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Home My WebLink About20222390.tiffRESOLUTION RE: APPROVE REGIONAL COMMUNICATIONS USER AGREEMENT AND AUTHORIZE CHAIR TO SIGN - TOWN OF KEENESBURG WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Regional Communications User Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Public Safety Communications, and the Town of Keenesburg, commencing January 1, 2022, and ending December 31, 2022, with further terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Regional Communications User Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Public Safety Communications, and the Town of Keenesburg, be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 17th day of August, A.D., 2022, nunc pro tunc January 1, 2022. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: dZxy %) .Xdso•� Weld County Clerk to the Board BY: Deputy Clerk to the Boar APPR• ED ounty A •rney Date of signature: Sc/3 1/22- S of K. James, Chair V Mi. re- an, Pro-Tem CC: CIM(TP) 9/2o/z2 2022-2390 CM0028 Cn-r'vcxc+ IDii-lel�i PASS -AROUND TITLE: DEPARTMENT: BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW Keenesburg Police Department PS Communications DATE: 07/28/2022 PERSON REQUESTING: Tina Powell Brief description of the problem/issue: The Town of Keenesburg is starting their own Police Department. The request is to approve WCRCC to provide dispatching services and wireless services to their agency. Legal has done an initial review and approval of this. Don Warden has also been made aware of the potential change to the Cost Allocation to include Keenesburg. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Approve: WCRCC provides dispatching services to Keenesburg Decline: WCRCC does not provide dispatching services Recommendation: I recommend approving the User Agreement and Wireless Agreement. Perry L. Buck Mike Freeman, Pro -Tern Scott K. James, Chair Steve Moreno Lori Saine Approve Recommendation Work Session Schedule Other/Comments: mkt ok opu_ 2022-2390 n/I-1 C'1oOZ,75 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT 1. PROVISION OF SERVICES BY THE COUNTY: a. The County, through the WCRCC, shall provide the following public safety dispatch services: i. Emergency 911 call answering ii. Police, fire, and EMS CAD/radio dispatching iii. NCIC/CCIC channel clearances iv. After -hour notifications for police, animal control involving concerns for public safety, fire, EMS, water and sewer, risk management, and public works. b. The public safety dispatch services listed in 1(a) shall be provided to the City/Town/District 24 hoursper day, seven days a week. c. If the City/Town/District desires additional emergency services beyond those described herein, it mayrequest such services from the County. It shall be in the sole discretion of the County whether to accommodate such requests and any additional services provided shall be the subject of a separate agreement. 2. REOUIREMENTS OF THE CITY/TOWN/DISTRICT a. City/Town/District must show annual maintenance records of all Subscriber units no later than December 31St of the current year and every year thereafter to include subscriber ID# and date of maintenance to the Director of Public Safety Communications. b. City/Town/District must show New Hire and Annual employee Radio Subscriber Unit Training documentation no later than December 31St of current year and every year thereafter to include name of employee, date of training and current radio template to the Director of Public Safety Communications. (See Appendix A for training content) 3. COST FOR DISPATCH SERVICES a. The County shall determine costs to be paid by the City/Town/District for dispatch services based upon the following methodology: i. Allocation of costs will be charged based upon utilization of services that drives costs, which are dispatched calls. Call volume will be averaged over the prior four years to avoid an entity from having a spike in costs due to an extraordinary event, such as a tornado. 020,702-.2390 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT iii. Cost for police dispatch and fire dispatch are different based upon the number of dispatch positions to handle the call volume. Therefore, costs will be prorated between fire and law based upon the percentage of the number of dispatch law and fire consoles. iv. The total budget for operations for the Weld County Regional Communication Center (WCRCC) shall be determined annually. From the total for operational costs the amount reimbursed by the Weld County E911 Authority for operations will be subtracted to determine a net cost of operations for the WCRCC to be allocated to user agencies. The net operating costs for the WCRCC shall be allocated between law and fire agencies based upon the number of dispatch positions for law andthe number of dispatch positions for fire divided by each of