Attachment B
Agreement between
the City of Santa Maria and the City of Guadalupe for
the provision of emergency dispatch, radio, and IT
services
THIS AGREEMENT is made and entered into this 31st day of August 2025, by and between the City of Santa Maria Police Department, hereinafter "City of Santa Maria," and the City of Guadalupe, hereinafter "City of Guadalupe", both of which entities may be collectively referred to hereinafter as "Partners."
WHEREAS, the City of Guadalupe desires to contract with the City of Santa Maria for the performance of law enforcement radio dispatch, 9-1-1 answering, and radio and IT services (“Dispatch, Radio and IT Services”) through the City’s Police Department’s Dispatch Center 24x7, with support from the City of Santa Maria radio and IT staff; and
WHEREAS, the City of Santa Maria is able to provide such services through the Police Department’s Dispatch Center and with radio and IT support staff under the terms and conditions specified within this Agreement; and
WHEREAS, provision of services to the City of Guadalupe is in the public interest because it will not adversely impact delivery of these services in Santa Maria, because coordination of services improves their overall delivery, and because the City of Santa Maria will be compensated for providing these services in the amount needed to deliver them; and
WHEREAS, the amount to be paid to the City of Santa Maria covers the cost to provide the services described in this agreement.
NOW, THEREFORE, it is agreed:
1. Recitals
The above recitals are true.
2. General
2.1. Prior Agreements
The August 8, 2018 Dispatch Service Agreement between the City of Santa Maria and the City of Guadalupe is hereby terminated as of the effective date of this Agreement.
2.2. Term
The term of this agreement is for three (3) years beginning on September 1, Attachment B
2025. This agreement shall be extended automatically for one-year periods thereafter and shall continue until terminated as provided in this agreement.
2.2 Termination
This agreement may be terminated for breach of its terms or conditions, or because of the discovery of any act which violates local, state or federal law.
Termination is effective 14 days after deposit of notice as specified in this Agreement.
This agreement may also be terminated for convenience by the City of Guadalupe or the City of Santa Maria by providing at least ninety (90) days' notice in the manner specified for notices in this agreement.
If this agreement is terminated for convenience within the initial term of this agreement, the City of Guadalupe must be prepared to assume responsibility for providing its own dispatch and technical support services and return to the City of Santa Maria all loaned radio equipment listed in Appendix A within fourteen (14) days of service termination. All equipment must be in good working order and the City of Guadalupe will be responsible for all expenses associated with the repair of any returned radio equipment that may be damaged beyond normal wear and tear and the replacement of any lost radio equipment. The City of Santa Maria will provide copies of all expenses / invoices associated with the repair of returned equipment or replacement of lost radio(s) with its final invoice to the City of Guadalupe. The City of Guadalupe shall also pay any and all fees or costs for all services provided by the City of Santa Maria under this agreement on a prorated basis until service termination.
If the City of Guadalupe decides to purchase their own subscriber radios, they will only be charged a monthly core usage fee and not the monthly subscriber fee. The City of Guadalupe must purchase City of Santa Maria radio shop approved radios, as this will ensure compatibility with our radio system. City of Santa Maria radio staff will program these radios for free.
If the City of Guadalupe terminates this agreement after the initial term and after it has purchased new subscriber radios, the City of Guadalupe must permit the City of Santa Maria to reprogram the replacement radios so there is no ability to access the City of Santa Maria's Dispatch Services or participate in the Talk Groups (described in Exhibit "A").
3. Services to be Performed
The City of Santa Maria shall determine the method, details and means of providing dispatch services to the City of Guadalupe's Public Safety Attachment B
Department. More specifically, the City of Santa Maria agrees to perform the specific services listed in Exhibit "A."
3.1. City of Guadalupe's Duties
The City of Guadalupe's duties under this Agreement are to cooperate with the City of Santa Maria in the performance of the agreement and timely pay invoices, as detailed in Exhibits "A" and "B."
3.2. Payment
Payment terms under this Agreement are listed in Exhibit "B."
3.3. Insurance.
Both parties hereto acknowledge that they are self-insured and have excess coverage(s) in acceptable amounts for the purposes of this agreement.
3.4. Exhibits.
Exhibits "A," and "B," are attached and incorporated.
4. Indemnification
To the fullest extent permitted by law, the City of Santa Maria shall indemnify, defend (with independent counsel approved by the City of Guadalupe) and hold harmless the City of Guadalupe, and its agents, officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and administrative expenses, and defense costs, including but not limited to reasonable attorneys' fees, court costs and costs of alternative dispute resolution) regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of the City of Santa Maria or the acts or omissions of an employee, agent or subcontractor of the City of Santa Maria. The provisions of this paragraph survive the completion of the services or the termination of this agreement. The provisions of this Section are not limited by the provisions of the Section relating to insurance.
