Item 14 - S.D. Regional 800 MHz Public Safety/Public Service Radio Comm System '-' AGENDA REPORT SUMMA'""~
FROM: James L. Bowersox, City Man~ A
John D Fitch Assistant Cit Man~a~er~fF~
INITIATED BY: . , y g /] /~
Mark A. Sanchez, Director of Safety Sd/vices ~
DATE: April 18, 1995
SUBJECT: San Diego Regional 800 MHz Public Safety/Public Service Radio
Communications System
The San Diego County Board of Supervisors is committed to establishing an integrated county-wide
communications system using the 800 MHz frequency band. The system, which has been designed, will
meet the needs of all public safety agencies.
ENVIRONMENTAL REVIEW
Environmental review is not required according to CEQA guidelines.
None
ADDmONAL PUBLIC NOTIFICATION
None.
I RECOMMENDATION
It is recommended that City Council adopt a Resolution approving a budget for County Service Area 135 -
Zone F and requesting the levy of benefit charges for the City's participation in the regional 800 MHz radio
system and approve the attached Agreement for the Regional Communications System.
ACTION
~. of 32 '.APR 18 1995 ITEM 14. 1
- AGENDA REPORT
CITY OF POWAY
TO: Thc Honorable Mayor and Members of thc City Council
FROM: ,James L. Bowersox, City Mana~-')
INITIATED
BY:
John D. Fitch, Assistant City Manager~/~x
Mark A. Sanchez, Director of Safety SerVices
DATE: April 18, 1995
SUBJECT: San Diego Regional 800 MHz Public Safety/Public Service Radio
Communications System
On August 31, 1993, City Council adopted Resolution No. 93-131 consenting to the inclusion of the
City of Poway in the proposed county service area formed to provide an 800 MHz radio
communications system.
Currently in the San Diego region, public safety agencies are utilizing aged and/or non-compatible
communications systems. In the City of Poway, law enforcement, fire and public services are unable
to talk on common radio frequencies.
The County of San Diego, through its Department of Information Services, is spear-heading the
development of a regional 800 MHz radio system. The system, as proposed, will place all participants
in common communication. A number of jurisdictions are currently using 8_00 MHz, including the
City of San Diego, Heartland ~ East County) and Escondido.
FINDINGS
The County Board of Supervisors has moved in favor of the regional radio system and has formed
County Service Area (CSA) 135 for the purpose of funding the regional communications system.
Zone F of CSA 135 is co-terminus with city boundaries for city specific requirements. The Board of
Supervisors has provided an Agreement (See Attachment A) between the County of San Diego and
participating cities and jurisdictions regarding the implementation, governance, method of funding and
costs of the regional system.
The system will provide all City public safety agencies with a common means of communication.
CSA - 135 Zone F may be used to fund both the main support and user equipment. Utilization of CSA
135 - Zone F for funding the project will place a scheduled fee per parcel in the City. (See Attachment
B.)
ACTION:
la of 32
The Regional Communication:~' ,stem Agreement (See Attachment C) -'1 replace the participating
public service and public safety agencies existing radio communications systems throughout San
Diego and Imperial Counties with a modem, trunked radio system. The City of Poway will receive
154 radios for law enforcement, fire and public services.
~-~ A mobile data system will be used to transmit data for regional public safety and public service users
over 800 MHz radio frequencies dedicated to that purpose.
The new system will provide effective and reliable radio communications for routine intra-agency
operations as well as inter-agency communications throughout the region during mutual aid and
disaster operations.
ENVIRONMENTAL REVIEW
This item is not subject to CEQA review.
None.
ADDITIONAL PUBLIC NOTIFICATION AND CORRESPONDENCE
None.
RECOMMENDATION
It is recommended that City Council adopt a Resolution approving a budget for County Service Area
135 - Zone F and requesting the levy of benefit charges for the City's participation in the regional 800
MHz radio system and approve the attached Agreement for the Regional Communications System.
Attachments:
Attachment A - Resolution of the City Council
Attachment B - Agency Specific Cost Summary
Attachment C - Regional Communications Agreement
APR 18 1995 ITEM 14. 1
2 of 32
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA
APPROVING A BUDGET FOR COUNTY SERVICE AREA 135 - ZONE F
AND REQUESTING THE LEVY OF BENEFIT CHARGES
FOR COUNTY SERVICE AREA 135 - ZONE F
WHEREAS, the City Council recognizes the importance of regional communications to
mutual aid assistance and coordination in the event of a disaster; and,
WHEREAS, the City Council adopted a resolution on August 31, 1993 requesting
inclusion of all the territories of the City of Poway in a county service area to be formed to
provide regional public safety and public service communications; and,
WHEREAS, on December 6, 1994, the County of San Diego Board of Supervisors
formed County Service Area 135 for the purpose of funding the Regional Communications
System; and,
WHEREAS, the County Board of Supervisors has established Zone F of County Service
Area 135 co-terminus with the City boundaries for City specific requirements; and,
WHEREAS, the City Council has reviewed the proposed Budget for the 1995-1996 fiscal
year; and,
WHEREAS, the expenditures are necessary for the proper operation of the Regional
Communications System;
NOW, THEREFORE, BE IT RESOLVED that the City of Poway:
1. Requests the Board of Supervisors to adopt an ordinance providing a procedure for fixing
and collecting charges on the tax roll for miscellaneous extended services provided by
County Service Area 135 - Regional Communications System at a rate not to exceed
$1.00 per benefit unit ($7.00 per single family dwelling);
2. Requests the Board of Supervisors to adopt an ordinance providing a procedure for fixing
and collecting charges on the tax roll for miscellaneous extended services provided by
County Service Area 135 - Zone F, City of Poway;
3. Determines that units shall be assigned to each parcel in proportion to the estimated
benefit received by that parcel, that parcels not benefiting from the service shall not be
assigned units of benefit, and that the estimated benefit received shall be calculated as
follows:
3 of 32 ATTACHMENT ^ A~R 18 1~95 I~'~i~ 14 · 1
Resolution No.
Page 2
LAND USE ~
Single family, residential (including farm land) 7 per dwelling unit
Multi-family and condominium 6 per dwelling unit
Mobile homes (not in space rental parks) 4 per dwelling unit
Trailer parks (with rental spaces) 4 per pad
Timeshare 0.5 per dwelling unit
Vacant residential 4 per parcel
Office and industrial condominiums 6 per parcel
Vacant commercial and institutional 8 per parcel
Parking lots and garages 9 per parcel
Vacant industrial 12 per parcel
Improved industrial 14 per parcel
Offices and stores 16 per parcel
Meeting hall, gyms, marinas and docks 18 per parcel
Other improved commercial and industrial 20 per parcel
Mining, vacant recreational, golf courses
and camps 1 per parcel if less than 10
acres; 2 per parcel ff between
10 and 20 acres; 3 per parcel
if 20 acres or more
4. Approve the proposed budget as submitted and direct it to be forwarded to the County of
San Diego for implementation;
5. Fund the budget for County Service Area 135 - Zone F with benefit charges not to exceed
$1.12 per unit.
APPROVED and ADOPTED by the City Council of the City of Poway, State of
California, this 18th day of April 1995.
Don Higginson, Mayor
ATTEST:
Marjorie K. Wahlsten, City Clerk
4 of 32 APR 18 1995 ITEM 1;; · 1
REGIONAL COMMUNICATIONS SYSTEM
Agency Specific Cost Summary
CITY OF POWA Y
Regional Communications System ~~
Project Progress MILESTONES ~ ~-
· October 3, 1994 · LA?CO approved formation of CSA
f$5 for the RCS,
December 6, 1994 · Board of Supervisors adopted a
resolution to form CSA 135, and
(pdor to approving funding
ordinances) asked for participating
jurisdictions to submit budget
resolutions.
· March 7, 1995 · Board of Supervisors signed
Participating Agency Agreement
Regional Communications System ~
Project TIMELINE
· April 24, 1995 · Deadline for obtaining CSA
budget resolutions and RCS
agreement approvals from
participating jurisdictions.
· April 24, 1995 · Deadline for jurisdictions to
submit their CSA 135 ZONE
budgets and resolution adopting
the budget. (If not submitted by
April 24th, must wait until the
7996-1997 fiscal year.)
Regional Communications System
Project TIMELINE
· Early May, 1995 · Return to Board of Supervisors
with budgets so funding
ordinances can be approved.
· May - June, ?995 · County of San Diego funds the
RCS Project.
· July, 1995 · Construction of mountaintop
radio system sites begins
· Late 1997 · Participating agencies begin to
use the RCS.
'APR 18 1995 ITEM 14. 1
6 of 32
Regional Communications System
Project COMPONENTS
· County Local Government Radios ·5,326,959
· County Communications Center · 9, 173, 686
· Communications Center · 5,098,213
Equipment
* A portion of the countypublic
These are County specific costs, safety radios will be allocated to
Sheriff contract cities based on
These cos ts will be shared the number of units operating in
among all participating agencies, the city.
Regional Communications System
COMPONENTS
· Backup Communications Center· $ 575,339
Upgrade
· Backup Communications Center · 1,747,827
Equipment
· Computer Aided Dispatch System · 3, 788, 502
Upgrade
· Mobile Data System · 13,693,216
· Automatic Vehicle Locator System · 2,879,255
These ere Co.nty specific costs. TO TAL $83,079,973
However, other agencies have an
option to join and share the costs of
the Mobile Data and AVL Systems..~ .~ ~ ~,~
APR 18 1995 I~E~'.~ 1~. 1
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Family Parcel in PO WA Y
· Number of Benefit Units · 111,924 .
· Annual Zone Revenue Request · $124,832 **
· Zone Cost per Benefit Unit · $1.11
· Backbone Cost per Benefit Unlt · $1.00 MAX.
· Annual Cost for a Single · $14.81
Family Parcel
' Based on 1994 Counts; does not include
Benefit Units/or Frailer Parks in the C#y
" Ba~ed on 7 % APR.
ESTIMA TED Total Cost Summary ~
City of POWA ¥
No Radio System Maintenance Costs in FY '95-'96. Subtract $46,200.
Calculations based on 7 % APR. Actual APR ma_y differ.
APR 18 1995 17EM 1~. 1
8 o~ 32
..~an Diego County. Imperial County,
Regional Communications System
Agreement
Between the County of San Diego and Participating Cities
and Jurisdictions Regarding the Implementation,
Governance, Method of Funding and Costs of a Regional
Radio System Providing Communication Services to
Pubfic Safety and Public Service Agencies Operating in
San Diego County and Imperial County.
March 7, 1995
Mr. Jim Bowersox
City Manager
City of Poway
9 of 32 ATTACHMENT C APR 1 8 1995 ITEIYl 1;~. 1
San Diego County - Imperial County
REGIONAL COMMUNICATIONS SYSTEM AGREEMENT
Table of Contents
SECTION SUMMARY PAGE
1. Purpose and Intent of Agreement f
2. .Regional Communications System (RCS) Overview
3. Agreement Contingencies 2
4. RCS Participants 2
5. Additional Participants 2
6. .Performance Requirements 3
7. RCS Access Priorities 3
8. RCS Governance 3
9. Roles and Responsibilities 4
10. RCS Member Board 4
11. RCS Board of Directors 5
12. Representation on the RCS Board of Directors 7
13. RCS Board of Directors Terms and Qualifications 8
14. Attendance and Participation by the Public 9
15. RCS Voting Requirements 9
16. Department of Information Services Support Staff Role 9
17. Agency Costs and CSA Benefit Charges 10
18. Point of Demarcation .ResPonsibility of Equipment 13
19. Purchase of RCS Compatible Equipment 13
20. Term of Agreement; Entire Agreement 13
21. Agreement Modification 13
22. .Termination of Agreement 14
23. Binding Arbitration 14
Signatures Authorizing Signatures of Governing Parties 15 - 18
Exhibit "A" Parties to the Agreement
Exhibit "B" Estimated Agency One-Time Costs (Voice and Data)
Exhibit "C" Example of Estimated Post Agreement Start-up Costs
Exhibit "D" RCS Governance Structure Flow Chart
San Diego County- Imperial County
REGIONAL COMMUNICATIONS SYSTEM
Participating Agency Agreement
1. Purpose and Intent of Agreement
1.1. This Memorandum of Agreement dated as of March 7, 1995, between the
parties named in Exhibit '%" and the County of San Diego, a political
subdivision of the State of California, provides for the development and
operation of a Regional Communications System (RCS) benefiting the
radio communication needs of public safety and public service agencies
operating in the counties of San Diego and Imperial.
1.2. Nothing in this Agreement is intended to lessen participating member
jurisdictions' authority over and responsibility for events occurring within
their jurisdiction.
1.3. In order to provide an alternate source of funding for agencies participating
in the RCS, the County of San Diego has formed County Service Area
(CSA) 135 pursuant to Government Code (GC) Section 25210.1 et. seq.
1.4. For participating agencies deciding to use CSA 135 to fund their system
costs, the County intends to levy parcel charges according to benefit per
§25210.77a GC.
NOW THEREFORE, THE PARTIES HERETO AGREE AS FOLLOWS:
2. Regional Communications System (RCS) Overview
2.1. The RCS will replace the participating public service and public safety
agencies' existing radio communication systems throughout San Diego and
Imperial counties with a modern, trunked radio system.
2.2. The RCS will include a separate Mobile Data System (MDS) that will be
used to transmit data for regional public safety and public service users
over 800 MHz radio frequencies dedicated to that purpose. Participation in
the MDS is not mandatory, and the MDS coverage area will be subject to
agency participation.
2.3. The RCS shall provide effective and reliable radio communications for
routine intra-agency operations as well as inter-agency communications
throughout the region during mutual aid and disaster operations. Public
safety and public service agencies throughout the counties of San Diego
and Imperial will have the opportunity to join the RCS.
2.4. For the purposes of this Agreement, Public Safety and Public Service
agencies are defined to include:
'APR 1 8 1995 ITF. J 14. 1
il of 32
Participating Agency A_ -'ement ~
2.4.1. Public Safety includes all law enforcement, fire service, EMS and
disaster preparedness agencies in San Diego County and
Imperial County.
2.4.2. Public Service includes the State of California Department of
Transportation (CALTRANS) District 11 and other participating
agencies in the counties of San Diego and tmperiat whose
primary responsibility is providing citizens with services other than
law enforcement, fire service and disaster preparedness.
2.5. All law enforcement, fire service, disaster preparedness and participating
public service agencies in San Diego County and Impedal County shall
have access to mutual aid communications capabilities.
2.6. Communications with agencies that have installed their own 800 MHz radio
systems shall be facilitated via inter~aces to the RCS.
3. Agreement Contingencies
This agreement is void unless financing for the radio system infrastructure is
approved by the San Diego County Board of Supervisors and the necessary
financing closes. As to the County of Imperial, this Agreement shall terminate if a
CSA or other funding mechanism for communications purposes is not established
within bNO years of the date of this Agreement.
4. RCS Participants
4.1. The RCS shall be designed to support the requirements of San Diego and
Imperial county public safety and designated public service participants.
4.2. CALTRANS radio requirements shall be supported throughout Distdct 11,
which includes the counties of San Diego and Imperial in their entirety.
4.3. All participants shall receive equitable representation on the Regional
Communications System Member Board (RCS Member Board) as set
forth in this Agreement.
4.4. As part of implementing this agreement, participating agencies shall co-
license or transfer their currently allocated 800 MHz frequencies to the
County of San Diego for use in the RCS.
4.5. No actions by the RCS Board of Directors, by the County of San Diego or
by the County of Imperial may be so broad in nature that they negatively
affect or impact the operational or legal integrity of its individual member
agencies.
5. Additional Participants
5.1. As system capacity permits, the RCS Board of Directors may approve
other agencies joining the RCS on a case-by-case basis after the date of
this Agreement.
5.2. Priodty consideration shall be given to agencies with licensed, public
safety/public service 800 MHz frequencies that can be co-licensed or trans-
March 7, 1995
Page 2
ii of 3i ,&PR 1 s 1995 |'i'E,~ 14. 1
Participating Agency/. ;ement ~
ferred to the RCS, if such action can result in enhanced radio
communications capabilities for ali participants.
6. Performance Requirements
6.1. The RCS shall be designed to provide a high levet of service and
responsiveness, with region-wide coverage and capacity for all planned
users throughout the term of this Agreement.
6.2. The RCS design objectives for the performance of portable and mobile
voice and data radio equipment, and the quality of coverage provided shall
be determined by the RCS Board of Directors and appropriate County of
San Diego staff.
6.3. The RCS shall be designed to meet the loading requirements of the
anticipated busiest hour for all planned users over the life of the system.
6.4. The actual RCS coverage plan shall be determined by the RCS Board of
Directors.
7. RCS Access Priorities
7.1. In the event that all radio channels in the RCS are busy, users wanting to
speak shall be prioritized as follows, regardless of how long they have been
waiting.
7.1.1. Priority One -- Emergency Identification.
An Emergency identification is defined as the message received
when a public safety member calls for immediate assistance by
activating an emergency button or switch on the user radio
equipment.
7.1.2. Priority Two -- Public Safety
7.1.2.1. Public Safety includes the normal daily radio
transmissions of law enforcement, fire service,
paramedic providers and disaster preparedness
personnel using the RCS.
7.1.2.2~ Public Safety also includes RCS users whose normal
lower priorities have been temporarily changed to
resolve an unusual occurrence or large scale disaster.
7.1.3. Priority Three -- Non-Public Safety, Special Event.
Non-Public Safety, Special Event includes planned events
involving public service agency participants that are beyond the
scope of their normal daily operations.
7.1.4. Priority Four -- Non-Public Safety, Regular,
Non-Public Safety, Regular includes the normal daily radio
transmissions of public service agencies using the system.
8. RCS Governance
March 7, 1995
]'8 1.
Participating Agency~ cement ~
8.1. The overall goal in governing the .RCS shall be to establish an operational
and management structure that will provide authority to participants during
the RCS's development and in the subsequent ongoing administration and
management throughout the term of this agreement. Exhibit "D" depicts an
RCS governance flowchart.
8.2. The RCS Member Board and the `RCS Board of Directors are established
by this Agreement, the duties and responsibilities of which are set forth in
{}10 and §11,
8.3. The governance objectives include:
8.3.1. Provide a structure which retains administration and fiscal
responsibility of the system in the control of the participating
agencies.
8.3.2. Allow the use of a CSA funding mechanism.
8.3.3. Establish an organization which facilitates decision making.
8.3.4. Leverage resources where appropriate.
8.3.5. Develop an organization which will remain flexible and meet the
needs of the participants over the term of the agreement.
9. Roles and Responsibilities
As required by the California CSA law, the San Diego County Board of Supervisors
shall have ultimate legal and fiscal control over the RCS. Subject to such ultimate
control, the Board of Supervisors shall delegate the fiscal control and operational
administration of the RCS to the RCS Board of Directors.
'10. RCS Member Board
10.1. Each of the parties to this Agreement desires to participate in the
governance of the RCS as a member of the Regional Communications
System Member Board to be formed under the provisions of this
Agreement.
10.2. The Regional Communications System Member Board shall have re-
sponsibility for, and shall provide administration of components of the RCS
that are common to all participating agencies.
10.3. Each participating agency shall appoint one representative to serve on the
RCS Member Board. Representatives to the RCS Member Board shall
serve at the pleasure of their respective appointing authority.
10.4. A participating jurisdiction with multiple agencies whose public safety and
service radio communication needs are being met by the RCS shall be
entitled to one representative on the RCS Member Board for each type of
agency. (I. E., a participating city whose police and fire departments use
the RCS shall have a RCS Member Board representative from each
department.)
March 7, 1995
Page 4
14 of 32 'J~PR 18 1995 I]'~'-M 14. 1
Participating Agency A~ .'merit ~
10.5. The RCS Member Board shall be_responsible for recommending
operational changes and for participating in other committees, or in other
ways deemed appropriate by the RCS Board of Directors.
10.6. The RCS Member Board shall be responsible for approving the annual
budget.
11. RCS Board of Directors
11.1,The RCS Board of Directors shall be composed of RCS representatives of
each type of participating public safety/public service agency.
11.2. Members of the RCS Board of Directors shall be determined in the
following manner, according to the type of agency.
11.2.1. San Diego County:
1 1.2.1.1. The delegate from the San Diego Sheriff's Department
shall be the Sheriff or the Sheriff's designate.
11.2.1.2. The representative for the County of San Diego shall
be the Chief Administrative Officer (CAO) or the CAO's
designate, preferably from the Office of Disaster
Preparedness.
11.2.1.3. The municipal police representative shall be a police
chief or designate from RCS member agencies who
shall be selected by the San Diego County Police
Chiefs and Sheriff's Association.
1 1.2.1.4. The municipal fire representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the San Diego County Fire Chiefs
Association.
11.2.1.5. The fire district representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the San Diego County Chapter, Fire
Districts Association of California.
11.2.1.6. The North County Dispatch Joint Powers Authority
(JPA) representative shall be a fire chief or designate
from RCS member agencies who shall be selected by
the North County Dispatch JPA governing body.
11.2.1.7. The Heartland Communications Facility JPA (HCFA)
representatives shall be designates from RCS member
agencies who shall be selected by the HCFA governing
body.
11.2.2. Imperial County:
11.2.2.1. The delegate from the Imperial County Sheriff's Office
shall be the Sheriff or a designate.
March 7, 1995
Page 5
APR 1 8 1995 r~'.~,.~ !4
Participating Agency/- :ement ~
-- 11.2.2.2. The representative for the County of imperial shall be
the CAO or a designate.
11.2.2.3. The municipal police representative shall be a police
chief or designate from RCS member agencies who
shall be selected by the Imperial County Police Chiefs
Association.
11.2.2.4. The municipal fire representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the Imperial County Fire Chiefs
Association.
11.2.2.5. The fire district representative shall be a fire chief or
designate from RCS member agencies who shall be
selected by the imperial County Chapter, Fire Districts
Association of California.
11.2.3.The representative for CALTRANS shall be a designate selected
by appropriate state authority.
11.2.4. This Agreement provides for the addition of two public service
members of the RCS Board of Directors, to be added when public
service agencies join the RCS.
11.3. The RCS Board of Directors shall be responsible for the overall
administration and direction of the RCS through interaction with the San
Diego County Board of Supervisors, the assigned San Diego County staff
and the RCS Member Board.
11.4. Specific responsibilities of the RCS Board of Directors shall include:
11.4.1. Formulating the annual budget and submitting it to the RCS
Member Board for approval.
11.4.2. Identifying participating agency needs and requirements.
11.4.3. Establishing subcommittees as necessary to ensure the
interests and concerns of each user agency are represented
and to ensure technical issues are thoroughly researched.
11.4.3.1. The RCS Board of Directors shall establish a
committee of MDS user agencies to administer the
MDS and to make appropriate recommendations.
11.4.3.2. If all RCS user agencies are MDS participants,
administration of the MDS shall revert to the RCS
Board of Directors.
11.4.4. Monitoring the implementation of the RCS.
11.4.5. Reviewing and adopting recommendations regarding the
establishment of system priorities and talk groups.
11.4.6. Developing and approving RCS operating policies and proce-
dures.
March 7, 1995
Pane 6
APR 18 1995
16 o¢ 32
Participating Agency A sment ~
11.4.7. Overseeing the establishment of long range plans.
11.4.8. Overseeing scheduled system reviews at intervals determined
by the RCS Board of Directors, but not to exceed three years.
11.4.9. Budgeting and approving the disbursement of money from all
CSA 135 funds.
11.4.10. Making recommendations to the San Diego County Board of
Directors regarding the inclusion of additional RCS participants.
11.4.11. Addressing concerns of participating agencies.
11.4.12. Adopting appropriate actions to adjust RCS policies or
procedures.
11.4.13. Adopting by-laws to govern the RCS Board of Director's
internal operations.
11.4.14. Meeting quarterly or more frequently, if necessary.
11.4.15. Appointing a new Chairperson annually.
11.4.16. Conducting an annual fiscal audit.
11.4.17~ Conducting periodic RCS audits.
11.4.18. Discharging other duties as required by statute.
12. Representation on the RCS Board of Directors
12.1. As of the date of this Agreement, the following types of agencies shall be
represented by appointment to the RCS Board of Directors:
12.1.1. San Diego County:
12.1.1.1. Sheriff's Department
12.1.1.2. County Representative (Office of Disaster
Preparedness)
12.1.1.3. Municipal Police
12.1.1.4. Municipal Fire
12.1.1.5. Fire Districts
12.1.1.6. North County Dispatch Joint Powers Authority
12,1.1.7. Heartland Communications Facility Joint Powers
Authority
12.1.2. Imperial County:
12.1.2.1. Sherif'f's Department
12.1,2.2. County Representative
12.1.2.3. Municipal Police
12.1.2.4. Municipal Fire
March 7, 1995
Page 7
17 of 32 APR 18 1995 {']'-~
Participating Agency A~..,ement ~
12.1.2.5. Fire Districts.
12.1.3. CALTRANS
12.1.4. Public Service agencies shall select two delegates at large.
13. RCS Board of Directors Terms and Qualifications
13.1. Terms for members of the RCS Board of Directors shatl be determined by
their appointing authority. All members of the Board of Directors serve at
the pleasure of their respective appointing authority.
13.2. The appointing authority shall also select an alternate to the RCS Board of
Directors. Alternate members are encouraged to attend regutar Board of
Directors meetings, but shall vote only in the absence of the regular
member.
13.3. Onty representatives of agencies participating in the RCS may be selected
to the RCS Board of Directors.
13.4. The Chairperson and a Vice Chairperson of the RCS Board of Directors
shall be biannually elected by a majority vote of the Directors. During their
term, the Chairperson and Vice Chairperson shall serve at the discretion of
a majority of the Directors.
13.5.Attendance at Board of Directors meetings:
13.5.1. Members of the Board of Directors are expected to attend all
possible meetings to represent their group interests and to help
conduct RCS business. Arrangements should be made for the
alternate to attend in the absence of the pdmary representative.
13.5.2. To remain on the Board of Directors, a director may not exceed
more than three absences from regularly scheduled Board of
Directors meetings during a County of San Diego fiscal year
(July 1 through June 30).
13.5.3. If a director exceeds more than the allowable three absences in
a fiscal year, the Board of Directors shall request a replacement
from the appointing authority unless, because of extraordinary
circumstances, the Board of Directors votes to allow one
additional absence.
13.5.4. Alternate directors shall be subject to the same requirements for
alt meetings they are required to attend.
13.5.5. An absence by both the primary director and the alternate
director representing the same appointing authority shall be
counted against both parties.
13.5.6. By vote of the Board of Directors, a leave of absence may be
granted to a primary or alternate director for no more than 180
days. Only one leave of absence may be granted in any twelve
month period.
March 7, 1995
Paqe 8
Participating Agency A~ ment ~
13.5,7, Resignation from the Board of Directors shall be submitted in
writing to the chairperson and to the appointing authority.
14. Attendance and Participation by the Public
14.1. Ralph M. Brown Act. All meetings of the RCS Board of Directors and
RCS Member Board shall be noticed and conducted in accordance with the
provisions of the Ralph M. Brown Act (GC §54950 et. seq.).
14.2. Local, state and federal representatives of public safety or service agencies
who are not parties to this Agreement may participate in RCS Board of
Directors, Member Board or committee meetings as members of the public,
but shall not have voting rights.
14.3. Representatives from non-participating agencies may not serve in any
official capacity in respect to RCS administration, management or
operation.
15. RCS Voting Requirements
15.1. Members of the RCS Member Board, Board of Directors and committees
shall vote on all items on the basis of one vote per member.
15.2. A quorum for the conduct of business exists when a majority of the
members are present at Board of Directors, Member Board and other
committee meetings.
15.3. Actions on all boards and committees shall be determined by a majority
vote of members present at a meeting when a quorum exists.
15.4. An agency may not designate another agency to be its proxy.
15.5. In the case of RCS Board of Directors actions, the alternate delegate shall
only have a voting right in the absence of the regular delegate.
16. County of San Diego, Department of Information Services (DIS)
Support Staff Role
16.1. DIS staff shall serve as an advisory and staff function to the RCS Member
Board and RCS Board of Directors.
16.2. DIS staff shall manage the day-to-day operation of the RCS subject to
direction from and review by the RCS Board of Directors ·
16.3. DIS staff shall provide support as necessary, but shall not have a voting
right on any business before the RCS Member Board, the RCS Board of
Directors, or any committees.
16.4. DIS staff shall perform the functions necessary to ensure that specific
system performance guarantees are maintained throughout the term of the
agreement.
16.5. As the manager and operator of the RCS, the Department of Information
Services shall have the responsibility to:
March 7, 1995
Page 9
~-9 of 32 APR 18 1995 rJ'~.~] 1
Participating Agency l ;ement
16.5.1. Provide appropriate staff support to the RCS Board of Directors
as requested, within budgetary restraints.
16.5.2. Seek RCS Board of Directors approval of major policy decisions
related to the RCS.
16.5.3. Develop contracts with vendors and submit to RCS Board of
Directors for approval.
16.5.4. Implement the regional 800 MHz public safety voice and data
radio systems.
16.5.5. Retain employees and agents.
16.5.6. Acquire, hold or dispose of property necessary to operate the
RCS.
16.5.7. Charge participating agencies for expenses incurred in ongoing
maintenance and operation of the RCS.
16.5.8. Implement policy.
16.5.9. Monitor and maintain RCS performance.
16.5.10. In conjunction with the RCS Board of Directors, develop and
recommend the annual RCS budget.
16.5.11. Reassign RCS priorities in extraordinary circumstances and
make emergency repairs as required.
16.5.12. Provide information and support as necessary to the RCS Board
of Directors.
16.5.13. Provide operating reports and technical information as necessary
to assist the RCS Board of Directors.
16.5.14. Establish and maintain accounts and records, including
personnel, property, financial, programmatic and other records
deemed necessary by the RCS Board of Directors to ensure
proper accounting for all ongoing operations and maintenance
costs.
16.5.15. Use the records to justify any adjustment to agency benefit
charges.
16.6. The Director of DIS shall provide the RCS Board of Directors timely
advance notice of impending personnel changes affecting any
management staff assigned RCS responsibilities.
17. Agency Costs and CSA Benefit Charges
17.1. The Department of Information Services shall implement, manage and
operate the 800 MHz trunked radio backbone and microwave systems.
17.1.1. Costs for agencies participating at the time the RCS is
implemented are reflected in Exhibit "B". MDS participation
costs are separate from voice radio system costs.
March 7, 1995
Page 10
20 of 32 APR 1 8 1995 IT~I?]
Participating Agency A,.. ement ~
17.1.2. Costs for agencies joining subsequent to the implementation of
the RCS:
17.1.2.1, The County of San Diego shall assume the costs of
implementing the voice and data radio backbone
systems in areas where agencies have not committed
to RCS participation.
17.1.2.1.1. RCS coverage in those areas shall meet
the requirements of the County of San
Diego.
17.1.2.1.2. Costs to enhance coverage to satisfy the
needs of an agency joining the RCS
subsequent to the original implementation
shall be the joining agency's responsibility.
17.1.2.2. An agency joining the RCS shall be responsible for
paying their original one-time costs as represented in
Exhibit "B", plus financing costs that have incurred
since the date of this Agreement. The RCS Board of
Directors shall reimburse appropriate financing
expenses to the County of San Diego in relation to
§17.1.2.3.
(EXAMPLE: ff Santee decides to join the RCS after five years of
the 15 year agreement have passed, their costs will include:
(1) their estimated one-time costs as shown in Exhibit "B" and,
(2) associated financing costs for the first five years, as shown
in Exhibit "C".
The RCS Board of Directore shall then reimburse the County of
San Diego forprincipal and financing expenses that resulted
because of Santee's absence during the initial five years.)
17.1.2.3. An agency or jurisdiction that wants to join the RCS
must pay a proportional cost of the overall voice radio
backbone and microwave development investment,
If the agency or jurisdiction decides to use CSA 135
for funding, it must file an application with the San
Diego County Local Area Formation Commission
(LAFCO) to join CSA 135. Each agency is
responsible for its own costs associated with the
LAFCO process.
17.1.2,4, All funds received from agencies joining the RCS shall
be deposited in the CSA 135 account for appropriate
distribution by the RCS Board of Directors.
17.2. The agency may use a funding method other than CSA 135 to pay for its
RCS origination and operating expenses.
March 7, 1995
Page 11
21 oF 32 APR 18 1995 t':,'.~.~.,~ lz~. 1
Participating Agency ~ -~ement ~
- 17.3. Ongoing operations and maintenance costs shall be shared equally by the
participating agencies and shall be based on the established formula. (See
Exhibit "B")
17.4. Monthly Operating Fees
17.4.1. The costs of ongoing operations and maintenance of the trunked
voice radio system, mobile data radio system and microwave
system shall be allocated to the participating agencies on a per
radio basis.