the total respective type of calls to arrive at a cost per call for each type of call (law or fire). v. The total cost for infrastructure depreciation for the Weld County Communication Center (WCRCC) shall be determined annually. From the total cost of infrastructure depreciation, the amount attributed to infrastructure depreciation for the Weld County E911 Authority will be subtracted to determine a net cost of infrastructure depreciation for the WCRCC to be allocated to user agencies. The net cost of infrastructure depreciation for the WCRCC shall be allocated between law and fire agencies, based upon the number of dispatch positions for law and the number of dispatch positions for fire divided by each of the total respective type of calls to arrive at a cost per call for each type of call, similar to the operational costs. vi. The costs per call type (law or fire) will be multiplied times the call volume averaged over four years for each law and fire agency to determine the total operational cost and cost for infrastructure depreciation for each agency annually. vii. From the above process the total annual costs for operations and infrastructure depreciation (less the amount allocated to the E911 Authority) allocated to each law and fire agency will be determined. Starting in 2022 each law and fire agency shall pay 40% of the total costs for operations and infrastructure depreciation allocated to each law and fire agency. viii. Annual cost for 2022 will be waived for the Keenesburg Police Department with the above allocation starting in 2023. b. If the City/Town/District requests or requires additional emergency services above the current servicelevel as described in 1(a), the City/Town/District will pay for the additional services in their entirety above and beyond any allocation from the adopted methodology. c. The cost basis for public safety dispatch services for the following year will be provided to the City/Town/District by June 1st of each year. 2 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT d. The County reserves the right to periodically review the cost allocation methodology and make any appropriate changes to the cost allocation methodology. Any such approved changes to the cost allocation shall modify the cost allocation terms of this Agreement and be imposed pursuant to the terms of this Agreement. If the cost allocation methodology change is uniformly applied to all like users no amendment to this agreement is required. 4. TERM: The term of this IGA shall be from January lst, 2022, to and until December 310, 2022, and shall continue for successive one-year periods thereafter, unless terminated sooner by either party by giving tothe other notice of termination at least 180 days prior to the projected date of termination. Or a mutually agreed upon date. 5. ENTIRE AGREEMENT: This writing constitutes the entire agreement between the parties hereto with respect to the subject matter herein, and shall be binding upon said parties, their officers, employees, agents, and assigns. 6. NO WAIVER OF IMMUNITY: No portion of this IGA shall be deemed to constitute a waiver of any immunities the parties or their officers, employees, or agents may possess, nor shall any portion of this IGA be deemed to have created a duty of care which did not previously exist with respect to any person not a party to this IGA. 7. NON -APPROPRIATION: Financial obligations of the parties imposed under this IGA and payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. By execution of this IGA, the parties do not warrant that funds will be available to fund this IGA beyond the current fiscal year and no portion of this IGA shall be deemed to create an obligation on the part of the County to expend funds not otherwise appropriated in each succeeding year. 8. NON -LIABILITY: The City/Town/District agrees that in no event shall the County be liable to the City/Town/District due to any stoppage, delay, or any impairment in the provision of dispatch services pursuant to this IGA where such stoppage, delay, or impairment result from acts of God, fire, war, legal or equitable proceeding, or any other cause which is outside the control of the County. 9. INDEMNITY: To the extent authorized or limited by law, the City/Town/District agrees to indemnify, defend, and hold the County, its officers, employees, and agents, harmless from and against any and all claims, suits, expenses, damages, or any injury to persons, entities, or properties arising from any and all acts, omissions, or failures to act by the City/Town/District, its employees, officers, and agents, occurring from the point of receiving public safety dispatch services pursuant to this IGA. To the extent authorized or limited by law, the County agrees to indemnify, defend, and hold City/Town/District, its officers, employees, and agents, harmless from and against any and all claims, suits, expenses, damages, or any injury to persons, entities, or property arising from any and all acts, omissions, or failures to act by the County, its employees, officers, and agents, occurring from the provision of public safety dispatch services pursuant to this IGA. 3 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT 10. NO THIRD -PARTY BENEFICIARY ENFORCEMENT: It is expressly understood and agreed that the enforcement of the terms and conditions of this IGA, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this IGA shall give or allow any claim or right of action whatsoever by any other person not included in this IGA. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this IGA shall be an incidental beneficiary only. 4 WELD COUNTY: WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT +k, IN WITNESS WHEREOF, the parties hereto have signed this Agreement this _1 1 _ day of V 5+ , CITY/TOWN/DISTRICT: Town of Keenesburg Date: ATTEST: darkv C ( f, BOARD OF COUNTY COMMISSIONERS Weld County Clerk to the Board BY: WELD COUNTY, COLORADO s AUG 17 2022 .2a -a390 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT General Radio Usage Information for WCRCC Agencies — Appendix A Weld County Regional Communications Center (WCRCC) has set forth the following protocols for all users to follow in order to help ensure the safety of all users on the radio network. 1. Ensure that all radio system users (both field users and Communications Center staff) are familiar with and trained in the proper radio procedures designed for their assigned duties when using the FrontRange Communications Consortium (FRCC) Radio Network. a. Users should be familiar with their agency's radio template, and the location of the followinginteroperability/tactical channels: i. NMAT 1 through NMAT 16 ii. MAC 5 through MAC 8 iii. 8TAC92 and 8TAC93 iv. WINTAG 1 through WINTAG 6 2. Radio Etiquette a. All communications, regardless of nature shall be restricted to the minimum practical transmission time and employ an efficient operating procedure. Transmissions of an excessive length on a trunked radio system can have the unintended consequence of busying the system forother users. b. Assume that everything said on the FRCC Radio Network is recorded, admissible in a court oflaw and available under the Freedom of Information Act. Audit trails are generated for all network transmissions. c. Pronounce words distinctly. d. When utilizing the radio system, use common sense and courtesy. e. Think before you speak - DON'T press the Push -to -Talk button until you know what you wantto say in your transmission. f. The FCC forbids profanity (this is a violation of Federal Law Title 18) and any superfluous orextraneous transmissions. g. Refrain from unnecessary words, such as "please" and "thank you". These words waste valuableairtime. h. All transmissions should be impersonal and professional. Do not use words or inflections thatreflect humor, irritation, sarcasm, or disgust. 3. Plain language shall be used for all radio communications. The use of codes, particularly agency specific codes have been found to be a barrier in the transmission of information. The use of codes cancause a reduction in communications interoperability during multi agency responses. a. There are a few acceptable codes when communicating with WCRCC. i. Code 3; Indicates an emergent response 1. Examples: "Need them to respond Code 3" or "I am Code 3" ii. Code 4: Indicates the unit is O.K. iii. Code 5: Indicates that a unit is in danger and needs assistance immediately. I. Code 5 initiates several actions from WCRCC: The channel you are on will immediately be cleared for radio traffic pertaining to your incident only. 6 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT Dispatchers will find assistance from the closest law units available, and those units will respond in an emergent manner until you state you are no longer in danger iv. Code 6: Person with a warrant, or the warrant itself v. 7M: Meal break vi. 7C: Short break (coffee break) 4. Make all transmissions brief and concise. If you must transmit a lot of information, break it into several shorter transmissions, utilizing a "Break" as described in the next item. Extended transmissions unnecessarily consume network resources and may result in other system users receiving a system busy. 5. Obtain confirmation from your dispatcher that they are ready to copy, prior to transmitting lengthy messages, such as descriptions of suspects or notifications. Break every so often to allow any other unit that may have an urgent message to transmit. Breaking a transmission involves stating "Break" and un-keying your radio for approximately 5 seconds. a. Example: "Are you ready to copy a BOLO for this missing juvenile?" b. Example: "Last name of Mouse, first of Mickey dob 010140. Break." (5 seconds) "Second clearance, Last name of Mouse, Minnie dob 010130." 