$Revision: 3802 $

1 Introduction

In so far as each of the Department’s volunteer rescue squads desires to operate its own technical assets (ambulances, duty radios, etc) in the Virginia Beach EMS system, there exists a need to integrate those assets with municipal and regional infrastructure and processes. This document, along with any documents it references, specifies requirements for such integration.

1.1 Desired state

This document is written with the following high-level goals in mind:

1.2 Continuous process

This document is a work product intended to serve as the “hub” of a dynamic “hub-and-spoke” process driven by progress. The “spokes” of the process include:

1.2.1 Identification of control points in the procurement process

Control points are opportunities to assess compliance with requirements and to address any discrepancies. Currently-identified control points include when:
The Department and the squad should review this document together at each control point to assess ongoing compliance with requirements.

1.2.2 Identification of Subject Matter Experts (SMEs)

This document is only as legitimate as the endorsements it receives from the appropriate authoritative personnel. As personnel move in, out, and across the workforce and the market, it is important that the Department review this document to assure that its references to, and endorsements from, SMEs are current, correct, and complete.

1.2.3 Interviews with SMEs

The Department should conduct periodic interviews with identified SMEs to review the contents of this document, and to gather:

1.2.4 Endorsements from SMEs

The Department should make sure that it gets an explicit endorsement from the appropriate SME for every set of integration requirements for a given system or subsystem. Such endorsements should be in writing and should be attached or otherwise made available with this document.

1.2.5 Advocacy for SMEs at appropriate control points

The Department should take at least each control point as an opportunity to raise stakeholder awareness of SME concerns. The Department acknowledges that the SMEs are not responsible for directly communicating new, changed, or obsoleted requirements directly to the squads, nor are the squads responsible for making direct inquiries to the SMEs. Rather, the SMEs are responsible for communicating changes to the Department, and the Department is responsible for communicating that information to the squads via this document (see 1.1↑).

2 Business cycles and processes

2.1 Squad procurement cycle

Squad coordinators who are responsible for technical asset procurement should perform most or all of the following “cradle to grave” tasks:

2.2 City budget process

This document is primarily intended to define requirements for integrating squad-owned technical assets into city infrastructure, but in some cases a squad must consider city budgetary issues. For example, in the traditional arrangement for adding an ambulance to the VB EMS fleet, the EMS Department must seek and receive approval to pay for additional fuel, maintenance, city-supplied medical gear, etc. The timeline for this process is enforced by the Budget & Management Services Department, the City Manager, and City Council – not by the EMS Department.
Each budget cycle begins more than nine months before the budget becomes effective and generally proceeds as follows:
Headquarters chiefs solicit input from staff on budget needs.
Management Services provides the Department with “target” budget figure based on projected revenues, known obligations and other factors as determined by city leaders.
Department prepares a two-level request: One that does not exceed the “target” amount, and one that identifies other needs that would exceed the “target”.
Department submits its two-level request to Management Services.
Department negotiates its request with City Manager and his deputies.
Management Services reconciles outstanding issues with the Department.
Department presents its request to City Council.
EMS Chief negotiates its request with City Council and public hearings area held.
City Council finalizes the budget for the coming fiscal year.
Department begins spending from approved budget.


3.1 VB911-related radios and mobile data terminals

3.1.1 Mobile (vehicle-mounted) radios

To integrate into the VB911 system, a mobile radio must have the following attributes:
figure radio-basic.png

Mobile radios in ambulances (or other vehicles with a secondary communications area) must also have the following attributes:
figure radio-ambulance.png

3.1.2 Portable (handheld) radios

To integrate into the VB911 system, a portable radio must be a Motorola APX Series P25 700/800 MHz band model with the following attributes:
figure portable-basic.png
A portable radio may include the following attributes:
figure portable-options.png
Other options may be allowable upon approval of the SME for VB911-related radio and mobile data terminal purchase specifications.

3.1.3 Mobile data terminals

To integrate into the VB911 system, a mobile data terminal (MDT) must have the following attributes:
figure mdt.png
Because an MDT in a vehicle must be able to receive messages when the vehicle is off (unless voltage drop would risk preventing the vehicle from being started), all MDTs installed in vehicles must draw primary power from the following component, which must draw its power from the OEM unswitched battery circuit:

3.1.4 Vehicle antenna placement

To integrate into the VB911 system, a vehicle must have antennas mounted according to sound radio engineering principles. For instance, a vehicle equipped with an approved mobile radio and an approved MDT will have exterior antennas mounted something like this:
figure antenna-location-chart.png

3.1.5 Antenna cable termination points

To integrate into the VB911 system, an ambulance must be equipped with antenna cables that terminate as follows:
figure cable-runs-bulkhead-interior.png
figure cable-runs-left-interior.png

3.1.6 Component mounting and power source chart

To integrate into the VB EMS system, VB911-related radio and MDT equipment must be mounted and supplied with power according to the following chart:
figure tasir-it.png

3.2 Chassis, engine, and drivetrain selection

To integrate into the VB EMS system, a new or rechassied ambulance must use one of the following combinations:

3.3 Fuel

To qualify for using fuel supplied by the Public Works Department, a vehicle must run on one of the following fuels:

3.4 Traffic preemption systems

To integrate into the city’s traffic preemption system, the following requirements must be met:

3.5 Garage space, vehicle aprons, structural additions and modifications

  1. To fit inside all VB EMS stations, a vehicle (including protruding items such as mirrors and antennas) must be less than:
    • 118”, which is 9’10”, in HEIGHT (a limitation of the Thalia station)
    • 142”, which is 11’10”, in WIDTH (a limitation of the Plaza station)
    • 180”, which is 15’, in LENGTH (an approximate limitation of the Thalia station)
  2. The Department may impose weight restrictions on heavy vehicles to avoid damage to station aprons, etc.
  3. A squad must receive approval from both the EMS Department and the Public Works Department Buildings Division before making any substantial additions or modifications to city-owned buildings.
  4. The sole authorities for negotiating the use of city-owned building space between the EMS and Fire Departments are the EMS Chief and the Fire Chief. Personnel at lower levels of authority are not authorized to alter existing arrangements. Similar rules shall apply if space is shared between EMS and any other city departments.

3.6 Roadway dimensions and load limits

  1. The most limiting bridge that a VB EMS unit may reasonably be expected to cross is the North Landing Bridge on Route 165 (North Landing Road) at the Virginia Beach / Chesapeake city line, which has a weight limit of 13 tons, which is 26,000 pounds. Although emergency vehicles may be exempt from weight restrictions according to state law, a squad must receive approval from both the EMS Department and the Public Works Transportation Division before procuring a vehicle that would exceed the weight limit of the North Landing Bridge.
  2. Squads procuring heavy or oversize vehicles should be familiar with Part A Section 5 of the Planning Department Permits & Inspections Division Moving and Hauling Manual [A]  [A], and the Public Works Department Operations Division’s Blanket Permit Requirements Memo [B]  [B] and Blanket Permit Hauling Map [C]  [C]

3.7 Regional Drug and IV Box System

If a vehicle is, according to the EMS Department, an addition to the fleet (as opposed to a replacement), and it should carry a regional IV box and a regional drug box, the vehicle owner must arrange to buy double the quantity of IV and drug boxes that will be kept on the vehicle. Half of the procured boxes will be kept on the vehicle. The other half will be kept in standby inventory in the hospital pharmacy system.
Regional IV and drug boxes shall be bought through the regional EMS council.

4 Endorsements

Endorsed as to correctness and completeness: