Svria.org
Silicon Valley Interoperability AuthoritySilicon Valley Regional Communications System (SVRCS)Administrative, Operations, and Maintenance Policies July 2020 (Draft)ForewordThe Silicon Valley Regional Interoperability Authority (SVRIA) is a regional agency whose purpose is to synchronize and enhance public safety communications in Santa Clara County. The Authority was formed in 2010 as a Joint Powers Authority (JPA) to provide interoperable communications solutions to its members. Its mission is to enhance and improve communications, data sharing and other technological systems, tools and processes, all for the protection of the public and public safety in the Santa Clara County Operational Area. The Authority represents the interests of 22 partner public safety agencies in Santa Clara County to facilitate operable and interoperable First Responder and public service communications and related local and regional cooperative efforts.The Authority is led by a Board of Directors, comprised of 11 appointed representatives, and has several levels of participation from the Working Committee, Project Team, Technical Team, and other committees who provide necessary oversight and project leadership. The JPA is guided by an Executive Director and several specialized/technical consultants. Operational funding for SVRIA is provided through assessment of its members. The SVRIA operating and systems maintenance budget covers the cost of consultants, maintenance of installed systems and reserves for equipment replacement. The Authority will complete the construction phase of the public safety communications system by June 30, 2020. That system is comprised of a 3 Cell, 31 Site, P25 Phase 2 TDMA 700MHz Digital Trunked Radio Simulcast Communications and Microwave System. Partner agencies and system participants will migrate to this Operational Phase by July 2020. The system has been a top priority for local officials and emergency responders. Once the system is completed and users are migrated on to the system, partner agencies will for the first time have voice and data interoperability. The system was designed to also interoperate with the bay area regions such as San Mateo, San Francisco, Alameda, Contra Costa counties. The Board of Directors encourages full public participation in the system use and collaboration to maintain sound operational and system use policies. Thus, this is a living document and will serve to guide system use in the future. PurposeThis document was developed to provide a single resource of policies and procedures for use of the interoperable systems owned and managed by the SVRIA. Policies include authorized use of subscriber/user equipment, delineating various administrative, technical and operational matters. This manual is an evolving document in order to address needs that arise from the ever-developing technology, changes in industry best-practices, policy and operations. To address technical and operational changes, members work with the established committees to make recommendations to the SVRIA Board addressing necessary adjustments to SVIRA products, policies and procedures to maintain optimum performance and service to participating member agencies.Review Cycle and Temporary DirectivesThis manual will undergo a formal review cycle at least annually, in the 3rd quarter of each calendar year. The SVRIA Working Committee will select representatives to review and provide proposed refinements and updates. Outside the annual review process, temporary directives will be issued to address changes during the annual cycle and will be incorporated as needed during the annual review process. All temporary directives will be given wide distribution to participants and members and posted to the SVRIA municationsThe SVRIA is committed to transparent and relevant communication. Through a regular meeting schedule of the Board of Directors, Working Committee, and other sub-committees, with the users and vendors present, there are several forums to share information. SVRIA maintains a website to provide information and updates to the public, the user community as well as other interested parties. All Board and SVRIA Working Committee agendas and approved minutes are posted to the SVRIA website.Contact InformationFor questions, comments or input, please contact the Executive Director at Executive.Director@The SVRIA office is located at the Santa Clara Police Department at 601 El Camino Real, Santa Clara, CA. 95050. Santa Clara Police Department, the City of Santa Clara and the JPA have a use agreement for the office space. The office phone number is (408)615-5571. The website address is WWW..SVRIA OverviewSanta Clara County encompasses a land area of over 1,300 square miles with an estimated (2019) population of over 1.9 million people, per US Census Bureau. The Silicon Valley Regional Interoperability Project (SVRIP) was developed in 2001 by several public agencies in Santa Clara County with the intent to create a partnership to jointly fund interoperable projects through a joint funding agreement (JFA) and to collectively leverage their buying power to create contracts that would provide to the best economies of scale as well as create and foster interoperable projects in Santa Clara County that are in the best interest of the public. SVRIP utilized an Executive Director position employed by the City of San Jose to oversee the Project.In 2016, the original members of SVRIP reaffirmed their commitment and added the Valley Transportation Authority to the newly formed Joint Powers Authority (JPA). The Silicon Valley Regional Interoperability Authority (SVRIA) emerged from SVRIA. The formation of a JPA as identified in California State Statute (Government Code section 6500 et seq.), is viewed as an independent governmental agency with the same powers that accrue to any one of the member agencies. The Cities of Campbell, Cupertino, Gilroy, Los Altos, Milpitas, Morgan Hill, Mountain View, Palo Alto, Santa Clara (City), San Jose, Saratoga and Sunnyvale, the Towns of Los Altos Hills, Los Gatos and Monte Sereno; the County of Santa Clara for all agencies and special districts; and the Santa Clara Valley Transportation Authority are the current signatories of the JPA.As per the JPA Agreement, the SVRIA Board of Directors is made up of 11 representatives:(2) from Santa Clara County(2) from San Jose(1) from the Central County Agencies (Santa Clara City, Sunnyvale, Milpitas)(1) from the Northwest Agencies (City of Mountain View, the City of Palo Alto, the City of Los Altos and the Town of Los Altos Hills)(1) from the South County Agencies (City of Gilroy and the City of Morgan Hill)(1) from the Southwest County Agencies (City of Cupertino, the City of Campbell, the City of Saratoga, the Town of Los Gatos- Monte Sereno)(1) from the City Selection Committee (2) from the Valley Transportation AuthorityThe Board of Directors consist of Elected Officials and a VTA representative who are responsible for the overall development, operations and funding of the system.Representatives have worked for several years using grant funding from the Bay Area Urban Area Security Initiative (UASI), Federal Emergency Management Agency (FEMA), State Homeland Security Grant Program (SHSGP), US Department of Justice Community Oriented Policing Programs (COPS) grant funds, Assistance to Firefighters (AFG) and general fund dollars to fund infrastructure build out. The SVRIA works closely with our regional partners to ensure interoperability beyond the Santa Clara County Operational Area. The SVRIA operates under a set of by-laws developed by the participating member agencies. All agencies and their users operating on the system will refer to this manual as a reference to achieve operational efficiency of the system. A copy of the executed 2016 JPA Agreement is available in Appendix A.SVRIA Organizational ChartOpen Meeting LawThe SVRIA Board and SVRIA Working Committee meetings are subject to open meeting laws per California Government Code 54950 et seq. (Ralph M. Brown Act). CommitteesCommittees are comprised of member representatives, participants and/or experts to address goals of the SVRIA. Articles of the JPA Agreement establish the Board and SVRIA Working Committee (Standing Committee). SVIRA Working CommitteeThe SVRIA Working Committee is established by the SVRIA Board of Directors and comprised of 13 members. The Committee is responsible to execute the Board approved Work Plan and Budget, review system operational and technical issues, including but not limited to the review of existing operations, technology, implementation of new technology, system upgrades, and communicate with the Executive Director.The Working Committee reports to and makes recommendations for action to the SVRIA Board of Directors.Per the Authority Bylaws, the Working Committee members are appointed to ensure representation as follows:(1) The Santa Clara County Executive or their designee(2) City Managers Association Representatives(1) The Director of Santa Clara County Communications or their designee(2) San Jose City Representatives, appointed by the City Manager(2) Valley Transit Authority Representatives, appointed by the General Manager(1) Police Chiefs Association Member(1) Fire Chiefs Association Member(1) Public Safety Communications Managers Association (PSCMA) Representative(2) Members-at-Large from the Participating Agencies chosen by the Working CommitteeThe Chair and Vice-Chair are chosen from the Committee membersSee Appendix B for the SVRIA Working Committee BylawsSub-CommitteesSub-committees may be established to address a specific set of goals or project within the scope of the SVRIA. Committees may be established by the SVRIA Board of Directors or SVRIA Working Committee.Technical Advisory Sub-CommitteeThe Technical Advisory Sub-Committee is responsible to provide technical and operational expertise and advice to the SVRIA Executive Director and SVRIA Working Committee. System status, ongoing project status and proposed recommendations and their technical impact on the operational area are reported to the SVRIA Working Committee. The chair of the Technical Advisory Committee is the Executive Director of SVRIA or their designee.SVRIA Administration and FinanceAdministrationThe SVRIA Board of Directors ensures that operation of the JPA is in accordance with all laws and regulations related to the operation of the JPA. In order to ensure compliance, the Board enacts several measures:Holds regular meetings to hear items in the scope of SVRIA, approve expenditures and actions of the SVRIAReceive regular reports from the Executive Director, SVRIA Working Committee and other committeesApproves an annual budgetReviews and accepts the annual financial audit of SVRIAAppoints legal counsel to provide legal recommendation and review of all legal items and proposed Board actionsAppoints an Executive Director to administrate the SVRIAAccountingAll finance and accounting operations (except for the annual financial audit) are conducted by the Santa Clara County Finance Agency. All expenditures are distributed through County Finance. All sources of revenue collected, primarily participating agencies, are deposited into the County Finance Pool. Expenditures of the SVRIA are executed by County Finance staff based on the requests of the SVRIA. Regular reports are provided to SVRIA for tracking of revenue and expenditures and reported to the SVRIA Board at regular meetings. The agreement for services with the County Finance Agency is available in Appendix C.AuditAfter completion of the fiscal year (July 1 to June 30) an annual audit is performed in accordance with generally accepted accounting practices and a report is provided to the chair of the Board and Executive Director. Generally, the auditor is the independent auditor of the County of Santa Clara as SVRIA participates in a consolidated competitive bid process with the County to establish an independent auditor. The Audit is presented to the SVRIA at a regular board meeting during the 2nd or 3rd quarter of the fiscal year. The agreement for services with the independent auditor is available in Appendix DFundingFunding to operate SVRIA can come from different sources. SVRIA is primarily funded to operate by a levy of fees to agency members and participants. SVRIA also participates in the established federal and state grant programs that align with the mission of SVRIA.Fee StructureThe established fee structure formula for agency members/participants is established in the 2016 JPA Agreement. Fees are a combination of population served by the member agency and use of SVRIA resources. See Appendix A.Contracts and AgreementsThe SVRIA Board of Directors is the executor of all agreements to maintain and operate the SVRIA as determined in the executed JPA Agreement. Any agreement or contract is reviewed by SVRIA Legal Counsel and presented by the SVRIA Executive Director. The Executive Director is delegated authority up to $45,000.00 to execute agreements needed to maintain the operations of the SVRIA and will be reported to the SVRIA Board of Directors at its next regularly scheduled meeting. The Working Committee can approve funding up to $175,000 and the Board is required to approve costs above these thresholds. Member/Participant Exit ProceduresParticipation in the SVRIA will remain in effect until canceled or terminated by either party in accordance with the SVRIA Agency Agreement.ServicesSVRIA has established and is responsible for the planning, implementation and operations of several interoperable systems to improve governmental interoperability in the Santa Clara County Operational Area. SVRIA also connects interoperable resources with agencies outside the operational area for situational awareness, intelligence and operational support as needed.OverviewEvery day there is a demand for interoperable communications to help resources in the field of public safety and public operations. During a disaster event, increased demand to intelligence and communications is critical to respond, manage, mitigate and recover from the event as soon as possible. The primary benefit of increased interoperability is the increased safety and security of the public. All SVRIA programs are interconnected and interrelated to securely share efficient communications and situational intelligence to all levels of government.Participant EligibilityThe SVRIA offers participation to public safety and public service users from State, Tribal, County, and Local governments; federal agencies; special districts; and EMS providers.Service Level AgreementsIn order to maintain efficiency and have an effective interoperable network of systems SVRIA has elected to establish service agreements for all projects within its jurisdiction. Long term service, maintenance and monitoring agreements have been executed with Motorola Solutions, Inc; Aviat Systems, and Santa Clara County Communications Department. SVIRA WebsiteThe SVRIA maintains a centralized repository of information at is website :common files and templates for access to SVRCS support and maintenance personnelforms and contacts needed to address SVRCS and other network operationsMeeting calendar of all open meetings SVRCS Interoperable Talkgroup Utilization and CoordinationSVRCS Reservation SystemMany SVRCS Interoperable talkgroups can be reserved for planned events and training. A user login is required to access the reservation system. A login can be requested by contacting the Executive Director.? All Agencies will be responsible for reserving talkgroups for their own use and managing the reservation system collaboratively with each other. The Online Reservation Reference Guide can be found in Appendix R.When the SVRCS is being used for Multiple Emerging, Ongoing and/or Extended Use participating agencies are encouraged to work with the County Operational Area Coordinator (Santa Clara County Communications) to ensure the best use of all communications resources available. Interoperable system components are available for coordination within the operational area by contacting County Communications Watch Commander at (408) 294-4424.SVRIA System AdministrationSystem administration, maintenance and repair is necessary to maintain operational availability needs of the users. SVRIA has an executed agreement with Santa Clara County Communications Department (System Administrator) to address the administrative needs and support the maintenance requirements of the assets that are owned by the Authority. The current executed agreement can be found in Appendix ENetwork Monitoring and ManagementThe SVRIA owns and maintains network monitoring and alarm systems. The SVRIA contracts with Aviat Networks, Motorola Solutions and the County of Santa Clara to provide the monitoring of the components of the systems. The contracted network monitor vendor provides proper notification for alarms for microwave/backhaul, environmental alarms, discrete event alarms (i.e. generator start, door alarms, etc.). The microwave monitoring and repair service agreement is available in Appendix FAlarms that are native to the SVRCS, such as repeater functionality and controller failure, will be monitored by the Motorola Solutions provided Unified Event Manager (UEM). Current Agreement for monitoring and Motorola Customer Service is available in Appendix works status is also monitored during normal business hours (8 AM - 5 PM Monday through Friday) by the contracted System Administrator. The network monitoring system will notify the on-call technicians during off-hours and holidays. Network alarm notifications will be classified by the System Administrator.Monthly reports capturing alarm events shall be generated and archived along with Failure/Outage Logs to aid in long-term problem characterization and to provide a historical record of system activity. All reports are forwarded regularly to the SVRIA Executive Director.SVRIA Facility Access and SecuritySVRIA has executed site access agreements with each agency where Authority equipment is located. Site access agreements set the terms and conditions of use by SVRIA and identify key personnel contacts and stipulates responsibilities for use of the site(s).Technician Access-Remote SitesIt is critical to maintain security of SVRCS equipment and other public safety equipment maintained at the same locations. Permission to retain access keys for all remote sites that contain SVRCS equipment will be approved by the SVRIA. Site keys are kept in a secure location at Santa Clara County Communications and can be signed out by those authorized by SVRIA to make access for mission related work. It is the responsibility of the company or agency that signs out keys to maintain them, so they are not at risk of being lost or stolen. The responsible party/agency/company that signs out keys will be responsible for any costs associated with lost or stolen keys that were not secured properly. Costs include, all necessary replacement of all physical keys, locks, rekeying, reprogramming of electronic locks, any labor and materials associated with completion of the above items.Lost, Stolen Property ProceduresAny equipment, including subscriber units, remote site equipment, site access keys, communication system program keys or any other equipment that could compromise the system’s operation by making the system unusable, cause significant interference or security of communications compromise is to be reported as soon as possible to SVRIA. If there is any chance that the items were involved in a possible crime, a local police report must be completed as soon as possible by the affected party. A copy shall be forwarded to the Executive Director. The Santa Clara County Terrorist Liaison Officer (TLO) shall be notified of any possible crime as soon as possible. If the equipment was procured using grant funds the radio owner must notify the Bay Area UASI Management Team as soon as possible. The Santa Clara County TLO can help with this process. BayRICS shall be notified of any missing or stolen equipment by the SVRIA. SVRIA shall confirm that a report of the event is communicated to The Northern California Regional Intelligence Center (NCRIC) as soon as possible. NCRIC can be contacted for non-emergent communications at dutyofficer@ncric. or 866-367-8847Additional requirements are listed in this manual under “Subscriber Units” for lost or stolen subscriber Units/Radios.Service Impact Response PlanAll SVRIA systems are available and operated for constant duty. All equipment is continuously monitored to ensure that any breakdowns or potential threats to service are addresses right away. In addition to contracted network operations monitoring, the System Administrator also monitors systems and their performance. In order to meet system availability objectives SVRIA has established a notification process and response performance objectives with the System Administrator The NOC monitoring centers will assign the severity level for technician support response times. Impacts to system users shall be provided as soon as possible based on severity of impact, user agencies affected and length of impact. As part of the response plan, technician documentation will be summarized, and invoiced to SVRIA. Documentation from all impacts shall be collected and reviewed as necessary by the Executive Director and Working Committee to address any potential future policy, procedure or infrastructure changes that may need to be addressed by the SVRIA.Critical ImpactCritical service alarms and impacts shall be addressed by the System Administrator and on-duty technician. Response to the impact location will occur within 2 hours and a technician shall provide corrective maintenance within 4 hours.Major ImpactMajor service alarms and impacts shall be addressed by the on-duty technician. Response shall be provided to ensure that a technician shall provide onsite corrective maintenance within 8 hours.Minor ImpactMinor service alarms shall be addressed during normal business hours.Routine, Annual and Preventive Maintenance ImpactsRoutine, Annual and Preventive Impacts shall be scheduled, and notification shall be provided to all affected agencies well in advance of any impacts so that training, exercises, staffing changes can be arranged for dispatch centers and field users.Impact Event CommunicationsCommunications with system users is critical to ensure that agencies have situational awareness and can plan or execute for alternate communications plans:Impacted user agencies shall be notified as soon as possible of any service impacts.While a resolution is being placed into effect user agencies should be updated promptly based on the anticipated resolution time. If after further diagnostics it is determined that impacts will be extended, user agencies shall be notified of the updated time to return to resolution.All agencies will be notified upon resolution of the impact and provided direction on any action that the agencies may need to take such as subscriber unit or console restarts.Event Escalation/De-escalation ProcessIn the interest of providing participating agencies of SVRIA satisfaction of service, a process has been developed to address service issues.At any time during a service impact, agencies may request that the impact level be escalated to a higher level. The escalation request should be made to the System Administrator for the event causing the impact to service. The escalation request shall include the information on what has changed since the initial level determination and how the request meets the criteria for the requested level. The System Administrator shall evaluate the escalation request from the requesting agency. If the request meets the criteria for the higher level, the level shall be escalated, and the appropriate response and restoration plan implemented. If the request does not meet the criteria for the higher level, the level shall not be escalated. If an agreement cannot be reached between the affected agency and the service provider, the level shall be escalated to the SVRIA Executive Director and the appropriate response and restoration plan implemented.After the actual impact cause has been determined, System Administrator may raise or lower the level as appropriate. If the initial level is changed, a new notification should be made to the affected areas, users and/or other service providers as necessary and the appropriate response and restoration plan implemented.Fault Classification DefinitionsWith the 24/7/365 mission critical requirements for SVRIA, it is necessary to maintain maximum system availability with minimum down time, service impairment or disruption. The overall design of the SVRIA systems, provides several levels of redundancy that enables meeting this objective however, failures of varying degrees occur. Depending on the location and type of failure or outage, the impact to the system and users can range from no impact to the total loss of service. Failures and outages must be defined in several levels according to the impact on the system and users. The level will then drive the type of response required. The following levels and definitions have been established. The initial impact level shall be determined using the established SVRIA Severity Level Matrix (Table 1). System Response Requirements are determined based on the severity level outlined in the SVRCS Response Level Matrix (Table 2).Table 1 SVRIA Severity LevelsSeverity LevelDescriptionCriticalLevel 1A system failure or outage that creates total system unavailability to one or more sites, one or more coverage zones, or one or more groups of users.MajorOrSevereLevel 2A system failure or outage that impacts or reduces the coverage, the capacity, or the operational capability of the system, site, coverage area or group of users. (Estimated 1/3 or more of the available resources have failed)MinorLevel 3A system failure or outage that reduces the coverage, capacity, operational capability of the system, sites, coverage area or group of users. (Estimated less than 1/3 of the available resources have failed.)RoutineLevel 4Events that do not impact system performance or operations. Items that fall under this category could include routine, annual and preventive maintenance, configuration changes, door alarms, reprogramming requests, etc.Table 2 SVRIA Response RequirementsSVRIA SLA Severity LevelsResponse RequirementsClassificationLevelFailure or outage typeInitialMobilizationPlanInitial follow-up after mobilizationSubsequent follow-up notificationsMaximumRestoring time upon arrivalCritical1Entire zone downWithin 2 hoursWithin 2 hours4 hours4 hoursCritical1Multiple Sites DownWithin 2 hoursWithin 2 hours4 hours4 hoursCritical1Single site down with no overlapping coverageWithin 2 hoursWithin 2 hours4 hours4 hoursCritical1Dispatch center down (all consoles)Within 2 hoursWithin 2 hours4 hours4 hoursCritical1Microwave effecting 2 or more sitesWithin 2 hoursWithin 2 hours4 hours4 hoursCritical1More than 66% of site channels downWithin 2 hoursWithin 2 hours4 hours4 hoursImpaired -ServiceAffecting2HVAC alarmWithin 2 hoursWithin 2 hours4 hours8 hoursImpaired -ServiceAffecting2Single dispatchconsole downWithin 2 hoursWithin 2 hours4 hours8 hoursImpaired - NonService Affect3Single channel downNext business dayN/A24 hours72 hoursImpaired - NonService Affect3Primary power outage, generator runningNext business dayN/A24 hours72 hoursImpaired - NonService Affect3Primary power up, generator out of serviceNext business dayN/A24 hours72 hoursRoutine4N/ASchedule w/ affected agency(s)N/AN/AN/ASVRIA SystemsSeveral programs are managed by SVRIA to help support participating agencies’ needs for interoperability. ?EComm?BayMACS?TransMACS?VOIP System?SVRIA Dx?SVRCSECommOverviewEComm is a closed, government only digital microwave system which links government facilities and provides connectivity to most remote public safety radio sites. EComm provides a high capacity alternative to leased voice and data circuits for mission critical radio and data applications and is the backbone for several SVRIA projects. EComm includes redundancy to ensure the most reliable transmission of public safety-first responder radio communications, public agency radio communications, data communications from field units, dispatch to dispatch links and sharing of other public safety data. The Microwave system (EComm) was built in 2007 and completed in 2009. The project was funded through federal grant and congressional earmarks. The project was managed by the city of San Jose. When it was completed the assets were transferred to the JPA for maintain so it could provide the backbone for voice and data communications over the new radio system. Service AreaEComm serves all critical government facilities in the Santa Clara County Operational Area.System OperationsEComm is operated and maintained through the service agreement with the System Administrator. System Monitoring and ImpactEComm is monitored through a service agreement with Aviat Networks. EComm is maintained through the agreement with the System Administrator. Any problems with service detected by a user agency should be communicated immediately to County Communications 9-1-1. The System Administrator will coordinate with Aviat Systems for any service fault events and affected agencies will be notified and updated.Additional ServiceAgencies may request additional service needs from EComm. All new projects will be evaluated by the Executive Director and SVRIA Working Group to ensure the project meets system mission and the system has adequate capacity without impacting current services.BayMACSBayMACS is a radio gateway which provides seamless communications between police, fire, EMS and emergency management personnel regardless of the frequency band on which an agency operates. Linking VHF, UHF and 800MHz spectrum, BayMACS allows mobile communications throughout the Operational Area. BayMACS may be used by law enforcement during pursuits between cities and by all public safety responders as a command channel during major incidents or planned events. BayMACS was designed as inter-disciplinary, inter-system communications for public safety and use over a large geographical area of impact.Service AreaBayMACS serves most of the populated areas of the Santa Clara County Operational Area.System OperationsBayMACS is operated and maintained through the service agreement with the System Administrator. In the event BayMACS is needed, the requesting agency dispatch center must contact County Communications 9-1-1 to activate the patching of all bands in the system.System Monitoring and ImpactBayMACS is operated, monitored, maintained and serviced through an agreement between SVRIA and the System Administrator. Any problems with service detected by a user agency should be communicated immediately to County Communications 9-1-1. The System Administrator will coordinate for service fault events and affected agencies will be notified and updated.TransMACSTransMACS (Transportable Mutual Aid Communications System) is a rapidly deployable system containing the Raytheon JPS ACU-1000 radio gateway. The gateway allows communications between all public safety, first responders across VHF, UHF and 700/800MHz spectrum. TransMACS is pre-programmed with all local agency frequencies and can be deployed anywhere in the operational area to provide multiple communications paths in and around an incident or planned event site. Additional field programming by trained technicians is available if needed. The TransMACS trailer is an all-weather self-contained resource.Service AreaTransMACS serves all Santa Clara County Operational Area. The Operational Area consists of all of Santa Clara County and all areas that participating members serve.System OperationsTransMACS is operated and maintained through the service agreement with the System Administrator. In the event TransMACS is needed, the requesting agency must contact County Communications 9-1-1 to request TransMACS. The requesting agency will need to provide as much information as possible to help facilitate the request:When is it needed (immediate need or planned event)?Deployment LocationCommunications Unit Leader/Contact name and phone numberExpected duration of needSpecial travel instructionsSecurity at location of deploymentStaff logistical support availabilitySystem Monitoring and ImpactTransMACS is operated, monitored, maintained and serviced through an agreement between SVRIA and the System Administrator. Any problems with service detected by a user agency should be communicated by the Communications Unit Leader or site contact name immediately to County Communications 9-1-1 or the assigned technician.Telephone System (VOIP)The VoIP (Voice Over Internet Protocol) based telephone system is designed for use by agencies during the loss of commercial telephone services and/or other emergencies. The VoIP phone system connects 911 centers, emergency operations centers (EOCs) and other key government facilities via the EComm. Since SVRIA VOIP does not connect through commercial telephone providers, the system is an alternative for use when commercial telephone and communications are impacted by public use during a disaster or when communications systems have been cut off by an act of nature or sabotage.Service AreaThe VOIP System serves all critical government facilities in the Santa Clara County Operational Area connected via the EComm Microwave and other agency microwave systems.System OperationsSVRIA VOIP is operated and maintained through the service agreement with the System Administrator. System Monitoring and ImpactVOIP’s network components are monitored through the EComm service agreement with Aviat Networks. Any problems with service detected by a user agency should be communicated immediately to County Communications 9-1-1. The System Administrator will coordinate with Aviat Systems for any service fault events and affected agencies will be notified and updated.Systemwide ExerciseThe SVRIA VOIP will be exercised regularly to ensure that 911 Centers, EOCs and key government facilities are familiar with the system in time of need.Additional ServiceAgencies may request additional service needs from VOIP. All new projects will be evaluated by the Executive Director and SVRIA Working Group to ensure the project meets system mission and the system has adequate capacity without impacting current services.SVRIA DxIN DEVELOPMENTActivities occurring during daily public safety operations, acts of terrorism and natural disasters create a critical demand to have seamless integration and sharing of data and resources that can save precious minutes and dramatically enhance interagency coordination and effectiveness. An integrated data sharing solution between geographically related communities is a significant unmet need in emergency preparedness and response. During an incident or disaster, time spent calling for resources between communities can slow response and recovery efforts. The future of emergency resource management is based on integration between disparate dispatch systems to allow the display of resources from neighboring jurisdictions and assist in the dispatch of these resources.The Computer Aided Dispatch (CAD) systems used to track and dispatch first responder personnel and resources in Santa Clara County communities are not fully linked and dispatchers in the thirteen primary 9-1-1 centers have no way to quickly and effectively share vital information. This results in time-consuming phone calls to communicate critical data and/or locate and request the dispatch of the closest available resources.In 2006 the SVRIP proposed a grant project to link Public Safety Answering Point (PSAP) centers in both Santa Clara County and Santa Cruz County through their associated Computer Aided Dispatch (CAD) software. This was to allow electronic sharing of data across the multiple agencies and jurisdictions and improve situational awareness and dispatching of law, fire and medical resources during large events. In addition to two-way data sharing, part of the project’s vision is to provide a visual common regional operating picture (CROP) or “Chief’s View” of the Silicon Valley Interoperability Project Data Exchange (SVRIA-DX) infrastructure’s presentation of active events and resources shared by all jurisdictions.The following jurisdictions are scheduled to participate through each of their respective public safety departments: 1.County of Santa Clara2.County of Santa Cruz3.City of Campbell4.City of Gilroy5.City of Los Altos6.Town of Los Altos Hills7.Town of Los Gatos8.City of Milpitas9.City of Monte Sereno10.City of Morgan Hill11.City of Mountain View12.City of Palo Alto13.City of San Jose14.City of Santa Clara15.City of Saratoga16.City of Sunnyvale17.South Santa Clara County Fire District (SSCCFD)18.San Jose State University (SJSU)SVRCSOverviewThe SVRCS is a group of FCC licensed radio frequencies that encompass a digital trunked 700MHz Project 25 (P25) compliant voice-radio communications system. The system is comprised of a consortium of physical radio sites, licensed 700MHz frequencies, wireless links, wireline and fiber optic links, network equipment, and servers which provide operational area radio coverage for public safety and public service users from local governments, county, state, federal agencies, special districts, and EMS providers. The system is designed and sized to offer interoperable participation to adjoining counties, as well as State and Federal agencies. The SVRIA is part of the Bay Area UASI and has worked closely with regional partners to ensure region wide interoperability. The digital microwave system (ECOMM) is the predominant data backbone to the SVRCS and is essential in connecting most sites to the Master Site Controller.Physical DescriptionThe SVRCS has one Master Site that maintains system control and synchronization for all the other tower sites and dispatch centers in the system. Each sub-region has a prime site that contains equipment to ensure all the sites in that area are synchronized. The Master Site communicates with the three Prime Sites, Remote Sites and all system dispatch consoles. All physical locations of the system down to the remote site have some form of backup or redundancy. In addition, Master and Prime Sites have redundancy that includes additional hardware. The SVRCS consists of 31 radio tower sites throughout the Operational Area. The system is divided into the three sub-regional service areas (25 radio tower sites), Central, West and South. Six of the radio tower sites are independent of the service areas and are used to help supplement the coverage of any of the 3 service areas in remote parts of the operational area. SVRCS uses 56-700 MHz channels to make the system work. The system encompasses 16 dispatch centers with over 168 console positions. The system is capable to provide fully interoperable communications to all public agencies within the Santa Clara County Operational Area.System Service Area MapSystem SitesRegion Site NameRegion Site NameRegion Site NameWest SiteWalsh Prime SiteCentral SiteCentral Prime Site- SJCHSouth SiteSouth Prime (Holiday Lakes)West SiteWalsh E-commCentral SiteSJ City HallSouth SiteHoliday LakesWest SiteSunnyvale DPSCentral SiteCarol Dr Central RFSouth SiteGilroy Target RangeWest SiteMTN ViewCentral SiteFire Station 29South SiteGilroy Reservoir DWest SiteVMCCentral SiteCadwalladerSouth SiteWoodland AcresWest SiteCarol DrCentral SiteCoyote PeakWest SiteStickney CellCentral SiteEagle RockRegion Site NameWest SiteDoyle/ West YardCentral SiteFrazierRemote SiteMt. MadonnaWest SitePalo Alto Civic CenterCentral SiteGood Samaritan HospitalRemote SiteMt. ChualWest SiteSunnyvale Fire Station # 5Central SiteMilpitas PDRemote SiteCopernicusWest SiteMt. RodoniCentral SiteSierra AzulRemote SitePacheco PeakCentral SiteSJPD SO SubstationRemote SiteCoyote Lakes ParkRemote SiteUVAS Canyon ParkSystem Participating PSAPsDispatch CenterDispatch CenterCounty Communications (Carol Dr.)Evergreen College*TSC - Santa ClaraLos AltosElectric- Santa ClaraVTAElectric BU- Santa ClaraPalo Alto601 El Camino - Santa ClaraSJ Dispatch CentersLevi's Stadium-Mtn ViewSunnyvale DPSStanfordLos Gatos Evergreen College MCC Gilroy City of MilpitasMorgan HillCity of CampbellLevi's Stadium- Add on Santa Clara CorrectionsSJ Dispatch (SB50 2 ops)Morgan Hill ECC*SJ StateSan Jose AirportSystem PerformanceThe system was developed, installed and tested with the 700MHz channels providing “portable on-hip” coverage throughout its defined service area at a 95% coverage level with a Delivered Audio Quality (DAQ) of 3.4. The system uses Time Division Multiple Access (TDMA) Phase II for best use of the 700 MHz channels licensed for the system. The system is also programmed to provide reverse generation operations by employing Dynamic Dual Mode (DDM). This allows a channel (all users) the seamless ability to revert to P25 Phase I compliant communications if a Phase I radio affiliates with that talkgroup.Grade of ServiceThe SVRCS radio system was designed using a 2 percent GOS criterion. This means that given a certain quantity of radio users roaming throughout the system, each SVRCS site, during the busiest time of day, should support the traffic volume with only a 2 percent probability of a call being blocked or getting a system-busy (98 calls out of 100 will be completed without queuing).The purpose of this policy is to explain and define methods and criteria used to help maintain a Grade of Service (GOS) of 2 percent or better for SVRCS.Grade of Service (GOS) is a measurement used to help quantify system loading. It helps describe a subscriber’s ability to access the system considering existing or predicted radio traffic volume. It is generally expressed as a percentage, which represents the probability of being “denied” access due to the unavailability of radio channels to support the call. GOS quantifies the level of congestion or how busy the radio system is.In order to monitor GOS, historical system traffic reports will be analyzed regularly. These reports will be used to rank the SVRCS sites to determine when and where improvements may need to be implemented. If we are unable to consistently achieve the 2 percent grade of service, we may implement one or more of the following measures:1.Add channels2.Slow down subscriber membership3.Modify site access profilesReporting Coverage issuesIssues with radio coverage, particularly degradation of service in an established area should be reported to the System Administrator through the agency dispatch center manager or designee (watch commander, shift commander, duty officer). Coverage issues can also be communicated to technical representatives of an agency for further evaluation and discussion with the Technical Advisory Committee.Strategic PlanningUpon completion of the initial buildout of the SVRCS a recurring subject will be established as part of the annual workplan to include strategic planning, Since the SVRCS was first designed with room for expansion, initial planning will likely gather intelligence on system operations and capacity. Future growth of the system will need to include recommendations for equipment replacement, additional capacity or coverage. Several factors are monitored and reported to the Executive Director on behalf of the users, System Administrator and system service providers. Strategic planning will evolve to include future recommendations to the SVRIA Board of Directors for additional Capital Outlay to meet increased demand for service.System Upgrade ProceduresSystem Release Version upgrades and other technology implementations shall be presented to the SVRIA Working Committee for consideration and approval. Technical experts may be consulted prior in a sub-committee setting or recommendations may come to the Working Committee from the Executive Director. The SVRIA Working Committee shall make the final decision. Any approved changes that are not a part of the annual working plan or SVRIA approved budget will require approval by the SVRIA Board of Directors. Upgrade and technology presentations shall be presented in both written and oral form. Presentations/proposals shall include detailed information on the benefits of the upgrade, equipment replacement, financial obligations, and a projected upgrade time schedule to include training opportunities and end user responsibilities. The proposal must also include verification that all impacted infrastructure equipment/site owners have agreed to participate in the project. Proposals will be submitted to the SVRIA Working Committee identifying the pros and cons associated with the upgrade. The SVRIA Working Committee will consider the proposal and proposed funding of the project. The Working Committee recommends to the Board of Directors changes or additions to the system. If funding is secured (part of the annual work plan and SVRIA budget, the SVRIA Board will approve the project recommendation.System Completion and Future ImprovementsThe SVRCS final acceptance testing was completed in July 2020. This date signaled the completion date of the SVRIA accepted, initial engineered buildout of the system.Transition of member/participants to the system continues and as such the system’s quantity of subscriber units continues to grow. As such, SVRIA continues to monitor system use and capacity, ensuring that the system works as designed as built and address any potential future needs for improvement with the SVRIA Board of Directors.System EnhancementsDue to the complexity of the SVRCS System; replacements, additions, modifications, or equipment upgrades must be evaluated for their potential impact on SVRCS. At a minimum, proposals for additions, modifications, or equipment upgrades must be reviewed to ensure compliance:Current system versionBenefits of enhancementSystem capacitiesProper system licensingPotential impacts on system loadingEffects on system coverageIntegrity of system securityCompliance with infrastructure equipment/site owners.Recommended system enhancements must be coordinated with the SVRCS System Administrator and the SVRIA Working Committee and appropriate sub-committees.System OperationsThe SVRCS offers the opportunity for interoperability among all our subscribers. It is the intent of the SVRIA to allow users to roam freely throughout the system as dictated by their operational needs. However, it is also necessary to put in place controls to ensure an acceptable grade of service for all users. This is especially true during mission critical operations and emergencies. The challenge is to effectively define and manage appropriate system use while not hindering communications needs.If roaming, or system configuration settings adversely affect SVRCS performance, the affected parties shall meet with the SVRIA and use their best efforts to resolve the issue. If an agreement is not reached, the SVRIA will take steps necessary to maintain acceptable grade of service.Seamless roaming should assure wide-area communications with acceptable voice quality while minimizing site switching. Coverage overlap is important to maintain acceptable voice quality while switching between sites, to avoid “missed” audio. Roaming is dependent on several factors and system configuration settings including site access profiles and site preference settings. The goal is to optimize for best system performance while meeting the operational requirements of the user. In the event of an emergency it may be necessary to adjust channel site access to mitigate system performance issues. Ultimately, operational requirements dictate how these parameters are set.There are typically four talkgroup profile classifications that can help define appropriate communications operational boundaries. These are used to promote interoperability while still maintaining a communications structure that can be managed to ensure an acceptable grade of service:?Systemwide (Santa Clara County Operational Area)?Single Service Area (Central, West or South)?Hybrid (use of a service area and remote sites)?Incident Use (local, non-system channel)Mobile and portable radios are recognized by the system and granted access based on valid system ID, talkgroup ID and individual ID. Currently the system is configured so that if either the talkgroup ID or the individual radio ID is not allowed at a site, the radio will not be allowed on the system. Individual IDs are valid at all SVRCS sites; therefore, talkgroup IDs are used as the limiting factor when developing site access profiles.Talkgroup site access profiles define the available valid sites for a specific talk group. These are sites that a radio may roam to during normal day-to-day operations. In some instances, this may not be desirable. For example, loading may be such that there are limited system resources available on adjacent or outlying sites that could cause the user or other users to experience grade of service problems. Typically, subscribers will remain on the affected site as most users are likely on same site during field operations. Another example, during certain system impact events, such as site trunking, it may be more important for users to be steered to a predetermined site. This is evident in situations where a permanent patch is used. In those situations, talkgroups can be configured to prefer the simulcast system within some models of radios. This will ensure that most affected users will stay together during a simulcast site-trunking event.There are systemwide talkgroups available to users for non-routine activity such as emergencies, interoperable communications, and special events. Some agencies based on their jurisdictional coverage and operations, have approved systemwide talkgroups. These talkgroups are typically configured with no site preferences on the simulcast subsystems and “Least Preferred” preferences on remote sites.Regular operational planning by the SVRIA adds benefit to facilitating appropriate system utilization, which will promote the efficient growth and expansion of system infrastructure as system demand increases and new users are added.The system infrastructure settings that control how site access is handled are called the “Site Access Denial Type” parameter. They have the following definition:?Individual Only: The radio is rejected if the individual radio user does not have access to the site.?Talkgroup Only: The radio is rejected if its current selected talkgroup does not have access to the site.?Both: The radio is rejected if neither the talkgroup nor the radio has access to the site.?Either: The radio is rejected if either the talkgroup or the radio does not have access to the site.The subscriber radios contain site preference settings that influence the tendency of a radio to select one site over another. These settings can be configured on a per talkgroup basis. As an example, Motorola radios contain the following site preference settings:?Least Preferred: The site will be avoided unless it is the only usable site for operation. ?No Preference: The site is given no preference. If the site is not listed, then it is automatically assigned no preference.?Preferred: The site will be used over all non-preferred sites with similar signal strength.?Always Preferred: The site will be used over all non-preferred sites with similar signal strength even if the site losses communication with the wide area system and enters site-trunking.Interoperable Channel ReservationsAll user agencies have permission to access the Channel Reservation System. To request a login, contact Executive.Director@Requesting Additional TalkgroupsAs the system evolves it is likely that additional talkgroups will be required to maintain efficient communication. The Executive Director will evaluate the request and discuss with the system administrator to determine agency impact to the system and evaluate all potential solutions with the System Administrator.Since the system is interoperable, it is likely other agencies are affected by the addition of new talkgroups. New talkgroups may be approved immediately or may be consolidated with the addition of other agency talkgroups to aid in code plug creation and align programming schedules with allied agencies.To ensure that the addition of new talkgroups is documented appropriately and communicated to all system users, all requests for additional talkgroup allocation will be requested in writing to the Executive Director.System Coverage Testing and ExercisesThe SVRCS met all designed system acceptance testing per the agreement between SVRIA and the manufacturer/installer prior to July 2020. Coverage changes are expected as increased population and future growth of the operational area occurs. Coverage testing can be performed by any participating agency on their channels anytime they wish to check coverage. System Interoperable channels can be reserved for testing through the SVRCS reservation calendar at . Any documented coverage issues should be reported to the agency dispatch center manager or designee (watch commander, shift commander, duty officer) to forward to SVRIA and the System Administrator.Training and Exercises can be performed by user agencies or associations. Planned events and usage of interoperable channels should be reserved by the host agency or association.Private CallPrivate Call is a feature that allows a voice call to be conducted between two subscriber units. Due to the impact on system capacity, the Private Call feature is not allowed on the system.TelephonyTelephone Interconnect allows telephone calls to be transmitted from subscriber units. Due to the impact of system capacity, the ability to place or receive telephone calls directly to or from a subscriber is not allowed on the system.Emergency Button Push (EBP)Emergency button push activation is available for use on the system. System users may not program EBP to activate on systemwide interoperable channels. If an agency or discipline wants to have EBP functionality while a user is on an interoperable channel, the alert must be directed to a different channel in the subscriber unit configuration.Talkgroup Priority LevelsIn a P25 trunking system when a cell has more call requests than channels available it will issue a system busy and place the requesting unit into queue. If the queue contains more than one requesting unit, the system will sort the queue based on several factors most notably the “Priority Level” of the talkgroup. There are 10 levels of priority in a P25 trunked system.In the SVRCS, Public Safety talkgroups are typically given a higher priority than Public Service talkgroups. Public Safety Talkgroups (Law, Fire, EMS, etc.) have a default priority of 4, while Public Service Talkgroups (All others) have a default priority of 7. Talkgroups designated as interoperability talkgroups should have a default priority of 4. There is flexibility within the system to have an additional priority level for command staff/supervisors if required. Requests for additional priority levels should be directed to the SVRIA Executive Director for discussion and recommendations. System priority changes will be approved by the SVRIA Working Committee.System StandardizationNaming ConventionsTraditional agency descriptors did not necessarily follow a standard naming convention. Some examples include: “DISPATCH”, “TAC 1”, “FIRE BLUE”, etc.With multiple agencies sharing the SVRCS system, an agency, with permission, can access a neighboring agency’s talkgroup and therefore some method of standardized naming must be developed to foster interoperability. The SVRIA Technical Advisory Group has developed standard abbreviations for agencies, channel types, and colors. Some disciplines have been approved to develop a standard for their discipline. Examples of agency naming “To accommodate the 8-character subscriber displays, talkgroup names should be limited to 8 characters. For example: “WCPDTAC1”, “ACSO_DSP”, etc.To increase readability in displays with greater than 8 characters, agencies have the option to insert a space between the agency, channel descriptor, and number. For example: WCPD_TAC_1.A complete list of agency descriptors and channel descriptors is included in Appendix H.System Fleetmap and AdjustmentsAll field subscriber units associated with the SVRCS are required to include the established system interoperability talkgroups and channel plan. See Appendix I. They are further encouraged or required in some cases by an association agreement to program additional talkgroups and channels to meet their user agency needs for coordination of mutual aid.Like the field units, dispatch center consoles have a set of established channels programmed. It is highly encouraged that dispatch center consoles are programmed to include all system minimum required interoperable talkgroups and mutual aid channels established by their discipline. Other channels may include all other SVRCS channels in the minimum subscriber unit load, the agency’s conventional backup channel, consolettes/control stations programmed to operate during a potential Failsoft or Site Trunking events and other channels/consolettes that enhance interoperability or cover backup PSAP responsibilities.EncryptionAdvanced Encryption Standard (AES) as the only encryption allowed on the SVRCS. In order to foster interoperability and enable the use of subscribers from different manufacturers the SVRIA has chosen to standardize encryption. Talkgroups are programmed in the system to either operate in encrypted mode or in clear mode. There is no on/off switch programmed on the subscriber unit which reduces potential confusion during field operations. When a temporary patch is activated between an encrypted and non-encrypted channel, encryption will be deactivated. Talkgroup SharingAgencies are encouraged to share their talkgroups with those agencies within their dispatch jurisdiction that they commonly interoperate with or perform as backup dispatch centers. Sharing of talkgroups by dispatch center console should be performed in the most effective and efficient manner to ensure connectivity minimize traffic on the SVRCS system talk paths. Sharing of talkgroups must be approved by SVRIA and the host/user agency and an approved talkgroup use agreement must be on file with SVRIA. The approved talkgroup use agreement form is available on the website. A complete SVRIA guideline to talkgroup sharing is included in Appendix J.Audio LoggingAll talkgroups within the SVRCS are capable of being recorded by the SVRIA. Each agency will be responsible for the identification of talkgroups they require to be logged and the retention period required. Further, each agency will be required to retrieve their own recoding. This is not a service provided by the SVRIA or the System Administrator. Logging may also be conducted at the agency’s location as per the requirements of their governance and records retention policies. For any audio recorder to be joined to the system, it must meet the requirements of SVRIA.System Preventive Maintenance/RepairSVRIA has an established System Administrator’s agreement with Santa Clara County Communications (System Administrator) for oversight of maintenance and repair of all SVRCS sites. The System Administrator will coordinate as needed with the system vendor, user agencies and SVRIA regarding preventive maintenance, programming, troubleshooting, interference, repair, replacement of equipment and new user provisioning as necessary to keep the system operational.Preventive Maintenance, Patches and UpdatesSystem equipment requires preventive maintenance, regular patches, firmware upgrades, virus prevention software upgrades and operating system updates. These planned events will be coordinated by the equipment provider and early notification will be made to all agencies and system participants by the System Administrator and SVRIA. In most cases there will be minor to no interruption in services since the redundancy of the system provides a workaround while system components are offline. In all cases, a detailed description of services impacted, any solutions needed by agencies to maintain service will be described and provided in advance. Major system patches and upgrades that can be scheduled will occur in November of each year.The System Administrator will provide regular power system and battery testing of system components to ensure that any equipment that needs maintenance, repair or replacement is identified in advance when possible. Any equipment found by participating agencies that appears in need repair or replacement are to contact the System Administrator.Each agency is responsible for their own subscriber units, (portables, mobiles and fixed (control station/consolettes) purchased and owned by the agency. Each agency’s consoles are a part of the SVRCS maintenance and repair agreement with Motorola. Digital Radio BackhaulDigital backhaul of system information occurs in multiple ways, but most of the traffic is backhauled using EComm. There are also several fiber-optic routes that link sites for system backhaul. SVRIA maintains a preventive maintenance and repair agreement with Aviat for all EComm system components. Regular testing and maintenance shall be addressed by SVRIA System Administrator as needed and notified by the AVIAT NOC or system participants. See Section XX for more on EComm. All non-Aviat components that provide backhaul will be coordinated by the System Administrator. Any degradation or disruption should be reported to Santa Clara County Communications 911 as soon as possible.Master Site ControllerRegular Master Site Controller maintenance shall be coordinated by the System Administrator with Motorola Solutions and include timely notification to all participating agencies as to any potential impacts to service and actions needed to be taken by participant agencies.System Antenna AlignmentPreventive maintenance will include testing of antenna systems and physical inspection (from ground or tower climb if necessary) to ensure system integrity. Any system degradation or physical changes to antenna equipment discovered by users/participating agencies shall be reported to the System Administrator.Alignment and adjustment of SVRCS equipment will be addressed by the System Administrator in consultation with SVRIA and Motorola Communications. Any degradation or interruption in services are to be reported to the System Administrator as soon as possible.System Battery ReplacementSystem batteries are a consumable item in the system and are cleaned, inspected and tested as part of the preventive maintenance process. Any batteries needing replacement will be identified and a detailed quote forwarded to SVRIA for approval by Motorola. Any identified issues by with system batteries should be communicated to the System Administrator.Building MaintenanceBuilding maintenance and upkeep is necessary to maintain integrity of the building and the components of the SVRCS and other critical communications infrastructure. In most cases the buildings are owned by a participating agency or space is leased by SVRIA to hold system components. If any participating agency discovers a need for maintenance and need assistance to contact the building owner for notification may contact the System Administrator or SVRIA. System Repair and Spare PartsThe System Administrator is dedicated to servicing the system and shall maintain XX% spares kits for RF sites, multi couplers, site networking equipment, and AC/DC power system equipment. Motorola developing a list of recommended sparesPatchingAn SVRCS patch is defined as a connection between two or more SVRCS Talkgroups for same-system use or the SVRCS and any non-SVRCS component to provide audio communications between disparate systems. A patch allows users to communicate intersystem in the case of patching talkgroups or to communicate with non-SVRCS users.Patches are a gateway of interoperability that can be used by any agency. There are two approved SVRCS Patches identified in this policy:1.Permanently established Patch.a.Established by a Dispatch console.b.Established by an audio switching device.2.Temporarily established Patch.a.Established by a Dispatch console.b.Established by an audio switching device.c.Established by an Audio Gateway installed in a vehiclePatching ResponsibilitiesAny requesting agency must apply for a permanently established patch to an SVRCS channel. When the application is approved by the SVRIA, construction of the patch by the agency may begin. The patch must be tested and approved by the System Administrator prior to placing the patch into full operation.The SVRIA may disable the patches operating on the SVRCS if there is a negative impact to the system. The System Administrator will remotely disable the radios only after attempting to rectify the problem and then only upon 30 days advance written notice to the agency. However, in the event of an emergency, as determined by the System Administrator, based on the SVRIA escalation process, the offending patches may be immediately disabled. The System Administrator will make a good faith effort to advise the agency in the event of an emergency that necessitates disabling a patch.The implementation of the patch hardware, interface, radio, labor, etc. is the responsibility of the requesting member. The SVRIA may invoice the member agency for any technical support supplied by System Administrator personnel.Temporary Patch RequirementsA patch between two or more SVRCS talkgroups does not require prior approval. For planned events, any interoperable talkgroup must be reserved in the SVRCS Reservation System. For spontaneous events (i.e. pursuit or mutual aid emergency) the agency discipline will follow the established procedures in their respective operational document. See Appendices.2. A member must notify the System Administrator of any temporary patch enabled and identify the talkgroup used in the patch.3.The System Administrator may disable a temporary patch if it causes communications problems for SVRCS subscribers.4.The patch must function in a technically and operationally consistent manner.5.The activation (key-up) of the patch shall be less than 2 seconds.a.The release time between messages should be less than 4 seconds.b.The audio quality should be a close representation of the original audio as heard on a typical subscriber radio.c.The audio shall be free of hum, clicks, or other extraneous noise.6.No radio may be used as a patch radio without prior approval.7.No console may be used to facilitate a patch without prior approval.8.SVRCS Interoperability talkgroups may be temporarily patched for events.9.The temporary patch facilities and associated equipment shall be available for inspection by SVRIA.10.The temporary patch facilities shall be tested and approved by the SVRCS prior to implementation.11.Maintenance of the temporary patch and facilities is the responsibility of the member agency.12.The agency shall continuously monitor and respond to calls on the patch.Audio patching is most effective for patching like resources, i.e., conventional resource to conventional resource, 700/800 MHz talkgroups to 700/800 MHz talkgroups. There may be system degradation with the patching of unlike channel resources.Audio patches have a risk factor for adversely affecting trunked radio system operations. If temporary audio patches are required to the region wide SVRCS, it is highly recommended that the personnel implementing the audio patch be trained in the operational techniques necessary for proper patch communications. Audio patches shall be removed as soon as the need for the patch has ended.Permanent Patch Requirements1.Permanent patches will be approved after need has been demonstrated. The SVRCS Grade of Service will be considered in the approval of a permanent patch.2.Permanent patches are always to remain active on the talkgroup specified within the patch agreement. This requirement is to provide the public safety users with a consistent and functioning communications path between the radio systems.3.Only one talkgroup will be programmed into a permanently patched SVRCS interface radio to ensure the radio remains on the patched talkgroup.4.A local jurisdiction may implement multiple permanent patches if the SVRCS Grade of Service allows the additional traffic. If the SVRCS Grade of Service falls below an acceptable level of service by the additional patches, the requesting agency may be required to purchase additional SVRCS infrastructure to support additional traffic load or another solution researched.5.The patch must function in a technically and operationally consistent manner.a.The activation time (key-up) of the patch shall be less than 2 seconds.b.The release time between messages should be less than 4 seconds.c.The audio quality should be a close representation of the original audio as heard on a typical subscriber radio.d.The audio shall be free of hum, clicks, or other extraneous noise.6.No radio may be used as a patch radio without prior approval.7.No console may be used to facilitate a patch without prior approval.8.SVRCS Interoperability talkgroups cannot be permanently patched.9.The patch and associated equipment shall remain fixed and be available for inspection by System Administrator personnel.10.The permanent patch shall be tested and approved by the SVRIA prior to implementation.11.Maintenance of a permanent patch is the responsibility of the member agency.System TroubleIn order to validate service level performance, track response, service restoration, history, reporting and root cause analysis for failures and outages, it is necessary to have a common reporting methodology. Any agency that has a service degradation, disruption, outage or failure should report the problem to their Dispatch Center Manager or designee (watch commander, shift commander, duty officer) immediately. The Dispatch Center Manager, or designee will contact the Santa Clara County Communications 911 of the event as soon as possible.At a minimum the following information will collected as part of any service problems: ?Reported failure, outage or trouble?Is the condition currently being experienced??What are the users doing during the affected outage, how is the system being used??What are users doing now as a workaround?Date & time reported?Reporting person, agency and contact information?Affected Site or area?Initial Severity Classification?Responsible service provider?Action plan for responding to or correcting the failure/outage (Action Plan) ?Failure/Outage corrected date & time.Santa Clara County Communications 911 will collect the information from the agency, assist with classifying the severity level of failure/outage and obtain other relevant information. Based on the location and type of failure/outage, the System Administrator will contact their appropriate staff to initiate response based on severity. All required follow up notifications will be communicated to the affected agencies and status updates documented on a Failure/Outage Log Form. See Appendix K or the website for a copy. The SVRIA Executive Director or designee will be notified and may assist with the notifications through broadcast email or other notification methods.The System Administrator will be the primary repository for all degradation, disruption, outage or failure history reporting. All failures/outages will be reported to the SVRIA through the System Administrator.The System Administrator will provide updates to the “Action Plan” as outlined in the severity level of the failure/outage classification matrix (site section #).The Failure/Outage Log information may be shared by the System Administrator and SVRIA among all service providers to establish a knowledge base for future issues. Event information will also be provided to user agencies to ensure a clear message is provided in an after-action format. Maintenance personnel shall record in the Failure/Outage Log on any maintenance performed on the system infrastructure. Items recorded shall include trouble reported, major modules replaced, firmware/software versions used, any changes to configurations, and final trouble disposition.Outage Reporting Outages affecting the SVRCS infrastructure have “priority of service” response since the outage likely affects the most users and agencies. Voice traffic will normally be a higher priority than data traffic in EComm, as data traffic is typically used for administrative functions within the system or can be duplicated by voice communications. Due to the nature of the public safety members and their operations, there may be times where there are exceptions. It is the goal of the SVRIA and the System Administrator to provide service to all clients in a timely manner. In the instances where workloads exceed resources, routine work will be paused, and the following priorities have been established: 1.SVRCS/EComm infrastructure 2.Public Safety Dispatch Centers3.SVRCS subscriber units operating at incidents 4.SVRCS subscriber units for public safety5.SVRCS subscriber unit for public agencies6.Conventional radio units 7.Special ProjectsSite TrunkingSite Trunking is a failure scenario that occurs when a trunking site is no longer capable of communicating with the Master Site. In Site Trunking mode, a subscriber unit will only be able to communicate with other subscribers on the same site. Subscriber units may be programmed to display and/or emit an alert tone during this condition. Radios are programmed to remain on the affected site and will not roam to another site.FailsoftFailsoft is a failure scenario whereby site channels are assigned in a conventional repeat mode if all trunking capabilities have ceased. In Failsoft conditions multiple talkgroups may be assigned to the same conventional channel. This may include multiple agencies (multiple dispatch centers) using the same conventional frequency to communicate. The system components and subscriber units are pre-programmed with this information. A matrix of Failsoft channel designation for talkgroups is listed in Appendix L. Increased coordination between shared users will be required to ensure communications are not further impaired. SVRIA recommends agencies that share a common conventional channel establish a business practice in advance and exercise their plan regularly.Bi-Directional Amplifiers (BDAs)BDAs are radio frequency repeating devices used to enhance radio coverage inside buildings or in areas where geographic or other features limit radio system coverage. BDAs come in two basic types. A broadband, or class B BDA passes a broad segment of spectrum indiscriminately. A channelized or narrowband BDA uses filters to limit the signals passed to certain specific frequencies. Class A BDA’s are the only type BDA system authorized to repeat on the SVRCS system frequencies.It is SVRIA policy to review and certify the design and implementation of any BDA used to retransmit SVRCS licensed frequencies. As an FCC licensee, the SVRIA is subject to federal regulation. Specifically, and for purposes of this policy, SVRCS and its members are responsible to comply with regulation 47CFR90.219 “Use of Signal Boosters,” and ensure that all applicable FCC rule requirements are met. All BDAs in the Operational Area of SVRIA are to be registered with the SVRIA. Per 47CFR90.219, BDA system owners must have documentation from the licensee to repeat the SVRCS frequencies.Since the amplification and retransmission of radio frequencies can potentially cause harmful interference to the SVRCS, SVRIA and System Administrator will track the use, design, installation, and performance of BDAs across the Operational Area. This may involve site surveys, installation inspections and testing.Local Building Official and Fire Marshal Coordination (design and installation)Building Officials shall ensure SVRIA reviews designs prior to the purchase of a BDA solution by the permittee. Further, Building Officials shall ensure that final inspection has been completed and approved by the System Administrator prior to final signoff, turn-up and use of BDAs.The installation and initial operation of BDAs requires close communication with local agency building officials to ensure that system interference is mitigated or reduced as much as possible. California Building Code regulates the installation of BDAs and places building and fire inspectors in a position of authority to enforce the code to ensure safe use of BDAs. County and City Fire Marshals and/or Inspectors shall ensure that the SVRIA and the System Administrator are aware of the BDA project to mitigate SVRCS impacts.BDA System InterferenceAny user agency experiencing specific localized coverage problems shall contact the System Administrator using the established system failure reporting procedure. When a BDA is causing system interference, the Building Official/Fire Marshal will be contacted by the System Administrator. The System Administrator may request assistance with the BDA owner. The owner will be requested discontinue the BDA’s operation until the BDA is repaired, modified or removed. BDA repairs, modification or removal will be completed by the owner. Prior to completion of the event, the BDA will be tested by the SVRCS System Administrator to ensure the interference is eliminated. The System Administrator will investigate any SVRCS interference and remain in contact with the Building Official/Fire Marshal of the authority having jurisdiction. Final determination on course of action will be determined by the System Administrator for any BDA interference with the SVRCS. The System Administrator will assist as a subject matter expert with the BDA owner as needed to support the Building Official and/or Fire Marshal. The System Administrator will be available to communicate with the BDA owner and vendor to determine an appropriate solution.For user situational awareness, system users in the affected cell will be notified by the System Administrator of any BDA problems prior to solution of the issue and provide updates as the actions potential affect system users.Media AccessThe modern media and the citizens they serve are accustomed to timely, sometimes immediate access to information regarding police or fire emergencies. In the past, news agencies have been able to gather information by scanning police and fire frequencies, and dispatching reporters to events of concern. Media agencies may request use of system subscriber units for monitoring. This does not apply to commercially available scanner equipment.Participating user agencies wishing to provide media monitoring access to any of their talkgroups must provide a letter of permission to the Executive Director of SVRIA.Any media outlet wishing to monitor radio traffic of an authorizing agency, which is a member of the 700/800 MHz Region-wide SVRCS system, must submit their request to the SVRIA. All requests for permission shall be in writing signed by a senior level official from the outlet requesting permission.All costs associated with subscriber unit acquisition, programming, system access and maintenance will be borne by the requesting media outlet. Only SVRIA approved technicians will perform programming and maintenance. The media outlet will contract for such work through their company representative.Media Application/Approval ProcessRequests should be sent to: Silicon Valley Regional Interoperability AuthorityAttn: Executive Director601 El Camino RealSanta Clara, CA 95050Attn: Executive DirectorThe request must contain the following information: ?Contact name, business address, E-mail and telephone number?Specific agencies requested to be monitored?Quantity and type of subscribers requested (Base, Mobile, Airborne or Portable) ?Purpose for monitoring?Users of the equipmentIf a public agency does not have media access permission on file, the SVRIA will contact the agency whose talkgroups are being requested to approve the request. Once the agency has approved or denied the request, the requesting media outlet will be contacted with the status of their request. If the request is approved, SVRIA will provide an agreement form to be completed by the requesting agency. Once the form is completed and returned, SVRIA will provide information on how and where to get the equipment programmed to the media company to make direct arrangements. The maximum number of subscriber units authorized to a single media outlet will be restricted to a quantity of two. All equipment, upon request by the SVRIA, are subject to inspection upon demand. Units that are modified or not in compliance with the policies of SVRIA may result in deactivation, confiscation and legal action.Dispatch ConsolesDispatch consoles are a fixed location user interface. Consoles are typically used in a Public Safety Answering Point (PSAP) or other similar fixed location. Consoles are linked to the SVRCS through the Master Site Controller. Consoles are purchased by the requesting agency.Console InstallationDispatch console installations are required to follow the Motorola’s R56 Fixed Network Equipment (FNE) installation guidelines for all items affecting or related to Life Safety, Warranty, or Operational Performance. Console Programming and MaintenanceThe SVRCS System Administrator typically provides programming and maintenance to all user agencies. An agency may be authorized by SVRIA to have certified technicians perform maintenance on their consoles. Any agency may establish a console maintenance agreement with an approve console maintenance service provider. Currently, City of San Jose and Santa Clara County Communications provide services to other agencies. All system consoles are provided service through the Motorola service agreement with SVRIA.Console Service Patches and UpdatesMotorola provides system console patches and upgrades on a regular basis. The System Administrator will provide console updates to any user agency in the system. Those user agencies that maintain qualified service technicians and have been granted access by the SVRIA, may maintain their own console updates per their established business practices.Consoles maintained by the System Administrator will be updated monthly and other sites by their established business practice.Console RebootIt is recommended by the manufacturer that regular console reboots are an established business practice for all dispatch centers to improve console software/hardware performance.It is recommended that the console positions be updated one position at a time. User agencies are responsible for rebooting the computer for each console position after the 7th day of the month but no later than the 15th day of the month to install the updates. Dispatch Console TrainingIn order to ensure that console users are trained in console operations, dispatch center managers of user agencies are responsible to establish and maintain training curriculum for dispatchers and provide training to all users. It is recommended that curriculum include both new and refresher training for dispatchers. SVRIA and the System Administrator are available to provide technical assistance if necessary.Console Law-Net and Red-NetThe SVRCS maintains a feature in all consoles and dispatch center consolettes that allow for dispatch center communications. Law-Net and Red-Net provide dispatch centers the ability to relay key operational information that may affect other jurisdictions. Law-Net can be used to provide BOL info, requests for mutual aid and other related operational subjects. Red-Net can be used to relay fire department commitment and requests for mutual aid. Console Alias Management Database (CAM)All subscriber units that are approved for use on the SVRCS have a unique subscriber identification SID. The SID is displayed on the dispatch console so the dispatcher can identify the radio and user when they communicate on a talkgroup. The Console Alias Management Database is synced to the SVRCS and can provide an easier to identification “name” to the SID. Example- SID 4354, once programmed in the CAM would appear “SJPD Chief Jones”CAM management is conducted by technicians and dispatchers that receive training and are approved to access the CAM by their agency.Anytime a subscriber unit is swapped from a person or position, such as for repair or programming, the CAM needs to be updated to ensure that the proper alias is displayed at the dispatch center. This function only needs to be performed in one location and the entire SVRCS will be updated with the change. Because this is a systemwide function it is important that there are no duplicate SIDs System SecurityAuthorized AgenciesAgencies that demonstrate a need, the necessary training, technical knowledge and responsibility for security of system information may become Authorized System Key holders and are therefore authorized to program subscriber units. The list of Authorized System Key holders is listed in Appendix M.These Authorized System Key holders are also responsible for keeping system information secure following industry security standards.BayRICS/SVRIA System Key ManagementSVRCS is a communications system within a larger regional Bay Area “set of systems” made up of the BayRICS participants (BART, EBRCSA, Marin County, City/County of San Francisco, San Mateo County and GG Bridge Authority). System keys are created and issued to individual programmer/technicians following a mutually agreed upon set of criteria by all the participating agencies. Details of the System Key Sharing Agreement and Key inventory and distribution are in Appendix M. System keys must be maintained securely in order to protect the entire BayRICS network.Any lost, stolen or missing Advanced System Key shall be reported to System Administrator as soon as possible. SVRIA is responsible to notify several other agencies of lost, missing, or stolen System Keys as outlined in this policy manual.The SVRCS is a secure radio system. As such certain levels of access are required in order to access and program equipment and subscriber units. Access is granted using a “System Key.” System keys are unique access coding that allow the technician to have subscriber units and equipment join the system. For a technician to receive/maintain a system key the following conditions must be met:?Technician must work for a member/participant agency that maintains their own subscriber units and use the SVRCS for their primary dispatch.?System Keys will only be issued to agency authorized radio technicians that have completed approved training as required by the SVRIA.?Approved training includes completion of any course approved and/or appropriate training provided by the SVRIA.SVRCS Advanced System Key holders may create code plugs and provide the code plugs to qualified agencies or service providers for programming into the subscriber units for which they are responsible.No SVRIA authorized programmer/technician will directly or indirectly permit any third party to: view, read, print, extract, copy, archive, edit, create, clone, transfer, tamper with, or otherwise comprise the security of any radio code plug programming file, system key file, encryption key file, or template information for any radio on the system. The System Key will not be distributed or any SVRCS radio ID’s or talkgroup(s) information disclosed to a third party for any reason. Any information collected that any party has improperly or fraudulently obtained radio code plug file information, system key file information, encryption key file information, or template data, SVRIA will investigate the security breach and determine appropriate action. Action may include the surrender of access to the system by anyone involved.Any Agency or Service Provider found to be responsible for a security breach as listed above will be responsible for the cost of any and all reprogramming to include but not limited to any BayRICS and SVRCS system infrastructure and subscriber programming necessary to overcome the breach.System Keys that are capable of expiring will be set to expire 18 months after issuance and will be reissued annually after re-verification of agency needs.Only SIDs and talkgroups that have received prior authorization from SVRIA may be programmed.Self-maintained agencies may only program radio ID(s) and talkgroup(s) of the SVRCS radio system for their own agency or agencies they provide SVRCS subscriber maintenance. Self-maintained agencies may program other agency radios if a formal agreement has been executed and on file with SVRIA. Agencies shall provide copies of all talkgroup authorization letters to the SVRIA.Private Service providers may only program radio ID(s) and talkgroup(s) of the SVRCS radio system for which they provide SVRCS subscriber maintenance. Providers shall provide copies of all talkgroup authorization letters to the SVRIA.Maintenance Personnel Training RequirementsIn order to provide effective and efficient service and meet SLA response and restoration objectives and protect the system from programming and permission policy errors, it is necessary to have and established minimum training level for all service and programming personnel. Any agency willing to provide a technician to support end user components (subscriber units and consoles) must meet certification requirements and be approved by SVRIA. Nothing in this policy precludes agencies from establishing an agreement between them for technical services. Any executed agency to agency agreements are to be forwarded to the SVRIA. The training levels will be established by the SVRIA Executive Director in consultation with the System Administrator and the operational area technical community. Minimum training requirements are based on recommended training of equipment manufacturers (Motorola, NICE, AVIAT) for the type of equipment for which each technician is responsible.Each entity that is responsible for service, maintenance and/or programming on SVRCS infrastructure and subscriber units, will maintain documentation of the training of their personnel. This documentation may be certificates of completion from vendor provided training courses, or letters from agency supervisory personnel stating that the identified technician has demonstrated his competency through on-the-job training or prior experience. This includes SVRIA staff, the System Administrator, other local government agency staff and private contractors. The member/participant representative shall provide training documentation for review by SVRIA as needed, during normal business hours.Personnel Background ScreeningAll personnel who have access to the SVRCS system, including sites, site equipment, the system networks, system console equipment and those who have direct responsibility to configure and program subscriber units must pass a SVRIA and national fingerprint-based criminal history record check and be granted authorization from the SVRIA. If a fee is charged for this background check the cost will be the responsibility of the employer of the work Database AccessOnly trained, certified and approved personnel will have network database access.Firewall/Network SecurityAll components of the SVRCS have firewall/network security to ensure the system remains functional and not compromised by an outside source. Firewalls are monitored 24/7/365 through the service agreement with Motorola or Aviat Networks.Subscriber Acquisition, Installation and Programming/ActivationAcquisition of Subscriber UnitsAgencies may purchase any available subscriber unit they choose that is complaint with the system. For new equipment, check with the SVRIA to ensure that units meet system compliance. Each agency is authorized a set of subscriber IDs approved for use on the SVRCS. Any additional subscriber IDs will need to be requested from SVRIA. If a subscriber Unit is being exchanged for one already on the system, the subscriber ID can be swapped to the new unit by the programming technician if the old unit is being removed from the SVRCS.Subscriber Unit ID AcquisitionEach participating agency has been allocated a fixed number of Additional Subscriber Unit IDs. Additional Subscriber Unit IDs must be requested from SVRIA. Requests will include a system impact evaluation and should there be a need for infrastructure change needed to add additional subscriber units it will be determined by the SVRIA and how financial impacts will be assessed.Mobile Installation/programming criteriaThe system is designed for portable on-street operation, therefore, to minimize the potential for interference and intermodulation, mobile radio installations should be limited to 10 watts effective radiated power (ERP) for system channels. Mobile radio antennas should be unity gain (i.e. short 3-inch spike).New Subscriber Unit TechnologyOnly qualified Project 25 (P25) radio equipment may be used on the SVRCS. The following set of criteria will be used to test and evaluate emerging equipment proposed for use on the SVRCS radio system. This is necessary as manufacturers are developing new Project 25 compatible radios with the intent of offering them to Local, State and Federal agencies for use on the SVRCS. These radios may inherently have different functional and operational characteristics such as power limits, roaming limits, configuration & programming, button schemes, security features, etc. that need to be evaluated and quantified. At a minimum, subscribers should have the following capabilities/features:?All units must operate on 700 and 800 MHz bands?All units must have the capability of programming conventional channels and trunked talkgroups within the same zone or bank?All units must have a P25 Suppliers Declaration of Compliance (SDoC) under the P25 Compliance Assessment ProgramImportant: note if any exceptions were taken to testing and verify that those exceptions would not adversely affect operations on the SVRCSAll units must be capable of AES-256 encryption.All units must be capable of dynamic regrouping commands and enable/disable initiated from the core servers.All units must be capable of responding to control channel signaling.All units must be capable of POP25 over-the-air-programming.All units must be capable of GPS operations.Portable Units shall be a half wave type with GPS option. Manufacturer antenna recommended.?Public Safety (Law, Fire, EMS) subscribers must have a minimum of XX channels/X Zones?Public Service subscribers must have a minimum of XX channels/X Zones?All units must have certification from manufacturer that units, at a minimum, are capable of P25 Phase II operation through software upgradeThe process outlined below will facilitate the qualification of new subscriber equipment. The final decision for acceptance of equipment on the SVRCS will be made by the SVRCS Director.Approval Responsibility MatrixResponsibilityActionEquipment Sponsor/VendorSubmit request for equipment testing to SVRIA.Proposal submitted to the Executive Director for coordination with engineering, RPU and Field Services for equipment evaluation.Submit evaluation units to the SVRIA for evaluation.Executive DirectorEvaluate necessity for non-disclosure agreements.Coordinate conference calls and coordinate with vendor.Ensure communication and collaboration between sponsor/vendor and the System Administrator.Review results of operation and testing. Provide information and approval as needed from SVRIA Working Committee or Directors.Ensure that sponsor/vendor works with the Technical Committee and/or requesting agency on training programFunctions below will be performed by System Administrator:EngineeringEvaluate equipment performance, e.g. functionality in trunked and simulcast environment, system roaming, P25 standards, etc.Evaluate Software.Verify FCC type acceptance.Document results.Field ServiceBench Test equipment to verify specifications.Field test for performance.Review software functionality.Document results.Radio Programming Evaluate software for ease of use, cost and security concerns.Radio cloning (copying templates & ID’s).Ability to manipulate options.Fit into SVRCS template development process.Fit into SVRCS interoperability plan.Develop programming standards.Document results.Project ManagerAssess appropriate fee.Document recommendation to SVRIA for approval or non-approval of proposed equipment.Develop letter for Director’s signature.Training Develop programming standards and training assessment.Acquire radios for customer functionality test.Document results. Develop Training manuals.SVRIA Working Committee MeetingDiscuss documented results.Risk analysis and fit into SVRCS.Recommend or disapprove for use on SVRCS.Determine appropriate programming fee if applicable.Document results.Report, as needed to the SVRIA BoardApprove qualified radio programmers to program on the SVRCSSubscriber UnitsSubscriber Units is the term used that identifies equipment that is not part of the system that must gain access to the system by affiliation. Subscriber Units consist of portable and mobile radios, base stations and dispatch consolettes.Radio AuthenticationSubscriber units authorized by SVRIA to join the SVRCS will require a subscriber identification number (SID). Without the SID a subscriber unit will not be able to authenticate with the SVRCS.Subscriber Unit ProgrammingUser agencies are responsible for all programming of their owned subscriber units and all costs associated with subscriber unit system provisioning, programming preventive maintenance, battery replacement, reprogramming, firmware upgrades, patches, reprogramming and repair.Most user disciplines will require at least some communication and coordination with other system users. In those cases, an established programming period in the year is highly recommended for user safety. TrainingUser agencies are responsible for providing training to all radio users in their agency. Some resources may be available through SVRIA and through the agency’s affiliated association (Fire Chiefs, Police Chiefs, etc.)Programming EquipmentThe agency of each Authorized System Key Holder will be responsible for acquiring the proper programming software, hardware and proper security hardware to program the radios they support. SVRIA will issue the system key device to the Authorized System Key holder for programming with the System Key parameters.The System Key remains the property of the SVRIA. The associated system key or equivalent security hardware purchased by SVRIA remains the property of SVRIA. Programming software and the required cables purchased by an agency or service provider remain the property of the agency or service provider.Any computer connected to the system or used for any radio programming will have up-to-date antivirus software installed and maintained.Programming User agencies are responsible for coordination of their agency subscriber unit programming. Subscriber Unit Programming RequirementsAll radios will be programmed for write protect file access if the equipment supports the write protect function.All radios will be programmed to allow “Radio Inhibit” from the System Management Terminal. Any radio sent to the vendor for repair may be sent with the programming intact. Whenever possible, the sending agency should archive the file from the radio prior to shipping. When radios are returned from vendor repair, they should be verified for correct code plug information and that they are write protected if capable.Required Talkgroup/Channel Programming (minimum required)All field subscriber units associated with SVRCS are required to include the established system interoperability talkgroups and channel plan. SVRIA also strongly recommends the inclusion of additional talkgroup/channels as determined by the user agency discipline (Law, Fire, EMS, transportation, mutual aid/automatic aid) and the constraints of the subscriber equipment. All field subscriber units are required to include the following channels and talkgroups in their subscriber templates as outlined in Appendix IRecommended Channels:The following channels and talkgroups are strongly recommended for all subscribers if space is available and if the user meets channel/talkgroup eligibility requirements:?The 700 MHz National Interoperability Channels. These conventional P25 channels are available for repeater operation as well as for simplex communications. The 700 MHz interoperability channels are listed in Appendix I.?The 800 MHz California State Interoperability Channels. These conventional analog channels are available for repeater operation as well as for simplex communications. The 800 MHz California State interoperability channels are listed in Appendix I.?Discipline Specific Interoperability Talkgroups as listed in Appendix I.All Public Safety Communications Dispatch Centers should have access to and are encouraged to monitor the General Interoperability talkgroups (SB CALL, SB INT) as well as their discipline specific Interoperability talkgroups (SB LAW, SB FIRE, SB EMS, etc.).It is encouraged for Public Safety Communications Dispatch Centers to monitor the regional Coordination Talkgroup (SB-CALL). While this is encouraged, it is understood each agency’s primary talkgroups will take precedence over mutual aid communication. SVRIA recognizes the resource limitations that Public Safety Communications Dispatch Centers are faced with, but still recommend that they have access to as many Interoperability Talkgroups and the National Interoperability Channels as feasible for rapidly escalating and large incident coordination.Maintenance and RepairAll subscriber units will be maintained by the participant agency through the maintenance and repair technicians that are authorized to provide services on the SVRCS. This may be an SVRIA approved employee of the agency or another agency’s maintenance/repair technician that is authorized to provide such services. Users experiencing communication problems that they believe are subscriber unit related should follow any agency operating procedures for maintenance.Any radio sent to the vendor for repair may be sent with the programming intact. Whenever possible, the sending agency should archive the programming file from the radio, delete all radio programming, delete all encryption programming, and specify radio firmware version required prior to shipping. When radios are returned from vendor repair, they should be verified for correct firmware version, correct code plug information, and that they are not write protected if capable.User agencies are encouraged to use maintenance shops that use automated testing and alignment equipment to speed alignment procedures and ensure performance consistency between SVRCS subscriber units.Subscriber Unit Lost, Stolen or damaged Beyond RepairAny subscriber unit that is lost, potentially stolen or damaged beyond repair must be reported to the SVRIA as soon as possible. Any equipment, including subscriber units, remote site equipment, access keys or RCS system keys or any other equipment that could compromise the system’s operation by making the system unusable, cause significant interference or security of communications compromise is to be reported as soon as possible to SVRIA.If there is any chance that the items were involved in a possible crime:A local police report must be completed as soon as possible by the affected agency.A copy shall be forwarded to the SVRIA Executive Director.The Santa Clara County Terrorist Liaison Officer (TLO) shall be notified of any possible crime as soon as possible.The Bay Area UASI Management Team shall be notified by the equipment owner if the equipment was procured with grant funds. The Santa Clara TLO can help with this process.BayRICS is to be notified of any missing or stolen equipment.SVRIA shall confirm that a report of the event is communicated to The Northern California Regional Intelligence Center (NCRIC) as soon as possible as well.NCRIC can be contacted for non-emergent communications at dutyofficer@ncric. or 866-367-8847Inevitably subscriber units become misplaced, lost or rarely stolen. Due to sensitive operations on the system, there is functionality to make the radio inoperable of it is turned on and attempts to join the system. This feature can be activated from a network management terminal over-the-air. Once activated, the subscriber unit appears to be dead to the individual with the radio.Access to a network management terminal running the “Radio Control Manager” of the Motorola system manger software suite is required. This feature is available by contacting the System Administrator if the subscriber unit owner does not have the capability to activate through their radio shop/programming technicians. For this function to be activated the technician will need the Subscriber ID and serial number of the radio. If the radio is recovered, the user agency will notify the System Administrator and the subscriber unit can be reactivated.Talkgroup SharingAgencies are encouraged to share their talkgroups with those agencies within their dispatch jurisdiction that they commonly interoperate with. Sharing of talkgroups must be approved by the host/user agency and an approved talkgroup use agreement must be on file with SVRIA. The approved talkgroup use agreement form is available on the website. A complete SVRIA guideline to talkgroup sharing is included in Appendix J.ScanningScan is an optional programmable feature that allows for monitoring of multiple talkgroups. Subscriber Unit manufacturers are constantly improving radio performance and features to improve limitations. Scan does not guarantee delivery of audio to the subscriber units. Audio for the talkgroup selected by your mode/channel selector is always routed to the subscriber unit; however, audio for talkgroups in your scan list may or may not be routed to the subscriber unit.Law Enforcement OperationsThe Santa Clara County Police Chiefs Association, with approval from SVRIA, has created a Law Enforcement Operational Plan. The plan is available in Appendix NFire Services OperationsThe Santa Clara County Fire Chiefs Association, with approval from SVRIA has created a Fire Service Mutual Aid Operational Plan. The plan is available in Appendix OEmergency Medical Service OperationsSanta Clara County Emergency Medical Services Authority, with approval of SVRIA has created an EMS Operational Plan. The plan is available in Appendix PTransportation OperationsThe Santa Clara County Valley Transportation Authority, with approval from SVRIA has created a Radio Operations Plan. The plan is available in Appendix QAircraft OperationsUse of trunked talkgroups on SVRCS by aircraft is only allowed for authorized radios which are installed as fixed radios in the aircraft. The operation of SVRCS radios onboard aircraft is governed by Title 47 of the Code of Federal Regulations (CFR) Part 90 Private Land Mobile Radio Services §90.423. As authorized in §90.423(a) (4), to minimize the interference potential to the SVRCS, radios operated in aircraft must be limited to 3 watts Effective Radiated Power (ERP), shall not be used when the aircraft’s elevation exceeds 3,000 feet above ground level (AGL), and shall have the radio ID assigned to the “Aircraft” Radio User Site Access Profile in the User Configuration Manager (UCM). The “Aircraft” Radio User Site Access Profile will only allow aircraft radios to be used at a pre-determined set of sites on the SVRCS. Aircraft radio operators should be aware that the Doppler Effect may significantly degrade their aircraft’s SVRCS radio performance when traveling at speeds greater than approximately 150 knots. Due to frequency reuse, region-wide coverage for SVRCS radios in aircraft is not guaranteed, and operators of aircraft SVRCS radios are encouraged to become familiar with the coverage of the system in their normal operating area while in the air and on the ground. Due to the limited number of sites available for use by aircraft SVRCS radios, once an aircraft gets close to the ground, SVRCS coverage may be degraded depending on its proximity to the available sites. Any portable radio that can operate on SVRCS carried aboard an aircraft shall be turned off prior to the aircraft taking off, this includes any radio typically assigned to units that perform duties on the ground including but not limited to all law enforcement radios, fire service radios or EMS radios. These radios may only be turned back on once the aircraft has landed.A request to use a radio on SVRCS in an aircraft shall be presented to the SVRIA Executive Director. The request will be reviewed, and a recommendation passed on to the SVRIA Working Committee. The SVRIA Working Committee and has approval authority for the request.APPENDICIESAppendix A Current Executed SVRIA JPA Agreement Appendix B SVRIA Working Committee BylawsAppendix C SVRIA Accounting Agreement with Santa Clara County Finance AgencyAppendix D SVRIA Audit Agreement-Moss, Levy & Hartzheim, LLPAppendix E SVRIA Service Level Agreement with Santa Clara County CommunicationsAppendix F SVRIA Service Agreement-Aviat NetworksAppendix G SVRIA Service Agreement-Motorola Solutions (Network Monitoring/Customer Service)Appendix H Standard Naming ConventionsAppendix I BayRICS Regional Fleetmap Guide and Standard Interoperability Channel Guide with SVRCS Interoperability Talkgroup Names and Channel PlanAppendix J Talkgroup Sharing GuidelinesAppendix K SVRCS Trouble Reporting FormAppendix L Failsoft Talkgroup to Conventional Channel DesignationAppendix M BayRICS/SVRCS System Keyholders and Key InventoryAppendix N SVRCS Law Enforcement Operational PlanAppendix O SVRCS Fire Services Operational PlanAppendix P SVRCS Emergency Medical Services Operational PlanAppendix Q SVRCS Transportation Services Operational PlanAppendix R SVRCS Online Talkgroup Reservation System Reference Guide ................
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