HomeMy WebLinkAbout18 - Joint Agreement for the 800 MHz Countywide Coordinated Communications SystemQ SEW Pp�T
CITY OF
z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
September 14, 2021
Agenda Item No. 18
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Jon Lewis, Chief of Police - 949-644-3701, jlewis@nbpd.org
PREPARED BY: Jonathan Stafford, Deputy Director, jstafford@nbpd.org
PHONE: 949-644-3650
TITLE: Joint Agreement for the 800 MHz Countywide Coordinated
Communications System
ABSTRACT:
Staff recommends City Council approval of a new Joint Agreement (Agreement) for the
operation, maintenance and funding of the countywide 800 MHz radio system. The new
Agreement establishes the technical, operational and financial requirements and
guidelines for all agencies participating in the system and establishes bylaws for the
system Governance Committee. The new Agreement replaces the previous Joint
Agreement approved in 2005 and amended in 2015.
RECOMMENDATION:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Approve a new Joint Agreement for the Operation, Maintenance and Financial
Management of the Orange County 800 Megahertz Countywide Coordinated
Communications System (CCCS), and authorize the Mayor and City Clerk to execute
the Agreement.
DISCUSSION:
The Countywide Coordinated Communications System (CCCS) Governance Committee
drafted a new Agreement and sought input from the City Managers of the partner
agencies. The Governance Committee subsequently approved the Agreement on
April 28, 2021 and the Sheriff -Coroner then placed the Agreement on the June 22, 2021
Orange County Board of Supervisors agenda, where it was approved. The Agreement
(Attachment A) now requires approval of the Newport Beach City Council and the
governing authorities of all the partner agencies.
18-1
Joint Agreement for the 800 MHz Countywide Coordinated Communications System
September 14, 2021
Page 2
The new Agreement replaces the previous Joint Agreement approved in 2005 and
amended in 2015. Changes are listed in the table below, which was included with the
Board of Supervisors' Agenda Staff Report (Attachment B):
Comparison List of the Joint Agreement
Subject/item Previous New
Table of Contents
Administrator of Orange County Sheriff -
System Coroner Department &
County
Section 1.2, 14.1 System Backbone
section 14.1
Section 2.2
Lead Agency
System Infrastructure
Addition of two members
OCCOPSA & OCFCA
member
Notes
Section structure
modified to improve
readabilitv
Simplify terminology and
nomenclature
Simplify terminology and
nomenclature
Previously seven
members
Section 3.2.2 Addition of Sponsored Allows Partner Agency to
Agency sponsor
Section 15.2, 5.3.1 Cost Sharing Section Partner Agency cost Previously 60/40 percent
15.2 allocation based on their split of cost allocation
radio count between county and
Partner Agency
Costs Backbone Costs
Section 15.3
Budget Cost Sharing & Future
System Enhancements
Section 15
Payments Annual Payment
Section 15.4
Supporting
Document
Supporting
Document
Reserve Fund Section
5.6
Ten -Year Plan Budgeting
Section 5.5
Partner Agency Financial
Obligation Section 5.2
New Partner Agency
Rider document
bylaws
Simplify terminology and
nomenclature
Forecast budget for
capital improvements
Simplify terminology and
nomenclature
Previously did not exist
Previously did not exist
From Orange County Board of Supervisors Agenda Staff Report, June 22, 2021
The only substantive change is the Cost Sharing Section in Section 5.3.1 of the new
Agreement, as compared to Section 15.2 of the previous Agreement. However,
Dreliminary calculations show the Citv of NewDort Beach's (Citv's) costs will not increase
due to the formula change. The old cost-sharing formula divided the total annual costs
40/60, with County of Orange agencies paying 40% of costs and the partner agencies
paying the remaining 60%. Each agency's share of the 60% was then based on radio
("subscriber unit") counts.
Old Formula Example: There are 18,953 radios on the system. Partner agencies
are responsible for 60% of them, which is 11,372 radios (0.6 X 18,953 = 11,371.8).
Newport Beach's radio count is 839, which is 7.38% of the agencies' 60% share
(839 = 11,372 = 0.0738). The City's effective proportional share of all annual
CCCS costs is then 4.43% (0.0738 x 0.6 = 0.04428).
18-2
Joint Agreement for the 800 MHz Countywide Coordinated Communications System
September 14, 2021
Page 3
The new cost-sharing formula would divide the number of radios each partner agency
has on the CCCS by the total number of radios on the system. The resulting percentage
would be each agency's proportional share of the annual operating costs of the CCCS
and any future system infrastructure upgrades.
New Formula Example: There are 18,953 radios on the system. Newport Beach's
radio count is 839. The City's effective proportional share of all annual CCCS costs
would now be calculated at 4.43% (839 = 18,953 = 0.044267).
FISCAL IMPACT:
The adopted budget includes sufficient funding for this Agreement. It will be expensed to
the Services — Professional and Technical account in the Police Department and the
Other Agency Fees accounts in the Fire and Public Works Departments as described in
the table below:
Department
Account
Police
01035352-811008
Fire
01040401-841060
Public Works
01080005-841060
While preliminary, theoretical calculations shov
CCCS cost-sharing formula as discussed above,
addressed during the annual budget preparation
ENVIRONMENTAL REVIEW:
a neutral fiscal impact from the new
any cost increases or decreases will be
process.
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Joint Agreement for Operation, Maintenance and Financial Management
of the Orange County 800 Megahertz Countywide Coordinated
Communications System
Attachment B — Orange County Board of Supervisors June 22, 2021 Agenda Staff Report
18-3
Attachment A
IN WITNESS WHEREOF, the Partner agencies hereto have set their hands and seals on the date
set forth opposite their respective signatures on identical counterparts of this instrument, each which
shall for all purposes he deemed an original thereof
CITY OF NEWPORT BEACH,
a municipal corporation and charter city=
Date:
By:
Brad Avery
Mayor
Approved as to Form:
CITY ATT1NEY'S OFFICE
Date: -7-7-2-1
By:
f^- aron C&4
Oq
City Attorney
ATTEST:
Date:
By:
Leilani I. Brown
City= Clerk
Joint Agreement for the Operation, Maintenance and Financial Management of the Orange
County 800 -Megahertz Countywide Coordinated Communications Systems
18-4
Attachment A - Joint Agreement for 800 MHz CG, ment A Page 1 of 83
JOINT AGREEMENT
FOR THE OPERATION, MAINTENANCE AND FINANCIAL MANAGEMENT OF THE ORANGE
COUNTY
800 -MEGAHERTZ COUNTYWIDE COORDINATED COMMUNICATIONS SYSTEM
This agreement is entered into on , 2021, by and between the executing Partner agencies. This
agreement replaces the 2005 Agreement as amended, and to the extent there is a conflict, this Agreement
controls.
RECITALS:
Whereas, the Next Generation installation and implementation of the 800 MHz Countywide Coordinated
Communications System (800 MHz CCCS) has been completed; and,
Whereas, the original Joint Agreement for the Operation, Operation Maintenance, and Financial
Management of the Orange County 800 MHz Countywide Coordinated Communications System was
executed September 19, 1995, and related Amendments Nos. 1, 2, 3, 4, 5, and appropriate change orders
thereto followed (the "1995 Joint Agreement"), and;
Whereas, a subsequent Joint Agreement for the Operation, Operation Maintenance, and Financial
Management of the Orange County 800 MHz Countywide Coordinated Communications System was
executed in November 2005, and related Amendments Nos. I and appropriate change orders thereto
followed (the "2005 Joint Agreement"), thereby superseding the original 1995 Joint Agreement, and;
Whereas, the Partner agencies now desire to execute a new Joint Agreement (the "2021 Joint
Agreement") to supersede all previous Joint Agreements; and,
Now, therefore, in consideration of the mutual covenants, conditions, agreements, and stipulations
hereinafter expressed, the Partner agencies hereby agree as follows:
18-5
Attachment A - Joint Agreement for 800 MN7@Ament A Page 2 of 83
Contents
1.0 GENERAL........................................................................................................................................4
1.1 System....................................................................................................•-----.................................4
1.2 Definition of Terms .................................................... .....4
1.3 Amendment Process......................................................................................................................
6
1.4 Liability.........................................................................................................................................6
2.0 GOVERNANCE COMMITTEE......................................................................................................
7
2.1 Governance Committee Authority................................................................................................
7
2.2 Governance Committee Member Appointment............................................................................7
2.3 Governance Committee Purpose...................................................................................................7
3.0 MEMBERS TO THE SYSTEM.......................................................................................................8
3.1 Lead Agency..................................................................................................... ............................
3.2 Partner Agencies...........................................................................................................................
8
3.2.1 New Partner Agencies...........................................................................................................
8
3.2.2 Sponsored Agencies..................................................................................................................9
3.3 Mutual Aid Agencies....................................................................................................................9
3.3.1 Mutual Aid Agency Approval Process: ......................... ......................................................
9
3.3.2 Mutual Aid Agency Access and Limitations ............................................ ................10
3.3.3 Mutual Aid Agency Financial Responsiblities...................................................................
10
4.0 SYSTEM ADMINISTRATION ........................................... ..10
4.1 System Equipment......................................................................................................................
10
4.2 System Subscriber Equipment...................................................•--------.....----...............--.•--•-----....
10
4.3 Dispatch Centers.........................................................................................................................
10
4.3.1 Dispatch Center Equipment................................................................................................
11
4.3.1.1 Dispatch Center Required Equipment Upgrades............................................................11
4.3.1.2 Dispatch Center Non -Required Equipment Upgrades ....................................................
11
4.4 System Modifications.................................................................................................................
11
4.4.1 System Modifications requiring Governance Committee Approval ...................................
1 1
4.4.2 System Modification by Lead Agency................................................................................12
4.4.3 System Modifications requested by Partners Agencies......................................................
12
4.5 Security ....................... ................................................................................................................12
4.6 Maintenance & Service Contracts...............................................................................................
13
4.7 System Standard Operating Procedures......................................................................................
13
4.8 Partner Agency Operational Policies and Procedures.................................................................
13
2
18-6
Attachment A - Joint Agreement for 800 MHz C;C C S 'i @ n t A Page 3 of 83
5.0 FINANCIAL ADMINISTRATION...............................................................................................
13
5.1 Governance Committee Financial Authority..............................................................................13
5.2 Partner Agencies Financial Obligations......................................................................................13
5.2.4 Mutual Aid Agencies..........................................................................................................14
5.3 System Operations Budget..........................................................................................................
15
5.3.1 Partner Agency Cost...........................................................................................................15
5.3.2 Payment Remittance...........................................................................................................15
5.4 Year End Settlement...................................................................................................................15
5.5 Ten -Year Plan.............................................................................................................................15
5.6 Reserve Fund..............................................................................................................................16
5.6.1.1 Contributions by Partner Agencies.....................................................................................16
5.6.1.2 System Entry Fees..............................................................................................................16
5.6.1.3 System Operation Budget Surplus......................................................................................16
5.7 System Modification Cost...........................................................................................................16
�3
18-7
Attachment A - Joint Agreement for 800 Mr;z UC'CSment A Page 4 of 83
1.0 GENERAL
1.1 System
The 800 MHz Countywide Coordinated Communications System (800 MHz CCCS) will be
referred to as the "System." The System shall be maintained by the Orange County Sheriff -
Coroner Department's Technology Division (hereinafter referred to as "Lead Agency").
1.2 Definition of Terms
• "System" is defined as a multichannel digital trunked radio communications system enabling
interoperability among all participating City and County law, fire, public works, and
lifeguard/marine safety departments. The System components also include transmitting
/receiving sites, microwave networks, IP networks, dispatch consoles, control stations, and
field equipment (mobile and portable radios).
• "Governance Committee" is established by the Board of Supervisors and Partner Agencies to
the Joint Agreement to facilitate the operation, maintenance, and financial management of the
system. The Governance Committee is comprised of nine (9) members as identified in the
Governance Committee Bylaws, attached hereto as Attachment A.
• "Governing Authorities" are the City Councils, the Orange County Board of Supervisors, and
the Orange County Fire Authority Board of the Partner Agencies, responsible for approving
certain substantive modifications or amendments to this agreement where such approval
authority has not been expressly delegated to the Governance Committee.
• "Law Enforcement Agency" is defined as all governmental Law Enforcement Agencies
operating primarily within the limits of Orange County, including, but not limited to: Orange
County Sheriff -Coroner Department, Orange County City Police Departments, Orange
County District Attorney's Office, and Orange County Probation Department.
• -Lead Agency" is designated to be the Orange County Sheriff's Department (OCSD)
Technology Division that will be responsible to manage, maintain, and enhance the System
and its respective Standard Operating Procedures (SOP).
• "Marine Safety' is defined as and shall include all governmental and private lifeguard
agencies operating primarily within the limits of Orange County.
4
18-8
Attachment A - Joint Agreement for 800'M} t -WA m e n t A Page 5 of 83
• "Member Agency" is defined as an agency authorized by the Governance Committee to use
the System. Members include the Lead Agency and Partner Agencies.
• "Mobile Radio' is defined as two-way radio equipment installed in a vehicle to provide
communications for the vehicle operator.
• "Mutual Aid Provider" is any governmental organization not otherwise defined in this
Agreement that will provide short term assistance across jurisdictional boundaries during an
emergency or planned event that exceeds local resources. Mutual aid use of the System will
be restricted to the timeframe of the mutual aid incident.
• "New Partner Agency" are Partner Agencies added after the adoption of this Joint
Agreement.
• "Parties" are all those entities that are authorized users of the System and have signed this
agreement.
• "Partner Agency" are authorized subscribers to the system who agree to share in the System
Operational Costs to administer, maintain, and upgrade the technology by providing recurring
rate schedule payments.
• "Portable Radio' is a two-way radio equipment that is rechargeable, and handheld or belt
carried.
• "Radio Site" is defined as a location, which consists of a building, systems within the
building, and a tower.
• "Sponsored Agency" is any agency approved to use the System under sponsorship of a
Partner Agency.
• "Sponsoring Partner Agency' is a Partner Agency that wishes to sponsor a Sponsored
Agency.
• "Subscriber Unit" is defined as the subscriber radios and other devices that utilize the System.
This includes dispatch operator positions, mobile radios, portable radios, cellular based
devices and any other device that allows a user to communicate over the System.
• "System infrastructure" is defined as all associated radio and support equipment required to
establish a radio network on which user radios can operate to communicate throughout the
County of Orange. System infrastructure includes, but is not limited to, servers, switches,
routers, data lines, base station radios, microwave technology, and firewalls.
• "System Operational Costs" are the expenses required to administer, maintain, and update the
System.
18-9
Attachment A - Joint Agreement for 800 MHz �CCSm@nt A Page 6 of 83
• "System Modification" is any change in operational procedure or technology that requires
alteration to the System.
• "System Subscriber Equipment' is defined as all equipment used to support user access to the
System including Subscriber Units and other supporting equipment such as dispatch center
console equipment, antennas, batteries, etc.
• "System User' is defined as an individual or agency authorized to access the System.
• `System Watch Network Operation Center' is a Lead Agency staffed support center
responsible for the 2417 support of the System. This includes but not limited to, live
monitoring, notifications, troubleshooting, callouts, and repair.
• "Talkgroups" are used to identify groups of users who communicate together on a trunked
radio system.
1.3 Amendment Process
The Governance Committee is authorized to make future updates, amendments, or modifications
to the Agreement and its attachments without further action of the Governing Authorities, so long
as the updates, amendments, or modifications to the Agreement and its attachments would result
in minor, non -substantive changes that do not create or increase the financial obligations of the
Partner Agencies. Where the Governance Committee is authorized to make such updates,
amendments, or modification, such delegated authority shall be expressly granted in this
agreement.
This agreement may also be amended or modified by the consent of all of the Governing
Authorities representing the Partner Agencies.
1.4 Liability
Each Party of this Agreement (the "Indemnitor") shall indemnify, defend, and hold all other
Parties, and their agents and employees (the `Indemnitees") harmless from all claims, liabilities,
damages, and losses to the Indemnitees arising out of any acts or omissions of itself and its agents
and employees in connection with the performance of this agreement which acts or omissions
constitute gross negligence.
1.5 Withdrawal from System
Any Party may withdraw from this Agreement by serving written notice to the Governance
Committee of their intent to withdraw. Due to the cost distribution model used to fund the
operation of the System, any Party withdrawing from this Agreement will financially impact the
remaining Parties. As such, Parties wishing to withdraw from this Agreement shall do the
following:
1) Withdrawing Party provides written notice twelve months prior of withdrawal after
meeting its financial obligations under this agreement.
18-10
Attachment A - Joint Agreement for 800 Mri2 CCU- S q@nt A Page 7 of 83
2) Withdrawing Party will attend the Governance Committee meeting following their
submittal to discuss withdrawal process.
3) Withdrawing Party will work with the Lead Agency to effect the withdrawal.
4) Withdrawing Party will make all Operational Cost payment obligations for the full
fiscal year of the withdrawal.
5) Withdrawing Party will be responsible for all Lead Agency Costs associated with the
withdrawal process.
Withdrawing Party will not be responsible for any financial obligations assumed by the other
Partner agencies subsequent to withdrawal and upon fulfillment of existing financial obligations.
Similarly, it is understood that the County of Orange has ownership of the System and certain
sites as well as FCC licenses presently issued to the County, and upon any withdrawal by any
Parties to the Agreement, any and all right, title, and interests in the System, those sites and FCC
licenses shall remain with the County. Should the County of Orange wish to withdraw, an orderly
transition to the remaining Parties must be affected.
2.0 GOVERNANCE COMMITTEE
2.1 Governance Committee Authority
The Governance Committee shall be governed in accordance with the Governance Committee
Bylaws attached hereto as Attachment A. Any future updated revisions or amendments to the
Governance Committee Bylaws shall be deemed adopted by this agreement without further action
of the Governing Authorities.
2.2 Governance Committee Member Appointment
The Governance Committee shall be comprised of nine (9) members. as identified below. It will
also be responsible for coordinating with their appropriate associations/agencies on issues
involving the appropriate Governing Authorities approvals:
• Four City Managers appointed by the Orange County City Managers' Association
• Orange County Chief Executive Officer, or Designee
• Orange County Sheriff -Coroner, or Designee
• Orange County Public Works Deputy Director, or Designee
• Orange County Chief of Police & Sheriffs Association (OCCOPSA) Chief or Designee not
from a city currently represented on the governance committee
• Orange County Fire Chiefs Association (OCFCA) Fire Chief or Designee not from a city
currently represented on the governance committee
2.3 Governance Committee Purpose
The Governance Committee oversees all aspects of the implementation, operation, and fiscal
management of the system, including but not limited to, the following:
• Approving System operational policies
• Addressing System operational issues
18-11
Attachment A - Joint Agreement for 801) 04Z A rage 8 of 83
• Resolving operational policy or fiscal matter disputes of Partner Agencies.
• Addressing System facilities development
• Reviewing and approving modification and enhancement plans
• Approving contract pricing changes
• Approving Annual System Operational Budget and Cost Sharing Allocations.
• Approving 10 year capital plans and allocation of Reserve Fund for required upgrades.
• Approving New Partner Agencies.
• Approving Sponsored Agencies,
3.0 MEMBERS TO THE SYSTEM
Members are all agencies authorized by the Governance Committee to use the system and who have
signed this agreement.
3.1 Lead Agency
The lead agency is designated to be the Orange County Sheriff's Department Technology
Division and will manage, maintain, and enhance the system. Lead Agency is responsible for
System Administration as outlined in Section 4 below.
3.2 Partner Agencies
Partner Agencies are authorized subscribers to the System who have signed this Joint Agreement
or added as New Partner Agencies via the process outlined in 3.2.1 below. Partner agencies agree
to share in the System Operational Costs and System Maintenance Costs as outlined in Section 5
below.
3.2.1 New Partner Agencies
Agencies that wish to become an authorized subscriber to the System may be added as a
New Partner Agency via the following steps:
I ) The prospective New Partner Agency submits an official request, in writing, to the
Lead Agency requesting to join as a Partner Agency.
2) Lead Agency gathers additional information from requesting New Partner Agency to
determine the feasibility of the request and the potential impact on the System
operation and the existing Members.
3) The Lead Agency processes the request to obtain approval.
4) Lead Agency presents the request to the Governance Committee along with previous
approvals from appropriate Governing Authorities. Governance Committee will
determine final approval or denial of the request.
5) Once all approvals have been obtained, requesting New Partner Agency will execute
a copy of this agreement along with the associated New Partner Agency forms
identified in Attachment 13.
6) The approved New Partner Agency will purchase necessary radio equipment and
arrange to pay associated New Partner Agency costs described in in 5.2 below.
8
18-12
Attachment A - Joint Agreement for 800 M4@Ament A Page 9 of 83
3.2.2 Sponsored Agencies
Partner Agencies may, with Lead Agency review and Governance Committee Approval,
sponsor non -partner agencies to participate in the system.
3.2.2.1 Sponsored Agencies Approval Process:
1) Sponsoring Partner Agency submits to the Lead Agency an official
written request to add a Sponsored Agency.
2) Lead Agency gathers relevant information from Sponsoring Partner
Agency to determine the feasibility of the request and the potential
impact on the System Operation and the existing Members.
3) Lead Agency reviews all available information to determine the
feasibility of the request to add the Sponsored Agency. Lead Agency
shall work with the Sponsoring Partner Agency to determine the
additional costs to the Sponsoring Partner Agency.
4). Lead Agency presents the request to the Governance Committee at a
Governance Committee Meeting. Governance Committee shall approve
or deny the addition of the Sponsored Agency.
3.2.2.2 Sponsored Agency Access and Limitations
Sponsored Agencies are only allowed access to use the common
talkgroups/channels and select agency specific talkgroups/channels of
the sponsoring Partner Agency, as recommended by the Lead Agency
and approved by the Governance Committee. Sponsored Agencies do not
have a role in defining the operation of the System. The inclusion or
exclusion of Sponsored Agencies in the System will be determined by
the Governance Committee and will be reviewed annually or as needed.
Partner Agencies shall be responsible for any System use by a Sponsored
Agency. Sponsored Agencies must use the same common talkgroups as
the sponsoring Partner Agency.
3.2.2.3. Sponsored Agency Financial Responsibilities
Sponsored Agency financial responsibilities are outlined in section 5.2.4
below.
3.3 Mutual Aid Agencies
Certain governmental agencies may, with Lead Agency review and Governance
Committee Approval, be granted access to the System for the express purpose of
providing mutual aid to Partner Agencies. Mutual Aid agencies are limited to and
identified within ATTACHMENT C
3.3.1 Mutual Aid Agency Approval Process:
1) Any Partner Agency may submit to the Lead Agency an official written
request to add a Mutual Aid Agency.
18-13
Attachment A - Joint Agreement for 800MF1•i�CCSment A Page 10 of 83
2) Lead Agency gathers relevant information to determine the feasibility of the
request and the potential benefit to existing Partner Agencies and overall public
safety in Orange County.
4) Lead Agency presents the request to the Governance Committtee at a
Governance Committee meeting. The Governance Committee shall approve or
disapprove the addition of the Mutual Aid Agency.
3.3.2 Mutual Aid Agency Access and Limitations
Mutual Aid Agencies are only allowed access to use the common
talkgroups/channels and the mutual aid channels associated with other systems
that are included in our radio programming. Mutual Aid Agency use of the
System is restricted to the actual duration of a mutual aid incident. Mutual Aid
Agencies do not have a role in defining the operation of the System. The
inclusion or exclusion of Mutual Aid Agencies in the System will be determined
by the Governance Committee and will be reviewed annually or as needed.
3.3.3 Mutual Aid Agency Financial Responsiblities
Mutual Aid Agency financial responsibilities are outlined in section 5.2.5 below.
4.0 SYSTEM ADMINISTRATION
The Lead Agency shall have the authority and responsibility to maintain the proper operation of the
System. The Lead Agency shall be responsible for maintaining, managing, and operating the System,
which includes staffing the System Watch Network Operations Center on a continual basis (e.g.,
240065), assuring the seamless operation of the System.
4.1 System Equipment
The Lead Agency shall approve and evaluate all equipment and new technology for use with the
system to ensure that it meets the requisite technical standards and requirements. Approved
equipment must meet the standards set by the Federal Communication Commission as well as any
Federal, State, and Local Laws.
4.2 System Subscriber Equipment
Each Member Agency is responsible for the maintenance, management, and operation of its
System Subscriber Equipment. A Member Agency may establish a System Subscriber Equipment
maintenance contract with the Lead Agency.
Prior to making any modifications to System Subscriber Equipment, including but not limited to
adding radios or alteration to dispatch center equipment, Member Agencies must request such
modifications to be reviewed and approved by the Lead Agency as outlined in section 4.4.
4.3 Dispatch Centers
Member Agencies may operate their own Dispatch Centers at their discretion. Individual
Member Agencies that manage their own Dispatch Centers shall be responsible for the day to day
maintenance, management, and operation of those Dispatch Centers, equipment and associated
facilities. Day to day dispatch operations and protocols shall be left to the individual Members
10
18-14
Attachment A - Joint Agreement for 800 MHz umd ment A Page 11 of 83
Agencies. The Lead Agency will not be responsible for the maintenance or management of
Members Agencies' individual Dispatch Centers unless a Member User contracts with the Lead
Agency for maintenance, management, or operations.
4.3.1 Dispatch Center Equipment
Dispatch Center Equipment must meet the technical standards as outlined in Section 4.1.
4.3.1.1 Dispatch Center Required Equipment Upgrades
The Governance Committee may mandate equipment upgrades for Member
Agencies Dispatch Center Equipment. If the Governance Committee mandates
an Equipment Upgrade to Members Agencies' Dispatch Center Equipment, then
the Members Agencies must upgrade their equipment as directed by the
Governance Committee.
4.3.1.2 Dispatch Center Non -Required Equipment Upgrades
Members Agencies may upgrade their Dispatch Center equipment and associated
facilities at their own cost without coordination with the Lead Agency so long as
the upgrade will not adversely affect the System itself. However, Member
Agencies must coordinate with the Lead Agency as outlined in the System
Modifications section 4.4, below, when upgrading or modifying any Dispatch
Center equipment vital to the operation of the System. Dispatch Center
Equipment modification requiring coordination with the Lead Agency includes,
but is not limited to: computer equipment, software, consoles, routers, switches,
gateways, firewalls, control stations, and antenna systems.
4.4 System Modifications
The System will require occasional routine modifications, which shall be conducted as outlined in
this section.
4.4.I System Modifications requiring Governance Committee Approval
The following System Modifications require the pre -approval of the Governance
Committee, as outlined in the Governance Committee By -Laws:
A. Addition of any New Member Agencies to the System.
B. Any modification that adds a financial burden shared by the Member Agencies.
C. Any modification that would affect a System User other than the requesting
Member Agency.
The Lead Agency is required to provide a report and recommendation to the Governance
Committee on any proposed System Modification that requires Governance Committee
approval. The Lead Agency report and recommendation must provide a financial
analysis of the System Modification, if appropriate, and an estimated timeline to
complete the System Modification.
The Lead Agency is responsible for implementing any Governance Committee approved
modification.
11
18-15
Attachment A - Joint Agreement for 600 &LtM ment A Page 12 of 83
4.4.2 System Modification by Lead Agency
The Lead Agency is authorized to perform System Modifications, as necessary. The
Lead Agency has the discretion to implement System Modifications without prior
Governance Committee Approval, so long as the modification does not require
Governance Committee approval as listed in Section 4.4.1 of this agreement, and does
not cause unanticipated or unbudgeted costs to Member Agencies.
4.4.3 System Modifications requested by Partners Agencies
Partner Agencies may request system modifications. System Modification requests from
Partner Agencies must be submitted in writing to the Lead Agency for review and
approval.
If the Lead Agency grants a Partner Agency modification request, and the request does
not require Governance Committee Approval as outlined in Section 4.4.1, then the Lead
Agency shall provide the Partner Agency with a formal approval, including all costs of
the requested modification. If a Member Agency agrees with the official permission, the
Member Agency may request the Lead Agency to implement the System Modification.
Any and all costs associated with implementing the System Modification will be the sole
responsibility of the System User requesting the modification.
If a Member Agency modification request requires Governance Committee approval per
Section 4.4.1 above, then the Lead Agency and the Member Agency requesting the
modification shall present the modification request to the Governance Committee for
approval. The modification request shall include the reason for the modification, the
Lead Agency's recommendation and cost analysis of implementing the modification.
4.4.4 Appeal of Modification Request Denial
If the Lead Agency denies a Member Agency's modification request, the Lead Agency
shall provide the Member Agency, in writing, the reasons for the denial. Members
Agencies may submit a written appeal of the decision of the Lead Agency to the
Governance Committee within 94 days of the denial notification. The Lead Agency will
ensure the appeal is added to the next Governance Committee meeting agenda for action.
4.4.5 Notification of System Modifications to Governance Committee
Lead agency is required to provide a list of implemented, pending and requested System
Modifications at each Governance Committee Meeting.
4.5 Security
The Lead agency has in place a Security Plan for the System (Attached as Attachment D.)
Member Agencies and System Users are required to protect the security of the System as set forth
in the Security Plan.
System Users are required to contact System Watch for any actual or potential security breach to
the System as soon as the actual or potential security threat is known. The Lead Agency must
evaluate any reported security breaches and is authorized to implement measures to remediate the
12
18-16
Attachment A - Joint Agreement for 800 ment A Page 13 of 83
security breach. If appropriate, the Lead Agency shall inform the Governance Committee of any
reported breach and steps taken to remediate.
4.6 Maintenance & Service Contracts
Within approved and adopted budget, the Lead Agency is authorized to enter into contracts with
vendors as needed for the ongoing execution of this agreement. Such contracts include, but are
not limited to, the purchase or lease of equipment, installation of equipment, service and/or
maintenance of equipment, and System upgrades. All contracts shall comply with applicable law
and purchasing policies and guidelines. Appropriate shared costs will be included in System
Operational Costs cost-sharing allocations. The Lead Agency shall negotiate and enter into
contracts with vendors as intended in this agreement and shall make payments due and payable
under such contracts on behalf of the parties.
The Lead Agency will serve as an administrative liaison between the other Member Agencies and
the contracted vendors.
4.7 System Standard Operating Procedures
The Lead Agency is responsible for the development and maintenance of the Standard Operating
Procedures ("SOP") (Attachment E) for the system. The Lead Agency shall coordinate with
System Users, including but not limited to Law Enforcement, Fire Services, Marine Safety, and
Public Works in developing and updating the SOP. The SOP, and any amendments to the SOP,
must be approved by the Governance Committee. All Member Agencies must follow the SOP
and any amendments to the SOP once approved by the Governance Committee.
4.$ Partner Agency Operational Policies and Procedures
Member Agencies must inform the Lead Agency of any changes to their operational policy or
procedures, in writing and prior to any implementation of such changes, if the change of
operational policy or procedure affects or may affect the System. The Lead Agency will work
with Member Agencies to ensure that operational policies and procedures are compatible with the
System. The Lead Agency shall work collaboratively with Member Agencies to settle any
disputes regarding Member Agency Operational Policies and Procedures. The Lead Agency shall
bring any dispute to Member Agency Operational Policies and Procedures to the Governance
Committee for review and resolution if a dispute cannot be resolved between the Lead Agency
and the Member Agency,
5.0 FINANCIAL ADMINISTRATION
5.1 Governance Committee Financial Authority
The Governance Committee shall have the authority to allocate available budgeted funds as they
deem appropriate for the operation, maintenance, and management of the system. Governance
Committee has the authority to approve the System Operations Budget, set rates and fees, and
approve use of the Reserve Fund for necessary expenditures and upgrades. Governance
Committee has the authority to approve capital expenditure funding and approved sources of the
reserve fund.
5.2 Partner Agencies Financial Obligations
Partner Agencies and New Partner Agencies are responsible for certain financial
obligations including, but not limited to, the following.
13
18-17
Attachment A - Joint Agreement for 800 ajji A me nt A Page 14 of 83
5.2. l System Operational Costs
All Partner Agencies shall contribute to the System Operational Costs via the Systems
Operations Budget and administered as described in section 5.3 below.
5.2.2 System Entry Fees/Upgrade Fees
Some Partner Agencies must pay System Entry Fees when they enter/register a radio into
the System for activation based on the System Entry Fee established by the Governance
Committee. The Lead Agency shall submit their recommendation of the System Entry
Fees for Governance Committee approval at the same time the System Operations Budget
(Section 5.3) is submitted for approval annually.
The System Entry Fees are necessary to recoup/offset costs that were required during the
previous System upgrade Partner Agencies that financially contributed to the previous
System Upgrade are not required to pay System Entry Fees. Legacy Partner Agencies
that are not required to pay System Entry Fees are listed in attachment C. Partner
Agencies not listed in attachment C and any New Partner Agencies are required to pay
the System Entry Fee for each radio they add to the System.
System Entry Fees are billed on a per radio basis. The Lead Agency shall invoice the
Partner Agency or New Partner Agency for any System Entry Fees at the approved per
radio rate when a new radio is entered into the System on behalf of that Partner or New
Partner.
System Entry fees shall be deposited into the Reserve Fund as outlined in section 5.6
below.
Over -the -air upgrade programming of radio equipment will not be charged and limited to
two annually per Member Agency. Any additional upgrades past the two annually will
incur a cost.
5.2.3 Miscellaneous Rates and fees
As stated in 5.1 above, the Governance Committee has authority to set rates and fees as
necessary. The Lead Agency may charge Partner Agencies and New Partner Agencies
via invoice. Partner Agencies shall pay invoice within thirty (60) days of the date of the
invoice.
Governance Committee shall set any Miscellaneous Rates and Fees annually. Lead
Agency shall submit their recommendation for Miscellaneous Rates and Fees at the same
time they submit the System Operations Budget (Section 5.3) for approval.
5.2.4 Mutual Aid Agencies
Mutual Aid Agencies are not authorized to use the System for day-to-day
communications but are limited to use of the System only when providing emergency
assistance to Partner Agencies. As such, Mutual Aid Agencies are not included in the
System Operations cost share calculations or System Entry Fees. Mutual Aid Agency
equipment and programming costs will be the responsibility of the Mutual Aid Agency.
14
Attachment A - Joint Agreement for 800 MHz Lment A Page 15 of 83
5.2.4 Sponsored Agencies
The sponsoring Partner Agency is responsible for the costs, rates, and fees of any
Sponsored Agency it sponsors on the System, unless otherwise approved by the
Governance Committee. System Entry Fees per 5.2.2 above shall not apply to System
Subscriber equipment for a Sponsored Agency.
5.3 System Operations Budget
The Lead Agency will submit the proposed System Operations Budget for approval to the
Governance Committee no later than one hundred and twenty (120) days prior to the beginning of
the fiscal year. Governance Committee shall be responsible for approving the System Operation
Budget no later than ninety (90) days prior to the fiscal year.
5.3.1 Partner Agency Cost
The Lead Agency shall submit the Partner Agency Cost Share to the Governance
Committee along with the System Operations Budget in 5.2 above. The Governance
Committee shall be responsible for approving the Partner Agency Cost Share, along with
the System Operations Budget.
Partner Agency Cost Share shall be calculated based on the number of Subscriber Units
each agency operates on the System as a percentage of the total number of Subscriber
Units operating on the System. This will determine the agency's share of the annual
System Operations Budget.
5.3.2 Payment Remittance
Partner Agencies are required to remit payments to the Lead Agency for their
contribution for use of the System. The Lead Agency shall invoice Partner Agencies
quarterly. Lead Agency shall issue invoices no later than thirty (30) days after the
beginning of each quarter. Partner Agencies shall pay invoice within thirty (30) days of
the date of the invoice.
5.4 Year End Settlement
At the end of each fiscal year, the Lead Agency shall submit a financial review with the actual
System Operational Costs from the previous fiscal year to the Governance Committee. The
findings of the financial review shall be reported in writing to the Partner Agencies on the system.
Thereafter, to the extent there have been contributions made by the Partner Agencies which
exceed the actual System Operations Costs, the number of said excess contributions shall be
deposited into the Reserve Fund (see 5.5), unless the Governance Committee deems otherwise. In
the event of a shortfall, each Partner Agency shall be billed its pro -rata share of the shortfall,
which shall be paid in the first quarter payment for the next fiscal year following the fiscal year of
the shortfall.
5.5 Ten -Year Pian
The Governance Committee, in conjunction with the Lead Agency, will be responsible for
evaluating and planning for future upgrades. Doing so will ensure the continued structural
0161
18-19
Attachment A - Joint Agreement for 800 MHz UUUSment A Page 16 of 83
integrity of System equipment and Sites and any necessary maintenance or repairs, and allocating
for unforeseen events which may lead to additional expenses outside of the standard operational
costs. Such items will be defined within a Ten -Year Plan, which will be presented to and
approved annually by the Governance Committee.
The Lead Agency shall submit an updated Ten -Year Plan to the Governance Committee annually
for review and approval.
5.6 Resetve Fund
The Governance Committee shall review and approve a long-term financial plan to ensure funds
are available for the System's capital needs as defined in the annually updated Ten -Year Plan, as
well as for any unforeseen emergency expenses. A Reserve Fund has been established to ensure
adequate funds are available for ongoing maintenance, upgrades, and unforeseen expenses which
may arise outside of operational costs.
5.6.1 The Reserve Fund shall be funded in the following manner:
5.6.1.1 Contributions by Partner Agencies
The Partner Agencies are responsible for providing funds for deposit to the
Reserve Fund. The Lead Agency shall submit the cost of each Partner Agency
along with the Fiscal Year Budget described in section 5.3. The Governance
Committee shall approve the Reserve Fund contributions as part of the annual
budget review and adoption process.
5.6.1.2 System Entry Fees
All System Entry Fees collected per 5.2.2 of this Agreement shall be deposited
into the Reserve Fund.
5.6.1.3 System Operation Budget Surplus
In the event of a System Operation Budget Surplus at the Year -End Settlement,
that System Operation Budget Surplus shall be deposited into the Reserve Fund.
5.7 System Modification Cost
Any costs associated with System Modifications shall be addressed as outlined is section 4.4 of
this agreement.
16
18-20
Attachment A -Joint Agreement for 800 Mhz CA m e n t A Page 17 of 83
IN WITNESS WHEREOF, the Partner agencies hereto have set their hands and seals on the date set forth
opposite their respective signatures on identical counterparts of this instrument, each which shall for all
purposes be deemed an original thereof.
COUNTY OF ORANGE
IM
Board of Supervisors
Dated:
Approved As to Form:
County Counsel
CITY OF:
ATTEST:
By:
City Clerk
Dated:
Approved As to Form:
City Attorney
is
Chairman
Dated:
ATTEST:
Clerk of the Authority
17
18-21
Attachment A - Joint Agreement for 800 MHz C:(;C S 11@nt A Page 18 of 83
APPROVED AS TO FORM:
Dated:
ATTEST:
Authority Counsel
Clerk of the Authority
ORANGE COUNTY AGENCY
Of
Dated:
ATTEST:
Chairman
Clerk of the Authority
APPROVED AS TO FORM: APPROVED AS TO FORM:
��
Authority Counsel
Dated:
LIM
Dated:
Authority Counsel
18
18-22
Attachment A - Joint Agreement for 800 MHz GWS @ nt A Page 19 of 83
BYLAWS
800 MHz GOVERNANCE COMMITTEE
Page 1
Article 1 Name
Section 1. The name of this body is the 800 MHz GOVERNANCE COMMITTEE, hereinafter
referred to as the "Governance Committee."
Article 2. Purpose and Authority
Section 1. It is the purpose of the Committee to oversee implementation and operation of the
800 MHz Countywide Coordinated Communications System (the "System"),
including Member Agency compliance with payment schedules, addressing
operational issues affecting System operation and site development, reviewing and
approving conversion, modification and enhancement plans, approving contract
pricing changes, resolving disputes between Member Agencies, operational and
fiscal matters necessary for the operation and maintenance of the System, and
performing any other responsibilities required to implement the Joint Agreement.
The Governance Committee shall be responsible for approving the 800 MHz
Project System Operations Budget operating and Reserve Fund that are jointly
funded by the Parties to the Joint Agreement.
Section 2. The Governance Committee was established November 23, 2004, and amended
June 2, 2015, by the Orange County Board of Supervisors (the "Board") and Parties
to the Joint Agreement to facilitate the operation, maintenance and financial
management of the 800 MHz CCCS.
Section 3. This Governance Committee will operate under the revised Board authorization of
the re -written Joint Agreement to facilitate the operation, maintenance, and
financial management of the 800 MHz CCCS established on
Article 3. General Operating Mandated Regulations and Statutes
Section 1. The Governance Committee must adhere to all local, state and federal regulations
and statutes that may, from time to time, apply.
Section 2. The Committee shall be subject to the provisions of The Brown Act (commencing
with Section 54950 of the Government Code) relating to public meetings of local
governmental advisory boards.
Section 3. The Governance Committee must comply with the County's non-discrimination
and zero tolerance sexual harassment policies.
Section 4. The Governance Committee must comply with the County's Code of Ethics, which
outlines the County's clear expectations for behavior in relation to the members'
duties as public servants.
18-23
Attachment A - Joint Agreement for 800 MHz CWS lent A Page 20 of 83
BYLAWS
800 MHz GOVERNANCE COMMITTEE
Page 2
Section 5. The Governance Committee shall operate strictly within its designated purpose.
Article 4. Membership and Term of Office
Section 1. Appointment. The Committee shall be comprised of nine (9) members, as identified
below, and will also be responsible for coordinating with their appropriate
associations/agencies on issues involving the appropriate Governing Authorities
approvals:
• Four City Managers appointed by the Orange County City Managers'
Association
• County Executive Officer, County of Orange, or Designee
• Sheriff -Coroner, or Designee
• Orange County Public Works Resources and Development Management
Department Director, or Designee
• Orange County Chief of Police & Sheriffs Association (OCCOPSA)
Executive Director, or Designee
• Orange County Fire Chiefs Association (OCFCA) Fire Chief or Designee
Each member must designate and name an alternate as a voting member if member
cannot attend.
Section 2. Terms. Committee members shall be appointed for a two (2) year term. Members
may serve for multiple additional two (2) year terms upon reappointment to each
new term in accordance with Article 4, Section 1 above.
Section 3. Removal. The Governance Committee, by majority vote, may remove members of
the Committee any time without cause. In addition, if a committee member misses
three (3) consecutive Governance Committee meetings (whether regular or special
meetings), said Governance Committee member will be deemed automatically
removed without further Governance Committee action.
Section 4. Vacancies. A vacancy on the Governance Committee shall be filled by majority
vote of the Governance Committee in accordance with Article 4, Section 1 above.
Such vacancy should, if possible, be filled within 30 days of vacancy.
Article 5. Meetings
Section 1. Regular meetings shall be held on a quarterly basis. Governance Committee
meetings shall be fixed on the first month of each quarter (January, April, July, and
18-24
Attachment A - Joint Agreement for 800 MHz CCCS went A Page 21 of 83
BYLAWS
800 MHz GOVERNANCE COMMITTEE
Page 3
October) on the fourth Wednesday at 1:30 PM unless a majority of the Committee
members determine that an alternate fixed meeting day and time within the
designated months is required to maximize member attendance. At least 72 -hours
prior to a regular meeting, an agenda shall be posted that contains a brief general
description of each item to be covered in the meeting.
Section 2. Special meetings may be held on 24-hour public notice, including a binding agenda
with brief general description of items to be covered at the meeting. Any special
meeting notice must be publicly posted in accordance with all applicable laws and
must be received by Committee members at least 24 hours in advance (Government
Code Section 54956).
Section 3 A majority five (5) of the members shall constitute a quorum to conduct business.
Section 4. Only Governance Committee members may vote on items on the Agenda and each
member may have only one vote.
Section 5. Governance Committee meetings may be rescheduled or canceled in accordance
with the Brown Act. Orange County Sheriff Technology staff shall act as the Clerk
of the Board for meeting rescheduling purposes.
Article 6. Officers
Section 1. The officers shall consist of a Chairperson and Vice Chairperson. The elected
Chairperson shall conduct the meetings.
Section 2. The elected Vice Chairperson shall conduct regular Governance Committee
meetings in the absence of the Chairperson; and do everything necessary to assist
the Chairperson in related duties. In the event that both the Chairperson and the
Vice Chairperson are absent from the same committee meeting, the remaining
Governance Committee members present may appoint one of them to be the
Chairperson for that meeting.
Section 3. Elections for Chairperson and Vice Chairperson shall be conducted by the full
Governance Committee and shall occur in April of each year. The Chairperson
shall call for nominations from the Governance Committee members and the
Chairperson will initiate a vote. A majority vote of the Committee members present
is required for each candidate to be elected as Chairperson and Vice Chairperson.
Article 7. Staffing
Section 1. Orange County Sheriff Technology staff secretary will provide secretarial support
to the Governance Committee. Orange County Sheriff Technology staff secretary
shall prepare and publish the Committee's agenda for each meeting. Orange County
18-25
Attachment A - Joint Agreement for 800 MHz CCCS m e n t A Page 22 of 83
BYLAWS
800 MHz GOVERNANCE COMMITTEE
Page 4
Sheriff Technology staff shall call for attendance at the beginning of each meeting,
keep the minutes, and perform other clerical duties as appropriate to the position.
He/she shall retain the attendance records including the minutes.
Article 8. Compensation
Section 1. Governance Committee members shall receive no compensation for their service.
Article 9. Amendments. Review, Dissolution and Effective Date
Section 1. This Committee will operate as established by the Board of Supervisors on
November 23, 2004 and revised by the Board of Supervisors in ,
2021
Section 2. These Bylaws shall supersede all previous Bylaws and shall become effective on
upon the approval of the Board of Supervisors.
Section 3. These Bylaws shall remain in effect until amended, revised or terminated by the
Board of Supervisors and Parties to the Joint Agreement.
Section 4. The Board of Supervisors and Parties to the Joint Agreement may make
amendments to the Bylaws at any time.
Section 5. This Governance Committee can be terminated at any time, without cause, by
action of the Board of Supervisors and Parties to the Joint Agreement.
18-26
++ment A
Attachment A - Joint Agreement for 800 Mhz C Page 23 of 83
Project No:
Project Name:
Project Location:
NEW PARTNER AGENCY RIDER TO JOINT AGREEMENT FOR THE
OPERATION, MAINTENANCE AND FINANCIAL MANAGEMENT OF
THE ORANGE COUNTY 800 MEGAHERTZ COUNTYWIDE
COORDINATED COMMUNICATIONS SYSTEM
This New Partner Agency Rider ("NPA Rider") is entered into on , ("Effective
Date"), by and between (hereinafter referred to as "NEW
PARTNER AGENCY") and the Orange County 800 Megahertz Countywide Coordinated Communications
System Governance Committee (hereinafter referred to as "GOVERNANCE COMMITTEE). For the
purposes of this agreement, the GOVERNANCE COMMITTEE represents the Partners (hereinafter referred
to as "JOINT AGREEMENT PARTNERS") of the Joint Agreement for the Operation, Maintenance and
Financial Management of the Orange County 800 Megahertz Countywide Coordination Communications
System (hereinafter referred to as "JOINT AGREEMENT") (Section 1.4.1 of the JOINT AGREEMENT).
GOVERNANCE COMMITTEE and NEW PARTNER AGENCY may be referred to individually herein as a
"Partner" or collectively as the "Partners."
RECITALS
WHEREAS, JOINT AGREEMENT PARTNERS entered into the JOINT AGREEMENT in 2020; and,
II. WHEREAS, NEW PARTNER AGENCY, executed a copy of the JOINT AGREEMENT in accordance
with Section 3.2.1 of the JOINT AGREEMENT on ; and,
III. WHEREAS, NEW PARTNER AGENCY executed a copy of the New Partner Agency Agreement per
Section 3.2.1 of the JOINT AGREEMENT on ; and,
IV. WHEREAS, Section 2.1,"Governance Committee Authority", and Section 3.2.1, "Adding New Partner
Agencies", of the JOINT AGREEMENT grants the GOVERANANCE COMMITTEE the authority to
enter into a separate agreement with NEW PARTNER AGENCY to establish additional terms,
conditions, and costs for entry into the Countywide Coordinated Communications System (the "CCCS");
and,
V. WHEREAS, the JOINT AGREEMENT in Section 1.4 "Liability" provides for indemnification only
between those Partners listed in Exhibit A of the JOINT AGREEMENT (and would not include NEW
PARTNER AGENCY); and,
VI. WHEREAS, Section 1.4.1 of the JOINT AGREEMENT, "New Agency Liability Rider", grants the
GOVERNANCE COMMITTEE the authority to enter into a Liability Rider that shall, for all intents and
purposes, make the NEW PARTNER AGENCY, a Partner in Section 1.4.
Page I of 3
Rider to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination
Communications system
18-27
Attachment A - Joint Agreement for 800 M4@6�? me nt A Page 24 of 83
VILWHEREAS, the GOVERNANCE COMMITTEE and NEW PARTNER AGENCY now desire to enter
into a separate agreement (this NPA Rider) to establish additional terns and conditions by including NEW
PARTNER AGENCY in the indemnity provision of the JOINT AGREEMENT per Section 1.4;
NOW THEREFORE, in consideration of the Recitals above, the receipt of which the Partners acknowledge
herein, and which are incorporated herein by this reference, and the mutual covenants and agreements
hereinafter contained, the GOVERNANCE COMMITTEE and NEW PARTNER AGENCY do hereby agree
as follows:
A. NEW PARTNER AGENCY LIABILITY.
NEW PARTNER AGENCY shall now be included as a Partner as stated in Section 1.4 of the JOINT
AGREEMENT.
Except as otherwise expressly set forth herein, all terms and conditions contained in the JOINT
AGREEMENT, including any amendments/modifications, are hereby incorporated herein by this reference as
if fully set forth herein and shall remain in full force and effect.
THE REMAINDER OF THIS PAGE WAS INTENTIONALLY LEFT BLANK
Page 2 of 3
Rider to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination
Communications System
18-28
Attachment A - Joint Agreement for 800 MHz EGGS Yl@flt A
Page 25 of 83
IN WITNESS WHEREOF, the Partners have executed this New Partner Agency Rider on the day and year
first written above.
GOVERNANCE COMMITTEE
Date:
Page 3 of 3
NEW PARTNER AGENCY
Date:
Rider to Joint Agreement for the Operation, Maintenance and Financial Management of the Orange County 800 Megahertz Countywide Coordination
Communications System
18-29
Attachment A - Joint Agreement for 800 MI -Ii Eigment A Page 26 of 83
A. LEGACY PARTNER AGENCIES— Partner Agencies that financially contributed to the
previous System Upgrade:
Aliso Viejo, Anaheim, Brea, Buena Park, Costa Mesa, Cypress, Dana Point, Fountain Valley,
Fullerton, Garden Grove, Huntington Beach, Irvine, La Habra, La Palma, Laguna Beach, Laguna
Hills, Laguna Niguel, Laguna Woods, Lake Forest, Los Alamitos, Metronet, Mission Viejo,
Newport Beach, Orange, Placentia, Rancho Santa Margarita, San Clemente, San Juan Capistrano,
Santa Ana, Seal Beach, Stanton, Tustin, Villa Park, West -Comm, Westminster, Yorba Linda,
Orange County Fire Authority, CEO, District Attorney, Health Care Agency, John Wayne Airport,
Animal Control, OC Lifeguard, OC Parks, OC Waste & Recycling, OC Public Works, Probation, OC
Sheriff, Social Services Agency, Orange County Transportation District, Irvine Valley College
Police, Santa Ana Unified School District Police, Saddleback College Police
B. MUTUAL AID AGENCIES
ATF, CA State Parks, California Corrections & Rehabilitation, CHP, Downey Fire, Lake Mission
Viejo LG, Loaners, Long Beach Fire, Long Beach PD, Los Alamitos Armed Forces Reserve, LA
County Fire, LA Sheriff, San Diego Sheriff Aviation, Santa Fe Springs Fire, Signal Hill PD, DOJ, UCI
Irvine, US Marshals, USMC Camp Pendleton Fire
18-30
Attachment A - Joint Agreement for 800 MHz CWS 11@nt A Page 27 of 83
COUNTY OF ORANGE
CALIFORNIA
800 MHz CCCS
(Countywide Coordinate Communications System)
STANDARD OPERATING PROCEDURES
PREPARED AND DISTRIBUTED
BY:
ORANGE COUNTY
LEAD AGENCY
January 2021
18-31
Attachment A - Joint Agreement for 800 Mhz C@ nt AWS Page 28 of 83
Table of Contents
January2021.............................................................................................................................................1
1.0 INTRODUCTION.......................................................................................................................... 4
2.0
PURPOSE.......................................................................................................................................4
2.1
Governance...............................................................................................................................4
2.2
Users Group.............................................................................................................................. 5
2.3
800 MHz CCCS Radio System.............................................................................................5
2.4
Eligible Users............................................................................................................................5
2.5
Acceptable Usage/Radio Discipline.................................................................................5
3.0
SCOPE.............................................................................................................................................6
3.1
SOP Approval........................................................................................................................... 6
3.2
SOP Change Process..............................................................................................................6
4.0
RADIO SYSTEM MANAGEMENT.............................................................................................7
4.1
Radio System Architecture.................................................................................................7
4.2
Radio System Management................................................................................................8
4.3
Network Management..........................................................................................................9
4.4 Advanced System Keys.......................................................................................................10
4.5 Database Management......................................................................................................11
4.6 Subscriber Radio Inventory/Fleetmap.........................................................................12
4.7 Lost or Stolen Radio Notifications.................................................................................12
4.8 System Management Access............................................................................................13
4.9
Requesting System Access...............................................................................................14
4.10
Alias List Standards.........................................................................................................15
4.11
Member Agency Operational Policy Changes........................................................15
4.12
Infrastructure Equipment Standards........................................................................16
4.13
Subscriber Equipment Standards...............................................................................18
4.14
System Administrator Standards................................................................................18
4.15
Dispatch Center Personnel Training..........................................................................19
4.16
Incident / Tactical Dispatcher Training...................................................................20
4.17
Radio (Subscriber) User Training...............................................................................21
4.18
Interoperability and non-CCCS Radio Users..........................................................22
4.19
System Upgrade Notification.......................................................................................
23
18-32
Attachment A - Joint Agreement for 800 MH tCC m e nt A page 29 of 83
4.20
In -building Coverage (Bi -Directional Amplifiers)................................................23
4.21
Aircraft Radio Installations and Operation.............................................................24
4.22
In -building Coverage..........................................................................................................26
5.0 CONFIGURATIONS AND ALLOCATION.............................................................................27
5.1
Zone and Talkgroup Naming Standards......................................................................
27
5.2
Radio IUID Allocation.........................................................................................................28
5.3
Fleetmap Standards............................................................................................................
28
5.4
Subscriber Template Management................................................................................30
5.5
Talkgroup Assignments......................................................................................................31
5.6
Talkgroup Sharing................................................................................................................32
5.7
Talkgroup and Radio User Priorities.............................................................................
33
5.9
Failsoft Assignments...........................................................................................................33
5.10
Scanning..............................................................................................................................34
5.11
Emergency Button............................................................................................................35
5.12
Encryption...........................................................................................................................36
6.0 INTEROPERABILITY
STANDARDS......................................................................................37
6.1
Interoperable Communications Requirements.........................................................37
6.2
Radio Console Patching of Talkgroups/Channels....................................................38
6.3
Use of the Statewide and National Interoperability Channels ............................40
6.4
Control Station Usage on Interoperability Channels..............................................41
6.5
Required Monitoring of Interoperability Channels..................................................43
7.0 MAINTENANCE RESPONSIBILITIES..................................................................................43
7.1
System Maintenance...........................................................................................................43
7.3
Maintenance / Repair Notifications..............................................................................45
7.4
System Coverage..................................................................................................................47
7.5
Repair Parts Inventory .......................................................................................................48
7.6
Disaster Recovery ................................................................................................................
48
8.0 SITE AND SYSTEM SECURITY..............................................................................................49
8.1
Site Security...........................................................................................................................49
8.2
Network Operational Security.........................................................................................50
8.3
Software, Firmware and Document Security.............................................................51
9.0 APPENDIX...................................................................................................................................52
18-33
Attachment A - Joint Agreement for 800 AWA
m e nt A
9.1 Lead Agency Contact Information ......................
9.2 Glossary — Definitions and Acronyms ................
1.0 INTRODUCTION
Page 30 of 83
.................................................. 52
.................................................. 53
The 800 MHz Countywide Coordinated Communications System (CCCS) Standard Operating
Procedures (SOP) provides National Incident Management System (NIMS) compliant procedures
that are applicable to multi -agency, multi -discipline, all -hazard responses throughout the County
of Orange. This SOP ensures consistent protocols and formalizes the operation and usage of the
800 MHz Radio System (System). This SOP will be utilized by CCCS emergency response and
support personnel, communications operational and technical personnel, local/State/Federal
government representatives, non-governmental organizations, and other System users as
authorized by 800 MHz CCCS Governance Committee.
All System users shall comply with this SOP.
2.0 PURPOSE
The System is an 800 MHz trunked simulcast radio communications system designed to meet
the needs of Orange County law enforcement, fire, lifeguard and public works responders and
any other authorized users who are supporting these services.
This SOP addresses procedural and operational aspects of the System to include:
• Operational guidelines.
• Technology specifications and requirements.
• Usage guidelines.
• Training and exercises.
• Maintenance and repair.
2.1 Governance
The CCCS is governed by the 800 MHz CCCS Governance Committee which was established
November 23, 2004 and amended June 2, 2015, by the Orange County Board of Supervisors
and Parties to the Joint Agreement to facilitate the operation, maintenance and financial
management of the 800 MHz CCCS. The Governance Committee is comprised of nine members
including four City Managers, and designees from the County Executive Officer, Sheriff -Coroner,
Public Works Director, Orange County Chiefs' of Police & Sheriff's Association and Orange
County Fire Chief's Association. The Governance Committee responsibilities include the
establishment and enforcement of these Standard Operating Procedures.
Additional information on the 800 MHz CCCS Governance Committee membership and
responsibilities are documented in the 800 MHz CCCS Governance Committee Bylaws.
18-34
Attachment A - Joint Agreement for 800 WIgA m e n t A Page 31 of 83
2.2 Users Group
The 800 MHz CCCS Users Group meetings occur once each quarter. The Users Group meetings
allow for the sharing of information from the Lead Agency (Orange County Sheriff's Department
Technology Division) regarding the System operations and any upgrade or enhancement
projects proposed or in progress. These meetings also allow for Partner Agencies to discuss
current concerns or provide input regarding future enhancements. All Partner Agencies are
welcome to participate in the quarterly 800 MHz Users Group meetings.
2.3 800 MHz CCCS Radio System
The 800 MHz CCCS Radio System (System) is an advanced digital radio communications system
built to the Association of Public -Safety Communications Officials (APCO) Project 25 (P25)
digital radio standards. The System utilizes radio frequencies in the 800 MHz radio spectrum
under the rules and regulations of the Federal Communications Commission (FCC). The System
consists of the following major components:
• Radio Communications sites located throughout the County (towers, equipment shelters,
generators & site security).
• Radio infrastructure (transmitters, receivers, combiners, antennas, etc).
• Radio spectrum in the 800 MHz frequency band and microwave radio frequency
spectrum.
• Microwave radio links between the radio sites and the Loma Ridge Master Site.
• Subscriber Units (mobile radios, portable radios, control stations, dispatch consoles).
• System Watch Network Operations Center (NOC).
The System is designed to provide 95% portable radio coverage, 95% of the time within the
Orange County operating area.
2.4 Eligible Users
The primary purpose for the System is to support Orange County public -safety and local
government agencies' day-to-day operations by providing dependable, interoperable radio
communication. Orange County public safety and local government agencies as well as
applicable State and Federal government agencies may be eligible for access to the System.
System access will be determined by the 800 MHz CCCS Governance Committee in compliance
with the 800 MHz CCCS Joint Agreement and with consideration of System capacity.
2.5 Acceptable Usage/Radio Discipline
All System users shall follow these policies.
The System is to be used for day-to-day operations, emergency response calls, incidents,
missions and disasters. The System may also be utilized for planned events, training and
exercises with consideration of channel capacity and available talkgroups.
This policy clearly defines the discipline for agencies and individuals to follow when using radios
on the System. Each Agency is responsible for ensuring their users adhere to proper radio
discipline.
18-35
Attachment A -Joint Agreement for 800 Wt� ment A Page 32 of 83
Misuse of the System shall be reported to the Lead Agency Director to handle directly with the
Department Head of the agency involved. The reporting party's contact information should be
provided in the notification. No profanity, playing music, personal conversations or activities not
directly related to agency business will be permitted on the System.
All agencies and individuals shall utilize these communications resources professionally and
keep radio conversations as concise as possible.
All agencies and individuals utilizing the System must abide by all FCC regulations as stated in
Title 47 Part 90 Land Mobile Communications.
3.0 SCOPE
This SOP applies to the operational, technical and usage aspects of the System. It is therefore
applicable to any user of the System, and applies to government agencies at the local, County,
State and Federal levels, as well as authorized non-government users.
3.1 SOP Approval
This SOP and subsequent revisions require approval of the 800 MHz CCCS Governance
Committee after review by the Lead Agency.
3.2 SOP Change Process
Annual Review Requirement
The SOP will be reviewed on an annual basis to assess the need for updates or revisions. The
Lead Agency Director or designee will be assigned the task of reviewing the SOP, identifying
applicable updates, and submitting a draft of the revised SOP for Governance Committee
approval.
Operational Context
The 800 MHz CCCS Governance Committee is charged with approving standards, protocols and
procedures for optimal operations between and among the users of the System.
Submitting Change Requests
Requests to delete, add, and/or change adopted standards, policies and/or procedures may be
submitted in writing to the Governance Committee at any time. If the requested change is time
critical, the Governance Committee may direct a request for immediate consideration to the
Lead Agency Director.
Change Request Contents
A written request for any change to the SOP submitted to the Governance Committee shall
include:
• A full description of the deletion, addition, or change including section and subsection
references.
• The reason for the change (including the potential consequences if the request is not
approved).
18-36
Attachment A - Joint Agreement for 800 MFz ment A Page 33 of 83
• A preliminary assessment of impact on other System users and an estimate of
associated costs, if any.
The Governance Committee may direct the Lead Agency Director to conduct an assessment to
address:
• Technical impact to current and future System performance including which system or
subsystems will be or may be affected.
• Operational impact to current and future system performance including effects on
System capacity and determination of those systems or subsystems that will be or may
be affected.
• Degree of conformance with Governance Committee approved plans and standards.
• Cost impact to current participants.
• Potential alternatives.
The Lead Agency Director shall forward the completed assessment to the Governance
Committee along with recommendations including strategies to mitigate negative impacts, if
appropriate.
The Governance Committee shall notify all agencies of all requests along with potential impact
and invite their comments.
The Governance Committee will approve, deny, or modify the requested SOP change.
If approved, the Governance Committee will incorporate the applicable SOP modifications and
inform System users.
Management of Change Process
The Governance Committee Chair will manage this process.
4.0 RADIO SYSTEM MANAGEMENT
4.1 Radio System Architecture
The System is an advanced digital radio communications system built to the Association of
Public -Safety Communications Officials (APCO) Project 25 (P25) digital radio standards. The P25
System is a standards based system, and different vendor subscriber radios may be able to
access and use it. Due to manufacturer differences outside of the defined P25 standard, not all
manufacturer radio features may work with the System. Some radios may interact differently
with the existing infrastructure and can potentially exhibit undesirable operational
characteristics.
As a result, the following procedures must be followed:
• All manufacturer's radios must be tested and approved by the Lead Agency prior to
being used on the System.
• A listing of tested and approved radio models will be maintained by the Lead Agency.
Operational Context
18-37
Attachment A - Joint Agreement for 800 &4@A m e nt A Page 34 of 83
The System is dedicated primarily to public safety agencies, the agencies that support public
safety and public utility and service agencies.
Protocol / Standard
The System utilizes the APCO Project 25 Phase 1 digital radio standard for the voice and control
channels. The microwave radio system is a digital system that adheres to Telecommunications
Industry Association (TIA) / Electronic Industry Alliance (EIA) standards.
4.2 Radio System Management
The Lead Agency is responsible for System administration and the day-to-day management,
operation and oversight of the System and for the maintenance of this SOP. While their specific
duties are not detailed in this document, their general duties include:
• Monitoring the System and components for normal operations.
• Diagnosing System performance, problems, and developing corrective action
recommendations.
• Dispatching appropriate repair services in the event of a malfunction of System
equipment.
• Managing the database elements, including subscriber IDs, talkgroup IDs, and the
various parameters that relate to their effective operation.
• Working with all agencies and their technical staff to diagnose and resolve problems that
involve radio operations, maintenance or repair of the equipment.
• Serving as the point of contact (POC) with equipment manufacturers for issues related
to the radio System.
• Providing timely information to System users on issues that arise, or repair/maintenance
issues related to System equipment that would affect normal radio operations.
• Monitoring System databases for normal operations and conducting regular database
backups.
• Programming of all subscriber radios and dispatch consoles with System access.
• Encryption management including managing and maintaining encryption keyloaders.
The Lead Agency makes decisions on issues related to the day-to-day operation of the System
and addresses urgent or emergency operational, maintenance, or repair decisions.
An urgent or emergency situation is one where immediate decision authority is needed to allow
the System as a whole, or any of the subsystem components, to continue supporting normal
wide -area voice communications services. It is recognized that Lead Agency may have to obtain
authorizations from the CCCS Governance Committee to make longer-term or non -emergency
capital or repair expenditure decisions.
Due to the complexity and distributed administration and maintenance of the System, problems
can typically occur when changes are made to hardware or software. In order to keep all
System users informed of any updates, notifications will be sent to all dispatch centers and
designated User Agency contacts when the following actions occur:
Attachment A - Joint Agreement for 800 ate ment A Page 35 of 83
Planned maintenance work is being performed on the System that will impact
performance or System operations
Equipment malfunctions or failures that affect System performance or operation
Configuration changes in equipment or software by any user agency that may impact
operations of any other agency
4.3 Network Management
Purpose or Objective
Defines the responsibilities for network management.
Technical Background
The System is comprised of, but not limited to, channel banks, hubs, switches, routers, servers,
local area networks, and wide area network links connecting sites together. The network sites
are interconnected by usage of microwave radio equipment, fiber, Ethernet or telecom T1
circuits. The radio network is monitored with network management tools provided by the
equipment manufacturers and/or other vendors.
The radio System architecture is primarily constructed around the APCO Project 25 standard.
The microwave system is composed of industry standard equipment, which also provides
flexibility and a large variety of management and diagnostic tools.
The System network is complex. Unusual problems may be difficult to identify and resolve.
System documentation shall be kept up to date or it will lose its value in supporting the System
network.
The System is protected from all other agency data networks to manage the security and
functionality of the System. If there is a connection to another data network, it shall be through
a manufacturer specified and configured firewall, and approved by the Lead Agency.
Operational Context
The components of the System are considered as "owned" by the Partnership with responsibility
for maintenance of the sites and equipment delegated to the Lead Agency by the authority of
the 800 MHz CCCS Governance Committee and the 800 MHz CCCS Joint Agreement. Any
required maintenance contractor agreements will be negotiated by the Lead Agency and
presented to the 800 MHz CCCS Governance Committee for approval.
The backbone of the System is structured on an integrated network. Any infrastructure
hardware and software upgrades or changes that may impact the System require reasonable
discussion, approval and oversight by the Lead Agency, and the 800 MHz CCCS Governance
Committee.
All maintenance work being scheduled that may affect System performance is preceded by
reasonable and appropriate notification to the user agencies.
18-39
Attachment A - Joint Agreement for 800 MHtCC.`CS ment A Page 36 of 83
The configurations for each of the components of the System are documented primarily for the
purpose of maintenance, but also affect future planning. The manufacturer provides the original
`as -built' documentation.
The other defined standards for maintenance, documentation, notification, changes, security,
and training also pertain to the network portion of the System.
Procedure
The methods for performing detailed System operations are defined in the technical resource
manuals and training documentation for the System. The technical resource manuals are
classified as'Restricted Information' and are not available to the general public except by formal
written request approved by the 800 MHz CCCS Governance Committee, the Lead Agency and
County Counsel.
Management
The Lead Agency is responsible for managing the System network.
4.4 Advanced System Keys
Purpose or Objective
To outline the procedures for the production, and usage of both the Software and Advanced
System Keys (ASK) for the System.
Technical Background
A system key allows for the programming of a radio for use on the System and is used to
maintain System security. The System key keeps unauthorized units from gaining access to the
System. Most radio equipment manufacturers provide a software based system key unique to
each trunked radio system. The System key is required for a radio (subscriber unit) to be
programmed so that the radio can be recognized by the System and the user can access the
System.
Operational Context
The Lead Agency will maintain and safeguard all Master ASKs, regardless of manufacturer and
is responsible for the production and issuing of all secondary keys to authorized users.
Manufacturers' radios that do not require a system key will not be approved for operation on
the System.
An agency using subscriber radios other than the System manufacturer (Motorola) must acquire
and provide to the Lead Agency the manufacturer's Master ASK for the 800 MHz System and all
necessary software and key hardware to program secondary keys as needed.
The safeguarding of these keys is paramount and should at all times be treated as restricted,
public safety sensitive information with access closely guarded.
Management
Attachment A - Joint Agreement for 800 MFiY'@A ment A Page 37 of 83
The Lead Agency Director is responsible for maintaining the security of and access to the
System keys.
4.5 Database Management
Purpose or Objective
Defines the aspects and assignment of responsibilities for managing the System's databases.
Technical Background
The management of the System and subsystem databases is assigned to Lead Agency staff with
responsibility for the various aspects of the System operations.
The databases contain information for the System and subsystems defining the operational
characteristics of:
• Subscriber Radios
• Radio Users
• Talkgroups
• Profiles for Radio Users and Talkgroups
• System portion of the fleet map programming
• System and Subsystem equipment operational parameters
• Security Group structures
• Login User accounts and privileges
The databases contain the operational personality of the entire System. Because of this critical
function, the data must be properly managed for System functionality and archived regularly in
case of data loss or corruption.
Operational Context
The System databases are partitioned to facilitate the distributed management of the data
contained in them. The database management responsibilities of the Lead Agency include the
following:
• The Lead Agency is responsible for maintaining and archiving copies of all radio
codeplug data and System databases.
• Database backups are made once per week and are stored "off-site" on a backed -up
server in the event of a disaster.
• Database restoration will be performed by trained technical staff and only in the event of
System software reloading and version changes, System database corruption, or as
defined in the Disaster Recovery Plan.
• Database restoration is performed when a non-critical condition exists and if approved
by the Lead Agency Director.
• The Lead Agency notifies agencies of any database issues that adversely impact their
normal operations.
Procedure
18-41
Attachment A - Joint Agreement for 800 &4@A m e nt A Page 38 of 83
The methods for performing the database operations are defined in the manufacturer's
technical resource manuals. The technical resource manuals are classified as'Restricted
Information' and are not available to the general public except by formal written request to the
Lead Agency.
The procedure for this standard is at the discretion of the Lead Agency.
Management
The Lead Agency is responsible for managing the data attributes and is responsible for backing
up the System databases.
4.6 Subscriber Radio Inventory/Fleetmap
Purpose or Objective
Establishes the policy to ensure all radios activated on the System are properly accounted for,
assigned, and managed.
Technical Background
Each radio operating on the System must be assigned a unique 7 -digit IUID number allowing
the radio to affiliate and communicate on the System. The System's controller provides
individual access to the System for each assigned radio.
Operational Context
The Lead Agency manages the subscriber radio inventory and is responsible for assigning and
tracking all IUID numbers. Each 7 -digit IUID number can only be used with an individual radio
and shall not be duplicated or "cloned" to another radio.
IUID management and subscriber radio inventory are critical to the operational integrity of the
System. Accurate subscriber radio inventory is also important as this is the basis for the
equitable distribution of the costs associated with System operations and maintenance.
Protocol / Standard
The Lead Agency is the only authorized source for IUID assignment and subscriber radio
programming. The Lead Agency establishes and maintains the Fleetmap Inventory database
and conducts annual inventory verification with each Partner Agency. This annual inventory is
also provided to Lead Agency Financial for use in the various budget and billing calculations for
Partner Agencies.
Management
The Lead Agency is responsible for IUID issuance and management of the subscriber radio
inventory/Fleetmap.
4.7 Lost or Stolen Radio Notifications
Purpose or Objective
18-42
Attachment A - Joint Agreement for 800 Up�C�m e nt A Page 39 of 83
Establishes the policy to ensure the System's operational integrity and security by providing
users with a procedure for reacting to incidents of missing, lost or stolen radio units.
Each agency shall develop internal guidelines for dealing with incidents of lost, stolen or missing
radio equipment, to include notification to the Lead Agency.
Technical Background
The System's controller provides individual access to the System for each assigned radio. The
controller provides the ability to disable the radio altogether with the `inhibit' feature.
The target radio must be turned on and affiliated with the System for the actions to be
processed. If the target radio is not active, the requested action can be put into the passive
mode. When the target radio does attempt to affiliate with the System, the pending action is
initiated.
Operational Context
All agencies are required to make immediate notification to the Lead Agency upon receiving
information, notification, or recognition that an assigned radio is misplaced, lost or stolen. Delay
in providing notification could result in unauthorized persons causing interference and/or
receiving confidential information.
Protocol/ Standard
The Lead Agency shall be immediately notified of the situation by a phone call and submission
of a Lost/Stolen Radio Report Form.
The request to inhibit a lost/stolen radio must be specified on the Lost/Stolen Radio Report and
must be accompanied by a copy of the Police report.
Lost and stolen radio information will be passed on to user agencies and local radio shops in
case the radio is located or turned in.
The Lead Agency will invoice the agency for the replacement cost of the radio if owned by the
Lead Agency (ie., a loan pool radio).
Management
The Lead Agency is responsible for managing this policy.
4.8 System Management Access
Purpose or Objective
Defines the types and areas of individual access to the management functions of the System.
Technical Background
Every login user of the System has a minimum of one login account and possibly more if
multiple levels of access rights are needed for different purposes, such as administrative or
general use. Every account can be individually set with the security and application rights
needed to meet the needs of each user. All user account IDs shall be unique as the System's
18-43
Attachment A - Joint Agreement for 800 UtpA m e nt A Page 40 of 83
databases do not permit the use of duplicate IDs. The user login aliases are limited to a specific
length.
Operational Context
Personnel who log into the systems to use management applications and support tools are
referred to as "Login Users". These are technical support staff such as the System Manager,
administrators, technicians, etc. This is different that "Radio User" as referred to in other
standards. Every user's login ID on the system is unique. Every login user of the System has a
user ID that is only for that specific agency's or individual's use. Based on the types of access
required an individual may need more than one login ID.
The types of access fall into the following areas:
• System Management
• Infrastructure Maintenance
• Subscriber Administration
• Dispatch Management
• Asset Management
The areas of access are based on the physical locations of the equipment and individual need.
Access to System, Network, and Asset Management terminals will be limited to Lead Agency
staff and approved vendors.
Lead Agency may review personnel with System access at any time to ensure that only the
appropriate levels of access have been granted based on their currently assigned business
needs.
Protocol
Each Login User account must be requested from and approved by the Lead Agency Director.
The account will be assigned a login name and access level based on the requirements of the
request. Access will be immediately rescinded for any unauthorized actions or change of
employment status.
Management
The Lead Agency is responsible for the creation of administrative accounts, designating the
areas of access allowed for each account, and the review of access granted.
4.9 Requesting System Access
Purpose or Objective
To establish the procedure for an eligible agency to apply to participate on the 800 MHz CCCS.
Operational Context
The 800 MHz CCCS Governance Committee has determined the requirements and procedure for
potential new applicants desiring access to the 800 MHz CCCS. Those procedures are
documented in the 800 MHz CCCS Joint Agreement.
Attachment A - Joint Agreement for 800 M�-hi C'CCS ment A Page 41 of 83
Management
The Lead Agency Director is responsible for managing the process of potential new System User
applications in accordance with protocols established by the Governance Committee and
documented in the 800 MHz CCCS Joint Agreement.
4.10 Alias List Standards
Purpose or Objective
To establish a standard for the use of Subscriber alias for identifying radio users.
Operational Context
An alias is a common alphanumeric name used to identify a radio, talkgroup, site, etc. rather
than referencing the assigned 7 -digit IUID number.
The Lead Agency does not maintain alias names for Partner Agencies.
Each Partner Agency shall maintain their own alias database and their alias names will only
appear on their local dispatch consoles and subscriber radios.
Management
Each User Agency is responsible for establishing and maintaining any alias lists used by that
agency.
4.11 Member Agency Operational Policy Changes
Purpose or Objective
Defines a process to mitigate negative impact to this SOP, other Member Agencies or the
overall operation of the System when Member Agencies make changes to their individual
Agency operational policies.
Operational Context
The 800 MHz CCCS Governance Committee is charged with approving standards and
determining protocols and procedures for optimal operations between and among the users of
the System.
Member Agency operational policies must not be contrary to this established SOP nor should
they knowingly impact other Member Agencies in a negative manner. There will be occasions or
incidents that might result in the need for a Member Agency to make changes to their
operational polices. Member Agencies must ensure that any change made to their internal
operational policies harmonizes with the established SOP and fellow Member Agencies.
Protocol
Member Agencies are expected to understand the potential for their policies to impact other
Agencies on an integrated communications system. As a result, any Member Agency planning to
make changes to their operational policy must take into account the impact on the System. If
the operational policy change is likely to have an impact on the System and/or on other
18-45
Attachment A - Joint Agreement for 800 MH t -g ment A Page 42 of 83
Member Agencies, or, if it is unknown whether the change will have such an impact, the Agency
planning to make the change shall submit the planned policy change in writing to the Lead
Agency for evaluation.
The Lead Agency will address Member Agency policy change notices with respect to their
impact on the System and other Agencies. The Lead Agency will inform the Governance
Committee Chair of the decision regarding the policy change if it is determined that the change
will impact the System or other Member Agencies.
A written notice of any planned operational policy change submitted to the Lead Agency shall
include:
• Description of the policy being changed
• Reason for the planned policy change (including the potential consequences if the
request is not approved)
• Preliminary assessment of impact to other System users, and an estimate of any
associated costs to implement the request
An assessment shall be conducted by the Lead Agency technical and management staff and
shall address:
• Technical impact to the current and future System performance including which systems
or subsystems are affected
• Operational impact including capacity impact to current and future System performance
• The degree of conformance with established policies and standards
• Cost impact to current participants
• Potential alternative solutions
The Lead Agency Director shall forward the completed assessment to the requesting Member
Agency along with recommendations including ways to mitigate negative impact where
applicable. If the assessment reveals a negative impact to the System or to other Member
Agencies, the Lead Agency will advise the requesting Agency against enacting the change. The
requesting Agency may appeal the decision to the Governance Committee for resolution if
desired.
The Governance Committee shall then review the requested policy change and approve, deny
or modify the request. If approved or modified, the Governance Committee shall set forth
operational and/or financial responsibility as appropriate and notify all affected parties of the
decision.
Management
The Lead Agency Director, acting on behalf of the Governance Committee, shall manage this
process.
4.12 Infrastructure Equipment Standards
Purpose or Objective
Attachment A -Joint Agreement for 8Q0 MFfi� meet A Page 43 of 83
Sets the minimum technical and performance standards for infrastructure equipment operating
on or interfacing with the System and establishes a policy preventing premature obsolescence
of the same.
Technical Background
The 800 MHz CCCS is an APCO P25 standards-based System constructed by Motorola Solutions,
Inc. It consists of radio communications sites utilizing 800 MHz radio spectrum. The Master Site
is located at the Loma Ridge Facility where the Lead Agency Radio Microwave Unit is collocated
along with the County Emergency Operations Center and the OCSD PSAP/Dispatch Center.
Microwave links between the Master Site and the radio sites utilize redundant methods in the
construction of the System to provide for a public safety grade of service.
