONAL PROCEDURE: ;-1 -05
ISSUED DATE: REVISED DATE: N1.1"LENIE \TED DATE:
Monitoring and evaluation of 800 MHz System Talk Groups
Purpose:
The purpose of this operational procedure is to establish and prescribe the normal operating
procedures for the monitoring, documentation and evaluation of use of talk groups within the Palrn
Beach County 800 NlHz, County -Wide "frunked radio system.
Applicability:
The procedures and operating constraints prescribed herein shall apply to all users uC the
Countywide, Trunked 800 MHz radio system.
Authority: 800 MHZ Steering Conunittee
System Description:
The County -wide SOO MHz system has the capability, through the SmartZone controller to
accumulate system usage statistics on all system users. Such statistics include talk group use, calling
units, time of call and duration of each call. Basic use reports will be generated on not less than a
quarterly basis and provided to each agency using the system. In addition, limited customized reports
are available through the Systerlt Administrator, by downloadine the Sm;utZone dam into .1 d:aabuse
program.
Monitoring and Evaluation:
On not less than a quarterly basis, the System Administrator shall provide the basic system
use reports to each of the participating agencies and the County -wide Radio System Steering
Committee. It shall be the responsibility of each a to reyic'. % and evaluate their use of the
system and its effect on their operation. On an annual basis, the System :ldministrator s;ral i rovidc a
written report to th e Countywide Radio Svstern Stee ring C0111111MCL Orr the Ilse Ut �)'1 M1
system and its ability to meet the needs of :ill participating aLcncies. The report shottid d ---ail talk
group use, capacity of system use and corr.inon talk group interoperability cvects.
Should a participating agency require a customized report of use, they a;rc to submit a %.
request to the System Administrator. Such request should be as specific as possible what
system use data is being requested and for what time frame.
Operational Procedure: ;= 1 -0� Supersede and Rescinds: uc 1 o 1
PALM BEACH COUNTY 800 MHz RADIO SYSTE1NI
OPERATIONAL PROCEDURE: # 1 -06
ISSUED DATE: REVISED DATE: ININ- EMENTED Ur1'I'E:
800 MHz Emergency Medical Communications
ur ose:
The purpose of this operational procedure is to establish and prescribe the normal
operating procedures and standardized tall: groups floc use ul'the Palm Beach County 800 MHz,
Emergency Medical Communications system.
Applicability:
The procedures and operating constraints prescribed herein shall apply to all Emergency
Medical Services providers and Hospitals.
Authority: Countywide 800 MHZ Radio System Steering Committee
Svstem Description:
The 800 IVIHz, Emergency Medical CommufliCation system will consist ol� ?8 channels
transmitting simulcast from ten sites. ']'his should provide countywide coverage li,r portable
radios in medium density buildings within the populated areas and outdoor coveraLw for the rural
areas. Ten (10) "Medical" talk groups shall be established and programmed into all 11&1 unit
radios. Each hospital emergency department shall be equipped with an 800 MHz control station
programmed with an individual "Hospital" talk group. In addition. there will be two (?) "Medical
Control" talk groups, available Countywide and an "Inter- hospital" talk goup I'or
communications between each of the County's hospital emergency departments.
In order to assure adequate communications with all emergency medical service
providers during the phase -in of the 800 MHz system, the current UHF "Medical Frequencies"
shall be maintained in a modified format and configured so as to allow for a "Hard Patch" to the
800 MHz Med talk groups. The Countywide 800 MHz Steering Committee shall determine the
final date that providers may utilize the U1-IF system, alter which time all providers must use the
800 MHz system. The Statewide. UHF Medical Control fi (Med 8) shall he maintained
in compliance with the State of Florida Emergency Medical C'onununicatiuns flan.
Operational Procedure: # 1 -06 Supersedes and Rescinds: Page I uF2
PALM BEACH COUNTY 800 MHz RADIO SYSTEtNI
OPERATIONAL PROCEDURE: # 1 -06
ISSUED DATE: REVISED DAT I DATE:
Procedures:
When an emergency medical services unit determines the need to communicate with a
hospital, that unit shall notiry the County Fire- Rescue Communications Center (MedCom) via
the appropriate Medical Control Talk Group. The requesting unit should identify which hospital,
the nature of the medical emergency. number of patients and patients priorities. \MedCom will
designate a Medical talk group and reLlueSt the unit "Standby "on that talk group. Medcom will
then alert the appropriate Hospital and patch the designated Medical talk group to the Hospital
talk group. Upon completion of the exchange between the emergency unit and the hospital, the
emergency unit shall request that Medcom disengage the talk group hatch. ComlminlcatlonS
between emergency medical units or between emergence units and Medical Direction may be
accomplished in similar fashion, by requesting from Medcom a medical talk group.
For those emergency medical service providers that remain on the 11HF system. a similar
patch process will be used. The requesting agency will notify \MedCom utilizing lll-IF \Med 9,
relaying the necessary inrormation, as identified above. MedCom will then designate a UHF
Med channel, request the unit standby on that channel and then "hard patch" the UHF channel to
the appropriate hospital talk group. Upon completion of the exchange between the emergency
unit and the hospital, the emergency unit shall request that McdCom disengage the talk group
patch.
A "Inter- Hospital" talk group will be idendtied solely 1 communications between
hospitals. Use shall be limited to those emergency communications made necessary by natural or
man -made disasters.
Emergency Medical Talk Croups:
Listed below is a general description for the Emergency Medical talk groups. While each
talk group is capable of operated on a County -wide basis, the below list serves as a general
guideline to the assignment of these talk groups. These tall: groups shall be monitored and
assigned by Palm Beach County Fire - Rescue CUm111Unications Center (MedCom).
Medical Control: Two (2) talk group,, primarily eicSignatud "Medical Control North"
and "Medical Control South ".
Medical Operations: Ten (10) tall: groups, two (Med 1-2) primarily for use in Northern
Palm Beach County, three (Med 3 -5) primarily I01 use in Central Pa1111 f;ealCh ('uunty.
three (tiled 6 -8) primarily for use in Southern Palm Beach County. and two t \led 9 -10)
primarily for use in western Palm Beach County.
Hospital Operations One (1) talk group shall be designated for each of the receiving
facilities within Palm Beach County and one for Martin and Broward County facilities.
One (1) talk group shall be designated countywide for inter - hospital communications.
Operational Procedure: # 1 -0c, Supersedes and Rescinds: I'auc 2 ot'2
PALM BEACH COUNTY 800 Nlflz RADIO SYS I
01'L'llA1I0\'AL 1'IZOCEDi1lZl ::'= 1 -0
ISSUED DATE: REVISED DATE: I:NIPLE\1ENTED D :VFE:
Reporting of problems and modification of 800 MHz system
Purpose:
The purpose of this operational procedure is to establish and prescribe the norm '. up Gratin_)
procedures for the reporting of problems to the County - wide SUQ \IHZ radio systctl:::nd to
establish procedures for system users to request ntodiucations.
Applicabilitv:
The procedures and operating constraints prescribed herein shall apply to all users of the
Countywide, Trunked 800 MHz radio systetn.
Authority: 800 MHZ Steering Committee
System Description:
The County -Wide, Trunked radio systetn consists of interconnected Sof) \111:-. s•:stenls.
configured to allow forcounty -wide radio wnttnunieations and multi- agency interoper. . - file
Palm Beach County, Division of Colnnllttlle:tliull.s. thruugfl a System : dAunistr:at1. si:all b�
responsible for the overall administration, operations and maintenance of the backbone system. The
System Administrator will be assisted in these tasks by System Managers, one for each ofthe three
main governmental functions; Law Enforcement (PBSO), (:ire- Rescue (Palm Beach County 1
Rescue) and general Government (TBD). The system managers shall be responsible fur the piny -to-
day operations within the discipline they represent as well as maintenance on the radio hardware
used by their agencies.
Report of Systeni Problems:
Users are to report system problems ?l itilures to their respecti ;:3ystenl \I:ut;c�, r, _:ivillg as
much specific information regarding the problem as possible. "file System NIana,cr will r:ix+rt file
problem to the System �ldministrator after in ��estigatiou. along with styportin_g, ducuntL :uatiu:t. 'fhe
System Administrator shall notify the System Managers of the estimated time to correct and any
alternate operating procedures that might be recommended. in order to ntirti►nize the effects to all
users. Once the problem is corrected, all users will be nutilied via the pprupri:t:e S vitenl
On not less than a q uarterly basis, the System Administrator shall provide a report of all :eporled
problems and their solution to tier Count• -wide Radio Systcnl Steering C'utnnlittcc.
Requests for Systcm tNlodifications:
Operational Procedure: f= 1_417 su anti I:Cscinkls: 1'.n 1 n; 2
P BEAC1 -1 COUNTY 86O IN111Z RAD1(-) SV.') I*L:a1
OPERATIONAL PROCEDURE: ,
ISSUED DATE: REVISED DATE: IMPLEMENTED DATF-:
Request for iModificatiuu:
From time to time it rimy become necessary for a user to rcquc t :: ;nafiti :abort to its
assigned talk groups, type of talk groups or interoperability Matures for its a,,cncy. All requests for
such modifications are to be submitted by the system manager, in writing, to the System
Administrator. Each request should be accompanied with a brief statement ofthe problem, requested
modification and documentation as to the need fir the requested nioditication bV the user. The
System Administrator will present all requests for modification to the Comir. -xid.: R.idiO System
Steering Committee for review. To the extent possible, the System Adnti:iisirtuor will provide
information to the Steering Committee on the impact of the requcstai nu�di:ic:uiun to all c ount
wide users. The Steering Committee can either approve or deny the r;:qu";. in .�itiiCr case the
original requestor shall be notified in writings upon completion of that revic .16%
Opera tional Proce 1 - 07 Supersedes an Rescinds: - - -- - -- -- Pa,. ) ol'?
® PALM BEACH COUNTY 800 MHz RADIO SYSTEM
OPERATIONAL PROCEDURE: I -10
ISSUED DATE: REVISED DATE:
IMPLEMENTED DATE:
countYlvide use of the 800 MHz s ystem durin times of catastro hic failure, which in non trunkin �`conventlonal" o eration.
Par ose.
The purpose of this operational procedure is to establish for the use and
restoration of the system during times other than those described in Operational
Procedures I -02 and I -04, such as catastrophic failure of the network which result in
non- trunking "conventional" operation.
Applicability
The procedure and operating constraints prescribed herein shall apply to all users
of the Countywide, trunked 800 MHz Radio System.
® Authority: 800 MHz Steering Committee
System Descrintin--
County -wide, trunked 800 MHz Radio System is configured and networked to
allow interoperability among Law Enforcement, Fire Rescue, EMS, and local
government agencies. The configuration of the system allows priorities to be set on talk
groups as well as subscriber units for times of network failure and/or emergency
situations.
Talk Groups:
Talk groups shall fall into one of the following general categories:
Law Enforcement: To be used only by authorized Law Enforcement agencies and
their employees
functions. solely for the purpose of conducting emergency and administrative
Fire -Rescue: To be used only by authorized Fire - Rescue agencies and their
employees solely for the purpose of conducting emergency and administrative functions.
Emerg Medical Services: To be used only by authorized emergency medical
service providers and licensed hospital emergency departments solely for the purpose of
providing emergency medical services.
E merg ency Managemnt• e to be used only by authorized emergency management
agencies or their designees for the purpose of disaster related communications and
administrative functions.
t
® General Goverrtment'Public Works: To be used only by authorized departments
Of County and Municipal Government for the purpose of conducting normal
governmental functions.
Procedures:
In the event of a catastrophic incident, such as conditions caused by humcane
disaster, the system may go into failure mode, at which time trunking and simulcast
controls are lost and site distributed conventional operation becomes necessary.
During this "conventional' operation, trunking system capabilities will be lost.
Therefore, all users should be aware that they would be assigned specific channels based
on their regional/geographic location and proximity to the tower sites.
2
PALM BEACH COUN'T'Y
SOOMI-I TRUNKED RADIO CO;\INJUtNICATIONS SYSTEXI
SYSTENI MAINTENANCE AND ADMINISTRATION PLAN
1.0 PURPOSE
The purpose of this plan is to document the procedures for all agencies pvticipatins in the Coin It Still %'111/
Trunked Radio Communications System. The policies and procedures provided in this document ;vere presented
to, and approved by, the Countywide Radio System Steering Committee (CRSSC):
CHAIRPERSON ,� .! DATE: �! y ^e J a'-
Mark rills, tilgl Ki'sysmntAdmin.
Specific policies and procedures provided in the appendixes of this document were previously approved by the
CSOPAC as indicated in each document.
2.0 DEFINITIONS
800 MHz Communications System The Countywide 800 M1-1z Communications System consists often (10) tower
sites and twenty eight (28) channels that provide County -Wide portable radio coverage. The system also includes
the necessary computer automation (Smart Zone Controller) required to provide direct connection for compatible
communications systems to provide interoperability between user agencies. Agencies may connect directly thnl the
Vo SmartZone Controller or access the system over -thc -air.
Communications System Operations Police and Administration C'onunittec In July 1 999 the Communications
System Operations Policy and Administration Committee (CSOI'AC) was formed with the first meeting held
October 4, 1999. The committee developed policies for maintenance, administration, and tundina for the
Countywide 800 MHz Communications System. As provided in the agenda item that established the CSOI'A and
the Memorandum OfUnderstanding ,dated November 29, 1 999, bet %% County \d ill inistrai oral dt lie Sherifl:
the CSOPAC sunset on October 2001 at which tine its oversight authority transtcrred to the Countywide Radio
System Steering Committee (CRSSC) as defined in Section 3.1.1.
County Agencies: For the purposes of this document, County Agencies shall rerer to all general government
agencies of the County, the Fire-Rescue Department. and the Sheril'I "s Office.
Municipalities or Outside \eencies• 1=01 the purposes of this document. ,MtinicipalIties or O ISRIe A "Curies shall
refer to agencies other than general government agencies of the Cotim . the Dire- Rescuc Dcliannleni. ;intl the
Sheriffs Office.
SmartZone Controller: The Paint 13cach CountyS001111 -lz C • onmillilications System includes.1 Celli - al audit) nlessage
switching device called a SmartZone controller (Motorola trade name) with associated switchim, and computer
automation components 111, provides 111eSSa rowint. henveen iniereonnecled radio systems. The SnlarlZone
control leralldrelated components provide thcuppurtunity 16rdirectcunnertion het;veen agencies with st p ;uate but
I'•r_e I
compatible COMM Lill icatiuns systems for intcroper;lbility.
60 .0 SYSTEM ADNIINISTRATION
3.1 General S.Vs(em Adniinistratiou
3.1.1 Countywide Radio System Steering C'onlrniuee (CRSS(:)
The CRSSC shall establish policies or procedures and oversee their iniplementatiwi. The : unlnli[tee shall alsu
review, approve or deny recunimended changes to the maintenance. management. u1- Operation ofthe system. Tile
System Administrator for the County's system shall act as the chairperson liar the CRSSC' until the cununittce by-
laws are complete and the first election is scheduled.
The membership of the CRSSC is as provided in the CRSSC By -Laws approved September 4, 2002. The CRSSC
is made up of representatives of the three (3) User Conimitties (fiat represent law eniorcenient, Iire rescue. public
works agencies, and other org
CRSSC By - Laws. anir..atiuns utilising the Palm Beach County frunkcil Radio Sv:;tcm as listed in the
'
3.1.2 User Committees
Three User Committeesshall be established to represent the law enforcement. lire - rescue. and � governnicnt
agencies participating on the system. The System Manager for the County law eiiibrceniem, l'Ounty Fire - Rescue,
and Countygeneral government a`.;encies shall be the chairperson for theirrespective committees and shall provide
oversight during (lie initial development phase of the User Committees. The issues ;1111 recuniniendat ions generated
y the User Committees shall be presented to the System Administrator I'or consideration and implementation. if
a recommendation from a User Committee conflicts with operational practices or could adversely affect Other
system users, the recommendation shall be forwarder( to the CRSSC 1 consideration and approval of an action
plan to be implemented by the Sysicni Adnlinisuator.
3.1.3 System Administrator
A System Administrator position shall be established within the Palm Beech i'vunty 601111111116CWiolls Division to
administer the day -to -day operations 0l'tlie communications system. l he Sysl� m : \dniinistratur steal l he respunsihl�
for the day -to -day system operations, SNISICni maintenance. data maintenance, butlLetim_. and related system support.
Policies and procedures regards system administration shall be established Ilv the ("ItSSC. It shall he the of ligation
of the System Administrator to sec that all participating aggencies operate on the radio sy:;tc►n as provided by the
established policies and procedures.
The System Administrator slrlll uuli l', the tl;er agencies :u Ic;lst 90 das in advar: c uiinlplcaracl tin,, any' rh;ul,,cs
to the syslemprogr ti1111 gOr ;utn• ; Il):IbiIHICSIli;It wotlld►11;Itel lltk'. ;!:f :.11i�It t 1 +x 1 1' ;1L'eI1C►ei ;15111:11'
be proposed during the lily OI the .4;vstcm.
Vat-,- 2
3.1.4 System Managers
System Managersliall he idcntilied h� caCII ur`_;ulizaliun tl`uum�'.uld 'ouun ; the
system for the law ertli,rcenlent. lil reiCUe. or genCral QLA'Cl•lurlcnt
represent their respcctirc organization ill all CuntlrlittecS :tnd ntCCtings and sh;tll tle n:. ,Hake decisions
about that agency's particip ;uiun in the colilmA Ide Conurltlnicationi
3.1.5 County 800 MHZ Trunlced Radiu System Sluff
County staff, which shall maintain and administer the system, consists of the System Administrator ;utd S V5tCIII
Engineer, Radio Technicians, and a support contract.
3.1.6 Individual Agency Subscriher/'I'alk -Croup Alanagenuent
Each of the three County user agencies. SheriWs Office, Fire- ReSCLIC, and Qcneral _-(wernnlcnt (yer:rting un the
system will havcsystem nrutagertenuinalswith partitioned access to thetaik g�roups;uui unit idcnti lication numbers
allottedtotheirorganization. Each organ izat ion wiIIbe capable ofactival ingand dc-a iv ;uing,Ili ts;utd talk groups
for their operations in compliance with the system policies. These organizations will also be capable of running
certain reports regarding Iheir use or tile system. The System Managers shall liave access to system manager
terminals with the ability to view, but not effect changes to, the total
Administrator. system resources upon request to the e Syste
Municipalities, or other non- County agencies, establishing a direct connection throu�-h the SntarlZonc controller.
shall beeapableofestablishin�� a syslenl nrutager terminal to access the systcul. 'I'ho:; :, �cncics csUiblishin�.: direct
connections shall purchase the system manager terminal alom� with and requircu s}:,tcul up sotiwarr
licensing, and fund the necessary telephone or microwave Colutection Costs to acct;; Iheir d :,ta :old run activity
reports. Agencies may select to I the. e:XpCtlse OfaCCCSs through a syslclII m:ulagcr terminal in which case the
County engineering stall ur the lead agency for the lire or law enlorcentcnt disciplines may perlornl the required
data maintenance for a fee.
Each user organization equipped with a system manager terminal shall be respojisii)lc Icn nCW radios to the
system, establishing talk groups and features, and relnovntL old equipmem \vile,, rellred. t:ach org:ulizalian shall
also be responsible for maimainin their wlit alias and C011SUle COI figu rat ion data. : \, Ilull do not have direct
access to this data shall make arrangements with the System Administrator or :rn individual s�: lcnl rllana:'cr Iu
perfomt the data entry. Each ur,�anir -atiun shall be responsible for the proper operation 1 O "lie radios ;old talk "roofs
assigned to their agency. Each user ol- allization shall be responsible lilt• Ir:,inin a;,;'t•.rn%i F., cpin� tllcnl current
with any operational or pn.lgranutling chan that Could affect their use oftttc s-:-stem or their unit or talk group
data. Procedures for use ot'the talk groups and backup Coll Vention ;rl c :glabililies of ille system are provided ill
Operational Procedures 1 -02 and 1 -0.4 ill Alilmidix A and 13.
4.0 SYSTE I INFOItIIN'lAI'ION :\IANAGI - :N "1'
64 .1 Talk Gl•oup / Unit ldcntiticatiun
Data management services Rlr the s shall be shared benvicen l'ounly tll�,intrrin�� slat: Ih� l'ounn ustr
agencies, and mtmiripalitics that inlplenleltl �nl:u %one niana�'er lernlin file �:IGII'IL nla ;la_cr terminal;
provided to the Sherill's Ot)ice. the Eire - Rescue Ucll ;u'llrlrnl. and the Coll ititLill atlt,n; I li•, ill be used b\•
these agencies to program new radius unto the systcm. change systcm prt ;ultmill tier cxi, tin,, radio units. and
talk groups or change talk group ICaltll'CS. -
Cities and other non Countyagencies stay select to purchase SmartZone manager tenninals to pruvide dircet access
capabilities to the SnlartZone controller to establish or mollify their talk groups and subscriber data or they may
select to have the County's engineering stall' law cnlurcenlent, or lire rescue stal)* maintain their talk group and
subscriber unit in formation. Agrecllel its lorimplenlemi jig aSmartZo neinail; lgericrntin :dur related service charges
shall be established separately.
4.2 System Activity Repul•ts
The SmartZone controller has call activity storage capacity fur twenty four (24) hours and call activity data can be
accessed and printed Font the system by any agency will, a system manager tenn inal. The agent y ran access systcm
usage, and talk -group and subscriber usage infiormation.
An additional storage unit with addilirnlal recording capacity has been installed by the County. 'I he systcm is atilt
to record six (C) months of data and have the ability to create custom reports li)r user accncies relluiring this
information. The System Administrator will provide sample reports to tilt: SNestenl �IanaLCrs alter rile new story �e
trait is in place and has captured usage data iruln the system. Custom report rcyucsts can be Made by e -mail or by
memo from the agencies s�:,teIII, ana�,er to the (.'oll III \''s 1 \'Slelfl AdnI ill iitl :11,1r. 1 lie fetltlell i : feed t" * I llrllltic llitcS
of usage, radio ID's, ;n d 'Falk- liruup IU s ;Intl : ily other usa"e data retluire,i.
Data management reports derived Iruin the systcm will be compiled anti generated by the System Adntinistralorand
will be provided to the User Cunlmiuees for revie\ at tilt User Group and C'ItSSC nlectings.
5.0 SYSTEM ACCESS
5.1 Common 'Palk Groups
TheCountyhasestablishe .,;" Ice l( l(1)Collulion alk61'vllpS. l lleset: dk !!roLll)Sk';reeiI,1hil:.;iitll� :,rt?\'Itittl\'et'-
the airinteroperability Alllll% ;1,'t.'lll•Il'ti , llltl bet'. \'cell l \';I ;ltl �Iilil\ ;I_'e!I:'le� I be ( I;IIk
Groups are listed in ,• \ppendix C' \\ Ill, the retluirt;llcltt: ;tilts procedures for u:;r in . \pl)eildix 1 A.-mi ies plaiuliilt!
to use the Common Talk Groups must establish all inlerlocal agreement wilt Paint Beach l a11rccin,, It) comply with the procedures as csl:dllishrd by the C'SOPAC' anti cuntaincd in this docurllent :u d as nl:lw he adoplcii
by the CRSSC in the liuure.
5.2 Authorized Use of (lie Countywide Conunuuicatious S%
O articipating a,encies Operating on the countywide eonlrluulications system shall establish their talk ; coups ;lull
units on the SmartLone cont within the nunlerie ranges established in appendix L ul'this document. The
participant agencies shall assitll and program their radio ctluipnlent to operate only un t;dk __ruuhs est;lblishal by
their agency and liar their a�,ency's use. Lxeept Ior the Common 'talk - Groups. a tiu•lual u as shall
be established between agencies plannim, w utilize ;mother agency's talk croups in ;uhscriher or console
equipment. The agreement shall be in a li,rnl acceptable to the CRSS('. 'file Svstcl:l : \Jll1iniaralur shall receive
an executed copy of the agreement belure progranulling any radio equipment.
Municipalities with talk groups established on the s shall not he progranu11ed to use the ruamin�� Icaun e of
the SmartZone controller to roam unto the County system. Agencies agreeing to support ruanling unto tlleirsystenl,
shall formalize a written agreement prior to intplenlenting roaming capabilities. Such agreement shall be in a l ,01-711
acceptable to C•RSSC. Executed copies 01,111c agreement S11,111 he il)I'wal'ded to the System administrator before
implementation.
Radio ID 's assigned to a particular agency are not transferrable to other agencies :'xccin In cases of interlocal
agreements established by the. Cuunty. Agencies are to program only the radio ID's into radios
used by employees oftheiragencvas shown in Appendix ' and nlay nut program their ID's i 1 u�
agencies. radios used byuther
5.3 Access and Programming Codes
Each agencywith subscriber units authorized to use the countywide communic s \'slclll tllrollgll the Slllartzolle
Controller or through the Common 'Palk Groups, shall receive certain access codes to the Palm 13cach County
system. Each agency provided such access codes shall be responsible to sale- �,uard the code ill li and shall
be held responsible should it be conlirnted that access or progralunlill, codes wer, relea :d ]w That a,cncy to
unauthorized parties.
Service staff directly employed by the participating agencies shall be cunsidcred authorized to receive access and
programming codes for the maintenance ol'thcir agency's radio eLIuipnlent. Cunu11a'cial service providers (except
for Motorola (Control Conununications)) are not considered authorized to receive access or pr codes
for the Palm Beach County SUO N1 Hz System unless certited. Agencies that use conlnlercial services for their
system or subscriber unit maintenance must contract with certified service providers.
5.4 Authority to Implement Corrective :tenon
Each particip iwency shall be respttllilllle 101• adl1crlll_ to the o- ICti
i In a h�I' >�' }tL•m
use. If all agency does not lillluw the established procedures. the ('RSSC sh;lll have ;hc ;ullh� rite to direct the
System Administrator to iniplelllellt I11odilic.1110I1S t0 Ille SVS1011 Illellldlll,' d1sabllll,, Wilts (11 at'CIlei" ;Icces� I0
the system The System ildnlinistrator shall not inlplenn.nt operational 5 ,111 0115 SUCIl aS di:ahlinat subscriber units
or denying access to the sYslenl o1• an component there„f against :Inv L aw Fid'Orcentcnt. I� ire-Rescue. or oilier
public safety/ enler�gency service subscriber without writtell 1 notice of said intention 11 al'Irct. impede or
disrupt the radio system operations ol th;ua�cncyhein,�dcliyered. byl'crtitiril li.s. mail, rcu,rn receipt retluested.
to the chief executive nut less than ?U da\s priiu ►�� :Inv such action heiliu inlpused. 'I'llc re"luir:d motive :half
contain specific inlolrna►iun pertaining+ to :ulv police ur pruccdure \iulaliuns. includir,� .lat:�. times. unit
dentifieation nuntbe's, cte., and shall set forth the specille sanctions proposed. Addillo :111%•. ►he wstenl
Administrator shall tlocunlcnt its �,uud -laith el rts to meet with the chiefexecutive ul'thc off'elldinI+ auencv. u►• his
authorized representative, and its g ood- Iitith el torts to resolv anycominuing violations. prior to i Ili I ial any action
that could affect, impedeofdisrtt pit he radio system operations 0'1',l public sit fielya gency NUIllimd Ill tits subsection
shall preclude the System Administrator Irons preforming any enurgenev actions necess:uv to reduce or prev em
critical system degeneration or Flilure.
