state of new hampshire€¦ · 13/6/2019 · state of new hampshire department of safety james h....

State of New Hampshire

D E P A R T M E N T O F S A F E T Y James H. Hayes Safety Building, 33 Hazen Drive, Concord, NH 03305

Tel: (603) 271-7663 Speech/Hearing Impaired

TDD Access Relay NH 1-800-735-2964

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April 29, 2019

From: Statewide Interoperability Executive Committee John Stevens, SWIC Pamela Urban-Morin, Grants Administrator

Re: Public Safety Interoperable Communications LMR Reprogramming Initiative Homeland Grant (HSGP) 2019 Reprogramming ALL P-25 Compliant Radios for Statewide Interoperability

To: All Police, Fire, EMS, Fire Mutual Aid, and State Agencies

If you wish to have your departments radios reprogrammed under this HSGP Grant, you will need to complete the attached inventory survey form and Memorandum of Agreement (MOA).

The Office of the SWIC must receive your MOA and inventory sheets by the close of business on June 14, 2019. Both documents are included as attachments for your convenience. If you choose not to participate, you will have to comply with the Interoperability changes at your own expense.

• Only P-25 compliant radios, in working condition and digital/analog capable - are eligible (seeattachment for further details).

• ALL portables, mobiles, consolettes, and base stations that were purchased with or withoutgrant monies should be included in your inventory list.

• Radios can be of any make (Motorola, Kenwood, ICOM, etc.). Please remember - This grantis for reprogramming, and it is not for repairing radios.

• Reprogramming will be done at your normal reprogramming agent location. A mutually agreedupon time will need to be arranged by your agency and the SHOP. They will reprogram ALLproject eligible radios in your agency at the same time. ONLY radios counted for this project(the ones you put on your inventory sheets) will be reprogrammed during this visit.

• Radios to be reprogrammed need to be available for the technician’s access. You will need tocoordinate your reprogramming with your staff.

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• You must be licensed and/or have permission to use a frequency! License research and changes are the responsibility of your agency.

Background

• As part of the funding the State of New Hampshire received under the federal Homeland Security Grant Program (HSGP), we are continuing pursuing the goal of enhancing the ability of public safety agencies to further build interoperable communications capabilities. “Interoperable communications” refers to the ability of state, county and local police and fire departments and emergency medical responders to communicate with one another by voice or data on common radio frequencies during an emergency. An active Committee of your local and State counterparts prioritized this grant project (known as the SIEC), designed the frequency matrix, and continues to help guide the process of statewide interoperability.

Clarification of channels:

Police and Fire Mobiles EMS & Command Mobiles 1 – 48 49 – 111 112 – 128 129-238 239 - 256 Local Use Standardized

Channels Public Safety Interoperability Zone

EMS Local Use

• Each primary discipline (Fire, EMS, EMD, and Police Department) of each town and city as

well as each Sheriff’s Office and each of the Mutual Aid can have one code plug programmed in channels 1-256. Recipients of the grant funding must supply a list of up to 256 licensed frequencies to be reprogrammed in advance, if you choose to have reprogramming done as part of the interoperability project.

Additional information on the reprogramming of the radios:

• This survey will allow for the creation of your eligible communications inventory for reprogramming purposes. It also serves as the application for the grant funding and thus must be signed.

• Per the program objectives: One code plug (template) per discipline will be included with this project. Additional locally directed customization beyond this (more than one code plug per discipline, CAD/RMS reprogramming of computers for example) will be at the cost of the local agency (prices determined and noticed as part of this project at a later date).

• The radio must be in working condition as of April 2019 and P-25 compliant and digital/ analog capable. This grant is for reprogramming, and it is not for repairing your existing radios.