6. Appropriate agency and unit identifiers will be utilized on all channels. This includes transmissionson your own assigned primary channel. a. Law units must use their agency name in front of their badge numbers. Badge numbers alone arenot indicative of the agency that is speaking and can create confusion during multi -agency events. i. Correct: "Dispatch, Greeley 123 Incorrect: "Dispatch, 123" b. With the exception of Greeley Fire, fire units shall use their unit identifier without the plain language agency preceding the unit number. This is allowed because the unit number includesthe agency identifier within it. c. When operating on a mutual aid channel or interoperability channel, or when a fire ground channel is patched to a mutual aid or interoperability channel, fire units must include their plain language agency before the unit number. This eliminates confusion for WCRCC and respondingoutside agencies that may have the same, or similar identifiers. 7. Challenge and Reply will be used to contact any other unit on the FRCC radio network. a. When calling another unit, or WCRCC via the radio system, the user shall use Challenge andReply format: who you are calling, your ID. i. Fire example: "2401, 2460" or "Dispatch, 2401". ii. Law example: "Evans 123, Evans 321" or "Dispatch, Evans 123" b. The calling party will wait for a response from the other person. c. Upon receipt of the response, the calling party will deliver their information. d. After calling party has completed their transmission, the recipient will advise that they received the information by saying "Copy" or giving a timestamp (when calling WCRCC). This will endthe conversation, and signal to other users on that channel that they may speak, 7 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT as needed. e. Primary talk groups are used to dispatch calls for service, contact users assigned to that talk group/channel and coordinate response to incidents specific to each agency assigned to that talk group/channel. 8. Clearance channels are used for requesting CCIC/NCIC information, requesting research, and requesting outside resources such as a tow, victim advocate, or for a BOLO/APB to be sent. The clearance channel should also be used for law units to log on and off duty, requesting to be placed in anadministrative status, etc., as these are not related to a call, or officer safety related information. a. Clearance channels become the primary dispatch channel when the normally assigned primarychannel has been cleared for an in -progress event. 9. Tactical, Fire Ground, and/or Mutual Aid channels are used for tactical/operational communicationsbetween field units and occasionally the communications center. a. On larger incidents, separate and unique tactical and/or operations talk -groups may be assignedby the communications center for specific functions. b. Assignments using county -wide talk groups/channels are made by WCRCC as requested by theIncident Commander/ Patrol Supervisor or designee. c. Assigned channels may be WINTAG, NMAT or MAC channels, based on the needs of theincident, or interoperability needs with agencies outside of Weld County 10. When a user is on a mutual -aid or tactical channel, the name of the channel shall be transmitted inthe calling format. i.e., WINTAG, NMAT, or MAC channels. a. Example: "Dispatch, Weld 123 on NMAT 1" or "Greeley 123, Weld 123 on NMAT 1" 11. Law enforcement units that are responding to assist another agency shall be instructed to switchto that agency's primary dispatch talk group. a. Example: A Sheriff Deputy is responding into the City of Greeley to assist on a call. The SheriffDeputy shall change talk groups to Greeley 1. 12. Fire units that are responding to assist another agency shall be instructed to switch to thatagency's fire ground channel to communicate with them. a. Example: Lasalle Fire is responding to assist Evans Fire, in Evans, at the scene of a structure fire.Lasalle Fire shall change talk groups to Fire Ground 6 when communicating with other units on- scene. Either agency or the incident commander will switch to WC Fire to communicate with WCRCC, as needed. 13. When a primary law channel has been cleared for an in -progress event, any unit that was not associated with that event, should switch to the clearance channel to advise WCRCC that they wish to beattached to the event. a. Once they have received confirmation from WCRCC, it is then acceptable to switch back to theprimary channel to communicate with the units associated with the in -progress event. 14. Use the correct radio channels to communicate with WCRCC if you are having coverage problemson FRCC. a. LAW: MAC 7, MAC 5 b. FIRE: MAC 6, MAC 5 c. EMS: MAC 8, MAC 5 8 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT 15. When law agencies contact WCRCC with clearance requests, the correct phonetic alphabet shall be used for spelling out unusual names, license plate letters and so forth. They are always transmitted as "Adam, "Boy," or "Charles" instead of "A as in Adam," etc. Due to the variations of phonetic alphabets,only the APCO Project Two phonetic alphabet will be used. a. A Adam B Boy C Charles D David E Edward F Frank G George H Henry I Ida J John K King L Lincoln M Mary N Nora O Ocean P Paul Q Queen R Robert S Sam T Tom U Union ✓ Victor W William X X -Ray Y Young Z Zebra 9 WELD COUNTY REGIONAL COMMUNICATIONS USER AGREEMENT 16. Busy Tones and Push -to -Talk button a. After pressing the Push -to -Talk (PTT) button, wait until the end of the "talk permit" tone before speaking. The conclusion of the "talk permit" tone means thatyou have the air at that instant and can begin delivering your message. b. If another unit has the air, or the network is busy, you will receive a "system busy" tone. If you receive a "system busy" tone, release the PTT button, and await a "talk permit" tone. The system will automatically give you the air once the air is available for your transmission. At this time, you should press the PTT again and then speak. c. Do not continue to press the PTT button after receiving a "system busy" tone. By doing so you will lose your place and will be put to the end of the list. 17. Emergency buttons (orange button) should be utilized only when the user is in immediate, life or death, danger. a. Every attempt by the user should be made to relay their location and the nature ofthe problem. b. If the activation of the button was accidental, do not switch talk groups or yourchannel selector to another talk group/channel. c. The dispatcher will inquire about your status and location. You need to respondwith your location and status of Code 4 if there is no emergency. d. Any response other than Code 4 shall initiate additional and/or law enforcementunits being sent to your last known location. e. Only reset your radio when the dispatcher tells you too. 18. The Communications Center assigns additional talk group/channels for planned or scheduled events. Any event, known in advance, that requires additional communications resources needs to be requested through a WCRCC supervisor. a. Alternate talk group/channel(s) will be assigned as available for the duration of the event upon request. b. Talk group/channel assignment is subject to pre-emption if the channel is requiredfor reassignment to an emergency event. c. Alternate talk group channels should be scheduled as far in advance as possible. d. The use of talk groups/channels must be coordinated through the CommunicationsCenter in order to prevent interference between multiple operations, as WCRCC dispatches for many different agencies. e. The Communications Center will be notified by the requesting agency or IncidentCommander when the requested talk group/channel(s) will no longer be needed. 19. Agencies shall give the Communications Center Manager no less than 5 days' notice prior to a scheduled event for arrangements to be made to provide an additional dispatcher if any additional talk groups are to be monitored by the Communications Center. 10 Contract Form Ni Contras Request; Entity Information Entity Marne TOWN OF KEENESBURG Entity ID* ^40003.349 Contract Name WELD COUNTY REGIONAL COMMIS USER AGREEMENT Contract Status CTB REVIEW ❑ New Entity? Contract ID 6159 Contract Lead'" TPOWELL Contract Lead Email tpowel I@we ldgov. coo Parent Contract ID Requires ltoard Approval YES Department Project # Contract Description* TOWN OF KEENESBURG IS STARTING A POLICE DEPT. THIS IS THE WCRCC USER AGREEMENT AND AMENDMENT FOR WIRELESS SERVICES Contract Description 2 Contract Type* AGREEMENT Amount* 00,00 Renewable. YES Automatic Renewal YES Grant IGA Department COMMUNICATIONS Department Email CM- Communicati onsOweldgou.c om Department Head Email CM-Communications- DeptHeadCANeldgov.cam County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM - C O U NTYATTO R N EY @WELD G OV.COM Requested BOCC Agenda Date * 08,'01'2022 Due Date 07/28/2022 Will a work session with 11 CC be required?* NO Does Contract require Purchasing Dept. to be included? NO If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note_ the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Cont Dat Effective Date 08116"2022 Review Date. 0710112023 Renewal Date' 08,E"1612023 Termination Notice Period Purchasing Purchasing Approver Approval roc Department Head TINA PO ELL DH Approved Date 08,05 2022 al BOCC Approved BOCCC Signed Date BOCC Agenda Date 08O7 a 2 02 2 Final Appri Originator TPOWELL. Cotnrnitted Delivery Date Finance Approver CHERYL PATTELLI Expiration Date Purchasing Approved Date Finance Approved Date 08/05,2022 Tyler Ref* AG 081722 Legal Counsel BRUCE BARKER. Legal Counsel Approved Date 08,09/2022 Hello