TO:                 All Holders of Operations Manual

SUBJECT:     Transmittal Memorandum for Operations Manual Issuance 91-5

1. Material Transmitted:

WSOM Chapter A-33, Use of Loaned or Donated Equipment.

2. Summary:

This new chapter establishes policy for the acceptance of loaned or donated equipment and associated data products by National Weather Service (NWS) offices. This policy is intended to ensure consistency for acceptance of equipment in all offices and to prevent acceptance of equipment which could be a conflict of interest to the mission or impact of the NWS operations.

3. Effect on Other Instructions

Cancels OML 1-87, Offers of Meteorological Equipment "Gifts," dated January 22, 1987 (filed with A-99).

Elbert W. Friday, Jr.
Assistant Administrator
for Weather Services

Issue Date Org. Code                 NATIONAL WEATHER SERVICE         Part      Chap.
5-7-91        W/OS111                              Operations Manual                        A        33

Table of Contents:

1. Background

2. Purpose

3. Scope

4. Policy

Appendices:

A - Cooperative Agreement

B - Offers of Donations of Doppler Radars

C - Offers of Donations of NOAA Weather Radio Stations

1. Background. In the past, use of loaned or donated equipment provided National Weather Service (NWS) offices with technology, etc., which was not otherwise available. Over the years, the NWS has, on an individual site basis, accepted private sector vendor equipment and associated products for use in its offices.

2. Purpose. This chapter establishes policy for the acceptance of loaned or donated equipment and associated data products by NWS offices. The policy is developed to ensure consistency for acceptance of equipment in all offices, to prevent acceptance of equipment which could be a conflict of interest to the NWS, and to avoid the establishment of precedents which would not benefit the NWS.

This chapter provides policy and assigns responsibility for the acceptance by NWS of loaned or donated hydrometeorological equipment and associated data products from the private sector. The private sector is defined as state and local governments, private interest groups, vendors, universities, or individuals. Other Federal agencies are not within the scope of this chapters since existing procedures (e.g., Memorandum of Agreement) accommodate these agencies. Department of Commerce Administrative Order 203-9 sets forth the requirements for accepting donated property and should be observed. Acceptance of loaned or donated equipment and associated data products is contingent upon meeting operational requirements of the NWS, noninterference with NWS operating equipment and their products, and having resources available within the NWS to operate, monitor, and maintain the system. Procedures to accommodate specific equipment and associated products will be developed as needed and issued as appendices to this chapter. Examples of procedures covering two specific types of donated equipment (Doppler radar and NOAA Weather Radio transmitting equipment) are shown in appendices B and C.

3. Scope. This chapter provides policy limited to hardware and software loans or gifts. It includes provisions for the acceptance of associated data where the equipment provided will interface with NWS-owned equipment or where additional equipment must be provided to process, receive, or provide access to such data.

4. Policy. The following policy statements shall be adhered to

        a. Each private sector offer shall be reviewed on a case-by-case basis and a recommended disposition for each offer developed by the appropriate Regional Director. If a Regional Director deems an offer of loaned or donated equipment unacceptable, no further action is required. If a Regional Director wishes to accept the offer of loaned or donated equipment, a disposition recommendation shall be submitted.

        b. Regional Directors shall submit disposition recommendations to Weather Service Headquarters (WSH), Office of Systems Operations (OSO), for formal NWS management coordination, review, and decision.

        c. The recommendation shall be evaluated and forwarded according to the following criteria:

                (1) if the loaned or donated equipment interface has potential impact on the modernization and restructuring program of NWS, then the recommendation shall be forwarded by OSO to the Transition Program Office (TPO) for review through the Transition Change Management process;

                (2) if the loaned or donated equipment interfaces with NWS operational systems under OSO management support and does not fulfill the above criteria, the recommendation shall be reviewed through the NWS Configuration Management for Operational Systems process;

                (3) if the loaned or donated equipment does not interface with an operational system under OSO management or affect the NWS modernization and restructuring program, and has a primary purpose of service supportS the recommendation shall be forwarded to the Office of Meteorology (OM) or Office of Hydrology (OH).

If it is unclear as to which change management process shall be used to evaluate the recommendation, TPO and OSO shall coordinate to determine who shall have the lead in the review process.

A recommendation for acceptance of the loan or gift must include a clear statement identifying the capabilities that will be gained by accepting the offer; where the equipment will be located; the estimated NWS personnel time required to use, operate, and maintain the equipment; and cost of maintenance and spares required under realistic operational conditions.

A decision, in writing, will be forwarded by the appropriate WSH office to the requesting regional office, with a copy forwarded to OSO, Systems Integration Division. The requesting regional office, in conjunction with the offeror, will use and/or modify the existing cooperative agreement for acceptance of loaned or donated equipment. A copy of the signed cooperative agreement should be forwarded to OSO, Systems Integration Division.

        d. The final decision on acceptance or nonacceptance will be made by the Assistant Administrator for Weather Services if a consensus cannot be reached following evaluation and review by the offices mentioned above, including coordination with the regional headquarters offices. The decision will be based principally on direct benefits to the NWS, technical considerations, impact on local and regional operations and national systems, modernization plans, and required resources.

        e. Loaned or donated equipment shall normally not be interfaced directly to NWS operational systems under OSO management and logistics support or have direct access to an NWS national communications network. Any such direct interfaces must receive prior approval through the NWS Configuration Management for Operational Systems process. The Automation of Field Operations and Services (AFOS) system, the Satellite Weather Information System, and the NWS Telecommunication Gateway system are examples of NWS operational equipment presently under configuration management. Loaned or donated equipment shall be normally stand-alone or interfaced indirectly to NWS operational equipment. An indirect interface is defined as having no direct communication to or from the operational host system. The information forwarded from the loaned or donated equipment would be processed by NWS personnel prior to transmission to an NWS operational system. The following scenario describes an acceptable configuration for an indirect communication interface to an NWS operational AFOS computer system under this policy:

The equipment is connected through either a dedicated or dial-in line to an NWS personal computer (PC) located at an NWS office. The PC, in turn, is connected to a peripheral sharing device (Giltronix or NetCommander) that interfaces with a direct asynchronous communication port of the on-site AFOS computer system. The PC receives and stores the incoming data from the private sector's equipment into its data base. NWS personnel use the PC for quality control and to transpose the data into an AFOS-formatted product. Once these objectives are completed, NWS personnel ensure that the product is transmitted across the AFOS communication interface for storage in the AFOS data base.

Any change required of a host operational system under OSO management and support to accommodate an indirect interface (e.g., additional data handling or communication software) shall be submitted for approval through the NWS Configuration Management for Operational Systems process. Proposed interfaces to NWS developmental systems should be submitted to the appropriate NWS developmental program office configuration management processes, i.e., Advanced Weather Interactive Processing System for the 1990's, Next Generation Weather Radar, Automated Surface Observing System, etc.

        f. The requirement for NWS testing of loaned or donated equipment shall be evaluated on a case-by-case basis. Such tests shall assess the operational impact of the proposed equipment on the NWS host system. If the equipment interfaces with NWS operational equipment under OSO management and logistics support, the decision for testing shall be made through the NWS Configuration Management for Operational Systems process. Otherwise, the need for testing will be determined by the regional headquarters in coordination with OSO, OM, and OH. All costs for necessary tests and evaluations of the equipment shall normally be the responsibility of the donor or lender. However, if the proposed equipment has potential national application for the NWS, testing and costs shall be the responsibility of the WSH.

        g. The NWS shall require, upon delivery of the equipment, appropriate hardware drawings, software flow diagrams, operating manuals, and other technical documents. The donor or lender of any equipment shall provide documentation demonstrating that the equipment has been formally and objectively tested and evaluated for maintainability, reliability, and operational utility. Additionally, the donor or lender shall provide training for NWS operational personnel who will use the equipment and for NWS maintenance personnel if it is agreed that the NWS will maintain the equipment. The donor or lender shall be expected to provide spare parts and to bear any installation and maintenance costs. If the donor ceases to bear the responsibility or costs for maintaining and operating the equipment, a reconsideration of the decision related to the gift may occur.

        h. The NWS cannot guarantee that a local site will continue operations indefinitely. If formally accepted, donated equipment shall become the property of the U.S. Government. Upon discontinuance of the need for the equipment, the equipment will be disposed of in accordance with Federal Government regulations. In the case of loaned equipment, the equipment will be returned to the lender, and the lender will bear any removal costs when appropriate.

        i. The acceptance and use of loaned or donated equipment is not to be construed in any manner as an NWS endorsement of the equipment or manufacturer.

        j. All loaned or donated equipment in place prior to the implementation of this policy will be exempt from this policy until such time that the NWS host equipment is replaced.

        k. A standard cooperative agreement has been developed at WSH and contains flexibility for regional modification as required (see Appendix A). The regions will be responsible for execution, monitoring, and maintenance of the agreement (except in instances of a national agreement).

        l. The NWS will not be obligated to produce evaluations, reports, or studies based on the loaned or donated equipment. However, if such documentation is produced, the NWS will retain all rights to draft, edit, and distribute or publish such documents without the express permission of the offeror. The NWS will provide the offeror a draft of any document based on the loaned or donated equipment or data for comment at least 1 month before distribution or publication.

        m. The NWS will cooperate with reasonable requests to restrict the distribution or publication of information or data which the offeror considers proprietary. However, such requests are best known and understood by both parties in advance by incorporating them into the cooperative agreement.

APPENDIX A

Background (Describe loaned/donated equipment, purpose, and function.)

Purpose: This Cooperative Agreement shall be used for the acceptance of loaned or donated private sector equipment. This Agreement shall cover hardware and software donations and loans. This Cooperative Agreement will establish the parameters of responsibility between the NWS and the lender or donor.

I              THE DONOR/LENDER AGREES TO:

II          IN RETURN FOR THE USE OF LOANED OR DONATED EQUIPMENT AND/OR              DATA PRODUCTS,   THE U.S. GOVERNMENT WILL:

a. Provide frequency license and call sign.

b. Not be required to furnish space or electrical power.

III          BOTH PARTIES AGREE AND UNDERSTAND THAT:

The terms of this Agreement shall become effective on the latest date below when signed by both parties and shall remain in effect until such time as the Agreement is either terminated by mutual consent of both parties or is terminated by either party upon one hundred eighty (180) days' prior written notice.

Signed and agreed to by

National Oceanic and Atmospheric                                             LENDER/DONOR:
Administration
National Weather Service
_______________Region

BY: _____________________                                             BY: _____________________

TITLE: __________________                                             TITLE: __________________

DATE: ___________________                                             DATE: ___________________

APPENDIX B

This appendix establishes an orderly process for assessing offers of donated Doppler radars and add-on Doppler equipment and provides policy for responding to inquiries on the possible donation of such equipment.

Policy:

The general National Weather Service (NWS) policy concerning the acceptance and use of donated Doppler-enhanced radar systems or Doppler add-on equipment is that the Doppler-enhanced radar is to be considered the same as other operational weather radars used by the NWS. Thus, the maintenance will be performed by NWS technical personnel and the use of the system shall not, in itself, normally change the mission of the local NWS office or affect decisions concerning the local office's staffing level. In addition, the acceptance of a donated Doppler radar enhancement shall be contingent upon the operational requirements of the NWS and the availability of resources (personnel and financial) within the NWS to operate and maintain the system. Also, prospective donors must be aware that:

Requirements:

The NWS requirements for a NEXRAD system/network with Doppler capability are well documented in the NEXRAD Technical Requirement Document, R400.SP301, January 1, 1986. It is recognized that most prospective donated Doppler weather radar systems or Doppler add-on equipment will not meet these requirements. Thus, donated Doppler radar systems and/or add-on equipment should be considered only as a Doppler enhancement to the present NWS radar network.

Actions:

Each offer of a donated Doppler weather radar or add-on equipment shall be critically reviewed and evaluated on a case-by-case basis. NWS Regional Directors will provide a recommendation on each offer of a radar system or add-on equipment donation occurring in their region and shall submit their evaluation and recommendation, with all pros and cons, to the Systems Integration Manager, Systems Integration Division, Office of Systems Operations, for the final decision to accept or reject the offer.

