Vermont Communications (VCOMM)

1. Vermont Communications (VCOMM) May 21, 2009

2. VCOMM Vision To create a Public Safety communications network that is independent of legacy networks for Vermont’s Public Safety Practitioners To leverage Homeland Security funds, Federal earmarks and other funding opportunities for the build out of the network

3. VCOMM Priorities Lifeline & eight PSAP updates PSIC Emergency Request Program Now includes emergency alerting pagers for the Fire & EMS services Roll-out of SOPs Starting the first responders along the path of narrowband compatibility to meet the following FCC mandates: January 1, 2011 FCC will not accept new applications for 25 kHz bandwidth January 1, 2013 All radio users are prohibited from using 25 kHz bandwidth equipment

4. VCOMM Learning Process Frequency coordination between FCC & Industry Canada Congressional Delegation & LG Dubie assistance May, 2008 DC meeting with VCOMM, FCC, Industry Canada, State Department and Vermont’s Congressional Delegates Initial Lifeline plan to use 32 sites with both UHF & VHF VCOMM lost the potential to use Mansfield (UHF Channels) and Jay Peak (ALL channels) but was able to keep Bellevue Hill with some restrictions Most of the other sites that fell within the “line A” region were severely restricted from a technical standpoint Given the restrictions on these hilltops, VCOMM had to find lower, alternative replacement sites

5. VCOMM Learning Process Con’t • June, 2008 VCOMM officially decided to cancel original Voice Radio Interoperability Solution RFP and rebid • After losing some northern sites VCOMM looked to VELCO for assistance • VELCO offered alternate northern sites where they had existing sub-stations • VCOMM submitted these locations to the FCC and Industry Canada and on-air tests were conducted in September by the FCC/Industry Canada engineers, VELCO and VCOMM • 39 UHF and 40 VHF sites approved by on-air tests • U.S. – Canada Cross Border Interoperable Communications Workshop – May, 2009

6. Lawsuit • There is a lawsuit pending against VCOMM in Washington County Court. One of the vendors in the initial RFP is suing to gain access to all other vendor’s documents and proposals. • VCOMM is contesting this and is being represented by the Vermont AG’s office.

7. Possible Partnership with VELCO • Vermont Electric Power Company (VELCO) is building statewide radio system for utilities • Early in 2008 VELCO expressed a desire to co-locate at sites with VCOMM to share expenses • VCOMM and VELCO are evaluating potential harmonization opportunities including the selection of radio sites that would optimize coverage and minimizes the total number of sites required throughout Vermont • The state and VELCO continue to explore possible partnerships and are hopeful that when the state’s final RFP is available it will include sites that overlap with those owned or proposed by VELCO

8. Standard Operating Procedures VCOMM Operations Committee completed draft NIMS Compliant SOPs Draft SOPs are currently posted on the VCOMM web site (www.dps.state.vt.us/vcomm) for first responder feedback The SOPs will be used as an overall guideline throughout Vermont The principle objective of the SOPs is to outline delineation of authority, roles and procedures for responders to use when communicating on the national calling and tactical channels It shall be up to each individual agency to develop specific SOPs for their respective agency relative to operational and technical guidelines

9. Current Mutual Aid Scenario (All fire departments share neighboring communities channels to assist each other) Fire Department A *Channel 1 – Dispatch *Channel 2 – Fire Ground/ Mutual Aid Channel 3 – Department B Channel 4 – Department C Channel 5 – Department D Channel 6 – Department E Channel 7 – Department F Channel 8 – Department G Channel 9 – Department H Channel 10 – Department I Fire Dept. B Fire Dept. C Fire Dept. D Fire Dept. E Fire Dept. A Fire Dept. G Fire Dept. F Fire Dept. H Fire Dept. I Total 10 channels or more typically* installed in Fire Department A’s radio * Some departments use more than two primary channels. NORTHERN VERMONT

10. Interoperability Through VCOMM FREQUENCY TABLE The following VCOMM Channels have been established. NamePurpose V-CALL 155.7525 DISPATCH / LIFELINE / REACHBACK V-TAC 1 151.1375 COMMAND V-TAC 2 154.4525 TACTICAL V-TAC 3 158.7375 TACTICAL V-TAC4 159.4725 TACTICAL (Primary Use: Air Operations) U-CALL 453.2125 DISPATCH / LIFELINE / REACHBACK U-TAC 1 453.4625 COMMAND U-TAC 2 453.7125 TACTICAL U-TAC 3 453.8625 TACTICAL

11. Calling Frequencies • U-CALL and V-CALL – Lifeline Reachback • The VCOMM calling channels shall be used to enable communications between dispatch and responding agencies • The calling channels may also be used for assigning tactical frequencies • Dispatch will share with incoming units which VCOMM Command Net is being used for IC communications with Agency Commanders • All PSAPs will be capable of communications on VCOMM calling channels to provide a lifeline capability throughout the state

12. Pre-Identify Command Nets • U-TAC 1 and V-TAC 1 • Requires ranking individual from each agency has two radios: • Command Net and Agency-specific tactical net

13. Pre-Identify Command Nets Con’t • The IC and Agency Commanders use the VCOMM Command Net • Agency Commanders communicate with subordinates on tactical frequencies • UHF and VHF dual-radios are required for Agency Commanders • Dispatch does not monitor the VCOMM Command Net • The VCOMM Command Net Channels are: • V-TAC 1 • U-TAC 1