To the fullest extent permitted by law, the City of Guadalupe shall indemnify, defend (with independent counsel approved by the City of Santa Maria) and hold harmless the City of Santa Maria, and its agents, officers, and employees from and against all liabilities (including without limitation all claims, losses, damages, penalties, fines, and judgments, associated investigation and Attachment B
administrative expenses, and defense costs, including but not limited to reasonable attorneys' fees, court costs and costs of alternative dispute resolution) regardless of nature or type that arise out of, pertain to, or relate to the negligence, reckless, or willful misconduct of the City of Guadalupe or the acts or omissions of an employee, agent or subcontractor of the City of Guadalupe. The provisions of this paragraph survive the completion of the services or the termination of this agreement. The provisions of this Section are not limited by the provisions of the Section relating to insurance.
5. Miscellaneous
5.1. Notices
All communication relating to the day-to-day activities of this Agreement shall be exchanged between a designated representative of the City of Guadalupe and a representative of City of Santa Maria, listed below. All notices shall be addressed as follows unless a written change is filed:
To City of Guadalupe: Attn:
Guadalupe Public Safety Department 4490 10th Street
Guadalupe, CA 93434
To City of Santa Maria: Attn. Michael Haberkern
Santa Maria Police Department 1111 West Betteravia
Santa Maria, CA 93454
If the designated Representative or address of either party changes during the term of this agreement, a written notice shall be given to the other party prior to the effective date of change. Any written notices required under this agreement shall be effective five (5) days after deposit into United States mail, postage prepaid, addressed to the designated Representative, or upon confirmation of receipt of delivery if another notification process is used.
5.2. Compliance With Laws, etc.
The parties shall comply with all laws, including but not limited to City rules and policies, in performing this agreement.
5.3. Integration
This agreement constitutes the entire agreement of the parties with respect to the subject matter. All modifications, amendments, or waivers of the terms of this agreement must be in wilting and signed by the approved representatives of the parties.
Attachment B
5.4. Interpretation
This agreement shall be interpreted in accordance with the laws of the State of California.
5.5. Jurisdiction
Jurisdiction and venue of all disputes over the terms of this agreement shall be in the County of Santa Barbara, State of California.
5.6. Warranty of authority
Each person signing this agreement on behalf of a party warrants that he or she has authority to do so.
5.7. No Waiver
Failure to enforce with respect to a default shall not be construed as a waiver.
5.8. Severability
The provisions of this agreement are severable. If any part of this agreement is held invalid by a court of competent jurisdiction, the remainder of the agreement shall remain in full force and effect unless amended or modified by mutual written consent of the parties.
5.9. No Agency.
Except as otherwise specified herein, the City of Santa Maria shall not be deemed to be the City of Guadalupe's agent, and the City of Guadalupe shall not be deemed to be the City of Santa Maria's agent.
5.10. Notification
Each party shall give the other prompt notification when it first learns of an incident or occurrence covered, or likely to be covered, under the terms of 'this indemnify provision', as well as prompt notification if a claim is made or suit is brought against a party based on an incident or occurrence covered, or likely to be covered, by the terms hereof.
IN WITNESS WHEREOF, the Parties hereto have executed this Dispatch Service Agreement as of the day of the year written above.
Attachment B
City of Santa Maria:
City of Santa Maria, a California Municipal Corporation
By: ____________________
Name: David W. Rowlands
Title: City Manager
City of Guadalupe:
City of Guadalupe, a California Municipal Corporation
By: ____________________
Name: Todd Bodem
Title: City Administrator
Santa Maria Police Department
By: _____________________
Name: Christopher Williams
Title: Chief of Police
Guadalupe Police Department:
By: _____________________
Name: Michael Cash
Title: Chief of Police
Attachment B
EXHIBIT A
Dispatch, Radio, and IT Services
The City of Santa Maria agrees to provide dispatch services to the City of Guadalupe, subject to the terms and conditions set out below.
1. The City of Guadalupe's Public Safety Department acknowledges that the Santa Maria Police Department ("SMPD") operates on a 700 MHz Digital Trunked Simulcast Radio System and Computer Aided Dispatch ("CAD") and Records Management System ("RMS") system. In addition, the SMPD retained its capability to communicate on conventional UHF Digital/Analog, and the SMFD retained its capability to communicate on conventional Analog VHF to achieve mutual aid interoperability with other regional public safety agencies that have yet to transition to 700MHz.
2. The City of Guadalupe's Public Safety Department agrees to continue to operate on the 700MHz Shared Radio System to conduct all internal radio communications on assigned Talk Groups and to communicate with dispatch on a specifically assigned Talk Group. Talk Group's assignments will be determined once the Dispatch Service Agreement is in effect, and prior to starting dispatching services.
3. For purposes of this agreement and assignment of Talk Groups, the Guadalupe Public Safety Department will be internally divided into a Police Division (hereinafter "GPD") and a Fire Division (hereinafter "GFD") and occasionally referred to as such in this agreement when appropriate. The radios assigned to the Guadalupe Public Safety Department will be programmed with additional Citywide Interoperability Talk Groups; GPD radios will be programmed with Citywide 1-4 Talk Groups, which are designed for Law Enforcement communications and both GPD and GFD radios will be programmed with Citywide Interoperability Talk Groups 5-8, which are assigned for non-LE communications and are primarily used for participation in planned events and direct communications with non-public safety radio users. As required, dispatchers may direct GPD/GFD personnel to switch to other available SMPD/SMFD Talk Groups for a specified period-of-time to facilitate radio communications with each other.
Attachment B
Dispatch Services:
As part of the dispatching services offered to GPD, the City of Santa Maria's Dispatchers will:
a. Provide radio dispatching services for GPD officers on specified 700MHz Talk Groups and conventional UHFNHF Mutual Aid channels. b. Answer calls; create records; and dispatch both 911 and non- emergency calls for service generated from the GPD’s jurisdiction area. c. Contact California Law Enforcement Telecommunications System (CLETS) inquiries by authorized personnel.
d. As requested by the GPD, provide available analytical data, such as call volume, historical data and CAD entry information (if used by the GPD in the future).
Radio and Technical Support Services:
As part of this Service Agreement, the City of Santa Maria's Radio System Administrators and Information Technology staff will provide the following technical support services to the GPD personnel:
a. Provide on-going scheduled and emergency technical support services to reprogram, troubleshoot, and perform level one repair on all City of Santa Maria provided subscriber radio equipment for the duration of this Dispatch Service· Agreement.
b. Should the need for level two repairs be required, the Radio System Administrators will open a trouble ticket with Motorola's support services and ship the equipment for repair. The City of Guadalupe's Public Safety Department agrees to pay for all repair services and shipping costs, and for the replacement of all non-repairable radio subscriber equipment. The City of Santa Maria will include all out-of-service agreement fees in the monthly payment invoice to the City of Guadalupe with a detailed description of services and associated costs. c. Coordinates with the City of Guadalupe to develop a project implementation plan that takes into account available resources and current projects and operational priorities of both parties d. Obtain all necessary licensing on the City of Guadalupe's behalf to implement and support the computer aided dispatch (CAD) system. e. Implement the City of Santa Maria's CAD system on the City of Guadalupe's six (6) mobile data computer (MDCs).
f. Configure the City of Guadalupe's 6 MDCs in the same manner as the City of Santa Maria's MDCs are configured to ensure compatibility, supportability and security.
Attachment B
g. Configure and provision the City of Santa Maria's CAD system to accommodate the City of Guadalupe's needs.
h. Be the sole maintenance provider for the City of Guadalupe's MDCs.
This is necessary to maintain strict security of the devices and stay compliant with CJIS and CLETS requirements.
i. Perform system updates and patches on the City of Guadalupe's MDCs on the same schedule as those performed on the City of Santa Maria's MDCs.
j. Provide ongoing configuration and support, as required, for the City of Guadalupe's MDCs and CAD system configuration.
k. Provide hardware installation and maintenance at the City of Santa Maria's Police Department.
l. 10) Modify and update the City of Santa Maria's CLETS system diagram to include the appropriate provisions for the City of Guadalupe. m. The agreed upon fixed rate in Exhibit B represents support for six MDC’s listed above (section e) and the 36 subscriber radios listed in Appendix A. Any additional MDC’s or subscriber radios requested by the City of Guadalupe will require an amendment, where a new rate for those devices will be negotiated and documented.
Special Conditions:
a. The City of Guadalupe's Public Safety Department assumes full responsibility for the cost of any repairs and for the repair or full replacement of any damaged subscriber radio that cannot be repaired by the manufacturer, and to immediately replace at its own cost any lost subscriber equipment that belongs to the City of Santa Maria. b. If the City of Guadalupe wishes to use radios owned by the City of Santa Maria, the City of Santa Maria's Radio System Administrator's will assist the GPD in their recovery efforts of a lost or stolen radio shall be limited to the inherent capabilities of the 700 MHz radio system to detect the unauthorized use and possible location of the lost radio; to remotely disable the radio over-the-air to prevent unauthorized users from monitoring radio traffic; and to reactivate the radio once successfully recovered. Under no circumstances will the City of Santa Maria's personnel take any responsibility for the physical search for the lost radio equipment nor make any guarantees that they could successfully identify the location of the lost radio with the management tools provided by the 700 MHz radio system.
c. The City of Guadalupe's Public Safety Department agrees to operate on the City of Santa Maria's Regional Radio System in accordance with standard law enforcement and fire radio communications procedures and to adhere to the Central Regional Interoperable Communications System (CRICS) Governance Charter.
