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ATTACHMENT #1
INTERAGENCY AGREEMENT FOR PARTICIPATION IN THE VENTURA COUNTY
REGIONAL RADIO SYSTEM
This Master Interagency Agreement ("Agreement") is entered into by and between the Ventura County Transportation Commission ("VCTC"), a public agency organized under the laws of the State of California, and each public transit agency, municipality, public district, or other public entity that executes a Joinder Agreement in the form attached hereto as Exhibit B (individually, a "Participating Agency," and collectively, the "Participating Agencies")."
RECITALS
WHEREAS, The County of Ventura (“County”) developed and operates a Regional Radio System ("System") designed to support interoperable radio communications across multiple jurisdictions and agencies within Ventura County.
WHEREAS, VCTC has entered into an access agreement with the County that authorizes VCTC to utilize the System for transit communications and to sponsor additional transit partners as authorized users.
WHEREAS, VCTC desires to extend access to the System to interested transit operators and related public entities to promote seamless, coordinated transportation services and improved regional communications.
WHEREAS, the document titled "Ventura County Regional Radio System Use Agreement", attached hereto as Exhibit A and incorporated herein by this reference, sets forth the technical specifications, operating protocols, and other requirements applicable to all users of the System.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the Parties agree as follows:
1. PURPOSE
1.1. The purpose of this Agreement is to establish uniform terms and conditions under which Participating Agencies may become authorized users of the System through VCTC’s sponsorship, thereby creating a single master agreement that governs all Parties, present and future.
2. SCOPE OF PARTICIPATION
2.1. Authorized Use
2.1.1. Participating Agencies are authorized to utilize the System solely for public transit and transportation‐related communication needs within their respective jurisdiction or service area, subject to the limitations in Exhibit A.
2.2. Equipment and Services
2.2.1. Radio equipment, installation, and related services shall conform to the standards outlined in Exhibit A. Participating agencies may procure equipment directly or, where permissible, piggyback on VCTC or other cooperative contracts.
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2.3. Compliance
2.3.1. Participating agencies shall comply with all Federal Communications Commission (FCC) regulations, the County’s System policies, and any operating procedures issued by VCTC or the County.
3. ROLES AND RESPONSIBILITIES
3.1. VCTC Responsibilities
3.1.1. VCTC shall: a) Serve as the primary liaison to the County for transit‐related System matters; b) Coordinate onboarding, technical support escalation, and major System upgrades affecting Participating Agencies; c) Maintain a current roster of Participating Agencies and provide written notice to the County of any additions or withdrawals.
3.2. Participating Agency Responsibilities
3.2.1. Participating Agencies shall: a) Purchase, install, and maintain their own equipment at their sole cost, or as described below in Section 4.1.1, in accordance with System specifications; b) Promptly report to VCTC any System malfunctions, interference, or security incidents; c) Ensure that only authorized personnel use the System and that usage logs are maintained as required by Exhibit A; d) Cooperate with VCTC and the County in troubleshooting, testing, and implementing updates.
4. COSTS AND PAYMENT
4.1. Cost Allocation
4.1.1. VCTC shall reimburse the Participating Agencies for the initial purchase, installation, and one-time activation fees of radio equipment, as set forth in a separate reimbursement agreement to be executed by the parties. Participating Agencies shall be solely responsible for all ongoing maintenance fees, as well as any costs associated with future equipment replacement. VCTC has allocated a total of $1,065,000 for reimbursement purposes and will provide reimbursement exclusively for eligible radio equipment expenses up to the total allocated
amount.
5. INSURANCE
5.1. Participating agencies shall procure and maintain, for the duration of their participation in the Regional Radio Communications System, at their sole expense, insurance or approved self‐ insurance covering its activities under this Agreement that meets or exceeds the following types and limits:
5.1.1. General Liability: Commercial General Liability insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury, personal injury, and property damage. Coverage shall be written on an occurrence form;
5.1.2. Workers’ Compensation and Employer’s Liability: As required by State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease;
5.1.3. Automobile Liability: Automobile liability insurance covering owned, non-owned, and hired vehicles with a combined single limit of $1,000,000 per accident for bodily injury and property damage.
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5.1.4. Professional Liability (if applicable): If any professional or consulting services are provided under this Agreement, professional liability insurance with limits not less than $1,000,000 per claim and $2,000,000 aggregate.
5.1.5. Self-Insurance: Participating Agencies may satisfy the requirements through self-insurance or pooled risk programs acceptable to VCTC, subject to providing evidence of coverage upon request.
5.1.6. Additional Insured: Participating Agencies shall name the VCTC and other Participating Agencies as additional insureds under its general liability coverage for claims arising out of that agency’s participation in the Regional Radio Communications System.
5.1.7. Waiver of Subrogation: Participating Agencies waives all rights of subrogation against the VCTC and all other Participating Agencies and their officers, officials, agents, volunteers and employees for losses arising out of participating in the Regional Radio Communications System, to the extent permitted by law.
5.1.8. Proof of Insurance: Participating Agencies shall furnish the other with certificates of insurance or evidence of self-insurance upon request. A Participating Agency’s failure to maintain required coverage may result in suspension of System access
5.1.9. No Limitation of Liability: These insurance requirements shall not be construed to limit the liability of Participating Agencies.
5.1.10. Primary Coverage: For any claims related to this agreement, the Participating Agency’s insurance coverage shall be primary and non-contributory. Any insurance or self-insurance maintained by the VCTC, its officers, officials, employees, or volunteers shall be excess of the Participating Agency’s insurance and shall not contribute with it.
6. LIABILITY AND INDEMNIFICATION
6.1. Indemnification
6.1.1. To the fullest extent permitted by law, each Participating Agency agrees to indemnify, defend, and hold harmless the Lead Agency (County of Ventura), VCTC, and other Participating Agencies, including their respective officers, officials, employees, agents, and volunteers, from and against any and all claims, demands, actions, losses, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees and costs) arising out of or related to the negligent acts, errors, omissions, or willful misconduct of that Participating Agency, its officers, employees, agents, or contractors in connection with its participation in the Regional Radio Communications System.
6.2. Liability
6.2.1. Participating Agencies shall be solely responsible for their own acts, omissions, or negligence and the results thereof including those of their officers, employees, contractors, and agents.. No Participating Agency shall be responsible for the acts, omissions, or negligence of any other Participating Agency.
It is the intent of the Participating Agencies, where permitted by law, the doctrine of comparative fault will apply in actions arising out of this Agreement, and each Participating Agency shall bear the proportionate cost of any damages attributable to its fault, including reasonable attorneys’ fees and costs incurred by another Participating Agency in defending DPW: 520-20\ev\Council\092926\City-County Emergency Communications Network Att 1.docx
any such claim or action. Nothing in this Agreement shall be construed as a waiver of any defenses or immunities available to any Participating Agency under applicable law.
6.2.2. , No Joint Liability: Nothing in this Agreement shall create or be interpreted as creating joint and several liability among the Parties.
7. TERM, WITHDRAWAL, AND TERMINATION
7.1. Effective Date; Term
7.1.1. This Agreement becomes effective on the date it is executed by VCTC and at least one Participating Agency and shall remain in effect until terminated as provided herein.
7.2. Withdrawal by Participating Agency
7.2.1. A Participating Agencies may withdraw from this Agreement and cease use of the System by providing 60 days’ written notice to VCTC.
7.2.2. Withdrawal shall not entitle a Participating Agency to reimbursement of any amounts paid or relieve it of obligations established under Section 8.1.1 or any other applicable provisions of this Agreement.
7.2.3. Notwithstanding the notice requirements outlined in Section 7.2.1, if a Participating Agency elects not to sign an amendment to this Agreement executed pursuant to the provisions of Section 8.1 below, then such Participating Agency may provide written notice of its withdrawal and election to cease use of the System to VCTC effective as of the Effective Date of such amendment.
7.3. Termination for Cause
7.3.1. VCTC may suspend or terminate a Participating Agency’s System access for material breach of this Agreement, following 30 days’ written notice and an opportunity to cure.
7.4. Termination of Master Agreement
7.4.1. VCTC may terminate this Agreement in its entirety upon 90 days’ written notice to all Participating Agencies if VCTC’s underlying access to the System is revoked or upon other good cause.
8. GENERAL PROVISIONS
8.1. Amendments
8.1.1. This Agreement may be amended only by a written instrument signed by VCTC and at least a two‐thirds majority of the then‐current participating agencies, unless a greater or lesser threshold is required by law.
8.2. Counterparts; Joinder
8.2.1. This Agreement may be executed in counterparts, each of which is deemed an original. A Joinder Agreement executed pursuant to Exhibit B shall constitute execution of this Agreement and bind the signing entity as a Participating Agency.
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8.3. No Agency or Partnership
8.3.1. Nothing herein creates an agency, partnership, or joint venture among the Parties.
8.4. Governing Law and Venue
8.4.1. This Agreement shall be governed by the laws of the State of California. Venue for any action shall lie exclusively in a court of competent jurisdiction in Ventura County, California.
8.5. Severability
8.5.1. If any provision of this Agreement is determined to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
8.6. Entire Agreement
8.6.1. This Agreement, together with Exhibits A, B, and C, constitutes the entire understanding among the Parties with respect to the subject matter and supersedes all prior oral or written agreements.
8.7. Counterparts
8.7.1. This Agreement may be executed in counterparts and/or by facsimile or other electronic means, and when each Party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterpart, shall constitute one Agreement, which shall be binding upon and effective as to all Parties.
8.8. Notices
8.8.1. All notices shall be in writing and delivered by hand, certified U.S. mail, or electronic mail with confirmation, to the addresses set forth in each Participating Agency’s Joinder Agreement (or as updated by written notice).
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SIGNATURE PAGE – VENTURA COUNTY TRANSPORTATION COMMISSION
VENTURA COUNTY TRANSPORTATION COMMISSION
By: Date:
Name: Martin Erickson Title: Executive Director
Participating Agency: City of Camarillo
By: Date:
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Name: Greg Ramirez Title: City Manager
Participating Agency: Gold Coast Transit District
By: Date:
Name: Title:
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Participating Agency: County of Ventura
By: Date:
Name: Title:
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CC Agreement No. 2025-160
Participating Agency: City of Moorpark
By: Date:
Name: Title:
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Participating Agency: City of Ojai
By: Date:
Name: Title:
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Participating Agency: City of Simi Valley
By: Date:
Name: Title:
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Participating Agency: City of Thousand Oaks
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CITY OF THOUSAND OAKS
____________________________________
Mikey Taylor, Mayor
ATTEST:
_____________________________
Laura B. Maguire, City Clerk
APPROVED AS TO ADMINISTRATION:
Andrew P. Powers, City Manager
APPROVED BY DEPARTMENT HEAD:
Nader Heydari, PE, Public Works Director
APPROVED AS TO FORM:
Office of the City Attorney
Tracy Friedl, Assistant City Attorney
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EXHIBIT A – Ventura County Regional Radio System Use Agreement Exhibit A
VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
This Use Agreement ("Agreement") shall be effective as ofDecember 6, 2024,byand between the County of Ventura ("COUNTY") and Ventura County Transportation Commission (VCTC) ("AGENCY"). The following terms shall apply:
COUNTY operates, manages, and maintains the Ventura County Regional Radio System ("REGIONAL RADIO SYSTEM") and all equipment used to communicate on the REGIONAL RADIO SYSTEM. Agency's use of the REGIONAL RADIO SYSTEM must always be in compliance with the terms of this Agreement and must never hinder the functionality or operation of the REGIONAL RADIO SYSTEM.
Supervision over the provision of County services, the standards of performance and other matters incident to the performance of such services, shall remain with the COUNTY.
1. GENERAL
1.1 AUTHORITY
1.1.1 The COUNTY retains ultimate legal and financial responsibility over the REGIONAL RADIO SYSTEM.
1.2 PERIOD OF PERFORMANCE
1.2.1 The initial term of this Agreement shall be for a period of one hundred eighty (180) months commencing 4/1/24 and expiring at 12:01 a.m. on 4/1/39.
1.3 TERMINATION BY COUNTY
1.3.1 COUNTY shall have the right to immediately terminate this Agreement if AGENCY: files for voluntary or involuntary bankruptcy for the adjudication of Agency as a debtor; makes a general assignment, or AGENCY's interest hereunder is assigned involuntarily or by operation of law, for the benefit of creditors; does not comply with applicable law. In addition, COUNTY may terminate this Agreement in the event of a material breach of the Agreement by AGENCY if such breach is not cured within thirty (30) days after written notice from COUNTY.
1.3.2 Continuation of the Agreement is subject to the appropriation of funding by the COUNTY's Board of Supervisors. If funds are not appropriated, or if the COUNTY no longer desires to use the REGIONAL RADIO SYSTEM, the COUNTY will provide support and assure full operation for a minimum five (5) DPW: 520-20\ev\Council\092926\City-County Emergency Communications Network Att 1.docx
VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
years or through the end of this Agreement, whichever comes first. If the COUNTY elect's early termination of this Agreement, all subscriber fees and any ancillary expenses will be frozen at the current Board approved rate existing at the time of the termination notice.
1.3.3 Upon termination of operations by the COUNTY, the COUNTY shall make every effort to reassign the appropriate frequencies to the AGENCY in a manner and timeline to be agreed upon by the participating agencies. In addition, AGENCY may terminate this Agreement in the event of a material breach of the Agreement by COUNTY if such breach is not cured within thirty (30) days after written notice from AGENCY.
1.4 TERMINATION BY AGENCY
1.4.1 This Agreement may be terminated by AGENCY effective only on June 30 in any calendar year and with not less than one full year (12 months) written notice to COUNTY, prior to the effective date of termination.
1.5 COUNTY'S REPRESENTATIVE·
1.5.1 COUNTY appoints its Chief Information Officer, or designee, as its authorized representative to administer this Agreement.
Notices:
Notices required to be given by either party under this Agreement shall be in writing to the following addresses:
COUNTY
County of Ventura
Chief Information Officer
800 South Victoria Avenue #1100
Ventura, CA 93009
AGENCY
Ventura County Transportation
Commission
Executive Director
Martin Erickson
751 E. Daily Drive, Ste 420
Camarillo, CA 93010
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
1.6 GENERAL
1.6.1 This Agreement contains all the terms agreed to by COUNTY and AGENCY related to the subject matter of this Agreement. There shall be no oral or other terms agreed to by the parties. No waiver by either party at any time of any of the terms and conditions of this Agreement shall be deemed or construed as a waiver at any time thereafter of the same or of any other terms of the Agreement. This Agreement may be modified only by a written amendment signed by both parties.
1.6.2 COUNTY and AGENCY shall cooperate with each other to reasonably assist in performance of the other party's obligations under this Agreement.
