NW RAC/RECB Public Safety Communications System Standards, Protocols, Procedures

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1 NW RAC/RECB Public Safety Communications System Standards, Protocols, Procedures Document Section: 3-Interoperability Standards Status: Amended contacts and Sub-Section: NW Region added revised fleetmap BJZ Procedure Title: NW STR-Transportable Tower/Repeater/Radio Cache Date Established: RRB Approval: Replaces Document Dated: Date Revised: 12/15/15 1. Purpose or Objective To establish policies and procedures for the deployment and use of the following Strategic Technology Reserve (STR) component: 2. Technical Background Transportable Tower, Transportable Repeaters, and Portable Radio Cache Capabilities As part of the Public Safety Interoperable Communication grant program, transportable towers and repeaters were acquired and allocated to each of the Regional Radio Boards (RRB) in the State. The transportable towers and repeaters and their basic capabilities are described as follows: Resource Transportable Tower Repeaters Portable Radio Cache Description 50 trailer based, crank up aluminum tower, assembled with 800 MHz, VHF and amateur radio antennas and transmission cables. Repeaters-Transportable 800 MHz and VHF repeater capable of crossband operation and operating in either analog or digital P25 modes. The 800 MHZ repeater is equipped to support MHz frequency pairs and a VHF frequency pair for repeater operation. The repeaters are enclosed in a case that can be transported in the back of an SUV, weight of approximately 70 lbs. The repeater is battery operated and can be connected to a 12 volt vehicle battery or 120 VAC power source. 2 Transportable Pelican Style Cases- Case #1 Contains 3 Impress Multi Chargers, 3 ea AC Cords, & 30 Intrinsically Safe Portable Radio Batteries. Case #2 Contains 30 ea. Motorola XTS1500 Model MHZ portable radios with associated belt clips, batteries and antennas.

2 The following frequencies have been identified for use in the transportable repeaters: Repeater #1 VHF-VTAC14R Detailed Description MHz-Repeater Input. Allocated to State Police usage under FCC regulation and allocated to STR Interoperability use consistent with Standards adopted by the SRB by the Commissioner of Public Safety MHZ- Repeater Output. Allocated as Federal Interoperability VTAC14. Repeater #2 Detailed Description 800- These repeater frequency pairings are designated as Federal 8CALL90 Interoperability Channels. The repeater has the ability to be changed 8TAC91 locally with a frequency switch. RF Filtering for all 5 repeater 8TAC92 frequencies will also be included in package. 8TAC93 8TAC94 These repeaters will have the ability to operate as standalone repeaters, or have the ability to be crossbanded via a local interface. STR transportable repeater frequencies are identified in the State of Minnesota ARMER Standards, Protocols, and Procedures and shall be available in all public safety mobile and portable radios throughout the NW Region of Minnesota. It is recommended the frequencies be programmed into public safety mobile and portable radios within the NW region, neighboring regions or state agencies operating along the Minnesota border. Through the allocation of this STR resource, each region of the state should have an ability to respond immediately to any catastrophic loss of the existing public safety communication resources, to provide additional communication resources under certain circumstances and to provide local responders with a transportable communication resource should they respond to a major event or natural disaster in another region or state. Constraints The Interoperability Frequency Plan and the National Interoperable Frequency Operational Guide (NIFOG) provide a comprehensive list of all available interoperability frequencies. In the VHF spectrum, most interoperability frequencies are specifically simplex and not paired for repeater use. It has been found there are very few permanent repeaters in place on interoperability frequencies outside the Minneapolis/St. Paul metropolitan area. Based upon the limited nature of this resource, care must be exercised in the overall coordination of communications, the deployment of equipment to achieve the maximum effectiveness and in defining expectations. 3. Operational Context STR transportable tower/repeater is one element of a comprehensive STR capability available within the region. Additional elements include radio caches (Standard ), satellite enabled ARMER

3 base radio site, SAT-COW (Standard ) and Satellite enabled Remote Communication Platform, RPC (Standard ). The allocation of an STR transportable tower/repeater to every RRB provides them with a resource that can be placed into service within the region very quickly. Upon deployment to the scene or area of operation, an STR transportable tower/repeater can be put into operation within 30 minutes. The STR transportable tower/repeater may be deployed individually or used in conjunction with other STR resources. Although deployment of more than one STR transportable tower/repeaters might be possible, there is a strong potential for conflict between signals. The STR transportable tower/repeater is designed to provide a limited resource (capacity and coverage) that can be implemented very quickly to address the public safety communication over a very limited geographic region (3-7 mile radius). Actual area coverage may vary depending upon tower placement which should be at the highest point overlooking the area of operations. Where additional communication paths are needed, consideration should be given to requesting the SAT-COW. 4. Standardized Policy Every county in the region should have access to STR components (radio cache and transportable tower/repeater) necessary to immediately respond to any loss of basic public safety communications. This Standard defines the steps necessary to make sure the STR transportable tower/repeater is available for deployment by addressing the requirements to maintain, operate and deploy the STR transportable tower/repeaters. To the greatest extent possible, STR components (radio cache and transportable tower/repeater) should be made available to support operations in the NW region of the state and to provide communication resources for public safety personnel responding to an event or disaster in another region or state. Although the priority for the regional cache is public safety users region, this does not exclude public safety use for additional purposes not detailed within this policy. Requests shall be directed to the NW RAC chair. Conditional approval shall be at the discretion of the NW RAC chair. Any entity receiving conditional approval must comply with procedures defined within this document. 5. Standardized Procedure The NW region shall provide for the STR transportable tower/repeater as follows: Maintenance and Storage STR transportable tower/repeater must be maintained in a secured area to prevent intentional and unintentional damage to the equipment. 1. Transportable towers may be stored outside in a secured or otherwise protected area and covered to protect coaxial cables and connectors from corrosion. 2. Cased repeaters must be stored inside with access to an electrical power supply to keep onboard batteries fully charged at all times.

4 Safety Note: Repeaters weigh approximately 70 lbs and should be carried by two people when loading or transporting. STR transportable tower/repeater should be fully exercised at least once every six months in a structured exercise to assure all equipment and features are in good working order. Any deficiencies or issues should be reported to the primary point of contact for the resource immediately. In addition to the semi-annual exercise of the equipment, the repeater battery should be maintained with a maintenance charge and tested under load at least once annually. STR transportable repeater should be tested by a qualified technician at least once every year, including tests of the frequency, power output and controller. Resource Activation Each county s designated point of contact and alternate contact must have access to the STR transportable tower/repeater at all times. Emergency requests for deployment of the STR to an emergency incident must be initiated by the jurisdiction s communications center/emergency Manager/EOC. A request from a participating agency s communication center/emergency Manager for deployment of the STR is acceptance of fiscal responsibility for the cost of any damaged or lost equipment. (See addendum for replacement value) Request Details for Unplanned Events are: o The requesting agency s communications center/emergency Manager/EOC will contact the NW RAC Chair and request the deployment of the STR using the attached NW Regional STR Deployment Request Form. The STR form must be completely filled out to ensure timely fulfillment of the deployment request. Voice requests (via either telephone or radio) for deployment of the STR are also acceptable. When a voice request is received the information contained on the STR Deployment Request Form will be solicited from the requesting agency by the NW RAC Chair to ensure timely accurate deployment of the STR. o Once confirmation has been made that a STR will be delivered to the requesting jurisdiction, the NW RAC Chair must notify the Minnesota State Duty Officer and all counties in the NW region about the status of the STR. o Upon receipt of an Emergency Request for the STR the designated contact at the requesting agency will be contacted within 30 minutes at the contact number given, or via radio, acknowledging receipt of the Emergency Deployment request. o At the time of deployment, at least one person involved in the deployment, a deployment team leader, must have participated in deployment familiarization training within the last year. It may be possible for a qualified person to conduct deployment familiarization training immediately before deployment, but such training must be documented.

5 o A pre-deployment check list must be maintained with the equipment that includes a thorough list of the equipment, verification of deployment familiarization training and verification of set up procedure. o Written step by step set up procedures, including safety notices, should be reviewed periodically and must be maintained with the equipment at all times. o Deployment of the transportable tower/repeater within the region may be for any purpose authorized by the RRB. Request Priorities for Scheduled Events are: o Priority One: Scheduled Events with the potential for significant public safety impact which may include recall of off duty personnel. This may be a last minute request for events such as State funerals. o Priority Two: Statewide or regional events where a large contingent of emergency personnel from various jurisdictions are participating. o Priority Three: Planned drills, exercises or training events. Application for deployment of the STR for scheduled events should be initiated no later than 30 days prior to the event. It is expected that there will be some events that require last minute requests. The request will be made directly to the NW RAC Chair using the NW Regional STR Deployment Request Form. The request will be granted by the priority of the request and by date the request was received. Once an application has been approved, the requesting jurisdiction is responsible for pick up and returns of the requested STR. Any STR loaned for scheduled events will be subject to recall for a higher priority emergency incident. Upon receipt of a scheduled event request the STR the designated contact at the requesting agency will be contacted within 30 minutes at the contact number given, or via radio acknowledging receipt of the deployment request. Deployment outside the region to support public safety response to an event or natural disaster shall contain reasonable prerequisites. (Sample: Deployment Agreement attached as Appendix A). Note: STR transportable tower/repeater has been standardized to assure compatibility of the resource across the state of Minnesota. Users deploying STR outside of northwest region of Minnesota are responsible for identifying and complying with any additional local, state, and federal constraints. The STR shall be returned to the State Patrol Office Thief River within 72 hours after the recovery/final phase of the event unless a waiver has been issued by the RAC Chair. Inventory and inspection will occur on return of the radios and anything lost or damaged will be billed to the jurisdiction returning the STR.

6 In the event of deployment during a FEMA declared event, reimbursement expenses or replacement costs are eligible. (See addendum for replacement costs) Operational Training Deployment familiarization training should be conducted at least once a year. All certified Communication Leaders in the region should participate in deployment familiarization training for the equipment. At the county level, the transportable tower/repeater should be made available for local disaster exercises, local events (fairs or celebrations) or other activities where operational personnel will become familiar with the deployment procedures and operational characteristics of the equipment. 6. Management Each of the RRB s or the entity to which the STR transportable tower/repeater has been transferred is responsible for the assuring compliance with this Standard. The Statewide Radio Board, Interoperability Committee, STR Sub-Committee or approved committee shall conduct an annual review of this Standard and make adjustments as necessary. In that process, the Sub-Committee shall seek comment and suggestion from the STR transportable tower/repeater points of contact and may inspect equipment to determine needs. Appendix A

7 NW Regional STR Deployment Request Form Please complete all information requested to ensure timely fulfillment of the deployment request. Please return this form to the Pennington County Coordinator (David Olson at or FAX ) or the Thief River Falls State Patrol Coordinator (Nick Robertson at Voice contact via telephone should be made to ensure that the request has been received and understood. NW Regional Technical Coordinator: Brian Zastoupil Cell address- Name of Requesting Agency: Agency Contact Name: Voice Number: Fax Number: Event/Incident Name: Event/Incident Location: Event/Incident Date: Party Picking Up STR: Voice Number: Date of Birth: Address: Driver s License Number: Contact Phone Number: Vehicle Year: Vehicle Make: Vehicle Color: Vehicle License Plate#: Title/Signature: Title/Printed Name: Note: Request for deployment of the STR indicates acceptance of fiscal responsibility for the replacement of any lost or damaged equipment. Please bring this form when picking up and dropping off STR. Appendix B

8 Inventory Check List SN R ID Radio Alias Spare Battery Belt Clip Lapel Mic Bank Charger Checked out 687CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR-26

9 687CLM NW-STR CLM NW-STR CLM NW-STR CLM NW-STR-30 SN R ID Radio Alias Spare Battery Belt Clip Lapel Mic Bank Charger Checked out Appendix C Point of Contact Address City, Phone # Contact Info Responsibility

10 State Dave Olson Pennington Co. Sheriff s Off 102 West 1 st Street Thief River Falls, MN Hour Cell FAX dolson@penningtons heriff.org Primary-Equipment Access 24 Hour MN State Patrol- District 3200 Nicholas Robertson Dee Kujava th Avenue NE 213 Main Avenue North Thief River Falls, MN Bagley, MN Hour state.mn.us deetta.kujava@sta te.mn.us neil.dolan@co.clea rwater.mn.us Joint Primary -Equipment Access 24 Hour RAC Chair Neil Dolan Brian Zastoupil 300 NP Avenue Suite #206 Fargo, ND Cell bzastoupil@rrrdc.co m RAC Technical Chair Appendix D Replacement costs

11 800 MHZ Portable-XTS1500 Model 1.5-$1750 Portable Antenna- NAF 5037-$35 Belt Clip- HLN6875A-$12 Battery (FM Intrinsic Safe)- NTN9857C-$135 (Note: 60 ea Batteries replaced 7/2013 Code date 1334) Bank Charger-WPLN4108-$788 Portable Tower Dual Band Repeater VHF Duplexer 800 MHZ Duplexer Appendix E Portable Fleetmap

12 Appendix F

13

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