14. Pre-Identify Command Nets Con’t • If the IC is Fire or EMS, the Command Net is V-TAC 1 unless otherwise assigned • Recognizing some fire depts operate on VHF • If the IC is Law Enforcement, the Command Net is U-TAC 1 unless otherwise assigned • If there is Unified Command, then the Command Net is U-TAC 1 or V-TAC 1 as assigned

15. Figure 1. Example of VCOMM Command Net with Subordinate Agencies (Police, Fire, and EMS)

16. Figure 2. Example of VCOMM Command Net with Subordinate Agencies (Police on a Tactical Net, all Fire personnel on another Tactical Net)

17. Figure 3. Example of VCOMM Command Net with Subordinate Functional Sections (Functional Sections being Staging Area, Security, and Entry)

18. Pre-Identify Command Nets Con’t • Fits on a card • Know arriving on-scene what the frequency plan is • VCOMM • If response is other than routine in size or location, use a VCOMM Command Net. • 2. If Fire or EMS is the IC, the Command Net is V-TAC 1 unless otherwise assigned. • 3. If Law Enforcement is the IC, the Command Net is U-TAC 1 unless otherwise assigned. • 4. U-Call and V-Call are used to reach Dispatch Centers. • 5. The IC and Agency Commanders will use the Command Net. • 6. Agency Commanders will direct agency or functional subordinates on Tactical Nets. • 7. Tactical Nets available: • V-TAC 2, V-TAC 3, V-TAC 4 • U-TAC 2, U-TAC 3 • Agency-specific frequencies • 8. If there are Air Ops, V-TAC 4 is used solely for Air Ops.

19. U-Call/V-Call User’s Guide Whodetermines when to use U-Call/V-Call and U-Tac/V-Tac? It is the responsibility of the Incident Commander to determine when to use the VCOMM Command Net What are U-Call/V-Call and U-Tac/V-Tac? U-Call and V-Call are shared national calling channels and U-Tac and V-Tac are shared national tactical channels. These channels are for multi-agency responses similar to Fire Ground and Mutual Aid channels. The U-Tac/V-Tac frequencies will allow interoperability between all agencies who have these frequencies in their radios. The U-Call/V-Call frequencies will allow direct communication with a PSAP while responding to any region in Vermont. Note: When the Incident Commander, Unified Command or Communications Officer decides to communicate on these frequencies, the area PASP should be notified that the U-Tac/V-Tac frequencies are being utilized.

20. U-Call/V-Call User’s Guide Con’t When can these frequencies be used? During any multi-agency response. Where can I use these frequencies? Anywhere in the state of Vermont. In the future you will be able to use these frequencies in our neighboring States & Provinces for interoperability or for “lifeline” requests. Why would I want to use these? They will alleviate the congestion often encountered at an incident by having multiple channels available for use. Note: When the Incident Commander, Unified Command or Communications Officer decides to communicate on these frequencies, the area PASP should be notified that the U-Tac/V-Tac frequencies are being utilized.

21. Questions

22. Emergency Request Summary

23. Approved Emergency Requests

24. PSIC Emergency Request Program A portion of the $4,476,761 Public Safety Interoperable Communications (PSIC) Grant Program funds will be used for the Emergency Request Program PSIC Emergency Request Guidelines require a 20% hard match from the requesting agency. For every $4 of federal share, there must be a $1 non-federal (local/state) share. For example, a department proposing to spend $10,000 on equipment would have to provide $2,000 in department funding and the PSIC grant would provide the remaining $8,000 in federal funding. There needs to be an urgent need for the request. For example: Lack of local funding to support the total request. Communications equipment incapable of accepting narrowband/interoperable frequencies. Mobile radio requests must match apparatus count. VCOMM WILL NOT fund the following equipment during this phase of the project: Fixed base stations/dispatch consoles because of FCC licensing issues & costs An upgrade to fully compliant P-25 systems (Digital systems) More than two mobiles for POVs for volunteer fire departments and EMS services. Costs associated with the expansion of existing or the creation of new dispatch centers

25. PSIC Emergency Request Program Con’t VCOMM will fund emergency alerting pagers for fire and EMS departments as follows: Pagers must be narrowband capable. Up to $5,000 (total cost) per department. VCOMM share $4,000, local share $1,000. All requests for pagers must be submitted to VCOMM by June 30, 2009. If possible, a minimum two channel pager should be purchased with the second channel dedicated to 151.1375 MHz. VCOMM will only fund communications equipment for first responders. VCOMM will only replace non-compliant existing radios that are presently in service. All applicants must be NIMS compliant per FY 05, 06, 07 and 08 FEMA Guidance. Application for funding must be received, approved and a grant agreement issued prior to expenditure of grant and matching funds.

26. Memoranda of Understanding VCOMM has entered into Memoranda of Understanding with the following for the purposes of interoperable communications for local and state emergency responders and other emergency officials: Vermont Ambulance Association Vermont Association of Chiefs of Police Vermont Career Fire Chiefs Association Vermont Fire Chiefs Association Vermont Sheriff’s Association Vermont State Firefighter’s Association Vermont Department of Public Safety

27. Sustainability $1.1M anticipated loaded into grants until 2011 Continued Federal funding to include Congressional Delegates seeking earmarks State funding VELCO partnership User fee system

28. Questions