If the offer is accepted, the Regional Director shall negotiate a cooperative agreement (Appendix A) with the donor to suit the individual conditions of the donation. The donor shall provide:

It would be desirable for the donor to make arrangements with the manufacturer to give the NWS control of the frequency of the installation of software changes and updates.

APPENDIX C

National Weather Service (NWS) Policy:

No new NOAA Weather Radio (NWR) stations will be established that require either additional Federal expense or additional personnel (broadcasters) to operate the station.

Donors wishing to established NWR stations are responsible for bearing all one-time and recurring costs associated with the station. These costs include antenna system hardware, tape console, transmitting hardware, site leases, electrical service, installation and rigging services, maintenance, and telephone line lease charges (or microwave links if required).

Installation Requests:

Recommendations for the acceptance of private-interest-group-provided NWR stations will include a copy of an appropriately modified cooperative agreement, request for call sign, radio frequency request (including UHF link frequency if applicable), and the recommended frequency(ies).

Requests for the installation of new NWR stations should be made to the respective regional headquarters. Requests, as a minimum, should include:

Regional Responsibilities:

The regions are to review each proposal to determine: (1) the operational need for the proposed station and (2) if the proposed station can be operated with existing broadcast personnel.

If the proposal is operationally acceptable (coordination with Operations Division, Office of Meteorology, is expected), it should be forwarded to the Systems Integration Manager, Chief, Systems Integration Division, Office of Systems Operations, with comments, for technical review.

If the proposal is operationally unacceptable, the region will advise the private interest group of NWS's rejection of the proposal.

The region is responsible for preparing a cooperative agreement (Appendix A) for the operation of the station.

NWS Responsibilities:

The NWS will:

Technical Considerations:

Transmitting equipment must be operationally compatible with the existing NWR network. Transmitter control from a B422 console is via voice or VOX control. New transmitters must be configured to accept the transmitter control.

Dual transmitters are not required. However, if the proposed station is to have a single transmitter and be operated from a console, the new transmitter must be equipped to notch out the transmitter transfer tones (1800 and 2400 hertz) to prevent transmission of these tones on the air.

Any off-the-shelf transmitter that operates in the VHF-FM band should be sufficient. The equipment should be configured for continuous duty operation.

Control of the transmitter must be via some positive means (i.e., telephone lines, UHF radio link, or microwave). Control via off-the-air capture (slaving) is not a positive means of control, and this technique has proven to be unreliable for use in the NWR network. If after testing the off-the-air capture transmission, the region will certify that any incidence of interface occurring will be the basis for immediate discontinuance of this operation, then, off-the-air capture transmission may be permitted after coordination with WSH.

The selection of the antenna to be used is at the discretion of the donor.

If a telephone line is to be used, it should be a type 2001, voice-grade, private line, full-service, half-duplex, no signaling circuit.

The new station must have a 600-ohm balanced audio input. If NWR audio is selected at an existing NWR transmitter site and the new station is a dual transmitter, difficulties may be experienced where transmitter switching is involved.

Clarification and technical specifications, if required on any of these considerations, can be provided by the regional electronics staff.

Station Costs:

It is difficult to provide an exact cost for an NWR station since it is controlled by numerous factors. NWS shall attempt to provide sufficient information whereby donors can calculate their own potential costs. Page B-5 is a worksheet for estimating station costs.

Shared Expenses:

The NWS does not have the funding to share expenses on proposed new NWR stations.

Please arrange for radio frequency authority to establish a NOAA Weather Radio station. The following site information is provided:

Transmitter Location (City & State) ____________________________________________

Antenna Geographical Coordinates
(nearest second) __________________________________________________________

Frequency (MHz) _________________________________________________________

Power (Watts) ___________________________________________________________

Transmitter (Manufacturer & Model) __________________________________________

Antenna Information:

1. Manufacturer & Model ________________________________________________

2. Gain ______________________________________________________________

3. Azimuth ___________________________________________________________

4. Height Above Ground ________________________________________________

5. Location (Street & Address) ___________________________________________

        _________________________________________________________________

6. Signal Obstructions __________________________________________________

Additional Comments: