HomeMy WebLinkAboutDocumentation_Regular_Tab 14_10/11/2007VILLAGE OF TEQUESTA
MEETING AGENDA ROUTING SHEET
MEETING DATE: 10/11/2007
REQUESTED ACTION/SUMMARY:
Council approval of First Amendment to the Interlocal Agreement Between the Village
of Tequesta and Palm Beach County for 800 MHz Radio Interoperability (R2003-0865)
RESOLUTION OR ORDINANCE NUMBER: 03 - 07/08
ORIGINATING DEPARTMENT: Fire Rescue
FUNDING SOURCE: NA
ACCOUNT NUMBER:
CURRENT BUDGETED AMOUNT AVAILABLE: $
AMOUNT OF THIS ITEM: $
AMOUNT REMAINING AFTER THIS ITEM: $
BUDGET TRANSFER REQUIRED: ^ Yes X No
APPROPRIATE FUND BALANCE: ^ Yes X No
Piggyback Contract Name and #:
Or
Competitive Bid
APPROVALS:
DEPARTMENT
FINANCE DIRE
VILLAGE MANAGER: ~
VILLAGE MANAGER RECOMMENDATION: ~
APPROVE ITEM: ^
DENY ITEM: ^
VILLAGE ATTORNEY: APPROVED FOR LEGAL SUFFICIENCY
^ Yes ^ No
^ Not Applicable (N/A)
Memorandum
To: Michael R. Couuo, Village M n
From: James M. Weinand, Fire Chie
Date: September 21, 2007
Subject: First Amendment to the In erl cal Agreement Between the Village of
Tequesta and Palm Beac ounty for 800 MHz Radio Interoperability.
On June 17, 2003, the Village of Tequesta and Palm Beach County entered into an Agreement
for the use of Palm Beach County's 800 MHz radio system to transmit radio broadcasts to the
emergency room from our ambulances.
The purpose of this Agreement was to meet the January 2004 deadline requiring all
ambulances in this County to provide radio transmissions to the emergency rooms on the 800
MHz radio system.
Under Section 10 of this Agreement, this Agreement can be extended for another five year term
if requested eight months prior to its expiration. I initiated the request and Palm Beach County
has sent the required documents for your consideration. As long as the Village of Tequesta is
providing pre-hospital transport service, this Agreement is necessary.
Attached is the original Interlocal Agreement that outlines user and agency responsibilities for
the use of this 800 MHz radio system and the First Amendment document that extends the
Agreement for another five years.
There is no financial impact to the budget for the approval of this Agreement. The Agreement
simply specifies responsibilities, radio procedures and the type of equipment to purchase if
necessary. We currently have all the necessary equipment.
It is my recommendation that this item be placed on the October Village Council agenda for their
approval and authorization for the Mayor to execute the Agreement extension.
Ist Amendment to the Interlocal Agreement for 800 mhz radio usage.doc
RESOLUTION NO. 03 - 07/08
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM
BEACH COUNTY, FLORIDA, APPROVING THE FIRST AMENDMENT TO AGREEMENT
R2003-0865, THE INTERLOCAL AGREEMENT BETWEEN THE VILLAGE OF TEQUESTA
AND PALM BEACH COUNTY FOR 800 MHz RADIO INTEROPERABILITY AND
AUTHORIZING THE MAYOR TO EXECUTIE THE SAME ON BEHALF OF THE VILLAGE
WHEREAS, the Village of Tequesta and Palm Beach County entered into Interlocal
Agreement R2003-0865 on June 17, 2003, for 800 MHz Radio Interoperability, and;
WHEREAS, the term of Agreement R2003-0865 is set to expire on June 17, 2008,
and by execution of the first amendment, shall be extended to June 17, 2013;
WHEREAS, all other terms of Agreement R2003-0865 remain unmodified and in full
force and effect;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA,
PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1. The First Amendment to the Interlocal Agreement between the Village
of Tequesta and Palm Beach County for 800 MHz Radio Interoperability, attached
hereto as exhibit "A" is hereby approved and the Mayor is hereby authorized to
execute the same on behalf of the Village of Tequesta.
THE FOREGOING RESOLUTION WAS OFFERED BY Council Member ,
who moved its adoption. The motion was seconded by Council Member
and upon being put to vote, the vote was as follows:
For Adoption Against Adoption
Major Jim Humpage
Vice Mayor Pat Watkins
Council Member Dan Amero
Council Member Tom Paterno
Council Member Calvin Turnquest
The Mayor thereupon declared the Resolution duly passed and adopted this day
of 2007.
MAYOR OF TEQUESTA
Jim Humpage
ATTEST:
Lori McWilliams, CMC
Village Clerk
RESOLUTION NO. 03-07108
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, APPROVING THE FIRST
AMENDMENT TO AGREEMENT R2003-0865, THE INTERLOCAL
AGREEMENT BETWEEN THE VILLAGE OF TEQUESTA AND PALM
BEACH COUNTY FOR 800 MHz RADIO INTEROPERABILITY AND
AUTHORIZING THE MANAGER TO EXECUTIE THE SAME ON BEHALF OF
THE VILLAGE
WHEREAS, The Village of Tequesta and Palm Beach County entered into Interlocal
Agreement R2003-0865 on June 17, 2003, for 800 MHz Radio Interoperability, and;
WHEREAS, the term of Agreement R2003-0865 is set to expire on June 17, 2007, and
by execution of the first amendment, shall be extended to June 17, 2013;
WHEREAS, All other terms of Agreement R2003-0865 remain unmodified and in full
force and effect;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE
OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1. The First Amendment to the Interlocal Agreement between the Village of
Tequesta and Palm Beach County for 800 MHz Radio Interoperability, attached hereto as
exhibit "A" is hereby approved and the Mayor is hereby authorized to execute the same on
behalf of the Village of Tequesta.
The foregoing Resolution was offered by
its adoption. The motion was seconded by _
being put to a vote, the vote was as follows:
Mayor Jim Humpage
Vice-Mayor Pat Watkins
Council Member Dan Amero
Council Member Tom Paterno
Council Member Calvin Turnquest
who moved
_, and upon
For Adoption Against Adoption
The Mayor thereupon declared the Resolution duly passed and adopted this
day of , 2007.
MAYOR OF TEQUESTA
ATTEST:
Jim Humpage
Lori McWilliams, CMC
Village Clerk
FIRST AMENDMENT TO INTERLOCAL AGREEMENT
THIS FIRST AMENDMENT to Agreement 82003-0865, dated June 17, 2003, is made as of
by and between Palm Beach County, a political subdivision of the State of Florida,
by and through its Board of County Commissioners, hereinafter referred to as the County, and the Village
of Tequesta, a Florida municipal corporation ("Village").
In consideration of the mutual promises contained herein, the County and Village agree as follows:
The term of Agreement 82003-0865, set to expire on June 17, 2008, shall be extended to June
17, 2013.
2. All other terms of Agreement 82003-0865 remain unmodified and in full force and effect.
IN WITNESS WHEREOF, the Board of County Commissioners of Palm Beach County, Florida has made
and executed this Amendment on behalf of the County and Village has hereunto set its hand the day and
year above written.
SHARON R. BOCK,
CLERK & COMPTROLLER
By:
Deputy Clerk
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
By:
Asst. County Attorney
PALM BEACH COUNTY, FLORIDA BY ITS
BOARD OF COUNTY COMMISSIONERS
By:
Addie L. Greene, Chairperson
APPROVED AS TO TERMS
AND CONDITIONS
By:
Director Facilities Dev & Operations
ATTEST: ~~~`~~' C~ ~_"' "° ° VILLA
By: ~ Cl/lc ~~~~ ~L ~ ~' ,n P By
Lori McWilliams, Village Clerl~ `~ ~ ` ` ~~, . ' ~ Humpage,
t INCORPC~~;; J
N~
APPROVED AS TO FORM AND ~~ii~~FOF' F, Oo ~'~'
LEGAL SUFFICIENCY:
Village Attorney
~;.~ ~
~~~_~Ll~~~l~d~'
~~1~,~
THIS AGREEMENT, made and entered into this _ ~ _ day of 2003, by and between
PALM BEACH COUNT', a political subdivision of the'State of Florida ("County") and the
VILLAGE OF TEQUESTA, FLORIL)A, a municipal corporation ("Village")
WITNES SETH
WHEREAS, the County and the Village are continually identifying more effective service
delivery methods which result in overall savings to the taxpayers of the County and the Village; and
WHEREAS, the County has purchased, designed, installed, and operates an 800 MHz
Trunked Radio System that meets the needs of the Palm Beach County Sheriff's Office, Palm Beach
County Fire Rescue, Palm Beach County Emergency Medical Services, and various Palm Beach
County general government agencies; and
WHEREAS, the County and the Village have determined that the ability to provide
interoperable communications is critical to the effective and efficient provision of public safety and
general 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 Village can access the Emergency
Medical Services (EMS) and the Common Talk Groups established on the County's Radio System
to receive the public safety benefit of interoperability with County agencies and other municipalities;
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 share in
common and which each might exercise separately:
NOW THEREFORE, in conjunction with the mutual covenants, promises and representations
contained herein, the parties hereto agree as follows.
SECTI01~1 1: PURPOSE
1.01 The purpose of this Agreement is to set forth the parameters under which the County will
provide access to the EMS and Common Talk Groups established on the County System
specifically to provide interoperable communications among public safety and general
government agencies capable of accessing this feature of the County System. This
Agreement also identifies the conditions of use and the ability of the Village to participate
in the operational decisions relating to the use of the EMS and Common Talk Groups.
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1.02 Definitions
1.021 Common "Palk Groups: Talk groups established on the County's communications system that
are made available to County Agencies, municipalities and other non-County agencies for
interoperable communications between agencies for the purpose of providing mutual
assistance and planning and executing of on-scene operations.
1.022 County Talk-Groups: Talk groups established on the County's communication system that
are made available to county agencies providing for inter-departmental communications.
These talk groups are reserved for particular departments/agencies and only available to
outside departments by separate agreements.
1.023 Village Equipment: Also known as "agency radios", are Village owned 800 MHz handheld
and mobile radios and control stations that have the ability to be programmed and used on
the County's 800 MHz Trunked Radio System.
1.024 EMS Talk Groups: Talk groups established on the County's communications system that are
made available for emergency service personnel to communicate with hospitals in and
around Palm Beach County
1.025 Microwave System: A communications system utilizing frequencies in the microwave range
to route audio and control signals between sites in a multi-site communications system.
1.026 Prime Site: The location of the COLTNTY's SmartZoneTM Controller.
1.027 Radio Alias: The unique name assigned to an operators radio that displays on the dispatchers
console when a radio transmits.
1.028 SmartZone Controller: The SmartZone Controller is the central computer that controls the
operation of the County's 800 MHz Trunked Radio System. The SmartZone Controller
manages access to system features, functions, and talk-groups.
1.029 S sy tem: The S00 MHz Trunked Radio System funded, purchased, installed, maintained and
owned by the County. The system includes fixed transmitting and receiving equipment, a
microwave system for communications between sites, system control and management
equipment, dispatch consoles, a SmartZone controller located at the prime site, and other
related equipment.
1.030 System Administrator: An employee within the County's Communication Division of the
Department of Facilities Development& Operations Department 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.
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2.01 The Palm Beach County Communications Division is charged with responsibility for
administering the System. Within the Communications Division a position with the title of
800 MHz System Administrator will be the Village's day to day contact and can be reached
at 561-233-4417. The Communications Division is staffed from 8:OOam to S:OOpm, Monday
through Friday, excluding County holidays. After hours emergency contact will be made
through the County's Fire Rescue Dispatch Center on 561-712-6550 and the appropriate
contact will be made.
2.02 The Network Administration Plan identifies the general procedures for the management of
the system and procedures for input through the user committees into operating procedure
development. The plan establishes the Countywide Radio Steering Committee (CRSSC)
which is responsible for overseeing and implementing the policies and procedures for the
County's 800 MHz Ti-tanked Radio System. The Village shall be responsible for securing the
latest version of the plan prior to using the System.
2.03 The Village shall follow all policies and standard operating procedures in place at the time
of this Agreement and those subsequently developed and issued to the Village by the System
Administrator. The Village agrees to comply with any enforcement actions required by these
policies and procedures for mis-use or abuse of the County System.
SECTION 3: 800 MHz AND MICROWAVE SYSTEM
3.01 The County 800 MHz Trunked Radio System and Microwave System consists often (10)
800 MHz transmit and receive sites with co-located microwave equipment 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 800 MHz Trunked Radio System and Microwave System provides seamless
County-Wide portable and Ynobile radio coverage for the EMS and Common Talk Groups.
The radio coverage for the EMS and Common Talk Groups is identical to that of other
County Talk Groups that reside on the County 800 MHz Trunked Radio System.
5ECTIOlmT 4: VILLAGE EQUIPMENT AND RESPONSIBILITIES
4.01 The Village's equipment will be 800 MHz. mobile, portable, and control station equipment
programmed to be used on the County's 800 MHz Trunked Radio System. The equipment
used will be compatible with Motorola 800 MHz SmartNet and/or SmartZone
communication systems. The Village will be required to keep its equipment in proper
operating condition and the Village is responsible for maintenance of its radio equipment.
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4.02 The Village will only program the Common Talk Groups and the individual unit ID numbers
assigned by the System Administrator as part of this Agreement. The use of other talk
groups authorized by the County or authorized by municipality or agency will be addressed
by a separate agreement. The Village will n®t program into its radios operational talk groups
of other agencies without a letter of authorization or a signed agreement from that agency.
4.03 The Village shall provide the County with a list of persons/positions which are authorized
to request activating/deactivating existing units or new units. No programming will be
undertaken by the Village or its service provider until requested and approved in writing by
the System Administrator.
4.04 The Village shall receive certain access codes to the County's System and shall be
responsible to safe guard the code information from release to unauthorized parties and such
codes shall be treated as confidential information. Service staff directly employed by the
Village shall be considered authorized to receive access and programming codes for the
maintenance of the Village's radio equipment.
4.05 Commercial maintenance service providers are n®t considered authorized to receive access
or programming codes for the County system. Ifthe Village does not have employees capable
of programming Village radio equipment or prefers to have others program Village radio
equipment, it may request that the Palm Beach County Sheriff's Office, Palm Beach County
Communications, or Palm Beach County Fire Rescue program Village radio equipment
under the terms of a separate agreement.
4.051 If the Village uses a commercial service provider to program Village radio equipment
at the time of execution of this Agreement and desires that the commercial service
provider program the Village radio equipment with the Common Talk Groups, the
Village must submit its existing contract with the commercial service provider to the
System Administrator for review. The review will focus on whether the contract
terms between the Village and the commercial service provider are adequate to
protect the County's radio system from mis-use, harm or release of access and
programming codes to unauthorized persons. Notwithstanding the previous
statement, the County retains the right, in its sole opinion with. or without written
reason or cause, to approve the use of a commercial service provider. If approved,
the System Administrator will release the access and programming codes to the
commercial service provider. The Village will be responsible for ensuring that the
commercial service provider adheres to the terms of this Agreement pertaining to the
proper use of the programming codes and radio equipment use. If not approved, the
Village shall use either the Palm Beach County Sheriff's Office or Palm Beach
County Communications Division to program Village radio equipment with
Common Talk Groups.
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4.052 Tf the Village intends on using a commercial service provider to program Village
radio equipment with the Common Talk Groups, the Village shall submit the
appropriate bid documents/contract to the System Administrator for approval prior
to soliciting a bid or quote from the commercial service provider. The System
Administrator will work with the Village to develop the appropriate language for the
contract which will allow for approval of the commercial service provider.
Notwithstanding the previous statement, the County retains the right, in its sole
opinion with or without written reason or cause, to approve the use of a commercial
service provider. If approved, the System Administrator will release the access and
programming codes to the commercial service provider. The Village will be
responsible for ensuring that the commercial service provider adheres to the terms
of this Agreement pertaining to the proper use of the programming codes and radio
equipment use: If not approved, the Village shall use either the Palm Beach County
Sheriff's Office or Palm Beach County Communications Division to program Village
radio equipment with Common Talk Groups.
4.06 The Village is solely responsible for the performance and the operation of Village equipment
and any damages or liability resulting from the use thereof. Should the County identify
malfunctioning Village owned equipment, the Countywill request the Village to discontinue
use of the specific device until repairs are completed. The County may, at it's discretion,
disable the equipment from the system after properly notifying the Village in writing if the
device is causing interference to the system.
4.07 In the case of stolen or lost equipment, the contact person identified in Section 4.04 will
notify the System Administrator by e-mail or fax authorizing the System Administrator to
disable the equipment. The authorization shall provide the County issued individual unit ID
number and the serial number of the radio. The System Administrator will advise back via
e-mail when the radio has been disabled. A request by the Village to re-activate a disabled
radio will also be required in writing by e-mail or fax to the System Administrator.
SECTION 5: SUBSCRIBER UNIT INFORle'IATION TO BE PROVIDED B~' VILLAGE
5.01 The Village will be required to provide to the County an initial inventory of the radios that
are proposed to be programmed for use of the Common Talk Groups. The Village will
provide the following infornlation to the County:
1. Radio manufacturer and model numbers
2. Radio serial numbers
3. Requested aliases to be programmed.
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The System Administrator will the,1 compile this information and transmit back to the
Village a matrix of the County-~Jide talk groups, aliases, and radio ID numbers prior to the
Village's radios being activated on the County's 800 MHz system. The Village is
responsible for adhering to the Talk-Group and Radio ID allocations assigned by the System
Administrator.
SECTION ~: COUI°dT~' 1tESPOI~SIBILITIES
6.01 The County shall be responsible for the maintenance and operation of the County Radio
System.
6.02 The County shall be responsible for all permitting, licensing, and fees associated with
the operation of the County Radio System.
6.03 The County shall maintain the coverage within the County boundaries as described in the
County's contract with Motorola R98-2006D 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 apre-determined length of time or during times of system failures.
Pursuant to the adopted System maintenance procedures, the Village will be notified of
scheduled preventive maintenance.
SECTIOl®17: UTILIZATION OF ELVIS Al~D C'O1VIIVIOI~T TALK GROUPS
7.01 The EMS Talk Groups were implemented specifically for emergency medical
communications between the emergency providers and hospitals in and around Palm Beach
County. The usage of the talk groups are defined below.
7.011 Scenario of Usage
1. Afield unit requesting communication with a hospital will request
communication with a hospital through the Palm Beach County EMS
Dispatch Center on the MED Control Talk Group.
2. The EMS Dispatch Center will assign the unused MED Talk Group and
request the field unit switch to the appropriate MED Talk Group.
3. The EMS Disptach Center will contact the hospital and perform a console
patch between the Hospital Talk Group and the corresponding MED Talk
Group uniting the field unit and the hospital. The units will commence
communication with dispatch intervention.
4. At the conclusion of the communication, the Dispatch Center will break the
patch between the talk groups and retunl the MED Talk Group back to the
pool for other users.
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7.02 The Common Talk Groups were implemented specifically for inter-agency communication
among multiple agencies, regardless of their specific discipline or affiliation. They were also
created to allow communications between agencies without requiring cross-programming
operational talk groups in each agencies radios. Proper usage of the Common Talk Groups
are defined below.
7.021 Scenario of usage:
1. A unit requesting to coordinate amulti-jurisdictional operation or call for
mutual assistance, places a call on the Call Talk Group for the appropriate
discipline (ie. Law Enforcement, Fire Rescue, or Local Government) to the
dispatch center of the required agency(ies).
2. The responding dispatch center assigns one of the Common Talk Groups to
the requesting unit and contacts its agency's unit(s) and requests the user
switch to the corresponding talk group.
3. The participating units would communicate on the Common Talk Group(s)
and upon completion of the operation, the talk-group is cleared of all radio
traffic and put back into the pool for other agencies.
7.022 Examples of approved usage for Common Talk Group are following:
Working talk group for multiple agencies fighting a fire together.
2. Coordination during a police chase through multiple jurisdictions.
3. Coordination during disaster recovery.
4. Coordination for a special event which requires participation of multiple
agencies and disciplines. (i.e.. undercover operations, investigations,
perimeter communications, fire ground coordination, etc.)
5. Coordination for scene security and establishment of landing zone for
aircraft.
In addition, the Common Talk Groups could be used by any agency expenencmg
catastrophic failures of their own communication system for a predetermined amount of time.
A request to utilize the Common Talk Groups for this situation requires permission of the
System Administrator. Once approved by the System Administrator, the Common Talk
Groups could be temporarily utilized until repair of the agency's communication system is
complete.
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7.03 The Common Talk Groups shall not be used for every-day routine commumcations.
7.031 Examples of improper use are the following:
1. As an extra talk group for agencies that have cross programming agreements
and duplicate talk groups programmed into their radios.
2. To provide an extra working talk-group for a single agency supporting a
special event or operation. (i.e.. undercover operations, investigations,
perimeter communications, fire ground coordination, etc.)
3. As an additional dispatch, administrative, or car-to car talk-group for use by
a single agency.
SECTIOl®1 ~: I1~1DElVIliTIFICATION AND LIA~I]LIT~'
The County makes no representations about the design or capabilities of the County System.
The Village has decided to enter into this Agreement and use the County's system on the
basis of having interoperability with the County and/or other municipalities during times of
mutual aid and/or joint operations.
Subjectto the limitations of Section 768.28, Florida Statutes, Village shall indemnify, defend
and save County harmless from and against any and all claims, actions, damages, liability
and expense in connection with: (i) loss of life, personal injury and/or damage to or
destruction of property arising from or out of any use or lack thereof, of the County's System;
(ii) use by Village, or (iii) any act or omission of Village, its agents, contractors, employees
or invitees. In case County shall be made a party to any litigation commenced against the
Village or by Village against any third party, then Village shall protect and hold harmless and
pay all costs and attorney's fees incurred by County in connection with such litigation, and
any appeals thereof.
The terms and conditions of this Interoperability Agreement incorporate all the rights,
responsibilities, and obligations of the parties to each other. The remedies provided herein
are exclusive. The County and the Village waive all remedies, including, but not limited
to, consequential and incidental damages. The County agrees to use its best reasonable
efforts to provide the Village with full use of the EMS and Common Talk Groups but makes
no guarantee as to the continual, uninterrupted use of the radio communication system, or
its fitness for the communication needs of the Village.
Neither the County or the Village shall be liable to each other or for any third party claim,
which may arise out of the services provided hereunder or of the radio system itself, its
operation or use, or its failure to operate as anticipated, upon whatever cause of action any
claim is based. The System is designed to assist qualified law enforcement, fire, and other
emergency service professionals. It is not intended to be a substitute for the exercise of
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judgement or supervision of these professionals. both parties acknowledge that the
responsibility for providing law enforcement, fire, or other emergency services rests with the
Village which is providing such service and not with the other party to the Interoperability
Agreement.
The parties to this Agreement and their respective officers and employees shall not be
deemed to assume any liability for the- acts, omissions, and negligence of the other party.
Further, nothing herein shall be construed as a waiver of sovereign immunityby either party,
pursuant to Section 768.28, Florida Statutes.
SECTION 9: OWNERSHIP OF ASSETS
All assets maintained under Section 4 of this Agreement will remain assets of the Village at
all times. All other assets involved in the 800 MHz Trunked Radio System and Microwave
Systems will remain the County's.
SECTION 10: TERM OF AGREEMENT
The initial term of this Agreement is for five (5) years or until the certificate of need for the
Village is no longer valid, whichever comes first. The Agreement may be renewed for three
(5) year term thereafter. At least eight months prior to the expiration of this Agreement's
term, the Village shall provide the County with a request to renew this Agreement. Such
Renewal Amendment will require approval of both parties and the County may not
unreasonably withhold its approval of the Renewal Amendment.
SECTION 11: AMENDMENTS TO THIS AGREEMENT
This Agreement inay be amended from time to time by written amendment by all parties.
SECTION 12: TERMINATION
This Agreement can be terminated by either party, with or without cause upon 10 days
written notice. Upon request of termination by the Village, the System Administrator will
proceed to disable the Village's radios from the County's System. It will be the
responsibility of the Village to reprogram the Village's radios removing the County's System
information from the radios. The Village will complete reprogramming the Village's radios
within 30 days of the date of termination.
SECTION 13: NOTICES
Any notice given pursuant to the terms of this Agreement shall be in writing and done by
Certified Mail, Return Receipt Requested. The effective date of such notice shall be the date
of receipt, as evidenced by the Return Receipt. All notices shall be addressed to the
following:
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As to the County:
County Administrator
301 North Olive Avenue
West Palm Beach, FL 33401
Director, Facilities Development & Operations
3323 Belvedere Road, Building 503
West Palm Beach, FL 33406
With a copy to:
800 MHZ System Administrator
3323 Belvedere Rd. Building 506
West Palm Beach, FL 33406
County Attorney's Office
301 North Olive Avenue
West Palm Beach, FL 33401
As to the Village:
Village Manager,
Village of Tequesta
357 Tequesta Drive
Tequesta, Fl. 33469
Fire Rescue Chief
Village of Tequesta
357 Tequesta Drive
Tequesta, Fl. 33469
SECTION 14: APPLICABLE LAW/ENFORCEMENT C05TS
This agreement shall be governed by the laws of the State of Florida.
SECTION 15: FILING
A copy of this Agreement shall be filed with the Clerk of the Circuit Court in and for Palm
Beach County.
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SECT'I:;ON 1-GeET`dT_II~E ~-YGREIJI'~;%CFI~:>,
This Agreement and any Attachments attached hereto and forming a part thereof as if fully
set forth herein, constitute all agreements, conditions and understandings between the County
and Village concerning access to the Common Talk Groups, All representations, 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 County or Village unless reduced to writing and signed by them.
SEC'1['I®N 17, D>EL,IEGA'I'I®l~l ®IF DUTY
Nothing contained herein shall be deemed to authorize the delegation of the Constitutional
or Statutory duties of County or Village officers.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day
and year first above written. ~ ~ ®~ ~ Q
ATTEST:
DOROTHY H. WILKEN
By: ~ C .
Deputy Clerk
APPROVED AS TO FO
AND LEGAL SUFFICIE
~ ;~
o COUNTY ;vi
d•. FLORIDA :~'~
moo. ..~:~'_~=
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By: ~ I p~
ATTEST:
By:. -.
Village Cle
PALM BEA~H COUNTY, FLORIDA, BY ITS
BOARD O,~ COUNTY COMMISSIONERS
~~
~--D f ~
Marcus, Chair
APPROVED AS TO TERMS
AND CONDITIONS
Dir. cilities Dev & Ops
VILLAGE OF ~~c~:U ~`~Ti~ ,FLORIDA
Mayor (Signature)
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Mayor (Printed Name)
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
Village Attorney
C:\Documents and Settings\Audrey Wolf\My DocumentsUvIy Documents\800 MHz\tequesta ems agmt.wpd
EMS Patient Carrier
Public Agency /Tequesta - 03/27/03 1900 Pagel 1 of 11
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PALM BEACH C®Ul~1TY 800 MIIZ ItADI® SYSTEM ®PEIZATI®IVAL PIS®CEDUI~E
EMEItGE1~1CY MEDICAL SERVICES C®1l~IMUNICATI®115
Purpose:
The purpose of this white paper is to establish the normal and emergency back up operating procedures as
well as establish talk groups to be utilized by the Emergency Medical Service providers operating on the
Palm Beach County 800 MHz Trunked Radio System (TRS).
It is the intent of Palm Beach County to convert the EMS communications to the new 800 MHz TRS in use
by Palm Beach County to be completed by January 2004. Upon completing this conversion it is the intent
to deconstruct the existing VHF (HEAR) system and to configure the UHF system in a modified format to
provide Florida State EMS Requirements as well as Emergency back up requirements for the Palm Beach
County EMS providers.
The county will maintain the following UHF Med Channels; Med Channel 8 for SMC communications,
Med Channel 1 for North County back up communications, Med Channel 3 for South Comity back up
communications, and Med Channel 4 for Central & Western County back up communications. The back up
communications system will only be used in the event of a failure of the 800 MHz TRS or in the event a
disaster situation dictates the use of these channels.
Svstem Descrlration:
The Palm Beach County 800 MHz TRS consist of 28 channels transmitting simulcast from ten tower sites
and provides portable radio coverage in medium density buildings throughout Palm Beach County.
Palm Beach County Fire/Rescue Communications Center (MedCom) will be the dispatch point for all EMS
communications throughout Palm Beach County. The EMS communications, over the 800 MHz TRS, was
designed to mirror the operations of the existing EMS commmiications on the UHF system.
Two Med Control Talkgroups (a programmed group of radio users synonymous with "channel" in a
conventional radio system) and Ten Med talkgroups will be established and programmed into all field unit
radios designated MedControl 1, 2 and Med 3 through Med 12. Primary utilization shall be as follows:
MedControl 1 Primary calling chaimel for EMS providers of Palm Beach County
F/R Command Calling channel for all PBC Fire Rescue Units
Med3 - Med12 Tactical chamiels for assignment as needed throughout Palm Beach County
Each hospital with an emergency room shall be equipped with an 800 MHz control station programmed
with an individual Hospital talkgroup, the talkgroups for the other hospitals, and the16 interagency
talkgroups established on the 800 MHz trunked radio system for interoperability. An Inter-Hospital
talkgroup will also be set up solely for communications between hospitals. Use of the interagency
talkgroups and the inter-hospital talkgroup shall be limited to emergency communication made necessary
by natural or man made disasters.
Each hospital with an emergency rooan will also have a UHF control station to provide capabilities required
by the State EMS Communications Plan as well as Emergency back up communications in the event the
800 MHz system fails. The UHF base station will have Med Chamlel 8 configured as an RF control station
(468.1750 MHz Tx, 463.1750 MHz Rx a CTCSS of 167.9 Hz) and a second Med Channel assigned based
on the geographic location of the hospital within the county (see page 3).
Palm Beach County will maintain Med Chamlel 8 repeater system throughout the county for the Statewide
Medical Coordination requirements. The County will also maintain three other Med Chamlel repeaters on a
geographic area assignment. These channels will be utilized should the 800 MHz system fail. Med Channel
1 will be maintained in the north area, Med Channel 3 will be maintained in the south area and Med
Channel 4 will be maintained in the central & western areas of Palm Beach County.
Each rescue vehicle will be equipped with an 800 MHz mobile radio for communications on the 800 MHz
Trunked Radio System. All rescue units will also maintain their UHF high power mobile radios, as required
by the State of Florida EMS Plan.
In order to provide communications with all emergency medical service providers during the cutover from
UHF to the 800 MHz system, the existing EMS UHF Channels shall be Hard Patched to the corresponding
800 MHz EMS talkgroups. By hard patching the UHF channels to the 800 MHz talkgroups, all the radios
on either system will hear all communications on both systems.
Normal Operating Procedures:
When an emergency medical services unit from Pahn Beach County Fire Rescue determines the need to
commmunicate with a hospital, that unit shall notify the Fire Rescue Communications Center (MedCom) via
the Fire Rescue Command 2C Talkgroup. Other EMS service providers shall contact MedCom on
MedControl 1 or 2. MedCom will designate a Med Talkgroup and request the unit "standby" on that
takgroup. Fire Rescue Dispatch will then call alert (tone alert) the appropriate hospital and patch the
designated Med Talkgroup to the Hospital Talkgroup. Upon completion of the exchange between the
emergency unit and the hospital, Fire Rescue Dispatch will disengage the talkgroup patch.
Statewide Medical Coordination (SMC) Procedure:
In the event that an out of the area vehicle is unable to access MedCom or a Hospital using the Palm Beach
County 800 MHz TRS, the following procedure shall control.
When an emergency medical services unit, which is out of its area of operation, determines the need to
communicate with a hospital in Palm Beach County, that unit shall notify MedCom via the UHF Med8
channel. The MedCom operator will designate a hospital and have the unit standby. The MedCom operator
will then call alert the appropriate hospital and patch, via the Motorola console system, a UHF Med
Channel, dependant on the geographical location of the EMS unit, with the hospital. tlkgroup. Upon
completion of the exchange between the emergency twit and the hospital the MedCom operator will
disengage the Med Channel to hospital takgroup patch.
Emergency or Back Up Procedure:
In the event the 800 MHz System were to fail the following procedure shall control:
MedCom will notify all the hospital emergency facilities to switch to the Emergency Back-Up Control
Station. At this time the hospitals will switch their primary operations from the 800 MHz System to the
UHF chhamlel assigned to its area. If a field unit from Palm Beach County determines the need to
communicate with a hospital that unit shall contact the hospital directly on the geographically assigned
UHF Med Channel. If an EMS unit from outside of the area determines the need to communicate with a
hospital they shall call MedCom on UHF Med Chaimel 8. MedCom will inform
appropriate Med Channel and request the unit contact the hospital on that channe
hospital emergency room procedures shall include these failure mode procedures.
Regional EMS channel assignments are as follows:
I+1®RTII
IJFIF MED CII fl
Jupiter
P.B.Gardens
St. Mary's
Good Samaritan
VA Medical Center
Columbia
SOUTH
UFIF MED CFI 3
Bethesda
Boca
West Boca
Delray
JFK
the field user of the
1. EMS dispatch and
WEST
LTFIF MED CH 4
Columbia Palins West
Wellington
Glades General
The dividing lines for these regional assigmments within Palm Beach County are, north of Southern Blvd
will be the northern region, south of Southern Blvd will be the southern region and west of SR 441 will be
the western region.
State Rectuired EMS Conrrnunications Confg~urations:
The following are the specific EMS communications requirements delineated by the State of Florida EMS
Communications Plan and how those requirements are being met by this procedure
• Vehicle Dispatch and Response (VDR)
On notification of need for emergency medical assistance, the communications system must enable prompt
dispatch of EMS vehicles to the location of the emergency. The communications system must further
enable dispatchers to communicate with responding vehicles while en route to the scene, while at the scene,
while en route to hospital emergency facilities, and during their return to availability for further assignment.
This function will be provided by the 800 MHz Trunked Radio System on the Med Control 1 & 2 dispatch
talkgroups and the Fire Rescue Command talkgroup.
• Local Medical Coordination (LMC)
The EMS communications system must provide EMS field personnel with a channel of communications
which permits the exchange of vital information between both EMS field persomnel and emergency
department personnel while the patient is at the scene of the medical emergency and while en route to an
emergency department facility.
This function will be provided by the 800 MHz Trunked Radio System utilizing the ten Med talkgroups
designated Med3 - Med12.
• Local Scene Coordination (LSC)
The EMS communications system must have the capability for mobile and portable radios of the same local
area to communicate directly while on the scene of an emergency requiring multiple vehicle response.
This function is provided by an 800 MHz simplex frequency of 867.2250 MHz that will be programmed
into all portable radios in use by the EMS and Rescue field units.
• Medical Resource Coordination (li~l<RC)
The EMS communications system must provide for wireless coordination of EMS resources between
hospitals, providers and dispatch centers for response to a disaster or mass casualty incident. Telephone
lines between dispatch centers can be used for resource coordination during normal operations; however,
radio communications are needed during situations following hurricanes, tornadoes, floods, fires, etc., when
telephone lines are inoperative or when telephone central office switching facilities are jammed or disabled.
This function is provided by the UHF Med 8 Repeater system to be maintained at the county tower sites.
Control stations will be placed at the hospitals, at the dispatch center, and mobile radios will be maintained
for use in the rescue and EMS service vehicles.
• Statewide Ibiedical Coordination (SIVIC)
The EMS communications system must provide a communications channel to enable Medical Coordination
between EMS field personnel and emergency department personnel during situations in which a vehicle is
out of its prime area and unable to access an emergency department using the LMC channel of that area.
This function is provided by the UHF Med8 Repeater channel and the UHF Med channels assigned by
region, for vehicles entering Palm Beach County.
• Statewide Scene Coordination (SSC)
The EMS communications must have the capability for mobile and portable radios from different local
areas to communicate directly while on the scene of an emergency requiring multiple vehicle response.
This function is provided by Talk Around on the UHF Med 8 Channel in the mobile radios for Rescue and
EMS vehicles responding to situations in adjacent counties or for vehicles from outside Palm Beach County
responding to an emergency within Palm Beach Cow~ty.
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