1.7 INDEMNIFICATION
1.7.1 Subject to the terms of this Agreement, AGENCY and COUNTY shall indemnify, defend, and hold harmless each other from any and all liability for any claims, losses, damages, or injuries to persons or property caused by the negligence or intentional acts of the indemnifying party, its agents or employees, arising from or related to this Agreement, including without limitation all Consequential damages.
1.8 GOVERNING LAW
1.8.1 The validity of this Agreement and any of its terms or provisions, as well as the rights and duties of the parties under this Agreement, will be construed pursuant to and in accordance with the internal laws of the State of California.
1.9 FORCE MAJEURE
1.9.1 Neither party shall be responsible for delays or failures in performance resulting from acts beyond such party's control. Such acts shall include but shall not be limited to acts of God, fire, flood, earthquake, other natural disaster, nuclear accident, strike, lockout, riot, freight embargo, public regulated utility, or governmental statutes or regulations superimposed after the fact.
1.9.2 COUNTY shall make every reasonable effort to assure public-safety grade reliability of the REGIONAL RADIO SYSTEM. Restoration of service shall be made at the highest level of priority as compared to any other COUNTY communication or data system. Restoration of facilities shall not be dependent on reimbursement or compensation by insurance, grant, disaster declaration, or other outside means.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
1.10 GOVERNANCE COMMITTEES
1.10.1 The Ventura County Information Technology Services Department will operate and maintain the REGIONAL RADIO SYSTEM. As the governing body for the County, the Board of Supervisors shall have ultimate fiscal and operational control over the REGIONAL RADIO SYSTEM and shall be ultimately responsible for the overall administration and direction of the REGIONAL RADIO SYSTEM through interaction with the GOVERNENCE COMMITTEES.
1.10.2 To assist in the administration of the REGIONAL RADIO SYSTEM, an oversight governance committee (OVERSIGHT COMMITTEE) shall be established to provide oversight of the REGIONAL RADIO SYSTEM.
1.10.3 The OVERSIGHT COMMITTEE will review all matters relating to the design, build, operation, and maintenance of the REGIONAL RADIO SYSTEM. In addition, this committee will review and approve all requests for new agencies to join the REGIONAL RADIO SYSTEM.
1.10.3.1 The OVERSIGHT COMMITTEE shall be made up of one named voting member and their alternate per AGENCY, designated by the AGENCY and submitted in writing to the COUNTY, no later than June 30’h each calendar year.
1.10.3.2 While the COUNTY may have several agencies using the system, the COUNTY will have one participant and subsequent vote on the OVERSIGHT COMMITTEE.
1.10.3.3 The County Chief Information Officer will be a non-voting member in their role as contract administrator.
1.10.3.4 The Chairperson and Vice Chairperson of the OVERSIGHT COMMITTEE shall be biennially elected by a majority vote of the committee. The Chairperson and Vice Chairperson shall serve at the discretion of the majority of the OVERSIGHT COMMITTEE.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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1.10.4 The OVERSIGHT COMMITTEE may appoint subcommittees as necessary.
These subcommittees will be chartered with responsibilities, meeting frequencies, etc. Subcommittees will not have any voting rights and should include appointees from each voting AGENCY.
1.10.5 Responsibilities of the OVERSIGHT COMMITTEE shall include but not be limited to:
1.10.5.1 Meeting quarterly or more frequently, if necessary.
1.10.5.2 Developing and approving REGIONAL RADIO SYSTEM operating policies and procedures.
1.10.5.3 Identifying participating AGENCY needs and requirements.
1.10.5.4 Addressing concerns of participating agencies.
1.10.5.5 Reviewing and adopting recommendations regarding the establishment of system priorities and talk groups.
1.10.5.6 Establishing subcommittees as necessary to ensure the interests and concerns of the REGIONAL RADIO SYSTEM as represented and to ensure technical issues are thoroughly researched and addressed to the satisfaction of the OVERSIGHT COMMITTEE.
1.10.5.7 Monitoring the implementation and management of the REGIONAL RADIO SYSTEM.
1.10.5.8 Review and approval of annual rate increases if requested by the COUNTY.
1.10.5.9 Making recommendations to the COUNTY Chief Information Officer for presentation to the County Board of Supervisors
1.10.5.10 Review technical and financial impacts of potential new customer contracts.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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1.11 Severability
1.11.1 Should any provision of this Agreement be determined by a court or regulatory agency of competent jurisdiction to be invalid, illegal or unenforceable, it shall be severed, and the remaining provisions shall not be impaired or affected thereby.
1.12 Assignments
1.12.1 This Agreement binds and inures to the benefit of the COUNTY and AGENCY.
It may not be assigned by either party without the express written consent of the other.
1.13 Nondiscrimination
1.13.1 The parties agree not to engage in any form of unlawful discrimination because of race, color, national origin, religion, sex, sexual orientation, disability, age, military status, creed, marital status, or any other legally protected status with respect to activities undertaken pursuant to this Agreement.
1.14 Independent Status
1.14.1 Each party and its employees and agents, and subcontractors, in the performance of this Agreement, shall act in an independent capacity and not as officers, employees or agents of the other party. Each party shall be solely responsible for the acts and omissions of its officers, agents, and employees.
Nothing herein shall be considered as creating a legal partnership or joint venture between the parties.
1.15 Publicity
1.15.1 Both parties agree to jointly review and approve any public informational releases, including text, layout, photographs, etc., which describe the partnership or activities covered under this Agreement.
1.16 Execution
1.16.1 This Agreement may be executed in counterparts, each of which shall be deemed an original, but which together constitute one and the same instrument. Further, this Agreement may be executed by electronic signature(s) and transmitted either by facsimile or in a portable document format (“.PDF”) version by email and such electronic signature(s) shall be deemed as original for purposes of this Agreement and shall have the same force and effect as a manually executed original.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
2. FISCAL MANAGEMENT
2.1 COST APPORTIONMENT & RATE MODIFICATIONS
2.1.1 Operating costs associated with the REGIONAL RADIO SYSTEM, including infrastructure and support costs, will be shared proportionately by the participating agencies. Subscriber rates will be based on the County's actual incurred expense increases in salaries and benefits, overhead, services and supplies. A per unit subscriber rate will be developed by apportioning all costs (system hardware and support costs) based on the total number of mountaintop sites utilized by the participating AGENCY
2.1.2 Two subscriber rate plans have been made available to participating agencies, based upon their assumed day-to-day operational needs.
2.1.2.1 Regional Access: Regional access is defined as a single entity that uses up to three sites to operate:
2.1.2.2 Full Access: Full Access is defined as a single entity that uses more than three sites for the majority of their operations.
2.1.3 No later than December 31 of each year the County Chief Information Officer shall prepare and present to the OVERSIGHT COMMITTEE a preliminary budget for the subsequent Fiscal Year. The Preliminary Budget must include all operational and maintenance costs, planned capital costs, and cost distribution methodologies for the upcoming year.
2.1.4 The proposed rate offered by the COUNTY includes an annual 4% cost of living increase for salaries and benefits. Should the cost-of-living increase beyond 4%, an additional 2% increase may be considered by the OVERSIGHT COMMITTEE.
2.1.5 REGIONAL RADIO SYSTEM rates will be reviewed, adjusted, and approved annually by the Oversight Committee. Once agreed upon by the committee, the new rate schedule will be proposed for adoption by the Ventura County Board of Supervisors. Rate changes will take effect July 1 of each year.
2.1.6 COUNTY shall invoice AGENCY each month for the total number of subscribers that they have registered in the system that indicate usage over 5 minutes during the monthly period. The payment shall be due and payable within 30 days of the invoice date.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
3. SYSTEM DESIGN
3.1 DESIGN OBJECTIVES
3.1.1 The REGIONAL RADIO SYSTEM design objectives for the performance of portable and mobile voice and the quality of coverage provided shall be determined by the OVERSIGHT COMMITTEE
3.1.1.1 Unless otherwise decided by the OVERSIGHT COMMITTEE it is understood that the REGIONAL RADIO SYSTEM shall be
designed, operated, managed, and maintained to achieve 95o /o
street level coverage reliability measured to and from typical portable radios, used in the system, while on the wearer's belt and within the area depicted in APPENDIX A. Methodology for both prediction and measurement of such performance shall be in accordance with TIA standard TSB88.
3.1.1.2 In the event that the REGIONAL RADIO SYSTEM encounters a sustained degradation of service below the standards set forth in Section 3.1.1.1, the County Chief Information Officer will be responsible for evaluating the issue and proposing a solution(s) to the satisfaction of the OVERSIGHT COMMITTEE.
3.1.2 The REGIONAL RADIO SYSTEM shall be designed to meet the loading requirements of the anticipated busiest hour for all planned users over the life of the system.
3.1.2.1 Unless otherwise decided by the Oversight committee, the system shall be designed, operated, managed, and maintained to achieve a 2% grade of service (GOS) or better during average daily busy hours, without invoking priority access.
3.1.2.2 A 2% grade of service is a standardized method of quantifying the throughput of the REGIONAL RADIO SYSTEM. For every 100
attempts to transmit during the busy hour, no more than 2 attempts are blocked for more than 5 seconds.
3.1.3 A list of all features currently supported by the REGIONAL RADIO SYSTEM will be incorporated into APPENDIX B.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
3.2 RADIO COVERAGE & GRADE OF SERVICE
3.2.1 It is the intent of the COUNTY to provide radio coverage as depicted in Attachment A. The information depicted in APPENDIX A is a predictive signal propagation map and does not guarantee coverage in all areas outlined.
3.2.2 Requests for additional coverage beyond these boundaries may be made to the OVERSIGHT COMMITTEE. Upon approval, the COUNTY will perform an analysis and provide cost estimates.
3.2.3 Upon completing any significant repairs and/or upgrades, the COUNTY shall complete system testing to ensure signal propagation remains in alignment with APPENDIX A.
3.2.4 Any consideration to add new agencies or specialty features shall be evaluated and approved by the OVERSIGHT COMMITTEE before implementation. When appropriate, evaluation of such proposals shall include a calculation of throughput and GOS for the REGIONAL RADIO SYSTEM.
3.2.5 The COUNTY or its agent shall, at a minimum, publish monthly reports to the OVERSIGHT COMMITTEE confirming REGIONAL RADIO SYSTEM
performance to include daily busy hour statistics by talk group, site, zone, and agency. This report will also include an after-action reports for any major repair or upgrade activity in the prior month.
3.3 USER PRIORITIZATION & ACCESS
3.3.1 In the event regional radio channels are busy, users wanting to speak shall be prioritized as follows, regardless of how long they have been waiting:
3.3.1.1 Priority One - Emergency Identification. Emergency Identification is defined as the message received when a member calls for immediate assistance by activating an emergency button or switch on the user radio equipment.
3.3.1.2 Priority Two — Public Safety. Public safety includes the normal daily radio transmissions of law enforcement, fire service, paramedic providers and disaster response resources using the REGIONAL RADIO SYSTEM.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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3.3.1.3 Priority Three —Special Event. Special Event includes planned events involving public service participants that are beyond the scope of their normal daily operations. This includes any special event for public safety organizations such as fundraising, community service, public awareness, etc.
3.3.1.4 Priority Four - Non-Public Safety, Government. Non-Public Safety Government includes normal daily radio transmissions of public services agencies, including but not limited to: Animal Services, Public Transit and Public Utilities.
4. RADIO SYSTEM MANAGEMENT
4.1 SYSTEM MANAGEMNET
4.1.1 The COUNTY is responsible for the day-to-day management, operation, and oversight of the REGIONAL RADIO SYSTEM. The County IT Services Staff is responsible for making decisions on issues related to the day-to-day operation of the system and addressing urgent system operations, maintenance, and repair decisions. This includes, but is not limited to, the following:
4.1.1.1 Monitoring all radio systems and components for normal operation.
4.1.1.2 Physical and logistical security of mountaintop sites, radio system and network.
4.1.1.3 Diagnosing system performance, problems, and developing correction action recommendations.
4.1.1.4 Dispatching appropriate repair services in the event of a malfunction of system equipment.
4.1.1.5 Managing the database elements, including subscriber IDs, talk group lDs, and the various parameters that relate to their effective operation.
4.1.1.6 Working with all agencies and their technical staff to diagnose and resolve problems that involve radio operations, maintenance, or repair of the infrastructure equipment.
4.1.1.7 Serving as the point of contact (POC) with infrastructure equipment manufacturers for issues related to the radio systems.
4.1.1.8 Providing timely information to Agencies on issues that arise, or repair/maintenance issues related to system infrastructure equipment that would affect normal radio operations.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
4.1.1.9 Perform preventive system maintenance and administration per vendor's recommendations.
4.1.1.10 Manage all applicable Federal Communications Commission (FCC) licenses authorized to the County.
4.1.1.11 Prepare and maintain all system documentation.
4.1.1.12 Evaluate new technology for possible cost reduction or service enhancements.
4.1.1.13 Set and maintain standards of “Approved Equipment” that access County radio systems.
4.1.1.14 Identify and correct private carrier Radio Frequency (RF) related interferences affecting public safety systems.
4.2 TALK GROUPS
4.2.1 A talk group is a defined organizational grouping of radio users that need to communicate together. When two or more radio users select the same talk group on their radios, all radio users with that talk group selection hear the transmitted audio. A talk group plan is a summary of all defined radio talk groups. This plan is then used to develop the radio template that is the programming data for the individual radios. The OVERSIGHT COMMITTEE is responsible for the talk group plan including the total number of talk groups. .It may delegate that responsibility to a subcommittee.
4.2.2 Talk groups are “owned” by the AGENCY that uses a talk group for primary business operations. Authority to assign or release a talk group for use by other entities resides with the owner of the talk group.
4.2.3 Several talk groups will be designated as interoperability talk groups.
Interoperability talk groups are assigned a single AGENCY owner by the County.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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5. SYSTEM OPERATIONS
5.1 SERVICE LEVEL OBJECTIVES
5.1.1 The County IT team that supports the REGIONAL RADIO SYSTEM provides support during normal business hours and after hours/on-call support 24 hours a day, 7 days a week, 365 days per year.
5.1.2 The following objectives are currently in place for all existing County radio and microwave systems. These objectives may be modified by the OVERSIGHT COMMITTEE; however, rates may increase based upon the resulting approved OVERSIGHT COMMITTEE changes.
5.1.3 Types of expected failures and response time objectives:
5.1.3.1 Complete system failure — The County team will engage within 1 hour and will continue to work until service is restored.
5.1.3.2 Single site failure — The County team will engage within 1 hour to assess the outage and determine appropriate next steps.
5.1.3.3 Feature failures — The County team will respond within 4 hours of the outage and will work under best efforts until resolved.
5.2 SUBSCRIBER UNIT PROGRAMMING
5.2.1 The COUNTY will support participating agencies by providing programming handheld and mobile subscriber devices, as needed. Generally, County IT Services Staff will complete programming requests within 7 business days.
5.2.1.1 County IT Services staff may limit programming to radios that are FCC certified and P25 compliant and are programmable using software that is readily available and supported by the manufacturer.
5.2.2 If a participating AGENCY requires access to another AGENCY's talk group(s), the requesting AGENCY must obtain written permission from the talk group owner AGENCY and submit that written authorization to the County IT Service Desk for processing.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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5.2.3 AGENCY is responsible for the purchase, maintenance, and repair of its own Subscriber Units and related equipment. In addition, the AGENCY will be responsible for the subscriber unit purchase of any optional features regardless of whether they are supported in the REGIONAL RADIO SYSTEM.
5.2.4 AGENCY is responsible for the purchase, maintenance, repair, and connection of its consoles to the COUNTY system core.
5.3 SERVICE / SUPPORT REQUESTS
5.3.1 For urgent matters, including system outages or service degradation, COUNTY IT Services on-call personnel will respond within 1hour or less to diagnose the problem.
5.3.2 Priority will be given to the most impactful issue as determined by the County Chief Information Officer. Multiple IT Services staff (teams) may be deployed to multiple sites simultaneously.
5.3.3 The OVERSIGHT COMMITTEE will be convened as soon as possible to discuss and provide its input on priorities if the COUNTY cannot address multiple issues simultaneously.
5.4 SYSTEM STATUS / OUTAGE NOTIFICATIONS
5.4.1 COUNTY is responsible for monitoring the REGIONAL RADIO SYSTEM on a 24-hour basis, whether by on-site personnel or by an automated electronic monitoring and notification process. COUNTY shall notify AGENCY's designated representative in advance of any planned or unplanned maintenance activities affecting AGENCY. Notification of planned maintenance shall be made in accordance with section 6.5.
5.4.2 Realtime monitoring of GOS, among other parameters, will be used to determine repair priority levels. Any hardware or software failure that results in a real-time GOS of 5% or greater shall be treated as a major failure immediate repair response.
5.4.3 Due to the complexity and distributed administration and maintenance of the REGIONAL RADIO SYSTEM, problems typically occur when changes are made to hardware or software. To keep all representatives informed of any updates, notifications will be sent to all AGENCY representatives, OVERSIGHT COMMITTEE members and any subcommittee members, when the following actions occur:
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
5.4.4 Planned maintenance work is being performed on the REGIONAL RADIO SYSTEM that will impact performance or system operation.
5.4.5 Equipment malfunctions or failure occur that affect system performance or operation.
5.4.6 Configuration changes in infrastructure equipment or software.
5.5 SYSTEM MAINTENANCE
5.5.1 In the event of planned maintenance, the COUNTY will use all efforts to conduct this type of activity during off-peak hours where radio utilization is as low as possible. If an emergency or high priority incident is in progress at the time of scheduled maintenance, it may be necessary for the COUNTY to reschedule or delay the maintenance until the situation has stabilized and can be safely moved to alternate talk groups or channels.
5.5.2 Advanced notice of seven (7) business days shall precede planned maintenance activities. The notification methods shall be by phone, email, radio, or any combination of the same. The notification will consist of the type of planned maintenance activity, when the maintenance will be conducted, the amount of time anticipated to complete the activity and the anticipated impact to the REGIONAL RADIO SYSTEM and subsystems.
5.5.3 If a known activity has a significant operational impact upon any specific AGENCY, confirmation of receipt of notification shall be obtained. It is the responsibility of the COUNTY to ensure that all Agencies are notified well in advance of any such operations. Whenever possible, these operations shall be scheduled when the normal radio traffic is slowest.
5.6 SYSTEM OUTAGES
5.6.1 Upon notification of an equipment outage, COUNTY technical staff is expected
5.6.1.1 Determine the impact of the impairment to the operation of the REGIONAL RADIO SYSTEM. A minor failure is something that either does not affect or minimally affects user functionality, capacity, or coverage. A major failure is something that seriously affects coverage, capacity, or risks user functionality of the REGIONAL RADIO SYSTEM.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
5.6.1.2 Determine if there are internal or external factors that alter the priority of system impairment, such as weather, subscriber loading, unique public safety activities or impending events, etc.
5.6.1.3 Determine if manual intervention is required. A serious failure requires initiating repair processes regardless of the time of day.
Minor failures can wait until normal business hours or other convenient time before repair.
5.6.1.4 Determine if additional external resources are required.
5.7 LOST OR STOLEN EQUIPMENT
5.7.1 In the event that a radio programmed on the REGIONAL RADIO SYSTEM is lost, stolen, or missing, the COUNTY shall be notified immediately by the AGENCY. The AGENCY shall report lost/missing radios to the IT Service Desk at [email protected] or 805-658-4357. County personnel will disable and remove the radio from the REGIONAL RADIO SYSTEM within 4 hours
6. FUTURE SYSTEM ENHANCEMENTS
6.1 SYSTEM UPGRADES
6.1.1 AGENCY shall make any request for expanded services the OVERSIGHT COMMITTEE. The OVERSIGHT COMMITTEE will review the request and may grant preliminary approval for the AGENCY to work with the COUNTY in evaluating and developing planning for the request.
6.1.2 Examples of requests for expanded services include a request to add sites to the network to increase AGENCY's in-building coverage or to implement a network upgrade in order to receive a new feature. These types of requests require detailed assessment and planning due to their potential technical and rate impacts to all users.
6.1.3 The COUNTY will provide the assessment/evaluation information to the AGENCY and if it wants to proceed the AGENCY will present the request to the OVERSIGHT COMMITTEE for review and approval.
6.1.4 The OVERSIGHT COMMITTEE may choose to approve the requested enhancement resulting in the revision of the approved rate structure or require the AGENCY to solely pay the full cost of the change without any rate increase.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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6.1.5 All submitted requests for improvement will require a technical review to ensure that no agency is subject to negative impacts to operations and if there are negative impacts, there is a mitigation plan developed and included in the plan that is acceptable to all affected partners.
6.1.6 If the OVERSIGHT COMMITTEE fails to identify a funding strategy for the proposed upgrade, The County reserves the right to veto the proposed change.
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
COUNTY OF VENTURA
Terrence Theobald
Chief Information Officer
Ventura County Information Technology Services
Martin Erickson
AGENCY
SIGNATURE DATE SIGNATURE DATE
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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APPENDIX A: PREDICTED COVERAGE MAPS
MOBILE COVERAGE MAP
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VENTURA COUNTY REGIONAL RADIO SYSTEM
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PORTABLE COVERAGE MAP
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Ventura County
VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
APPENDIX B: REGIONAL RADIO FEATURE LIST
Radio Requirements
• FCC approved, P25 capable mobile or portable radio capable of operating on the 700mHz band.
• P25 9600 baud trunking enabled
• TDMA Enabled
Optional Features Supported
• Encryption (AES)
• Emergency trigger enablement
• Motorola Smart Connect, including LTE and WiFi connectivity • Motorola Smart Mapping
• Motorola Smart Locate
• Motorola OTAP
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VENTURA COUNTY REGIONAL RADIO SYSTEM
USE AGREEMENT
Greg Ramirez
Martin Erickson
EXHIBIT B – Form of Joinder Agreement
JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated August 13, 2025_, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: City of Camarillo
By: Date:
Name: Title:
Address for Notices:
VCTC: Ventura County Transportation Commission
By: Date:
Name: Title:
Address for Notices:
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City Manager
Executive Director
JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated September 29, 2026, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: Gold Coast Transit District
By: Date:
Name: Title:
Address for Notices:
VCTC:
By: Date:
Name: Title:
Address for Notices:
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JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated September 29, 2026, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: County of Ventura
By: Date:
Name: Title:
Address for Notices:
VCTC:
By: Date:
Name: Title:
Address for Notices:
DPW: 520-20\ev\Council\09292026\City-County Emergency Communications Network Att 1.docx
JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated September 29, 2026, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: City of Moorpark
By: Date:
Name: Title:
Address for Notices:
VCTC:
By: Date:
Name: Title:
Address for Notices:
DPW:520-20\ev\Council\09292026\City County Emergency Communications Network Att 1.docx
JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated September 29, 2026, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: City of Ojai
By: Date:
Name: Title:
Address for Notices:
VCTC:
By: Date:
Name: Title:
Address for Notices:
DPW: 520-20\ev\Council\09292026\City County Emergency Communications Network Atta1.docx
JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated September 29, 2026, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: City of Simi Valley
By: Date:
Name: Title:
Address for Notices:
VCTC:
By: Date:
Name: Title:
Address for Notices:
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JOINDER AGREEMENT TO THE MASTER INTERAGENCY AGREEMENT FOR PARTICIPATION IN
THE VENTURA COUNTY REGIONAL RADIO SYSTEM
The undersigned public entity ("Participating Agency") hereby agrees to become a Participating Agency to, and to be bound by, all the terms and conditions of the Master Interagency Agreement for Participation in the Ventura County Regional Radio System dated September 29, 2026, as it may be amended from time to time. Capitalized terms not defined herein have the meanings set forth in the Agreement.
Participating Agency acknowledges that by executing this Joinder Agreement it is deemed a "Participating Agency" for all purposes of the Agreement.
Ventura County Transportation Commission (“VCTC”) acknowledges that by executing this Joinder Agreement VCTC consents to the Participating Agency joining the Master Interagency Agreement for Participation.
Participating Agency: City of Thousand Oaks
By: City of Thousand Oaks Date: 11/04/2025
Name: Mikey Taylor Title: Mayor
Address for Notices:
VCTC:
By: _Ventura County Transportation Commission Date:
Name: Martin Erickson Title:
Address for Notices:
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Communications Network Atta1.docx
09/29/2026