The SWIC Office must receive your MOA and inventory sheets by the close of business on June 14, 2019. No additional opportunity will exist for this project. If you choose not to participate, you will have to comply with the Interoperability changes at your own expense. Once the survey is compiled you will receive your notification to proceed letter with additional program information in the early Fall of 2019. We anticipate beginning this ambitious project when 2019 HSGP funds are received by October 1, 2019. It will take approximately up to 24 months to complete based on previous similar efforts. We look forward to working on this effort together! .

-if 155.4750 exists in Zones A through C, it should be labeled VLAW31, using CTCSS 156.7 (not oldnomenclature, such as “LP2” or “Car-to-Car”.-if 154.2800 exists in Zones A through C, it should be labeled VFIRE21, using CTCSS 156.7 (not oldnomenclature, such as “280”, “Statewide FIreground, “TAC2” etc.

D - G: Standard Radio Template Zones D-G shall be programmed with the prescribed Standard Radio Template. These Zones include state, county and local agencies across New Hampshire. Three aircraft emergency response channels (labeled MHT) are included in all matrices-these are available statewide and may be included in individual airport response plans.

Law Enforcement (LAWNET) - Zone D includes state agencies such as: State Police, DNCR, Fish & Game, etc.- Zones E-G include county and local LE such as: Sheriffs, Local PD’s, etc.

These channels are grouped alphabetically by County area, followed by cities within eachCounty, followed by regional/multi-agency police dispatch channels.

Fire & EMS (FIRENET, EMSNET) - Zones D-F include Fire-Rescue agencies such as: Mutual Aids, Local FD/EMS, etc.- Zone G includes state agency channels such as: DNCR, Fish & Game, etc.- EMS template offers expanded lineup (256 channels) for hospitals and medical facilities.

Attachment #1

NEW HAMPSHIRE STATEWIDE INTEROPERABILITY EXECUTIVE COMMITTEE

Frequency/Interoperability Workgroup Standard Public Safety Radio Template guidelines Interoperable Radio Programming

The New Hampshire Statewide Interoperability Executive Committee (SIEC) developed the Standard Radio Template for all public safety agencies. The purpose of the template is to provide interoperable capability between agencies for mutual aid and multi-disciple/multi-jurisdictional response. The SIEC strongly recommends adoption of this template by all agencies, and additionally may require this template for certain grant-funded purchases.

Understanding departments have different types of radios, the Standard Radio Template is predicated on a 128-channel capacity. While some radios have a higher capacity, 128-channels is considered to be the minimum complement available in any department’s radio.

No encryption technology should be programmed or utilized for events requiring interoperable communications.

A – C: Local / Agency Programming (48 channels) Zones A-C shall be programmed with any channels the agency determines necessary for their mission. Examples include: agency channels, other departments (ie. educational facilities, public works, etc) in your or neighbor jurisdictions, etc.

Channels from other Zones in this template may be included in the A-C Banks, but must retain the same naming convention, configuration and programming, including CTCSS, as they exist in other Zones. Examples:

H: Interoperability Zone H shall be programmed with the prescribed template for interoperability channels. This Zone includes national interoperability channels, and statewide interoperability channels. These channels are generally intended for use at or near an actual event scene. Special notes about Zone H channels:

• VCALL10, VTAC11, VTAC12, VTAC13, VTAC14 are designated non-federal national interoperability channels.

• VFIRE21, VFIRE22, VFIRE23, VFIRE24, VFIRE25 are public safety fire mutual aid channels. • VLAW31, VLAW32 are public safety law enforcement mutual aid channels. • VEMS02 is the NH EMS Statewide tactical frequency. • VLAWLPS and VLAWLPN are New Hampshire State Police LP SOUTH AND NORTH

channels and are currently still being used by state agencies for daily operations. They may be monitored by NHSP and other state agencies for hailing.

• VMED29 is the designated air medical-to-ground operations channel. • VTAC36 is a designated interoperable deployable repeater pair and included in the State

Agency Zone. VTAC36 utilizes the VTAC11 for output and VTAC14 (non-standard CTCSS).

NH Statewide Interoperability Executive Committee

Interoperable Radio Equipment Standards

Standards for Subscriber Portable Radios

-P25 Phase I (FDMA) Capable, Phase II when implemented

-MDC1200 signaling capable (analog), ID Transmission on home channels only

-Minimum capacity of 512 channels

-12.5 kHz narrowband

-Should include alphanumeric display with eight character minimum or voice announcement system to

indicate channel selection to users

-Radio enable/disable, emergency alarm, and radio check should be active

-Time out timer active and set at an appropriate level for discipline

Optional:

-Ability to decode Quik-Call/Two Tone for pager capability if department desires.

Best Practices:

-Should have intrinsically safe rating with UL-listed battery.

-Recommend ruggedized radios meeting IP67 standard.

-Agencies should consider multiband radios (VHF/UHF, all band, etc.) for interoperability

Standards for Subscriber Mobile Radios

-P25 Phase I (FDMA) Capable

-MDC1200 signaling capable (analog), ID Transmission on home channels only

-Minimum capacity of 512 channels

-12.5 kHz narrowband

-Should include alphanumeric display with eight character minimum

-Radio enable/disable, emergency alarm, and radio check should be active

-Time out timer active and set at an appropriate level for discipline

Best Practices:

-Agencies should consider multiband radios (VHF/UHF, all band, etc.) for interoperability

Standards for Infrastructure Devices

-All base stations should have P25 transmission capability or be able to have it added through firmware

or parts at a later date.

-Console should be able to connect to statewide or local dispatch mutual-aid type system

-Console MDC1200 capable

-Console has capacity to monitor primary, secondary, and tertiary channels for interop purposes.

-Time out timer on bases and repeaters active and set at an appropriate level for discipline

Best Practices:

-IP Connectivity should be available with each device for future upgrades/statewide network.

-Systems should be set for console priority over RX/repeater traffic

*Any encryption should follow NPSTC/OEC recommendation for Standard encryption (AES 256)

Attachment #2 11/1/2017


DEPARTMENT OF SAFETY James H. Hayes Safety Building, 33 Hazen Drive, Concord, NH 03305

Tel: (603) 223-3889

Speech/Hearing Impaired


Homeland Security Grant 2019 – Radio Reprogramming

CHECKLIST

We ask that each entity please refer to the checklists below to make sure they complete

the correct forms and email them to [email protected].

Memorandum of Agreement

Radio Survey


Radio Survey

POV Form The preferred/approved list of POV reprogramming shall include a maximum of two mobile radios per surveyed agency for POV’s for call/volunteer Departments only.


Radio Survey

POV Form The preferred/approved list of POV reprogramming shall include a maximum of two mobile radios per surveyed agency for POV’s for call/volunteer Departments only.

EMS Form

No work for this effort shall commence until fall 2019.

POLICE

FIRE

EMS

Homeland Security Grant 2019 – Radio Reprogramming Grant

MEMORANDUM OF AGREEMENT (MOA)

Between the Town/City/County of _______________________ the Department named

_______________________AND The State of New Hampshire, Department of Safety

REGARDING THE USE OF THE 2019 HOMELAND GRANT PROGRAM FUNDING FOR THE PURPOSE OF

REPROGRAMMING ALL P-25 COMPLIANT RADIOS STATEWIDE WITH ZONE “D-H” FOR STATEWIDE

INTEROPERABILITY

Page 1 of 5

1. PARTIES. The parties to this agreement are the recipient Town/City/County of

________________ (“Recipient”) and the State of New Hampshire, Department of Safety

(”DOS”).

2. AUTHORITY. This Agreement is authorized under the provisions of the 2019 Homeland

Security Grant PL#_____________ and the FFY 2019 Homeland Security Grant Guidance.

3. OVERVIEW. The FFY 2019 grant provides funds to DOS to establish and implement a

reimbursement program to assist public safety agencies upgrading their radios through

standardized interoperable reprogramming for use in interoperable communications systems.

4. PURPOSE. The purpose of this Agreement is to establish an understanding between DOS and

the Recipient regarding the reprogramming of a is P-25 compliant radios in order to facilitate use

of “Zone D-H” for Statewide Interoperability.

5. AGREEMENT. The Recipient agrees to the following:

6. REQUIRMENTS REGARDING RADIOS.

A. In order for the Recipient to be eligible to receive reimbursement

for the most current radio reprogramming for Interoperability

Zone D-H (as published by the SIEC Interoperability Working

Group as of 10/1/19), the recipient agrees NOT to tamper with

the programming of the radios in the future. If the Recipient

makes unapproved changes, future Federal grant funding will be

withheld from the Recipient for Interoperability initiatives in the

Recipient’s jurisdiction. (See Table in “B” below.)

B. Clarification of channels mentioned in “A” above:

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Police and Fire Mobiles EMS & Command

Mobiles

1 – 48 49 – 111 112 – 128 129-238 239 - 256

Local Use Standardized

Channels

Public Safety

Interoperability

Zone H

EMS Local Use

C. Radios eligible under this agreement can be of any make

(Motorola, Kenwood, ICOM, MACOM, etc.), but must be in working

condition and P-25 compliant.

D. Each primary discipline (Fire/EMS and Police Department) of each Recipient and each of

the Mutual Aid can have one matrix in channels 1-256. Recipient of the grant funding

must supply a list of up to 256 licensed frequencies with the survey, if they choose to

have reprogramming done as part of the interoperability code plug.

E. Recipient must report if it has had frequencies changed since the radios were programmed

under the State’s guidelines, or if the recipient is expecting to change frequencies

between now and when the radios are reprogrammed under this grant. This must be

reported to the NH SWIC within Recipient’s answers to questions 6 and 7 of the

Inventory List (see page 4 of 4).

F. The municipality is responsible for any license modifications and any costs that may

result from this project for the installation of this equipment. It is recommended

that local licenses be reviewed in advance so that in the unlikely event frequency

coordination or other license modifications become an issue at the local level

appropriate action can be taken. License fees are not grant eligible.

G. A Signed MOA and completed Inventory Sheets must be returned to the Office of the

SWIC by the deadline noted on the cover letter in order for Recipient to be able to include

its radios as part of the inventory for reprogramming under the 2019 Homeland Grant.

No additional opportunity will exist for this effort.

H. ONLY P-25 compliant portables capable of programming interoperability zones

including mobiles (including Lawnet and Fire/EMS POVs installed as part of the

Fire/EMS project), consolettes and base stations with a standard matrix are eligible. Only

one for each of the Recipient’s primary First Responder disciplines are eligible: i.e. LE,

Fire, and EMS. (See attachment 1 & 2 from the NHSIEC).

I. Federal, State or other appropriate level agencies may inspect, audit or inventory accounts

for this equipment as a condition of this grant.

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J. Any future reprogramming must be completed using the most up to date matrix approved

by the SIEC.

K. Under the Homeland Security Grant Program (HSGP) upkeep and maintenance of

Recipient’s reprogramed radios) is Recipient’s responsibility.

7. VENDOR REQUIREMENTS.

A. Vendors used for reprogramming must meet minimum locally determined standards for

security requirements to access secure and possibly confidential materials and

information.

B. Town and vendor agree that normal reprogramming fees will apply, but no premium will

be charged for the reprogramming under the terms of this grant. The normal

reprogramming fees are not to exceed a pre-approved amount per code plug and per

radio.

8. TRAINING REQUIREMENTS.

Interoperability training offered online through NH Fire Standards and Training and/or Police

Standards & Training will be required for all local employees expected to use the equipment that

is reprogrammed. Training will not be reimbursed through the grant.

9. REQUIRMENTS FOR REIMBURSEMENT

A. The local entity agrees that the cost of the reprogramming under this grant is not already

allotted for within its local budget and therefore supplanting with federal funds is not

being done.

B. This is a reimbursement based program, once the local entity receives approval from the

NH Department of Safety Grants Management Unit, radio reprogramming using the pre-

approved assignments for Zones D-H can be done using your preferred vendor. Invoices

including serial numbers for all radios reprogrammed must be included on the invoice and

price per plug and per radio itemized on the invoice. No reimbursements will be made

without a completed request for radio reprogramming reimbursement form signed by

local entity certifying that all employees have completed the online training, signed by

the vendor verifying completion of the reprogramming along with copies of invoices and

cancelled checks.

C. All documents must be retained at the local level for 3 years after the close of the grant

for future audit requests.

D. Subject to the Homeland Security Grant Program Terms and Conditions (2019 will be

available once published in the final approval documents) found at:

https://www.dhs.gov/sites/default/files/publications/Fiscal%20Year%2018%20DHS%20

https://www.dhs.gov/sites/default/files/publications/Fiscal%20Year%2018%20DHS%20Standard%20Terms%20and%20Conditions%20Version%208.1%20-%20Dated%2004-09-2018.pdf

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Standard%20Terms%20and%20Conditions%20Version%208.1%20-%20Dated%2004-

09-2018.pdf

E. Public safety agencies who do not participate in this reprogramming effort will not be

recommended for future communications grants.

10. POINTS OF CONTACT.

A. DOS:

Pamela Urban-Morin, Grant Administrator, DOS

33 Hazen Drive, Concord, NH 03305

(603) 271-7663

B. SIEC Matrix Contact:

[email protected] - SIEC Interoperability Working Group

C. Recipient:

Town/City/County_______________________________________________

Name and Title: ________________________________________________

Address: ______________________________________________________

Phone: _________________ E-Mail: _______________________________

11. EFFECTIVE DATE. The terms of this agreement will become effective on the date this

MOA is signed. No actual reprogramming under this program can commence until the fall of

2019, and official written approval has been issued from the Grants Management Unit.

Date Signed:______________________

12. MODIFICATION. This agreement may be modified upon the mutual written consent of the

parties.

13. TERMINATION. The terms of this agreement, as modified with the consent of both parties,

will remain in effect until August 31, 2022 or to the expiration of the FY 2019 Homeland Grant

Program or until the value of the reprogrammed equipment depreciates below $500, whichever is

longer. If any provision in this agreement is in violation, either party, upon 30 days written

notice to the other party may terminate this agreement.

Please complete the attached inventory sheet and return the completed and signed MOA

to:

SWIC Office via [email protected]



mailto:[email protected]

mailto:[email protected]

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APPROVED BY:

State of New Hampshire, Department of Safety

_________________________________ ________________________________

Signature Print Name and Title

_________________________________

Date

Recipient

Town/City/County of ________________________________

______________________________________ ________________________________

Signature of Authorizing Official * Print Authorizing Official’s Name & Title *

______________________________________ *The authorizing official must be statutorily

Date allowed to sign a contract for the

municipality (i.e., Mayor, City Manager,

Town Manager, Chairperson BOS, etc.)

This MOU cannot be signed by Chief of FD, Chief

of PD, or EM Director or anyone representing

them.

NOTE: SEE PAGE 4 OF 4 FOR 5 QUESTIONS & SIGNATURES REQUIRED.

RADIO SURVEY Page 1 of 4

SERIAL NUMBER TYPE OF RADIO

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LIST OF RADIOS with SERIAL NUMBERS

ISSUED TO:

_________________________________________ (Name of your Organization/Department & Town/City)

Name of Agency Contact:

____________________________________

Street Address:

____________________________________

City:

____________________________________

State: Zip:

_____________ ______________

Phone Number:

____________________________________

Email:

____________________________________

Type of Entity:

_____________________________________

PLEASE SORT THE INVENTORY LIST

ACCORDING TO THE TYPES OF RADIOS. FOR

EXAMPLE, ALL PORTABLES ARE TO BE LISTED

FIRST, THEN THE MOBILES (INCLUDING POVs),

CONSOLETTES AND FINALLY BASE STATIONS.

This survey must be filled out electronically.

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120.

If you have more than 120 radios, please fill out a second form.

Total Tally of Radios to be Reprogrammed:

1. Total # of Portables: _____________________

2. Total # of Mobiles: ______________________

(including POVs)

3. Total # of Consollettes: ___________________

4. Total # of Base Stations: __________________

5. Please provide the name of your reprogrammingvendor:

_________________________________________SIGNATURE OF CHIEF OF PD, CHIEF OF FD, SHERIFF’S REPRESENTATIVE, SUPV OF RADIO DISPATCH CENTERS, OR REP FOR MUTUAL AIDS APPROVAL FOR REPROGRAMMING OF RADIOS:

___________________________________________ (Signature)

______________________________________ ____(Printed Name) (Date) *************************************************** SIGNATURE OF LOCAL OFFICIAL AUTHORIZED TO APPROVE REPROGRAMMING OF RADIOS:

___________________________________________ (Signature)

___________________________________________ (Printed name of authorizing official) (Date)





EMS FORM

NH Homeland Security Grant 2019 – Radio Reprogramming

The 2019 Homeland Security (State of NH) grant program has allocated a specific funding level to address the needs radio reprogramming to ensure interoperability.

This Agreement is being issued as part of the award because an eligible EMS department will be in receipt of radio reprogramming funding on behalf of the City/Town. This named herein EMS department is under contract with the City/Town of ____________________ in the State of NH to provide EMS services. The contract is currently “in force” and the Agency listed receives dispatch calls from NH 9-1-1 (NH Dept. of Safety (DOS) - Emergency Communications Division) to serve this NH community. The radio reprogramming will need to be paid by the local Town/City and reimbursement will be processed by NH DOS Grants Management Unit (GMU) to the local Town/City directly. This EMS department _________________________________is deemed as critical incident management component and requires radio interoperability to adequately respond in connection to First Responder responsibilities. The Town and EMS department agree that should this relationship change in whole or part and this person/Company (name) _________________________________ no longer function in this capacity, that the City/Town will notify the Dept. of Safety, Grants Management Unit in writing within 30 days.

Signed Board of Selectmen/ Town Administrator: ____________________________________

Print Name: _____________________________________ Date: __________________

Signed EMS Authorized Official:_____________________________________________

Email: ___________________________________Phone:_________________________

Print Name: ________________________________Date:_________________________





POV FORM FOR FIRE & EMS Homeland Security Grant 2019 – Radio Reprogramming

Agreement regarding reprogramming of Mobile Radios under the HSGP program and installed in Personally Operated Vehicles (POV’s)

Through the State of NH and Federal Homeland Security grant program, radio reprogramming is available and intended to facilitate interoperable communications among First Responder disciplines within your jurisdiction and from other jurisdictions in the event of a mass-casualty, WMB/CBRNE incident. The preferred/approved list of POV reprogramming shall include a maximum of two mobile radios per surveyed agency for POV’s for call/volunteer Departments only.

The Town/City of __________________ acknowledges that the radio for the POV for _____________________ is owned by the Town/City and that this person is deemed as critical incident management and requires this radio for communication in connection to First Responder responsibilities.

Signed:________________________________, Board of Selectman or Town Administrator

Print Name:_____________________________________ Date:_________________________

Signed POV #1 Owner:_____________________________ Position:______________________

Print Name:_______________________________________Date:________________________

Vehicle #1 VIN:____________________________________ Vehicle License Plate:_____________

Signed POV #2 Owner:_____________________________ Position:______________________

Print Name:_______________________________________Date:________________________

Vehicle #2 VIN:____________________________________ Vehicle License Plate:_____________

Copies of vehicle registrations must be attached.

state of new hampshire€¦ · 13/6/2019 · state of new hampshire department of safety james h....

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