HomeMy WebLinkAbout20170606.tiffEsther Gesick
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CM-ClerktoBoard; Tina Powell; CM-Communications-DeptHead
Fast Tracked Contract ID (7481)
Contract # 7481 has been Fast Tracked to CM -Contract Maintenance.
You will be notified in the future based on the Contract information below:
"#11
Entity Name: FREDERICK POLICE
Contract Name: REGIONAL COMMUNICATIONS USER AGREEMENT Contract Amount: $0.00 Contract ID: 7481 Contract
Lead: TPOWELL
Department: COMMUNICATIONS
Review Date: 4/1/2024
Renewable Contract: YES
Renew Date: 4/1/2024
Expiration Date:
Tyler Ref #:
Thank -you
RESOLUTION
RE: APPROVE REGIONAL COMMUNICATIONS USER AGREEMENT AND AUTHORIZE
CHAIR TO SIGN - TOWN OF FREDERICK
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 Frederick, commencing January 1, 2015, 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 Frederick, 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 27th day of February, A.D., 2017, nunc pro tunc January 1, 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:� j ok.
Weld County Clerk to the Board
BY:
AP
eputy Clerk to the Board
ounty ttorney
Date of signature: (JCol I`l
Julie A. Cozad, Chair
Steve Moreno, Pro-Tem
ike Freeman
Cc' CmCmw), CAL
3tatil
2017-0606
CM0025
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; and
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
hours per day, seven days a week.
c. If the City/Town/District desires additional emergency services beyond those described herein, it
may request 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. REQUIREMENTS OF THE CITY/TOWN/DISTRICT
a. City/Town/District must show annual maintenance records of all Subscriber units no later than
December 315` of 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 3l51 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.
The County shall determine costs to be paid by the City/Town/District for dispatch services based upon
the following methodology:
a. The county shall determine costs to be paid by the City/Town/District for dispatch services based
upon the following methodology:
• 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.
2017-0606
Page
• 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.
• The total budget for operations for the Weld County 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 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 (law or fire).
• 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.
• 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.
• 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 2016 each law and fire agency shall pay ten percent (10%) of the total
costs for operations and infrastructure depreciation allocated to each law and fire agency, in 2017
twelve and one-half percent (12.5%), in 2018 fifteen percent (15%), in 2019 seventeen and one-
half percent (17.5%) and in 2020 and beyond twenty percent (20%).
b. If the City/Town/District requests or requires additional emergency services above the current
service level 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 1 of each year.
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 1, 2016, to and until December 31, 2016, and shall
continue for successive one year periods thereafter, unless terminated sooner by either party by giving to
the other notice of termination at least 180 days prior to the projected date of termination. Or a mutually
agreed upon date.
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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 property 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.
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.
31Page
� 7F-
N WITNESS W EREOF, the parties hereto have signed this Agreement this 400. -day of
,201 .
CIT'Y/TO WN/DYSTRICT:
%Zvi o f e,t- /CA
By: ___
Name: aagpt�__(, r '3ctr
Title: c 'A' /AC L/
Date
WELD COUNTY:
ATTEST: d v• 'g1 BOARD OF COUNTY COMMISSIONERS
Weld C
BY:
y
Clerk to the Bo
Deputy Cl k to
WELD COUNTY, COLORADO
lie A. Cozad, C a FIB 2 7 2017
„17OVED AS T F� i r ' '�'�+►` r ' PROVED AS TO SUBSTANCE:
Controller
APPROVED AS TO FORM:
,t/
County Attorney
Elected Official or Department Head
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O2O / 7- p &oe•
General Radio Usage Information for WCRCC agencies
Weld County Regional Communications (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 Front
Range Communications Consortium (FRCC) Radio Network.
a. Users should be familiar with their agency's radio template, and the location of the following
interoperability/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 for
other users.
b. Assume that everything said on the FRCC Radio Network is recorded, admissible in a court of
law 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 your speak — DON'T press the Push -to -Talk button until you know what you want
to say in your transmission.
f. The FCC forbids profanity (this is a violation of Federal Law Title 18) and any superfluous or
extraneous transmissions.
g. Refrain from unnecessary words, such as "please" and "thank you". These words waste valuable
air time.
h. All transmissions should be impersonal and professional. Do not use words or inflections that
reflect 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 can
cause 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.
1. Code 5 initiates several actions from WCRCC: The channel you are on will
immediately be cleared for radio traffic pertaining to your incident only. WCRCC
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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 transmissions
on your own assigned primary channel.
a. Law units must use their agency name in front of their badge numbers. Badge numbers alone are
not 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 includes
the 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 responding
outside 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 and
Reply 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 end
the conversation, and signal to other users on that channel that they may speak, as needed.
e. Primary talkgroups 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.
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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 an
administrative 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 primary
channel has been cleared for an in -progress event.
9. Tactical, Fire Ground, and/or Mutual Aid channels are used for tactical/operational communications
between field units and occasionally the communications center.
a. On larger incidents, separate and unique tactical and/or operations talk -groups may be assigned
by the communications center for specific functions.
b. Assignments using county -wide talkgroups/channels are made by WCRCC as requested by the
Incident Commander/ Patrol Supervisor or designee.
c. Assigned channels may be WINTAG, NMAT or MAC channels, based on the needs of the
incident, 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 in
the 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 switch
to 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 Sheriff
Deputy shall change talk groups to Greeley 1.
12. Fire units that are responding to assist another agency shall be instructed to switch to that
agency'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 talkgroups 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 be
attached to the event.
a. Once they have received confirmation from WCRCC, it is then acceptable to switch back to the
primary 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 problems
on FRCC.
a. LAW: MAC 7, MAC 5, 8TAC93, 8TAC92
FIRE: MAC 6, MAC 5, 8TAC93, 8TAC92
EMS: MAC 8, MAC 5, 8TAC93, 8TAC92
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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
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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 that
you 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 in the queue and will be put to the end of the
queue 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 of
the problem.
b. If the activation of the button was accidental, do not switch talk groups or your
channel selector to another talk group/channel.
c. The dispatcher will inquire about your status and location. You need to respond
with 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 enforcement
units being sent to your last known location.
e. Only reset your radio when the dispatcher tells you too.
18. The Communications Center assigns additional talkgroups/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 required
for reassignment to an emergency event.
c. Alternate talk group channels should be scheduled as far in advance as possible.
d. The use of talkgroups/channels must be coordinated through the Communications
Center 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 Incident
Commander 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 in order for arrangements to be made to provide an additional
dispatcher if any additional talk groups are to be monitored by the Communications Center.
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