Vendors' equipment often utilizes different operating software and may interact differently with
the existing infrastructure which can potentially exhibit undesirable operational characteristics.
It is also possible that new, untested radios, equipment and/or software can exhibit
performance and functionality characteristics that are destructive to the performance, capacity
and/or security of the System.
Operational Context
Participants desiring to connect or interface with the System any type of fixed equipment such
as a radio or console product must receive approval from the Lead Agency. Prior to approval,
the System manufacturer must prove equipment compatibility. All equipment must be installed
in compliance with all rules, regulations and codes applicable to its operation and location.
Industry accepted radio site installation and equipment grounding practices, such as R56 or
approved equivalent in effect at the time of installation, shall be used.
Protocol
To ensure the reliability of the System, all infrastructure equipment directly interfaced with the
System's core must maintain the same level of software revision.
Requests shall be submitted in writing to the Lead Agency signed by the requesting agency
director or department head.
Procedure
The request shall provide an outline of plans the requesting agency has developed for
equipment integration. The written request shall indicate the name and contact information for
the person designated to lead the project.
The Lead Agency Director will review the request and make the final decision.
If a technical use plan is already in place, the agency shall submit the plan to the Lead Agency
for review to ensure compliance and compatibility with CCCS policy, standards and procedures.
If a technical use plan is not in place, Lead Agency shall assist the requesting agency in
developing a plan. Costs associated with the development of a technical plan are borne by the
requesting agency. When the plan is complete it is submitted to the Lead Agency Director, who
shall review the plan for compliance and compatibility with CCCS policies and procedures.
18-47
Attachment A - Joint Agreement for 800 MFrf ment A Page 44 of 83
Management
The Lead Agency is responsible for management of infrastructure equipment standards and
integration.
4.13 Subscriber Equipment Standards
Purpose or Objective
Sets the minimum technical and performance standards for subscriber radios operating on the
System including:
• Establishing a policy to prevent premature obsolescence of subscriber radios.
• Establishing procedures for Lead Agency to measure, test, certify and publish a list of
subscriber radios that are approved for use on the System.
• Ensuring that decommissioned subscriber radios are properly deprogrammed before
disposal to prevent interference with public safety communications.
Technical Background
The System utilizes digital communication technology with the primary use being voice
communications using the APCO P25 Phase 1 protocol with 9600 -baud control channels.
Subscriber radios from various vendors often utilize different operating software providing a
variety of services, features, functionality and performance to the users. Many of these radios
interact differently with the infrastructure and can potentially exhibit undesirable operational
characteristic. It is possible that untested radios and/or software can exhibit performance
and/or functionality characteristics that are destructive to the overall performance, capacity
and/or security of the System. Users are prohibited from using radios or accessories that may
be destructive to the System.
Partner Agencies shall deliver any retired radio subscriber equipment to the Lead Agency for
decommissioning and deprogramming. Decommissioned radios that are not properly
deprogrammed could pose interference issues with public safety communications. Radios
removed from the System for decommissioning purposes shall be deprogrammed so as to
remove all System related information, ID's, and conventional channels, leaving only an idle
frequency of 851.0000 MHz to prevent potential interference issues with public safety
communications.
Management
The Lead Agency is responsible for maintaining all testing, managing radio equipment
manufacturer initiated submittals, coordinating activities of the test team, and the proper
deprogramming of subscriber radios. Any Agency purchasing new subscriber equipment is
encouraged to work with the Lead Agency first to ensure the new equipment meets System
standards and is properly equipped to operate on the System.
4.14 System Administrator Standards
Purpose or Objective
Attachment A - Joint Agreement for 800 AlZ��CS m e nt At Page 45 of 83
Establishes the minimum training standards for System administration and staff. This ensures
that System functionality and integrity are maintained by restricting System administrative
functions to trained, qualified and authorized personnel only.
Protocol
The Lead Agency is responsible for maintaining System configuration databases for System or
subsystem infrastructure, subscriber databases and console configuration databases.
4.15 Dispatch Center Personnel Training
Purpose or Objective
Establishes minimum training standards for the public -safety dispatch center personnel with
access to System resources. This ensures that personnel performing communications dispatch
operations are properly trained by the Lead Agency.
Operational Context
System functionality and integrity shall be maintained by ensuring that only qualified personnel
perform dispatch functions using console equipment connected to the System core.
Protocol/Standard
Public safety dispatch center personnel shall be familiar with all applicable mutual aid
requirements, interoperability requirements, trunk system patching and all established SOPS.
Other recommended training that each agency's communications center personnel should have
include:
• COML.
• ICS courses 100, 200, 700.6, 800 or others as required by employing agency
Recommended Procedure
This policy does not contain specific training procedures or training modules.
Management
The communications / 9-1-1 center manager within each agency is responsible to ensure
personnel with radio console access to resources on the System comply with the following:
Public safety communications / 9-1-1 center personnel receive the appropriate training
before accessing System resources.
Public safety communications / 9-1-1 center personnel maintain familiarity with features
and functions of communications consoles in order to rapidly and effectively
Attachment A - Joint Agreement for 600M z ment A Page 46 of 83
communicate with public safety personnel and are able to identify and establish
interoperability solutions when appropriate or directed.
• Only qualified personnel perform dispatch functions on System resources.
• Public safety communications / 9-1-1 center personnel maintain familiarity with all
applicable sections of the SOP.
4.16 Incident / Tactical Dispatcher Training
Purpose or Objective
Establishes minimum training standards for those performing incident or tactical dispatch
functions with access to System resources. This ensures that System communications
incident/tactical dispatcher operations are performed by properly trained dispatch personnel.
Operational Context
System functionality and integrity shall be maintained by ensuring that only qualified personnel
perform incident/tactical dispatch functions.
Protocol or Standard
Incident/tactical dispatch personnel shall successfully complete appropriate training on the
console system, mobile radios or control stations in the Mobile Command/Communications
Units. Appropriate training shall, at a minimum, include formal training either by an
incident/tactical dispatch trainer who has completed the training from a qualified instructor or
by a qualified radio technical staff member familiar with the Mobile Command/Communications
Unit's (MCU) operations.
Incident/tactical dispatch personnel shall be familiar with all applicable mutual aid requirements,
interoperability requirements, trunked system patching, gateway and other communications
equipment in the MCU as well as all established standard operating procedures.
Other recommended incident/tactical dispatcher training should include:
• COML.
• COMT.
• ICS courses 100, 200, 300, 400, 700.61 800 or others as required by their employing
agency.
• Any other developmental, technical or safety courses deemed necessary by employing
agency.
Procedure
This policy does not contain specific training procedures or training modules.
Management
The Communications Center Manager within each agency is responsible to ensure personnel
with access to MCU resources on the System comply with the following:
• Incident/tactical dispatch personnel or those acting in that capacity receive the
appropriate training before accessing System resources.
18-50
Attachment A - Joint Agreement for 800 iV kteL(, lent A Page 47 of 83
• Incident/tactical dispatch personnel maintain familiarity with features and functions of
MCU in order to rapidly and effectively communicate with public safety personnel and
are also able to identify and establish interoperability solutions when appropriate or
directed.
• Only qualified personnel perform incident/tactical dispatch functions on System
resources.
• Incident/tactical dispatch personnel maintain familiarity with all applicable sections of
the SOP.
4.17 Radio (Subscriber) User Training
Purpose or Objective
Establishes the minimum training standards for radio users, which ensures proper operation of
radios on the System.
Operational Context
System functionality and integrity shall be maintained by ensuring that only trained personnel
operate radio equipment.
Protocol/ Standard
Radio users shall successfully complete appropriate training on assigned radios before being
allowed to operate on the System. Appropriate training shall include formal training from a
qualified instructor or approved media and, at a minimum, include the following:
• Radio users shall be trained on the technical operation of assigned radios. Training will
be required biennial.
• Radio users shall be trained on how to operate the radio within the System along with
any special features of the System they will use, e.g., emergency button, call alert, etc.
• Radio users shall be trained on and demonstrate proficiency with all applicable mutual
aid and interoperable communications resources and standard operating procedures.
• Radio users shall maintain awareness of the mutual aid, interoperability channels or
talkgroups in their radios, as well as how to navigate to them when necessary.
• User agencies will make an effort to conduct ongoing refresher training for radio users
periodically following their initial training (e.g., build into in-service training, dispatch
centers conduct random tests, roll call training, on -shift training, etc.).
Lead Agency staff assists user agencies in identifying training needs and implementing training
programs to meet those needs. The Lead Agency also employs a qualified training officer who is
available to provide this training to authorized System users.
Procedure
This SOP does not contain specific training procedures or training modules, however, Lead
Agency staff assists with radio user training when requested.
Management
18-51
Attachment A - Joint Agreement for 800 Mffi &q' ment A Page 48 of 83
Each User Agency is responsible to ensure that:
• Personnel assigned radios shall receive the appropriate training with emphasis on
awareness of and how to navigate to mutual aid and interoperability channels or
talkgroups (initial and ongoing refresher training).
• Only trained and qualified personnel shall operate radio equipment.
• Radio users are familiar with sections of the SOP.
4.18 Interoperability and non-CCCS Radio Users
Purpose or Objective
Establishes the minimum training standards for radio users having access to interoperable
resources of the System. This ensures the proper operation of radios on the System and
safeguards against improper utilization of interoperability resources.
Operational Context
System functionality and operability is maintained by ensuring that only properly trained
personnel use the interoperable resources on the System for mutual aid communications. If
agencies do not have appropriate training, then communications failure or a degradation of the
System resources may occur.
Protocol/ Standard
Radio users shall have a demonstrated knowledge of Section 6 Interoperability Standards, and
have successfully completed appropriate initial and ongoing refresher training including:
User training emphasizing:
o The use of interoperable channels and how to navigate their radio.
o How a user's radio experiences can be affected by the selected interoperability
channel (digital, analog, non -trunked, etc.).
Dispatch and supervisory training emphasizing:
o The use of interoperable channels.
o The use of patching and patch channels.
o The use of cross band repeaters and gateway devices.
o The use of RF control stations.
o How a user's radio experiences can be affected by the selected interoperability
channel (digital, analog, non -trunked, etc.).
Radio users with access to interoperable channels must be familiar with all applicable mutual
aid and interoperable requirements and procedures.
Procedure
This SOP does not contain specific training procedures or training modules.
Management
The Lead Agency will provide training materials upon request for initial training and ongoing
refresher training. Additionally, as resources permit, the Lead Agency will assist user agencies
18-52
Attachment A - Joint Agreement for 800 M4tRO ment A Page 49 of 83
with developing plans and methods on incorporating ongoing radio refresher training into
various activities for the most effective delivery to personnel. The Lead Agency also employs a
qualified training officer who is available to provide this training to authorized System users.
Agencies requesting and/or using the interoperable talkgroups are responsible to ensure that:
• The use of mutual aid/interoperability channels and talkgroups is properly coordinated
and approved through the Control One.
• Radio users successfully complete appropriate initial and on-going refresher training and
demonstrate knowledge of proper communications procedures before being allowed to
operate the interoperable resources.
• Radio users are familiar with all applicable interoperable sections of this manual.
• Radio users are familiar with all applicable mutual aid requirements and interoperable
sops.
4.19 System Upgrade Notification
Purpose or Objective
Establishes notification procedure prior to major System upgrades.
Protocol/Standard
System software upgrades will be performed as needed contingent upon available funding
and/or technical requirements. The Lead Agency will be responsible for ensuring that all System
user agencies that may be impacted by the upgrade are notified by email and/or other written
form.
Recommended Procedure
Planned upgrade procedures will be communicated to all System users as follows:
At least 30 days prior to a planned major System upgrade that will cause a System or
site outage, the Lead Agency will notify all System user agencies that may be impacted
by the upgrade.
The Lead Agency will send an email reminder to all potentially impacted System user
agencies a week prior to the System upgrade.
Control One will communicate upgrade instructions and status to all System users
before, during and upon completion of the upgrade.
User agencies must notify the Lead Agency Director in writing if the planned upgrade dates will
interfere with any major planned events.
Management
The Lead Agency is responsible for managing System upgrades and the necessary notifications
associated with each upgrade.
4.20 In -building Coverage (Bi -Directional Amplifiers)
Purpose or Objective
18-53
Attachment A - Joint Agreement for 800 MFi`ctECCS ment A Page 50 of 83
Establishes policy on usage of Bi -Directional Amplifiers (BDA) and awareness of all locations
utilizing BDAs for the purpose of mitigating interference issues.
Technical Background
The System is designed for mobile and portable radio coverage but cannot provide 100%
coverage in all places. BDAs are a device that aims to improve radio access within a confined
space such as high-density buildings. Although the use of a BDA may improve in -building
coverage, it may also create interference issues with the overall System. Tracking the locations
of all BDAs will aid in quickly locating offending BDA equipment.
Protocol/ Standard
It is not the intent for the Lead Agency or Governance Committee to approve or regulate BDAs.
It is important for the Lead Agency to maintain a list of facilities that do have BDAs used with
the System.
Any agency or department installing a BDA will provide the Lead Agency with the location of the
device prior to installation if possible. This will include the physical address, emergency contact
information, building name, location within the building, manufacturer and model number.
It is the responsibility of the equipment/facility owner to comply with all requirements of the
FCC, including licensing, location reporting, and interference mitigation.
Recommended Procedure
Agencies installing BDAs will submit to the Lead Agency a list of locations where BDAs are
installed that are supplementing the System. BDAs not supplementing the System do not need
to be reported. This list will be updated periodically.
Management
The Lead Agency will maintain the list of BDAs supplementing the System. Each agency will
maintain a list of BDAs within their jurisdiction along with contact information for the
equipment/facility owner to allow access should the BDA interfere with the System.
4.21 Aircraft Radio Installations and Operation
Purpose or Objective
Sets the policy regarding aircraft subscriber radio installation, programming, and operation on
the System.
Technical Background
Due to the elevated altitude of operation, aircraft radios have a greater coverage footprint. This
allows a radio operated in the air to access sites as far away as 150 to 200 miles, while mobile
radios operated in vehicles on the ground typically have ranges limited to 30 to 40 miles. Radios
in aircraft operating with the System function slightly different than radios on the ground.
18-54
-ijcb
Attachment A - Joint Agreement for 800 MHz CUU5 ment A Page 51 of 83
Due to the interference potential from the larger coverage footprint of aircraft operated radios,
the FCC rules for operation of these radios limits the output power to help reduce interference,
as frequency reuse is applicable in the CCCS and other radio systems.
Installation of aircraft mounted radios is governed by the Federal Aviation Administration (FAA)
and permanent installations must be performed by FAA certified personnel.
Operational Context
Subscribers that acquire a large coverage footprint due to high altitude operations need to take
into consideration potential interference due to frequency reuse in other systems. This could
cause interference to their users. This interference could appear as an interruption, loss of
communications, or as tailgating to other talkgroup transmissions on other sites.
Protocol/ Standard
All permanently installed aircraft radios shall comply with the FCC 90.423 power output
limitation of 10 watts, the Effective Radiated Power (ERP) being no more than 5 watts. Only
unity gain antennas will be allowed.
Permanently mounted aircraft radios should be programmed with the following:
• BER threshold of 2.5%
For aircrews that are assigned portable radios, these portable radios should be programmed for
the following:
• 2.5% or 2.9% BER threshold
These settings apply for both aircraft installed radios using remote mounted mobile or portable
radios and Tech nisonic-type aircraft control panel mounted avionics packages using internal
portable radios.
Procedures for landing zone areas where communications with ground personnel are conducted
are recommended on a simplex, non -trunked, channel.
In addition to the SOP training requirement, training for users of aircraft radios shall include a
description of the issues surrounding airborne operation of System radios including:
• Issues of potential interference to other systems due to frequency reuse;
• Personnel using portable radios in a limited capacity (observers, guests, etc.) and the
potential for FAA and FCC rule violation, and interference.
Recommended Procedure
Installation and programming should be performed as outlined in this section. Operation of
Aircraft landing zone coordination should be performed as outlined in this section. In-flight
transmissions should be as brief as possible due to the potential interference.
Management
18-55
Attachment A -Joint Agreement for 800 VIHz`@66 4 m e nt A Page 52 of 83
The Lead Agency Director will be responsible for the oversight and compliance of this standard.
Due to the potential of interference issues to expand beyond a specific region or into another
County, Lead Agency staff should also be notified if any interference is detected and is believed
to have originated from a CCCS radio equipped aircraft.
4.22 In -building Coverage
Purpose or Objective
Establishes policy on the approval, usage and regulation of in -building coverage enhancement
devices on System frequencies and the tracking of all locations utilizing these devices for the
purpose of mitigating interference issues. In -building coverage systems include Emergency
Responder Radio Communications Systems (ERRCS), Bi -Directional Amplifiers (BDA), and
Distributed Antenna Systems (DAS).
Technical Background
The System is designed for mobile and portable radio coverage but cannot provide 100%
coverage in all places. In -building coverage devices aim to improve radio access within a
confined space such as high-density buildings. Although the use of in -building coverage devices
may improve in -building coverage, it may also create interference issues with the overall
System. Tracking the locations of all in -building coverage devices will aid in quickly locating
offending equipment.
Protocol/ Standard
The Lead Agency must approve and regulate in -building coverage systems on frequencies
licensed to the County of Orange. It is important for the Lead Agency to maintain a list of
facilities that have in -building coverage devices used with the System.
Any agency or department planning to install an in -building coverage system will submit their
plans to the Lead Agency as described in the current OCSD ERRCS Guidelines document. This
will include the physical address, emergency contact information, building name, location within
the building, manufacturer and model number. The Lead Agency must review and approve
operation of the installed in -building coverage system to ensure proper installation and
operation and to mitigate any adverse effect on the System.
It is the responsibility of the equipment/facility owner to comply with all requirements of the
National Fire Protection Association (NFPA), California Fire Code (CFC) and Federal
Communications Commission (FCC) including licensing, location reporting, and interference
mitigation.
18-56
Attachment A - Joint Agreement for 800 M8Htt LO m e nt A Page 53 of 83
Recommended Procedure
Agencies planning to install an in -building coverage system shall contact the Lead Agency for
guidance and to begin the approval process. All agencies shall submit to the Lead Agency a list
of locations where BDA, DAS or other ERRCS systems are installed that are supplementing the
System. In -building coverage devices not supplementing the System do not need to be
reported. This list will be updated periodically.
Management
The Lead Agency will manage the In -Building Coverage policy and maintain the list of in -
building devices supplementing the System. Each agency will maintain a list of in -building
coverage devices within their jurisdiction along with contact information for the
equipment/facility owner to allow access should the equipment interfere with the System.
5.0 CONFIGURATIONS AND ALLOCATION
5.1 Zone and Talkgroup Naming Standards
Purpose or Objective
A well-defined method of naming radio programming zones and talkgroups/channels aids in
user interoperability by allowing all users to understand the designated use of individual
talkgroups/channels and how to find those talkgroups/channels in their radio.
Operational Context
In addition to agency -specific zones and talkgroups, all System users have certain
talkgroups/channels programmed into their radios that are common to all System users to allow
for operational interoperability. The ability to quickly locate these common talkgroups/channels
for interoperability requires a uniform programming methodology to place the
talkgroups/channels in specific zones in all radio on the System.
Protocol/ Standard
The Lead Agency, in conjunction with User Agencies, and with the authority of the Governance
Committee has established the zone and talkgroup naming structure used by all System users.
The zone/talkgroup/Channel names and radio template structure is provided in the Official
Communications Handbook (Radio Code Book) for each System Discipline (Law, Fire,
Lifeguard/Marine Safety, Public Works).
Requests for additional zones or talkgroups must be submitted to the Lead Agency for
consideration and analysis as to their potential impact on the System.
Management
18-57
Attachment A - Joint Agreement for 800 MHt`GLG"S ment A Page 54 of 83
The Lead Agency shall maintain the Official Communications Handbook and associated records
related to zone and talkgroup/channel naming.
5.2 Radio IUID Allocation
Purpose or Objective
Allocates radio Item Unit Identification number (IUID) ranges for the individual agencies. This
allows the Lead Agency to manage the pool of IUIDs as radio users and console positions are
configured. This simplifies the management of the IUIDs and provides an easier indication of
what IUIDs belong to which agency in the event that a radio user alias is not available.
Technical Background
These IUIDs are the same IUIDs that users type in for call alert pages. Also, these are the
IUIDs that are displayed on the subscriber radios if the "ID Display" feature is enabled. These
IUIDs are also displayed at the console if the console alias feature is not available.
Operational Context
The Lead Agency will allocate radio IUID ranges to agencies based on the number of units the
agency will have active on the System and will be shown on the master agency IUID list.
Protocol/ Standard
Only radio IUIDs allocated to an individual agency can be used in the programming of that
agency's radios and consoles. The Lead Agency is responsible for the programming of all radios
on the System.
Procedure
The Lead Agency maintains the master list of IUID distribution and will allocate IUIDs to
agencies based on each agency's radio count and need. If an agency requires additional IUIDs
beyond the initial allocation, a request shall be made to the Lead Agency. The Lead Agency will
evaluate the request and conduct an analysis to determine impact to the System. Upon
completion of the analysis, the Lead Agency may approve or deny the request, or ask for
additional information.
Management
The Lead Agency manages the IUID ranges for day-to-day activities, and manages the IUID
ranges for reserve or future allocation.
5.3 Fleetmap Standards
Purpose or Objective
Defines the process used to document the Fleetmap information for the effective management
of the System.
System Fleetmap configuration information is classified as'Restricted Information' and is not
released to the public.
Attachment A - Joint Agreement for 800 MFiY@g ment A Page 55 of 83
Technical Background
The Fleetmap is parameter information programmed into the System infrastructure and into the
subscriber radios to control how those radios perform on the System.
The Fleetmap spreadsheet is a documented matrix of the talkgroups in the System and the
departments or agencies that use and control user access to these talkgroups. The Fleetmap
contains the following information:
• Talkgroup Name — Name of the talkgroup as it is programmed into the System.
• Talkgroup Alias — Abbreviated naming of the talkgroup to fit within the 8 or 14 character
radio display.
• Talkgroup ID — Numerical designation of the talkgroup in decimal and/or hexadecimal.
• Failsoft Channel — The System channel designated for the talkgroup when in the failsoft
mode.
• Owner —The primary user agency with access control of the talkgroup.
• Priority — Priority level of the talkgroup.
• On Console — If the talkgroup is available as a console resource.
• Trunked Alternate — A talkgroup to be used when the user's primary system is
unavailable.
Operational Context
The Lead Agency will establish and manage the Fleetmap database information for all users of
the System.
Protocol/ Standard
A detailed matrix is maintained by the Lead Agency on the System database. Each agency's
radio representative maintains a Fleetmap spreadsheet containing data on their talkgroups and
the users for whom they are responsible.
Procedure
If an individual agency desires to make updates and changes to their Fleetmap standards, the
changes shall be requested through the Lead Agency.
The Lead Agency will evaluate any requests for changes and conduct an analysis to
determine its feasibility and impact on the System.
The Lead Agency will decide if the request will be approved or denied and proceed
accordingly with notification to the requesting agency.
The disclosure of the Fleetmap configuration information, including talkgroup IDs, user IDs,
user privileges and other related System information could substantially jeopardize the security
of the System. This disclosure makes it more susceptible to sabotage and unauthorized access
to the contents of confidential voice and data communications. Therefore, the master Fleetmap
data shall be classified as `Restricted Information' and is not available to the general public
except by formal written request to the 800 MHz CCCS Governance Committee.
Management
18-59
Attachment A - Joint Agreement for 800 NiNt oAment A Page 56 of 83
The Lead Agency manages the Fleetmap and System programming for all agencies.
5.4 Subscriber Template Management
Purpose of Objective
Defines the process that is used to document the radio subscriber template information for the
effective management of the System. The System contains a large number of talkgroups to
support the various agencies that subscribe to the System. Subscriber template configuration
information is classified as'Restricted Information' and is not released to the general public.
Technical Background
The subscriber template is parameter information programmed into the individual subscriber
radios to control how those radios perform on the System.
An agency's subscriber template is developed and maintained by the Lead Agency with the
input of each agency's radio representative. This is to ensure the agency gets the talkgroups,
features, and functionality desired from the radios, while maintaining the overall functionality
and integrity of the System.
The radio subscriber template is usually specific to a particular agency, but an agency can elect
to have different versions of the template based on the department's needs and operations.
The templates normally contain the following information:
• Radio Configuration — Specific information related to a particular model of radio,
including but not limited to: button assignment, display options, menu items, and other
radio wide parameters.
• Conventional — Personality information that determines the radio's operation in the
conventional mode such as frequencies, tones, and signaling options.
• Trunking — Identifies System and talkgroup specifics that the subscriber radio has access
to, as well as System and unit -specific ID numbers relating to the radios operation.
• Scan — Defines the limits and lists of the subscriber radio's scan function, when
equipped.
• Zone Assignment — Where talkgroups are combined into specifically labeled 'zones'
within the radio that represent or reflect operations of a particular agency or operation.
The zone designation reflects an acronym, which should easily identify the zone as
belonging to a particular agency.
Operational Context
The Lead Agency creates and manages all subscriber templates to ensure uniformity and proper
operation on the System.
Protocol/ Standard
User Agencies may have multiple subscriber templates based upon their operational needs. The
Lead Agency shall maintain a subscriber template spreadsheet for each of the agency's
template versions.
m
Attachment A -Joint Agreement for 800 MnL , t;CAMent A Page 57 of 83
The Lead Agency will work with each user agency to develop the subscriber templates for that
agency. All subscriber template creation and modification shall be done by the Lead Agency.
The Lead Agency shall maintain all associated documentation for each subscriber template.
Procedure
If individual agencies desire to make updates and/or changes to their subscriber templates,
those change requests shall be submitted to the Lead Agency for review. The Lead Agency will
approve or deny the request after reviewing impact to the System and other users. If approved,
the costs for template change and subsequent reprogramming of subscriber radios will be borne
by the requesting agency.
The disclosure of the subscriber template configuration information, including talkgroup IDs,
user IDs, user privileges and other related System information could substantially jeopardize the
security of the System. This disclosure makes it more susceptible to tampering, sabotage,
unauthorized use, jamming, hacking, unauthorized access to the contents of confidential voice
and data communications. Therefore, the subscriber template spreadsheets shall be classified
as 'Restricted Information' and are not available to the general public except by formal written
request to the 800 MHz CCCS Governance Committee.
Management
The Lead Agency manages all subscriber templates and programming for all agencies and
maintains records of the process. Access is strictly controlled and is considered 'Restricted
Information'.
5.5 Talkgroup Assignments
Purpose or Objective
Defines the assignment/usage of agency -specific, common and interoperable/mutual aid
talkgroups and resources, and provides a standard so that the Lead Agency will have a firm
guideline on allowing particular talkgroups programmed into radios.
Operational Content
Talkgroups are considered assigned by the agency for which the talkgroup was specifically
created. The process for pre -defined sharing authorizations is explained in Section 5.6.
Recommended Protocol/ Standard
There are three types of talkgroups that are programmed into the System:
Agency -Specific — Created for, and controlled by, individual agencies for their day-to-
day operations. These talkgroups cannot be accessed by other System users without
express permission granted by the assigned agency. The process for obtaining this
permission is outlined in Section 5.6.
Common Resources — Talkgroups/channels created for common use among discipline
specific agencies (law, fire, general) as needed. These talkgroups/channels are not
controlled by any individual agency but are available for use by all Partner Agencies and
are coordinated by the Control One.
18-61
Attachment A - Joint Agreement for 800 IVII` @FCS ment A Page 58 of 83
Interoperable/Mutual Aid Resources — These talkgroups/channels are established
interoperable or mutual aid resources available to all System users based upon specific
discipline (law, fire, general) and allow communications with non-CCCS System agencies
as needed. These talkgroups/channels include the ability to be patched to non -800 MHz
resources for greater interoperability. These talkgroups/channels are coordinated locally
through the Control One.
Procedure
The Lead Agency will control all talkgroup generation and access parameters. Agencies shall
immediately notify the Lead Agency when changes to an agency -specific talkgroup are required
or the talkgroup is no longer required.
Management
The Lead Agency is responsible for the management of the Talkgroup Ownership policy.
5.6 Talkgroup Sharing
Purpose or Objective
Defines how System Partner Agencies can permit other agencies to access to their agency -
specific talkgroups.
Technical Background
Radios must be P25 compliant and compatible with the System. Refer to Section 4.13 of this
SOP for additional details on subscriber equipment standards.
Operational Context
Partner agencies have the authority and control to define who is allowed access to their agency -
specific talkgroups/channels. This process is accomplished with a formal written request to the
Lead Agency from the requesting agency which is passed to the agency -specific talkgroup
owner for approval. The request should include the specific talkgroup name desired and the
intended purpose and potential users of the talkgroup.
Protocol/ Standard
Agency -specific talkgroups/channels shall not be programmed into any other radios without the
written permission from the controlling agency. Documented written approval letters shall be
maintained by the Lead Agency for each talkgroup sharing agreement.
Procedure
The Lead Agency working with the talkgroup owner' will process the request and, upon
approval, make the necessary modifications to the requesting agency template. The Lead
Agency will maintain all supporting documentation regarding the requested change. All costs
associated with the template change and reprogramming will be borne by the requesting
agency.
Management
18-62
Attachment A - Joint Agreement for 800 "CG'CS ment A Page 59 of 83
The Lead Agency is responsible for the management of this procedure.
5.7 Talkgroup and Radio User Priorities
Purpose or Objective
Establishes varying priority levels for talkgroups to assure the most critical talkgroups on the
System are granted a channel as quickly as possible when the System is experiencing busy
conditions.
Technical Background
The System priorities can be managed both at the radio user level and at the talkgroup level.
Operational Context
Priority levels in the System are managed at the talkgroup level. The goal is to distribute
priorities across the System talkgroups in a way that maximizes the ability for critical groups to
communicate and minimizes the number of talkgroups with high priority.
5.9 Failsoft Assignments
Purpose or Objective
Creates and assigns System resources in a manner which maximizes System utility to users
consistent with each user's mission and needs for radio communications during certain System
failure situations.
Technical Background
When the System's main controllers detect certain failure conditions in the radio System, all
available channels revert from a trunking mode into a conventional repeater type of operation
that is given the term 'failsoft'. During failsoft, talkgroups are assigned to a specific radio
channel (frequency) if so programmed, which allows the users to continue voice communication
while repairs are made to the System.
There are a limited number of channels available in the System, which results in a number of
talkgroups being combined on each channel while in failsoft. This requires the radio users to
share those channels between numerous agencies. This congestion of radio traffic happens only
during the failsoft condition.
If a talkgroup is not given a failsoft assignment, radios using that talkgroup will hear the low
pitched 'out -of -range' tone when the System is in failsoft, and will not be able to communicate
on that talkgroup.
Operational Context
The radio programming template failsoft assignments are configured to balance the ability for
users to achieve an acceptable level of communications while maintaining the individual
agency's privacy when possible. While in the failsoft condition, effected radios will display the
18-63
Attachment A -Joint Agreement for 80011AHt� m e nt A Page 60 of 83
word 'FAILSOFT' on the radio display and emit a short high-pitched tone every 10-15 seconds
to indicate to the user that normal trunked operation is unavailable.
Protocol/ Standard
It is the policy of the Lead Agency to provide a failsoft assignment for every'primary' talkgroup
on the System to prevent loss of communications for users. Failsoft channel assignments are
based on the needs of System users consistent with each user's mission and need for radio
communications.
The Lead Agency makes determinations concerning Failsoft channel assignments.
During a Failsoft condition, dispatchers may need to announce instructions to radio users and
remind them that operations may be combined among several agencies and to implement radio
discipline to reduce radio traffic.
Management
The Lead Agency is the responsible authority for failsoft assignments and management.
Agencies desiring additional information on failsoft assignments may request the information
from the Lead Agency.
5.10 Scanning
Purpose or Objective
Identifies operational procedures and responsible authorities governing scanning System
talkgroups.
Technical Background
The network infrastructure and subscriber units are configured to permit managed user
scanning of talkgroups. Including a talkgroup in a non-priority scan list does not necessarily
result in the user hearing traffic on that talkgroup. Talkgroups are only active if there is at least
one user affiliated who has the talkgroup of interest as their selected channel.
Subscriber units can scan a talkgroup, a talkgroup in another zone, or another trunked radio
system if compatible. An entire radio can be set up as receive only.
Operational Context
Scanning by multiple subscriber units can quickly overwhelm a trunked radio system creating
system busies. As a result, scanning on the System has been limited to the Fire Services as a
legacy feature allowing scanning of their Dispatch Talkgroup and primary tacticals.
Protocol/ Standard
Before scanning and/or monitoring of System talkgroups is allowed, permission must be
obtained from the Lead Agency and the agency'owning' the talkgroup. Scanning must also be
approved by the requestor's agency in their template design.
Scanning can only be enabled in the programming template by the Lead Agency.
Attachment A - Joint Agreement for 800 MHtCCSment A page 61 of 83
Management
The Lead Agency is responsible for authorizing, programming and managing scanning in
subscriber templates.
5.11 Emergency Button
Technical Background
The emergency button feature allows a radio user to send an emergency notification by
pressing a button on the radio. The notifications audibly and visually alert dispatch console
positions that have the initiating radio's talkgroup in their active configuration. Other subscriber
radios on the same talkgroup also receive the emergency notification once the `emergency'
radio is keyed which will display the IUID (or alias if available) of the radio generating the
emergency.
Emergency calls are also automatically assigned the highest priority available by the System
controller and are the first available from the queue if the System is in a busy situation.
Operational Context
The orange button on a portable or mobile radio will be programmed with the emergency
feature for all agencies. Each agency should establish their own policy on how this feature
might be used, taking into consideration how it will impact the System and other users including
the Control One. The emergency feature can be used to alert dispatch and other users of an
emergency situation and simultaneously allow the activated radio to have priority over other
subscriber radios on the same talkgroup.
Protocol/ Standard
The use of the emergency button as an emergency signaling option shall be available to any
agency on the System, subject to certain conditions and provisions including:
• Agencies must provide training to all users to ensure the safe and effective use of this
feature. The Lead Agency can also provide training and training materials.
• It is the individual agency's responsibility to determine how an emergency alarm will be
deployed for their operation and the subsequent response to the alarm.
• If a user is temporarily assigned a radio other than their normal issued equipment, it is
essential that their designated monitoring point be made aware of the radio
identification to cross-reference it to the correct user in the event an emergency button
activation occurs.
• All agencies implementing the emergency feature shall have a plan in place to respond
to emergency button activation.
All emergency button response plans must include the following:
• An established radio monitoring point with the necessary console hardware/software to
receive, display and acknowledge the alert.
• Established monitoring point must be capable of identifying which radio user pushed the
button and capable of responding to the user in need. (Dispatch Center or Control One)
18-65
Attachment A - Joint Agreement for 800 Ml Z meet A Page 62 of 83
In the event that the monitoring point is not the same agency as the radio user, an
agreement on policy, monitoring, use, and response, shall be in place among the
agencies.
Established monitoring points shall be available during any/all hours that personnel are
using the System, or have an established after-hours arrangement with another
monitoring point.
No dispatcher shall clear an emergency without ascertaining what action is necessary to
handle said emergency and taking the appropriate actions to do so.
Control One receives all emergency button activations and will contact originating radio user's
agency for follow-up when activations occur on common/interoperable talkgroups that are not
assigned specifically to the agency in question.
Management
The Lead Agency will manage the overall Emergency Button policy. Agencies desiring to use the
emergency key function shall coordinate with agency resources that receive the emergency
calls. The receiving agencies shall have an appropriate plan in place and documented as to the
process to handle the emergency calls.
5.12 Encryption
Purpose or Objective
Establishes guidelines for the use of encryption on the System.
Technical Background
Encryption is an option on digital radio equipment that must be specially ordered and manually
configured. System users may or may not be capable of encryption depending on their
equipment configuration and operational needs. AES is the approved standard for encryption on
the System.
Operational Context
The use of encryption in the System is strapped to the specific talkgroups determined by the
System users to provide secure communications. Encryption is not a feature that can be
enabled or defeated at the user level. Each talkgroup is pre -determined to be either encrypted
or clear and is programmed as such in the subscriber template.
Radios transmitting with encryption cannot be heard by non -encrypted radios.
An encrypted talkgroup that is patched to a non -encrypted talkgroup or channel is no longer
considered secure communications as the encrypted audio is decrypted when pushed over the
patched non -encrypted talkgroup/channel. Likewise, audio fed to an internet streaming
application will not be secure.
Protocol/ Standard
Only the Lead Agency is authorized to program encryption into radios on the System.
:..
Attachment A - Joint Agreement for 800 MF EyA m e nt A Page 63 of 83
Each agency shall determine if encryption will be used on its own agency -specific talkgroups.
Certain common/interoperable talkgroups allocated to specific disciplines such as law/fire will be
encrypted in all System radios. Non -encrypted common/interoperable talkgroups will also be
available to System users who do not have encrypted radios.
Care should be taken when assigning encrypted talkgroups to incident communications to
ensure all applicable users have encrypted radios.
Management
The Lead Agency manages the encryption policy and the programming of encryption into all
radios on the System.
6.0 INTEROPERABILITY STANDARDS
6.1 Interoperable Communications Requirements
Purpose or Objective
Establishes a minimum requirement for interoperable communications resources for all radios
using the System.
Technical Background
For the purpose of this document, the terms'mutual aid' and'interoperability' will be used
interchangeably. The term 'channel' will refer to a conventional resource.
The planners of the System recognized the need to make common interoperable talkgroups
available to all subscribers primarily for interagency and incident command communications.
Therefore, in addition to agency -specific talkgroups, the System also provides talkgroups that
are common to like -disciplined agencies (law, fire, public works, lifeguard) as well as talkgroups
that are available to all System users to provide interoperability between disciplines.
In addition to common System talkgroups, subscriber radios will also be programmed with local,
state and national conventional interoperable channels. Most of these conventional
interoperable channels are not encrypted but there are a few 700MHz encrypted channels
available in encryption -capable radios.
Operational Context
Interoperable talkgroups & channels are used when there is a need to coordinate activities
between different agencies and/or personnel assigned to work an event. Efforts should be
made to utilize the lowest level of interoperable talkgroup/channel first if possible. For example,
OC law agencies needing to coordinate with other law agencies should use the CCCS law
interoperability talkgroups/channels before considering national level interoperable channels. If
the coordination includes agencies that do not have access to the CCCS interoperable law
talkgroups, statewide or national interoperable channels would be selected.
Additional information on the operational use of these interoperable talkgroups/channels can be
found in the'Official Communications Handbook' (Radio Code Book).
18-67
Attachment A - Joint Agreement for 800 �VIHt@CCS ment A Page 64 of 83
Protocol/ Standard
All radios will be programmed to include the'general use' interoperable talkgroups and channels
located in specific zones in the radio template. These talkgroups and channels will be
programmed into predetermined specific zones in all System radios to provide uniformity in
programming for ease of locating the talkgroups/channels when needed.
Radio templates will also include discipline -specific interoperable talkgroups (ie. Orange, Gray,
Black talkgroups for Law) in templates for all like -discipline agencies (law, fire, lifeguard, public
works). These discipline -specific interoperable talkgroups/channels will be programmed into
predetermined specific zones in all like -disciplined agency radios to provide uniformity in
programming and ease of use.
Additional information on the location of these interoperable talkgroups/channels in the radio
programming templates can be found in the'Official Communications Handbook' (Radio Code
Book) for each discipline.
Procedure
Coordination of all interoperable talkgroups and channels in Orange County is managed by the
Control One. Any agency requiring interoperable talkgroups or channels should contact Control
One for assistance with selecting and reserving these resources to meet their needs.
Management
The Lead Agency is responsible for managing this policy and ensuring interoperable channels
are available and operational.
The Countywide Coordinated Communication Center (Control One) is responsible for managing
the assignment and use of the interoperable talkgroups and channels in Orange County.
6.2 Radio Console Patching of Talkgroups/Channels
Purpose or Objective
Establishes policy for use of a console patch between System talkgroups and/or other resources
on the dispatch console.
Technical Background
Most public safety communications/9-1-1 centers have the capability to initiate a console patch
but patches that include a common System resource shall be accomplished on a console at
Control One. Console patches can be established between multiple System talkgroups and/or
between a System Talkgroup and a non -System resource. The resources can be conventional or
trunked but must be an existing radio resource on the dispatch console.
Patches can be established without a radio dispatch console by using a deployable audio
gateway, such as an ACU -1000. Approval is required prior to creating any patch. A talkgroup
can only be in one patch at a time. A conventional channel can only be in one patch at a time.
:.:
Attachment A - Joint Agreement for 800 MF LCICS lent A Page 65 of 83
Great care must be used in deciding what talkgroups and other resources can be patched
together as a patch can have an unexpected consequential impact on other System resources.
The patch shall be monitored for continued coordination through Incident Command and/or
dispatch personnel.
Operational Context
Console Patches should only be used when there is an operational need for communications
between personnel that cannot be accomplished using common communications resources. Use
of conventional resources in a patch must be in compliance with the rules governing mutual aid
channel usage. Console patching will only be permitted when approved by agency Watch
Commander/Incident Commander and after notification to the Control One supervisor.
A patch involving agency -specific talkgroups/channels can be initiated on the local agency's
console with approval by that agency's Watch Commander.
Any patch involving a common System resource should be initiated by Control One.
Protocol/ Standard
Each agency must develop written console patch and/or gateway device patch procedures
addressing their unique operation and resource capabilities. These procedures shall be
consistent with this policy. All communications center personnel shall receive initial and
continuing training on the use of this procedure.
Procedure
When an incident requires interagency coordination that is not available on a common talkgroup
or channel, a request for a patch can be initiated. If the desired resource to be patched is a
local agency resource and their agency -specific talkgroup/channel, the requesting agency can
initiate the patch on their local console with their Watch Commander's approval and notification
to Control One.
If the desired resource to be patched is a common System resource, the patch request must be
directed to Control One after obtaining local agency Watch Commander approval. Control One
will then initiate the patch from their console.
Before initiating a System patch, check to make sure the radio resource being patched is not
already being used by another agency.
Radio console patches shall be used only if other suitable means for interagency communicating
are unavailable or insufficient.
Any time a console patch has been established, someone in the requesting agency's
communications center must continually monitor the patch to address and mitigate
communications problems.
Management
Attachment A -Joint Agreement for 800 &tt� ment A Page 66 of 83
The Lead Agency is responsible for managing this policy. All agencies electing to use console
patching are responsible for establishing and managing internal patch procedures and
complying with this policy.
6.3 Use of the Statewide and National Interoperability Channels
Purpose or Objective
Defines the procedures for the use of the conventional Statewide and National interoperable
radio channels for communications between radio users of disparate radio systems and/or
different frequency bands.
Technical Background
The FCC has designated certain VHF, UHF, 700 MHz & 800 MHz frequency pairs to be used
exclusively for conventional interoperable communications between public safety radio users.
Each frequency band includes a calling/hailing channel to be used in contacting the coordination
center for the local operational area. Additionally, each frequency band includes channels for
tactical operations in both repeater and direct "talkaround" modes. In the Orange County
Operational Area, these channels are coordinated by the Control One.
All CCCS Partner Agency radios include many of the 700 MHz and 800 MHz interoperability
channels in their standard radio programming template. Additional information on these
channels, including channel names and general use, can be found in the discipline specific
Orange County Official Communications Handbook (Radio Code Book) available to Partner
Agencies through the Lead Agency.
The Lead Agency also maintains repeater systems with Interoperable channels in the VHF and
UHF frequency bands which are available to CCCS Partner Agency users through a gateway
patch on the Control One radio console. This allows CCCS radio users to be patched to a non -
800 MHz radio system for interoperable communications with the users of that system.
Operational Context
These designated interoperable communications resources can be used for day-to-day
interagency coordination, for urgent or emergency mutual aid situations, and/or for other
purposes where coordination between radio users on separate 800 MHz radio systems or non -
800 MHz radio systems must communicate to perform assigned duties.
These channels shall not be used for regular communications between radio users with full
access to the CCCS, except when authorized and assigned by Incident Command.
Protocol/ Standard
The 700 MHz and 800 MHz interoperability channels are programmed into the radio template of
all CCCS subscriber radios. These channels may be used when traveling outside the coverage
area of the CCCS System and are used to communicate with another 800 MHz radio system
with base and/or mobile radios on those channels.
18-70
Attachment A -Joint Agreement for 800 MHt� ment A Page 67 of 83
Control One shall monitor the interoperability hailing/calling channels at all times.
Procedure
When an incident requires the use of a Statewide or National 700 MHz or 800 MHz
interoperability resource, the requesting unit or agency will contact Control One to request the
assignment of an interoperable tactical channel. Control One will assign an appropriate channel
and monitor for any issues.
When an incident requires the use of a Statewide or National VHF or UHF interoperability
resource, the requesting unit or agency will contact Control One to request the assignment of a
tactical radio channel in the appropriate frequency band. Control One will initiate a patch
between the requested VHF or UHF resource and the 800 MHz talkgroup/channel used in the
patch.
Control One shall monitor all interoperability hailing/calling channels 24/7 to provide immediate
assistance when requested.
Management
The Lead Agency will manage this policy and the coordination and maintenance of interoperable
radio resources in Orange County.
CCCS agencies are responsible for providing training to their personnel on the proper use of
these Statewide and National Interoperable communications resources.
6.4 Control Station Usage on Interoperability Channels
Purpose or Objective
Establishes procedures for the use of control stations for gateway patching.
Technical Background
A control station is a radio that is set up like a portable or mobile radio, typically with a limited
number of talkgroups or conventional radio channels. It can be connected to a radio console or
used stand alone.
A control station can function on only one talkgroup or conventional channel at a time.
Use of a control station with a radio console to patch System resources can have a wide area
impact. This type of patch can be easily accomplished, but may take up multiple trunked radio
channels, causing the System to experience busies or possibly create radio interference. Control
station usage must comply with parameters listed on the agency's FCC license.
Operational Context
There are a number of uses for control stations including:
• Installed at an agency that does not have a dispatch console to communicate with a
conventional repeater or trunked radio system.
• Connected to a dispatch console at a communications center.
18-71
tte
Attachment A - Joint Agreement for 800 M�FrZ ment A Page 68 of 83
• Installed in a Mobile Communications Unit/Vehicle.
• Installed at an Incident Communications Center or Command Post.
Protocol/Standard
Radio control stations are permissible in the following circumstances:
• Connected to a radio console to be used to access the System by non -System user
agencies for interoperability purposes.
• Installed in a MCU/MCV.
• Installed temporarily in an Incident Communications Center or Command Post.
• Connected to a radio console to be used to access the System by user agencies for
interoperability purposes.
• Used with an audio logger to record transmitted or received audio.
All communications personnel performing the dispatch function shall be trained on the usage
and constraints of the control station. They should receive continued training to maintain
proficiency and understanding of the procedures.
A radio technician, COMT or other authorized person shall be involved in the configuration,
installation and testing of control stations, whether a temporary or permanent installation.
Limitations
• Control stations should not be used to patch a System talkgroup to another System
talkgroup except when approved by the Communications Center Supervisor and the
Control One Supervisor.
• Control station antennas must not exceed 20' in height. If an antenna requires more
height than 20' to access the System or mutual aid repeater, then a FCC license is
required.
• No control station antenna may exceed 200' in height.
• Control stations should use Yagi (directional) antennas when possible.
• Antennas should use the lowest gain possible.
• Control station power should be kept as low as possible.
Procedure
Any agency wanting to use one or more control stations at the same location is only permitted
to use that configuration if the design is compliant with this SOP. The process for obtaining
permission is to submit a written request for control station usage to the Lead Agency Director.
• The request shall describe the location, desired talkgroups/channels, antenna height,
power, antenna type, antenna gain and feed line type of each control station.
• The Lead Agency may approve, deny or request modifications to the request.
Management
The Lead Agency will manage this policy.
18-72
Anh
Attachment A - Joint Agreement for 800 MFh =S ment A Page 69 of 83
Each Dispatch Agency Manager will ensure their personnel are properly trained on the use of
control stations for gateway patching.
6.5 Required Monitoring of Interoperability Channels
Purpose or Objective
Establishes procedures for monitoring mutual aid/interoperability channels at communications
centers and command posts.
Operational Context
Monitoring of mutual aid channels is imperative for the benefit of users needing assistance.
Many channels have been identified to use for interoperability but not all of them will be
monitored when not in use. Due to the fact that these Statewide and National interoperable
channels do not belong to any one agency, there is no channel 'owner' monitoring them. As a
result, a designated monitoring center should be established in each Operational Area.
Protocol/ Standard
Control One is the designated monitoring center in Orange County for all Statewide and
National interoperability calling/hailing channels available. Control One will monitor and respond
to any unit requesting assistance on the calling/hailing channel and assign an appropriate
tactical channel as necessary.
Dispatch Centers are responsible for monitoring any Statewide or National Interoperable
channel assigned to them for an incident. The local Dispatch Center will monitor and respond to
any communications traffic on the assigned interoperable channel until the completion of the
incident.
Once the incident has been terminated and the interoperable resource is no longer needed, the
Dispatch Center will notify Control One and release their responsibility for monitoring the
tactical channel.
Management
The Lead Agency will manage this policy. The Emergency Communications Coordinator will
work with Control One to identify specific interoperable channels to be monitored 24/7 by
Control One.
Each Dispatch Agency Manager will ensure their personnel are properly trained on the use of
Statewide and National interoperability resources.
7.0 MAINTENANCE RESPONSIBILITIES
7.1 System Maintenance
Purpose or Objective
18-73
Attachment A - Joint Agreement for 800 MH'tM m e nt A Page 70 of 83
Defines the System maintenance responsibilities and roles. The maintenance levels for the 800
MHz Radio System and its subsystems shall be set to a standard to protect the overall
functionality and integrity of the System for all users.
Operational Context
The 800 MHz CCCS System is a complex network of radio sites and equipment that require
highly trained engineering and technical personnel to constantly monitor the System and
intervene as required to prevent System failure and quickly restore the System should any
equipment experience failure. The CCCS Governance Committee has designated the Lead
Agency as the primary agency responsible for the maintenance of the System. Agreements
between the Lead Agency and maintenance contractors are at the Lead Agency's discretion, but
the Lead Agency is ultimately responsible for the System maintenance.
Recommended Procedure
Any maintenance issues affecting the System will be addressed and resolved by the Lead
Agency. The Lead Agency may, at its discretion, involve contract vendors in the process as
necessary
For emergency and urgent repairs, the Lead Agency may request and expect cooperation from
support resources (e.g. — support staff and/or parts) from other agencies to restore
equipment/systems to normal operation.
For day-to-day maintenance, the Lead Agency or its contract vendor shall maintain the
equipment.
Repair of any equipment not normally maintained by the Lead Agency requires the notification
and consent of the owning agency.
The Lead Agency and/or their contracted service providers are responsible for:
• FAA registrations, FCC ASR registrations and FCC licenses, ensuring that equipment is
properly licensed and copies of the licenses are posted at the sites as required by
regulations.
• Maintaining equipment within the limits of County of Orange FCC licenses.
• Notifying the responsible personnel of equipment and location issues that require
attention.
• Managing the inventory of the radio subscriber and infrastructure equipment.
• Ensuring that equipment at the tower sites that is not part of the System inventory shall
be clearly labeled to indicate agency ownership.
• Routine equipment maintenance logs are kept at the sites.
• Maintaining current copies of all as -built documentation at each site and at the Lead
Agency office. Lead Agency is responsible for ensuring the accuracy of all as -built data
related to the infrastructure equipment and any changes shall be immediately
documented. Lead Agency shall distribute the updated information as required.
• Coordinating, implementing and/or overseeing configuration changes affecting the
System infrastructure.
18-74
Attachment A -Joint Agreement for 800 MH t� ment A Page 71 of 83
• Any work being scheduled affecting the System and/or subsystems performance and
reasonable notification to the System's users of same.
• Ensuring all technicians assigned to work on System equipment have successfully
completed appropriate training on the equipment. Training requirements are referenced
in the training section of the SOP.
• Following a preventive maintenance plan as defined in the preventative maintenance
section of the manufacturers' manuals.
• Maintaining a list of the qualifications and contact information of technical staff in the
event of an emergency.
• Maintaining a list of the available spare parts/equipment pertaining to the System and
subsystems.
• Ensuring any equipment upgrades or changes affecting normal operations of the System
are discussed and approved by the Governance Committee.
• Determining how critical an equipment failure is operationally, determining the
appropriate action, and escalating or de-escalating the repair process as needed.
Management
The Lead Agency is responsible for managing the maintenance of the System equipment and
sites and managing the repair responsibilities in emergency situations.
7.3 Maintenance / Repair Notifications
Purpose or Objective
Defines the procedure for notifications of scheduled and unanticipated maintenance activities
having an impact on normal System operations, System interruptions, and System outages.
It is the policy of the Lead Agency to provide guidelines for user notifications for any
maintenance actions having a potential for System interruptions.
Technical Background
Typically, equipment functionality can change when hardware and software configuration
alterations or other maintenance activities are performed. Advanced notification of planned
maintenance activities that impact the normal operation of the System allows user agencies and
subscribers to make preparations as needed. Notification will also be made to user agencies
when a catastrophic failure happens.
If the notification process is difficult and lengthy, it can become a barrier to making notification
to user agencies.
Failure to make proper notification to user agencies can result in unneeded confusion,
disruption or loss of public safety communications, and possible compromise of any special
operations communications.
Operational Context
18-75
Attachment A -Joint Agreement for 800 iAt&�CS ment A Page 72 of 83
Affected agencies shall be notified of maintenance activities that impact their subscribers on the
System. Agency notification of radio maintenance activities to their individual subscribers is at
the discretion of the user agency's designated representative.
Protocol / Standard
The Lead Agency is responsible for monitoring the System on a 24-hour basis, through various
methods including on-site staff in the System Watch unit. Maintenance activities, planned or
unplanned, that could impact the subscribers usage of the System requires notification to the
affected agency's radio representatives.
In the event of planned maintenance, all efforts should be made to conduct this type of activity
during off-peak hours where radio utilization is as low as possible. If an emergency or high
priority incident is in progress at the time of scheduled maintenance, it may be necessary to
reschedule or delay the maintenance until the situation has stabilized and can be safely moved
to alternate talkgroups or channels.
Procedure
A reasonable advance notice shall precede planned maintenance activities that affect the
agencies using the System. The notification methods shall be by phone, e-mail, radio, or any
combination of the same. The notification will consist of:
• The type of planned maintenance activity.
• When the maintenance will be conducted.
• The amount of time anticipated to complete the activity.
• The anticipated impact to the System and subsystems.
If a known activity has a significant operational impact upon any specific agency, a confirmation
of receipt of notification shall be obtained. It is the responsibility of the Lead Agency to ensure
that all affected users are notified will in advance of any such operations. Whenever possible,
these operations shall be scheduled when the normal radio traffic is slowest.
Prior to commencing the maintenance operation, personnel from the Lead Agency shall
coordinate with Control One to contact each affected dispatch center's supervisor for a last
minute situational briefing.
Once maintenance operations begin, if dispatch operations recognize a need to terminate the
operation, or if unexpected problems occur, a communications supervisor must call Control One
to have the technical staff notified of the situation.
Unanticipated maintenance or equipment failures affect the agencies on the System and require
notification to the affected agency's radio representative.
Upon notification of an equipment outage, Lead Agency technical staff is expected to:
• Determine the impact of the impairment to the operation of the System. A minor failure
is something that either does not affect or minimally affects user functionality. A major
failure is something that seriously affects or risks user functionality of the System.
18-76
Attachment A - Joint Agreement for 800 I�AIAt&c0 ment A Page 73 of 83
• Determine if there are internal or external factors that alter the priority of System
impairment, such as weather, subscriber loading unique public safety activities or
impending events, etc.
• Determine if manual intervention is required. A serious failure requires initiating repair
processes regardless of the time of day. Minor failures can wait until normal business
hours or other convenient time before repair. The determination is at the discretion of
the Lead Agency, and shall be based on internal System functionality and external
subscriber needs.
• Determine if additional external resources are required.
Once the operation or repairs are complete, Lead Agency personnel shall contact Control One
for an update and user feedback.
When requested by the Governance Committee, the details of the recovery processes may be
reviewed for improvements.
Management
The Lead Agency is responsible for maintaining this policy and ensuring representatives from all
affected agencies are notified as appropriate. Each agency's radio representatives are
responsible for notifications within their respective agencies.
7.4 System Coverage
Purpose or Objective
Establishes the requirements for regular outdoor testing and verification of System signal
quality and coverage.
Technical Background
Signal coverage of the System fluctuates constantly and is influenced by many conditions
including but not limited to:
• Terrain.
• Weather.
• Vegetation.
• Building Construction.
• Equipment Condition.
• Location.
Regular sampling of signal quality and strength at pre -designated locations will help to confirm
adequate coverage, or if a problem might have developed in certain locations due to changes in
one of the above conditions.
Operational Content
Periodic coverage testing is a critical component of System operation and maintenance, and will
continue toward identifying and mitigating any signal coverage issues, including any potential
effects of new building construction and development.
18-77
Att ,qh m e n t A
Attachment A - Joint Agreement for 800 MHz S Page 74 of 83
Protocol / Standard
Lead Agency staff performs comprehensive signal coverage test to evaluate the System's signal
strength and quality across the service area. The locations and number of individual test points
shall be based on the area's building density and known areas of poor coverage.
The results of each test will be compared to previous results and monitored for signal
degradation. Test results will be stored on a shared data server for historical comparisons.
Management
The Lead Agency Director oversees the process, evaluates the results, develops remediation
strategies, and reports significant findings to the Governance Committee.
7.5 Repair Parts Inventory
Purpose or Objective
Establishes an inventory control procedure for infrastructure and subscriber repair parts.
It is the policy of the Lead Agency to ensure that planning is in place and available resources
identified to expedite the recovery of the System and related components in the case of
disaster, catastrophic failure or other major incident that affects operations of the System.
Operational Context
Lead Agency will maintain an inventory of spare parts for regular repairs to the System and
subscriber radios.
Protocol / Standard
The spare parts inventory for infrastructure and subscriber units shall be kept at Lead Agency
facilities for ready access when needed.
Management
The Lead Agency maintains and manages the repair parts inventory.
7.6 Disaster Recovery
Purpose or Objective
Establishes the minimum requirements for a System disaster recovery plan.
It is the policy of the Governance Committee and Lead Agency to ensure that planning is in
place and resources identified and available to expedite the recovery of the System and related
components in the case of disaster, catastrophic failure or other major incident that affects
operations of the System.
Operational Context
Lead Agency personnel will maintain a comprehensive plan for restoration of the System during
times of disaster. If the Operational Area EOC is activated, the Emergency Communications
Attachment A - Joint Agreement for 800 MHz CCC 9a Ment A Page 75 of 83
Coordinator (ECC) must be notified of any System problem so that it can be logged into
WebEOC.
Management
The Lead Agency maintains and manages the Disaster Recovery Plan.
8.0 SITE AND SYSTEM SECURITY
8.1 Site Security
Purpose or Objective
Establishes the minimum requirement to provide site security and protect the integrity of the
System's radio towers equipment shelters and equipment.
Technical Background
Security measures have the overall benefit of protecting the functionality, integrity and
operation of the System. Details of specific security measures cannot be placed within a public
document as this would compromise measures used in monitoring and maintaining security.
Operational Context
The physical security of equipment, facilities, and structures making up the core of the radio
System infrastructure is paramount to the reliability and availability of communications carried
on the System. Each site is within a fenced, gated and locked compound, with shelter entry
monitored and reported to a central monitoring point. A remote controlled camera systems are
installed and monitored for any unauthorized entry or security concerns.
Protocol / Standard
Access to the sites are tightly controlled and entry to those sites is granted only to those
personnel with proper authorization from the Lead Agency. All personnel requiring site access
must be accompanied by Lead Agency staff. Unaccompanied access to any System site is not
authorized. Entry alarms for the remote sites are received at Systems Watch and sent
immediately to Lead Agency technical support staff.