6.0 SYSTEM MAINTENANCE
6.1 System Infrastructure I Maintenance and Repair
The County shall be responsible for maintenance of the back bone system cquipnlelt c(lnsISIIII I oftile t•ansnliuers.
receivers, microwave system, computer automation systems, alarm systems, Smart %one controller and ambassador
switch, Countyowned towers and antennas, equipment shelters and related appurtenances, electrical and grounding
facilities, and the site landscape. The County has established an agreenheu with Motorola to provide services for
infrastructure repairs. County will coordinate services provided under this agreement. Count staff is nut
responsible for the repair of all agencies subscriber units, operator terminals, dispatcher consoles. fixed control
stations, and any other end user equipment unless defined under a separate agreenie t.
6.2 Non - County Equipment Maiutcuanrc :tad : \rccsx
Municipalities and other non- counly agencies shall be responsible lilr the nlaintcnance ul•th.ir resale. ti\ e system
equipment up to and including the connectiun w the backplane Of the SmartZune cuntruller and the related
ambassador electronics bank. Agencies with equipment housed in the County's equipment shelter to provide
connection to the SmartZone control lerand related eiluipnlentShall contact thcCounty'satgineeritl,I stall foraccess
to the County's facilities to services their e(luipnlcnt. If it becomes necessary ror service provides other than
Motorola to access the County's faci l ity un an cnicrgeney basis, the agency rc.lui ring en ler�encv access shat I contact
the Fire- Rescue dispatch center on 561- 772- 65-5oandreyuest t; ountystallhenotiliciluftheenl�r _encveunilitiinl.
County staff will respond on an emergency basis and provide access to the agencies cquipnlenl.
6.3 Data Storage Alaiuten:utcc
Talk group, unit ID, and feature inlornhation is slurc.l on two hard discs Wilhin the tilnarVon. c� +l,u +ter. 'These
discs run in parallel (identical data on both discs). We disc nuts as primary the other as backup. If the primary
fails, the system s\yilches to the backup. The C afsu purchased a Third hard disc which is kept at a scparatc
location. The Smart /one System hack -up Y S I shall consist (if reg ular back -ups ;old IIlc rc.ln,IaI exercisiml
of the spare components purchased \ % - i l l , the system. 'fhc t roomy W i l l hack -till the Snl:u - %w1e d ;uaha >e t user server
data, alias database, and inli•astruclure datahasel. The hack -ups \% ill be the I!)IIi,\viIh
1. The County will back up the titnart %one database on the first :Xiollklm „f ever\ nwntl+.
2. The County w ill exercise the :pare hard drn: and powor supply cvcry .; nloiltil•;.
In addition the Cotlllt\• \t'lll �tol - e ale sp ;Ire i++1111'+ollellls ul I tills' at the I:nlcrucllcv ( )pi r:,rl+ C.,If1.•r.
a
6.4 Generator Nhiintenance and Fuelim
i
Facility Management Monthly ima ill tenalice prncedure is depicted in :lppendis F.
i
7.0 SUBSCRIBER UiNIT MAINTEN:kNUE
7.1 Subscriber Services
User agencies shall be responsible for proViding. or arram1in for. all repairs to their subscriber units. The Sheri li's
OffficeandFire- Rescue will beprovidingfirstechelon service lirrthe subscriber units% ithMotorolaprovidingdepot
service for units requiring repairs beyond the first echelon level and the County's ('unlnlllnieaUUnS Division % %•ill
be responsible for the equipment used by local govenunent agencies. All agencies will also be individually
responsible for sending and receiving units their subscriber radios for depot repairs and obtaiiiinns litnding for any
repairs to subscriber units not covered by warranty service ( i.e. dropped or damaged radios). I:;i clt agency shall be
responsible for post Warranty maintenance fur their subscribe equipment.
Appendix's:
Appendix A CSOPAC Operating .Procedure 1 -02
Appendix B CSOPAC Operating Procedure 1 -04
Appendix C Common Talk -Group Plan
Appendix D Common Talk -Group Procedure
Appendix E Talk - Group /Radio ID Allocation Nlatris
Appendix F Generatur Maintenance Scope of \ \pork
G:\800MHzI'rograni numaj - mrnt a.lniinisuaiiun 11):1112 -ulai
to