17.4.1.1.The cost per radio shall be limited to those radios used
on the RCS during normal operations.
17.4.1.2. Radios temporarily added by an agency to handle a
disaster or emergency shall not be a part of
determining the agency's ongoing RCS costs unless
the radios are retained for normal operations following
resolution of the disaster or emergency.
17.4.1.3. The costs of ongoing operations and maintenance on
the voice system and the mobile data system shall be
determined separately, since not all agencies wilt
decide to use both systems. Therefore, the monthly
operating fees for radios on each system may be
different.
17.4.2. After resolving which agencies are participating and determining
the actual number of radios to be included in each system (voice
and data), the cost per agency shall be finalized.
17.4.3. The final cost shall be in effect for a period of one year and shall
be adjusted annually to reflect actual costs.
17.5. Reserve Funds in CSA 135 Account
17.5.1. One of the responsibilities of the RCS Board of Directors is to
budget the disbursement of money from the CSA 135 account.
17.5.2. All funds received by the County of San Diego from all RCS
participating agencies, for the purpose of funding the RCS shall
be deposited into the CSA 135 account.
17.5.3. Reserve funds, including interest, shall be maintained in the CSA
135 account for the purposes of contingencies and for RCS
upgrades and enhancements.
17.5.4. CSA 135 reserve funds can only be used for Regional
Communications System purposes and on approval of the RCS
Board of Directors by majority vote.
17.5.5. The RCS Board of Directors shall review CSA 135 fund levels
annually and take appropriate action.
17.6, CSA 135 Zone Option and Costs
March 7, 1995
.P.a.A~' 12
22 of 32 APR 18 1995 ~'~:~:~ 1~'~· 1
Participating Agency A~. ;ment ~
17.6.1. Each participating agency shall have the ability to customize their
own CSA 135 requirements for other RCS components, including
user equipment, communications center equipment and operating
costs, by developing a CSA zone.
17.6.2.Each agency establishing a zone shall have the responsibility to
develop an annual zone budget and zone benefit fee schedule.
17.6.3. The CSA funds generated within the zone may only be utilized to
meet the requirements of that zone.
17.7. Unless otherwise agreed, maintenance of agency owned RCS equipment
shall be provided by Department of Information Services staff assigned to
the RCS. All associated maintenance costs shall be included as a part of
the agency monthly operating fees.
17.8. Maintenance and other costs associated with the provision of primary
commercial and back up 110/240 volt A. C. electrical power shall be the
responsibility of the agency.
17.9. Unless otherwise determined by separate agreement, each participating
agency shall be responsible for the costs associated with connecting to the
RCS backbone from the point of demarcation to the agency radio system
equipment.
18. Point of Demarcation for Responsibility of Equipment
18.1. Unless otherwise determined by separate agreement, the demarcation
point between RCS responsibility and agency responsibility is the
microwave radio channel bank equipment termination blocks that are used
to interconnect the agency radio consoles and other electronic devices
used for voice and data communications to the channel banks.
18.2. Each participating agency shall be responsible for all costs associated with
their mobile data system application development, user equipment and
integration from the point of demarcation.
19. Purchase of RCS Compatible Equipment
19.1. Each participating agency agrees to meet County of San Diego
specifications, including brands and models when appropriate, for
associated equipment used to interconnect to the RCS.
19.2. Participating agencies agree to submit specifications of radio system
related equipment orders to County RCS staff to ensure compatibility
before purchase.
19.3. Associated equipment may be purchased through the County of San Diego
to insure compatibility and favored pricing.
20, Term of Agreement
The term of agreement is for fifteen years from the date of this Agreement.
21. Agreement Modification; Entire Agreement
March 7, 1995
~...B~g_e 13 ,
23 of 32 ?~PR 1 8 1995 ~:-;~ 1 1
Participating Agency A~ ~ement ~
21.1. This Agreement may only be amended in writing with the approval of the
governing bodies of all parties to this Agreement. Prior to processing an
amendment, a recommendation shall be requested from the RCS Board
of Directors.
21.2. This Agreement constitutes the entire agreement of the parties and any
previous oral or written agreements are superseded by this Agreement.
Subsequent agreements may be entered into with CALTRANS and the
County of Imperial concerning RCS matters.
22. Termination of Agreement
22.1. In order to terminate participation prior to the end of the fifteen year term,
the withdrawing agency must provide no less than a one year written notice
of intent to terminate participation.
22.2. Termination shall be granted provided that the withdrawing party:
22.2.1. Returns to the RCS all equipment for value that the RCS Board of
Directors determines is required to maintain the RCS for all
remaining users; and,
22.2.2. If the termination compromises the legality of the CSA benefit
charges in the jurisdiction of the withdrawing agency, such
agency shall be responsible for the remaining debt payments
which would have aggregated from the CSA.
22.2.3. If an agency that brought frequencies to the RCS opts to
terminate, the RCS Board of Directors shall negotiate a
settlement that either returns the same or equivalent operable
frequencies, or provides equitable compensation if frequencies
are left with the RCS.
23. Arbitration
23.1. If settlement on an issue cannot be reached between the gdeving or
terminating agency and the RCS Board of Directors, binding arbitration
shall be employed to reach a settlement.
23.2. The arbitrator shall be selected by mutual agreement of the RCS Board of
Directors and the terminating agency.
23.3. It shall be the duty of the arbitrator to hear and consider evidence
submitted by the parties and to thereafter make written findings of fact and
a disposition of the settlement which shall be binding in nature, except as to
issues of law.
23.4. Each party to a hearing before an arbitrator shall bear his own expenses in
connection therewith.
23.5. All fees and expenses of the arbitrator shall be borne one-half by remaining
members of the RCS and one-half by the grieving or withdrawing agency.
March 7, 1995
,APR 18 19~5 .~ .....
24 of 32
Participating Agency Agreement
IN WITNESS WHEREOF, the parties hereto do affix their signatures.
COUNTY OF SAN DIEGO
Board of Supervisors Approval
Date: By
Chairwoman Dianne Jacob
CITY OF CARLSBAD
Council Approval
Date: By
CITY OF DEL MAR Mayor
Council Approval
Date: By
Mayor
CITY OF ENCINITAS
Council Approval
Date: By
Mayor
CITY OF IMPERIAL BEACH
Council Approval
Date: By_
Mayor
CITY OF LEMON GROVE
Council Approval
Date: By
Mayor
CITY OF POWAY
Council Approval
Date: By
Mayor
CITY OF SAN MARCOS
Council Approval
Date:. By
Mayor
CITY OF SOLANA BEACH
Council Approval
Date: By
Mayor
4 March 7, 1995
25 of 32 ~PR 18 1~5 l?---'~J~ l~· ~age15
Participating Agency Agreement
CITY OF VISTA
Council Approval
Date: By
Mayor
NORTH COUNTY DISPATCH JPA
Board of Directors Approval
Date: By
HEARTLAND COMMUNICATIONS
FA CILITY JPA
Board of Directors Approval
Date: By.
COUNTY OF IMPERIAL
Board of Supervisors Approval
Date: By
STATE OF CALIFORNIA,
DEPARTMENT OF TRANSPORTATION
State of California Approval
Date: By
ALPINE FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
BONITA-SUNNYSIDE
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By.
APR 1 8 1995 [?~-~ ~, ~[' · ll~arch 7, 1995
26 of 32 Page 16
Participating Agency Agreement
BORREGO SPRINGS
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
DEER SPRINGS
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
EAST COUNTY
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
JULIAN-CUYAMACA
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
LAKESIDE FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
LOWER SWEETWATER
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
PINE VALLEY
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
RANCHO SANTA FE
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By .
March 7, 1995
.APR 18 1995 ]-'~E~.~ l"r 1 Page17
27 o~ 32 '
Participating Agency Agreement
RURAL FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
SAN MIGUEL. CONSOLIDATED
FIRE PROTECTION DISTRICT
Governing Authority Approval
Date: By
VALLEY CENTER
FIRE PROTECT/ON D/STRICT
Governing Authority Approval
Date: By
APPROVED AS TO FORM AND LEGALITY
COUNTY COUNSEL
BY
Deputy Counsel
APR '~ 8 1995 IFj'~ 1 z~ l'~arch 7, 1995
28 of 32 Paae 18
Exhibit "A "
Participating Agency Agreement
PARTIES TO THE MARCH 7, 1995 AGREEMENT
1. Alpine Fire Protection District
2. Bonita-Sunnyside Fire Protection District
3. Borrego Springs Fire Protection District
4. City of Carlsbad
5. City of Del Mar
6. City of Encinitas
7. City of imperial Beach
8. City of Lemon Grove
9. City of Poway
10. City of San Marcos
11. City of Solana Beach
12. City of Vista
13. California Department of Transportation, District 11
14. County of imperial (all county and city public safety agencies, all territories)
15, County of San Diego (county public safety and service agencies)
16. Deer Springs Fire Protection District
17. East County Fire Protection District
18. Heartland Communications Dispatch Facility JPA
19. Julian - Cuyamaca Fire Protection District
20. Lakeside Fire Protection District
21. Lower Sweetwater Fire Protection District
22. North County Dispatch JPA
23. Pine Valley Fire Protection District
24. Rancho Santa Fe Fire Protection District
25. Rural Fire Protection District
26. San Miguel Consolidated Fire Protection District
27. Valley Center Fire Protection District
March 7, 1995
29 of 32 APR 18 1995 [7---~] 1~. 1
Exhibit "B"
Participating Agen_cy Agreement
ESTIMATED AGENCY ONE-TIME COSTS
Combined Voice and Data Backbone
March 7, 1995
APR 18 1995 ~TE!,'J 14. I
30 of 32
Exhibit "C " ~" ~'"~'~"~ ~.~
Participating Agen_cy Agreement
ESTIMATED COSTS OF AGENCY ENTERING SYSTEM AFTER MARCH 7, 1995
City of Santee
Number of Benefit Units 125,247
Percent of Total Benefit 3.48%
Financing Costa of One Time Cost for 15 Years at 8.5% APR
Principal Financing Total Annual Payment
$975,448 $786,510 $1,761,958 $117,464
Annual Payment if Join in Year
Year Annual Payment
1 $117 464
2 $12~ 854
3 $135 535
4 $146 830
5 $16{~ 178
6 $176 196
7 $195 773
8 $220 245
9 $251 708
10 $293 660
11 $352 392
12 $440 490
13 $587 319
14 $880 979
15 $1,761 958
1 Annual Payment for Late Starting Agencies I
2OOOOOO
0
Starting Year .o
March 7, 1995
31 o:~ 32 ·
Exhibit "D"
Participa ting Agen. cy Agreemen
GOVERNANCE STRUCTURE
San Diego County
Board of Supervisors
Committees Member Board
Member Agency I
County Staff
Reporting Relationships,
Lines of Communication
March 7, 1995
'APR 1 8 1995 IITE~ 14. I
32 of 32