Procedure
Notification to Lead Agency Technical staff and Systems Watch is required of all agencies and
vendors prior to gaining site access. Any person requiring access to the tower sites for any
reason shall have full clearance from the Lead Agency and be accompanied and monitored by
Lead Agency personnel while on site. Law enforcement personnel will be immediately notified
and dispatched to any site with unexpected or unexplained alarms or unidentified personnel
viewed remotely from the camera systems.
Any agency or vendor requiring access to any tower site or equipment location shall make
immediate notification to the Lead Agency of urgent issues such as discharged employees or
cancelled contracts.
18-79
Attachment A - Joint Agreement for 800 UaQm e nt A Page 76 of 83
When a site has been vandalized or broken into, the jurisdictional law enforcement agency
should be notified. The person who discovers the event has the responsibility to preserve the
crime scene and not contaminate it. He/she should have Systems Watch log the time when the
event was discovered and any other pertinent information relating to the site/scene. Systems
Watch should notify the appropriate local law enforcement agency as well as the Orange
County Sheriff's Department Watch Commander and Control One. Other agencies may be
notified if they own equipment at the site. Lead Agency will notify all affected agencies as soon
as possible.
When the site is off the air due to a crime, the technician should refrain from making entry
unless permission has been given by the Lead Agency Director due to extreme circumstances
taking place that requires coverage from the site.
If a radio technician should arrive at a site and an unauthorized vehicle or person is on the
property, they should back off, notify Systems Watch and call 911. The technician should give
the 911 call taker the street address and advise them of the situation. If there is no cell service
on site, the technician should radio the information to Systems Watch and request law
enforcement response. Systems Watch personnel should immediately contact the appropriate
law enforcement agency to request response. Systems Watch personnel will also notify Lead
Agency supervisors and management. At no time should the technician put themselves at risk
of harm.
If a technician has to respond to a vandalized remote site after normal business hours, it is
recommended for safety reasons that a minimum of two persons respond to the site. Law
enforcement may be requested to go to the site with the technician.
Management
The Lead Agency Director is responsible for managing this procedure.
8.2 Network Operational Security
Purpose or Objective
Establishes the specific security measures for System and subsystem equipment and to define
site security policy.
Technical Background
Security measures have the overall benefit of protecting the functionality, integrity and
operation of the System. Details of specific security measures cannot be placed within a public
document as this would compromise measures used in monitoring and maintaining security.
Protocol / Standard
All items identified as 'Restricted Information' will be maintained in secure areas within the
control of the Lead Agency and is not available outside of the Lead Agency except by formal
written request.
Technical information that can compromise System security is considered 'Restricted
Information'.
Attachment A - Joint Agreement for 800 MH tpg m e nt A Page 77 of 83
The System's network is protected from other data networks by isolation or by using System
manufacturer specified and configured firewall with the approval of the Lead Agency.
All remote access points to the System are kept secure and are coordinated with the Lead
Agency.
Passwords protect the System and subsystem equipment for the purpose of preventing
unauthorized access to equipment. The Lead Agency issues and manages the passwords.
User login accounts are protected with passwords providing an appropriate level of protection.
If a password is suspected of being compromised, it must be immediately updated or the user
account will be disabled pending resolution.
External devices (computers, modems, routers, data storage, etc.) shall not be connected to the
System network, computers, or consoles without the approval of the Lead Agency Director. Any
such device must also be supplied, supported, and maintained by the user Agency's Information
Technology department or service provider to ensure the most current device security software
and virus protection is in place.
At no time will any personally owned device be connected to any port or connector on the
System. Any such action may result in the immediate revocation of access privileges for the
offender and/or agency.
It is recommended that computers used for programming or maintenance not be connected to
the internet to help reduce possibility of virus infection.
A Group Policy' shall be implemented on the System to prevent the use of external USB ports
on all dispatch consoles.
Procedure
All agencies, contractors, and personnel that require access to Lead Agency controlled sites,
equipment or networks must pass a comprehensive background check before access is allowed
and must be accompanied by Lead Agency staff while on site.
Violations of System security policy or procedures may jeopardize the System and result in the
loss of a technician's, agency's or vendor's privileges to access the System.
System documentation is classified as'Restricted Information'.
Management
The Lead Agency Director is responsible for the network, equipment, and site security of the
System.
8.3 Software, Firmware and Document Security
Purpose or Objective
Establishes the minimum security measures and procedures to protect the integrity of the
System software and programming.
Attachment A - Joint Agreement for 800 MH'ztggo m e n t A page 78 of 83
Technical Background
The documentation, service and technical manuals, databases, spreadsheets and software of
the System contain critical operational and technical information that could compromise the
System if obtained by unauthorized personnel and is classified as'Restricted Information'.
Operational Context
The documentation and software of the System changes as the System evolves. Those changes
and revision must be documented and maintained in a central location for quick and easy
access for the technical support staff.
Protocol Standard
In the best interest of public safety, all documentation, service and technical manuals,
databases, spreadsheets and software of the System are considered 'Restricted Information'.
Software relating to the programming of any System component shall only be installed on
authorized government owned computers or Lead Agency authorized contractors' computers.
Procedure
All items identified as'Restricted Information' will be maintained in secure areas within the
control of the Lead Agency Director. These items will only be shared with those who require
knowledge of it for operational purposes. This information is not available to anyone outside of
the Lead Agency. An exception may be made with a formal written request and approval from
the Governance Committee. This information is not to be released to any personnel who do not
have a legitimate and appropriate need for it.
Management
The Lead Agency Director is responsible for managing this procedure.
9.0 APPENDIX
9.1 Lead Agency Contact Information
Normal Working Hours — Monday -Friday 7:30AM — 4:30PM
Customer Service — 714-704-7999
• Radio repair request
• Radio programming request
• Radio/accessories purchase request
• Dispatch console repair request
Systems Watch — 714-628-7020
• Lost/Stolen radio notification
• Radio deactivation
• Radio transmission history/statistics
After Normal Working Hours
::
A 11_ -1- I lent A
Attachment A - Joint Agreement for 800 MHz CCCS Page 79 of 83
Systems Watch — 714-628-7020
• Lost/Stolen radio notification
• Radio System coverage issues
• Emergency radio repair requests
• Emergency dispatch console repair requests
Control One -- 714-834-7008
• Operational issues
• Request restricted talkgroup assignment
• Interoperability assistance
• Emergency radio or console repair requests
Physical Address:
OCSD/Technology Division -- Administration & Radio Repair
840 N. Eckhoff St.
Suite 104
Orange, CA 92868
9.7 Glossary — Definitions and Acronyms
18-83
For Public Safety LMR, digital P25 voice radio channels between 769/775 MHz
700MHz
and 799/805 MHz. Channels have 30 MHz seperation between Tx & Rx when
repeated. FCC designated low power channels can be used analog voice.
7CALL / 7TAC
Nationwide 700 MHz Calling and Tactical channels
For Public Safety LMR, analog or digital voice or data radio channels between
804MHz
806/816 and 851/860 MHz. Channels have 45 MHz seperation between Tx & Rx
when repeated.
8CALL / 8TAC
Nationwide 800 MHz Calling and Tactical channels
An audio gateway device capable of connecting disparate radio systems,
ACU -1000
channels, or talkgroups together during on -scene operations, similar to a console
patch between talkgroups
AES
Advanced Encryption Standard
Alias
A common alphanumeric name used to identify a radio, talkgroup, site, etc.
rather than referencing the assigned 6 digit ID number
ANSI
American National Standards Institute
APCO
Association of Public -Safety Communications Officials
APCO P25
A public -safety digital radio standard
18-83
A LL_ _1_ ment A
Attachment A - Joint Agreement for 800 MHz CWS Page 80 of 83
Item/Acronym
Definition
ASK
Advanced System Key
BDA
Bi -Directional Amplifier, relays radio signals into and out of a building
BER
Bit Error Rate
CCCS
Countywide Coordinated Communications System
Channel
A pair of frequencies, transmit and receive, that are used for a single
communications path
Channel Bank
A device that combines multiple data and/or audio inputs into TDMA format so
that it can be transmitted over microwave or Tl circuit and shared between
transmitter sites
Code plug
The file containing a specific radio's programming parameters
COMC
Communications Coordinator
COML
Communications Unit Leader
COMT
Incident Communications Technician
Console Patching
Ability to connect channels via dispatch consoles
Consolette
A mobile radio mounted into a case with power supply and converted for desk-
top use
Control Station
An installed radio unit, sometimes a mobile radio, normally found at a desk or
common work area indoors or directly connected to a console or other fixed
transmitting location
DAS
Distributed Antenna System, relays radio signals into and out of a building
Digial radio
Digital radios turns sound (by signal processing) into patterns of digits
(numbers) rather than the radio waves which are used for analog transmissions.
Dispatch Console
A fixed radio operator position with multiple radio resources and features that
can access any subset of talkgroups and/or conventional channels
ECC
Emergency Communications Coordinator
EIA
Electronic Industry Alliance
EMS
Emergency Medical Services
EOC
Emergency Operations Center
FAA
Federal Aviation Administration
FCC
Federal Communication Commission
Fixed
Radio equipment that is installed at a radio site or dispatch center
Fleetmap
The master spreadsheet plan of the talkgroups, zones, Failsoft assignments,
alias information and other pertinent System and radio programming
FM
Frequency Modulation
Gateway
A device that allows two or more radio or voice devices to be connected together
IAP
Incident Action Plan
GM
Attachment A - Joint Agreement for 800 MHz CCCS Yl@I'lt A Page 81 of 83
IC
Incident Command
IC4LL
Calling Channel for ITAC
ICC
Incident Communications Center
ICP
Incident Command Post
ICS
Incident Command System
ICS 205
Incident Radio Communications Plan
ICS 217
Communications Resource Availability Worksheet
ID
Identification
Infrastructure
All of the fixed electrical and mechanical equipment, towers and building
structures, generators, transmitters, controllers, antennas, microwave and
ancillary equipment that comprise the operational backbone of the radio System
Inter -agency
Located or occurring between two or more agencies
Interoperability
The ability of Public Safety responders to share information via voice and data
communications systems on demand, in real time, when needed, and as
authorized.
Interoperable
Ability of a system to use the parts or equipment of another system
ITAC
Conventional mutual aid channel 800 Mhz
ITS
Information Technology Services
IUID
Item Unit Identification number is a unique number assigned to each individual
subscriber radio authorized to have access to the System.
Lead Agency
Agency primarily responsible for maintenance, management, operation and
enhancement of the CCCS System. The CCCS Governance Committee has
designated the Orange County Sheriff Department Technology Division as the
Lead Agency.
LMR
Land Mobile Radio
Logging
The act of recording radio conversations for replay as required
MCC
Mobile Communicaiton Center
MCU
Mobile Communications Unit
MCV
Mobile Communications Vehicle
MHz
Abbreviation for megahertz. 5 MHz = 5,000,000 Hz or 5,000 kHz. A unit of
measure for the number of times a frequency makes one complete cycle in one
second
Mission Critical
For mission critical applications, users have an expectation of "immediate"
communication with their dispatch or command center and little to no end-to-
end audio delays.
Mobile Radio
A vehicular mounted radio with an power source and antenna
Mutual Aid
Personnel, equipment, or services provided to another jurisdiction
18-85
Attachment A - Joint Agreement for 800 MHz CCCS Yl@I'lt A Page 82 of 83
NECP
National Emergency Communications Plan
NGOs
Non -Governmental Organizations
NIMS
National Incident Management System
OCCOPSA
Orange County Chiefs of Police and Sheriff's Association
OTAP
Over the Air Programming
OTAR
Over the Air Rekeying
A suite of standards for digital radio communications for use by federal, state
P25
and local public safety agencies in North America to enable them to
communicate with different vendor radio systems using a common platform
Patch
Electrically connecting two or more radio channels or talkgroups so that those
users of those separate resources are able to communicate with each other
POC
Point of Contact
Portable
A lightweight, completely self-contained radio unit usually worn on user's belt
An agency, department, or individual directly involved with the health, safety,
Public Safety
and/or security of the public including, but not limited to police, Fre, emergency
management, and medical personnel and responders
An agency, department, or individual involved with providing non -emergency
Public Service
type services to the public including, but not limited to utilities, transportation,
education, and other governmental services, supporting public safety
Documentation, service and technical manuals, databases, spreadsheets and
software of the System containing critical operational and technical information
that could compromise the System if obtained by unauthorized personnel.
Restricted
Information
All items identified as'Restricted Information' will be maintained in secure
areas within the control of the Lead Agency and is not available outside of the
Lead Agency except by formal written request.
RF
Radio Frequency
SCID
Statewide Communications Interoperability Plan
SEDC
State Emergency Operations Center
Simplex
Radio to radio communications on one frequency. Also called Direct
A type of radio communications in which voice communications are transmitted
Simulcast
from multiple radio sites and can be received simultaneously by field units to
provide wide area coverage
Site
The physical location of an antenna tower, equipment shelter and radio System
infrastructure equipment
SOP
Standard Operating Procedure
SOW
Site on Wheels
Subscriber Unit
A mobile, hand held or control station radio used on a trunked radio system
System User
An individual operating a radio authorized to access the System.
18-86
Attachment A - Joint Agreement for 800 MHz CCCS Yl@I'lt A Page 83 of 83
Item/Acronym Definition
Lead Agency unit responsible for 24/7 monitoring of CCCS and responding to
System Watch any System issues. This includes notifications, troubleshooting, callouts, repair,
etc., resulting in System restoration.
TAC
Tactical on scene operation
Talk Around
Radio to Radio communications on one frequency, usually the same frequency
on which a repeater transmits. Simular to Direct or Simplex
Term ususally used with trunked radio systems. A talkgroup is a predefined list
Talkgroup
of radios/users assigned a unique ID which allows them to communicate with
each other over a trunked radio system.
Talkgroup Alias
Abbreviated naming of the talkgroup to fit within the 8 or 14
character radio display
Talkgroup Failsoft
Channel
The system channel designated for a talkgroup when in the faiisoft mode
Talkgroup ID
Numerical designation of the talkgroup in decimal and/or
hexadecimal
Talkgroup Name
Name of the talkgroup as it is programmed into the system
TIA
Telecommunications Industry Association
Trunking/Trunked
The automatic and dynamic sharing of a number of communications channels
between large numbers of radio users
UHF
Ultra High Frequency — Range of 300 to 3,000 MHz for public safety LMR usually
refers to two bands. 380 to 460 MHz (low) and 460 to 512 MHz (high).
UPS Uninterruptible Power Source — a battery back-up device that provides
emergency power to connected equipment when utility power is not available.
User Agency An agency authorized to operate a radio on the System.
Very High Frequency — For public safety LMR, usually refers to VHF High Band
VHF with a range of 136 to 164MHz. VHF Low Band has a frequency range below
100MHz.
An area in the radio / template containing positions for 16 individual talkgroups
Zone or conventional radio channels which is normally labeled by an acronym that
closely represents the owner agency
18-87
Attachment B
AGENDA STAFF REPORT
o
9LIroR�
I0T101D1IW11217N0OF
LEGAL ENTITY TAKING ACTION:
BOARD OF SUPERVISORS DISTRICT(S):
SUBMITTING AGENCY/DEPARTMENT:
DEPARTMENT CONTACT PERSON(S):
06/22/21
Board of Supervisors
All Districts
Sheriff -Coroner (Approved)
Jeff Hallock (714) 647-1804
Brian Wayt (714) 647-1803
Agenda Item
ASR Control 21-000476
SUBJECT: Approve and Authorize Joint Agreement for 800MHz Emergency Communications System
CEO CONCUR COUNTY COUNSEL REVIEW CLERK OF THE BOARD
Concur Approved Agreement to Form Discussion
3 Votes Board Majority
Budgeted: N/A Current Year Cost: N/A Annual Cost: N/A
Staffing Impact: No # of Positions: Sole Source: N/A
Current Fiscal Year Revenue: N/A
Funding Source: See Financial Impact Section County Audit in last 3 years: No
Prior Board Action: 6/2/2015 #27, 11/23/2004 #55, 6/24/2003 #37, 2/6/1996 #S59A
RECOMMENDED ACTION(S):
Find that the project is categorically exempt from the California Environmental Quality Act
(CEQA), Class 1, (Existing Facilities) pursuant to CEQA Guidelines, Section 15301.
2. Approve the re -written Joint Agreement for the Operation, Maintenance and Financial Management
of the Orange County 800 MHz Countywide Coordinated Communications System with the 34 cities
and Orange County Fire Authority.
SUMMARY:
Approval of the re -written Joint Agreement for the Operation, Maintenance and Financial Management of
the Orange County 800 Megahertz Countywide Coordinated Communications System will allow the
County to ensure that all Orange County cities share in the cost and have access to Countywide Coordinated
Communications System, which serves as the County's public safety radio system.
BACKGROUND INFORMATION:
On February 6, 1996, the Board of Supervisors (Board) approved the original Joint Agreement (Agreement)
for the Implementation and Operation of the OC 800 MHz Countywide Coordinated Communications
System (CCCS). The Sheriff -Coroner Department (Sheriff) operates and maintains the 800 MHz CCCS,
which provides centralized, interoperable voice radio communications for the County and its 34 cities,
Page 1
18-88
Attachment B
including all public safety and public service agencies, as well as a number of private, state and federal
agencies that provide support to the above agencies and/or have relevant communications requirements.
The 800 MHz CCCS is funded by the CCCS partnership in accordance with the financial requirements
outlined in the Agreement. The original agreement addressed city and County partnership responsibilities
and financial obligations for the implementation of the 800 MHz CCCS in Orange County. It was executed
by the then 31 cities and the Orange County Fire Authority (OCFA). The agreement was amended by the
Board on June 24, 2003, to include the capital improvement cost-sharing agreement negotiated by the
County with the 34 cities and OCFA and replaced the original Joint Agreement.
On November 23, 2004, the current Joint Agreement for the Operation, Maintenance and Financial
Management of the CCCS was entered into by the County, its 34 cities and other partnership agencies,
replacing the original 1996 Agreement and subsequent 2003 amendment with the intent to define the post -
implementation operational, technical and financial requirements and guidelines for the CCCS going
forward. On June 2, 2015 Board approved the current version of the Joint Agreement currently in place.
The 800 MHz Governance Committee (Governance Committee) oversees the operation of the CCCS. The
Governance Committee is currently comprised of four City Managers and three County representatives.
The proposed re -write of the Joint Agreement establishes the technical, operational, and financial
requirements for all agencies participating in the CCCS. This includes establishing financial parameters
for the year to year cost and for the costs of necessary system upgrades in the future. This also includes
establishing Bylaws for the Governance Committee.
The re -written Agreement was presented to the Governance Committee at the April 28, 2021, Governance
Committee Meeting. The Governance Committee approved the re -write and recommended submitting to
the Board for approval. The re -written Agreement was presented to the City Managers of the Partner
Agencies to seek input and revisions. All revisions received were incorporated into the document. The
Partner Agencies, which include 34 Orange County cities, OCFA, Orange County Transportation Authority,
Orange County Lifeguards, Irvine Valley College Police Department, Santa Ana Unified School District
Police Department and Saddleback College Police Department have confirmed their continued participation
in the CCCS.
Sheriff requests Board approval of re -written Agreement as referenced in the Recommended Action. The
re -written Agreement will replace and supersede previous versions, including all amendments. Once
approved by the Board, the re -written Agreement will then be forwarded to all Partner Agencies' Governing
Authorities approval and adoption.
Compliance with CEQA: The proposed project is Categorically Exempt (Class 1) from the provisions of
CEQA pursuant to Section 15301, because it consists of replacement of equipment in an existing public
facility, involving no expansion of its use.
FINANCIAL IMPACT:
Expenditures associated with 800 MHz are 100 percent funded by the 800 MHz CCCS Partnership
consisting of the County, 34 cities, OCFA, Orange County Transportation Authority, Orange County
Lifeguards, Irvine Valley College Police Department, Santa Ana Unified School District Police
Department, Saddleback College Police Department, Metro Net and West -Comm whose funding sources
may include the state, Federal Government, fees, General Fund and other funding sources.
Page 2
18-89
Attachment B
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Joint Agreement for 800 MHz CCCS
Page 3
18-90