Attachment B
EXHIBIT B
Determination of Costs
See the below cost breakdown:
Payment
In consideration of the dispatch services the City of Santa Maria provides to the City of Guadalupe, the City of Guadalupe shall pay the City of Santa Maria as follows:
1. For the first year of this agreement (FY 2025-26), the City of Guadalupe will pay monthly installments totaling $200,000.00.
2. In Fiscal year 2026-27 (year two of the agreement), the City of Guadalupe will pay monthly installments totaling $279,826.00.
3. In Fiscal year 2027-28 (year three of the agreement), the City of Guadalupe will pay monthly installments totaling $363,642.00.
Dispatch Center Outside Billing Rates Guad PD Guad FD Total Guad Staff Budgeted Qty OBR Annual 3.622% 0.539% Fire Adj. 4.161% Adj. Cost Dispatcher I/II 16.00 142.06$ 4,727,757$ 171,260$ 25,483$ 12,741$ 196,722$ 184,001$ Police Sergeant 1.00 273.98$ 569,878$ 20,643$ 3,072$ 1,536$ 23,713$ 22,179$ Senior Dispatcher 4.00 166.02$ 1,381,286$ 50,036$ 7,445$ 3,723$ 57,475$ 53,759$ Certified Dispatch Aide (LS) * 1.00 ? 35,677$ 1,292$ 192$ 96$ 1,485$ 1,389$ (1035) 6,714,599$ 243,232$ 36,192$ 18,096$ 279,394$ 261,328$ Provisioning CAD/RMS Hours
Senior Dispatcher 15 166.02$ 2,490$ 2,490$ *Annual cost from Finance Personnel Costing Estimates 2024-25 as no OBR is available for this position PD Dispatching Services 261,327.73$
PD Provisioning CAD/RMS 2,490.30$
IT Services/Hardware 72,504
336,322.03$
Less: (200,000)
Remaining to be spread across
contract 136,322.03$
3 year contract Escalator City Subsidy
1st Contract Year (25-26) 200,000 5% 136,322$
2026-27 (Yr 2) 268,161 281,569 54,753$
2027-28 (Yr 3) 349,730 367,217 (30,895)$
Total Cost of Contract 848,786 160,180$
Average Annual Cost 282,929$
FY 24-25
Attachment B
PAYMENT CONDITIONS AND PROCESS
Payment Conditions:
1. The first year of this agreement, the first monthly payment of $16,666.66 for Dispatching Services is due to the City of Santa Maria's Finance Department on the 1st day of the month following the Effective Date of services rendered per this Dispatch Services Agreement. Subsequent monthly payments are due on the 1st day of each month.
2. Year two of this agreement (FY 26-27), the first monthly payment of $23,318.83 is due to the City of Santa Maria’s Finance Department by September 1, 2026. Subsequent monthly payments are due on the 1st day of each month.
3. Year three of this agreement (FY 27-28), the first monthly payment of $30,303.50 is due to the City of Santa Maria’s Finance Department by September 1, 2027. Subsequent monthly payments are due on the 1st day of each month.
Payment Process:
The City of Santa Maria's Finance Department will issue a monthly invoice for the herein-inclusive services to the City of Guadalupe. The monthly invoices will also include any additional authorized expenses incurred by the City of Santa Maria on behalf of the City of Guadalupe's Police or Fire Departments that are outside the scope of the herein agreed services.
Payment is due on or before the 1st of each month. Payment shall be payable to "City of Santa Maria" and include a reference to the invoice number and customer account number, which will be included in the invoice document.
Interest will be charged on any account balance over 30 days at a rate of 10% per annum. Questions regarding the account should be directed to Accounts Receivable at: (805) 925-0951 extension 2448.
Payment shall be mailed to:
City of Santa Maria
110 East Cook Street, Room 6 Santa Maria, CA 93454
Invoices will be mailed to the Guadalupe Police Department at the following address:
Attachment B
City of Guadalupe Police Department
Attention: Michael Cash, Director of Public Safety 4490 10th Street Guadalupe, CA 93434
The City of Guadalupe's contact information regarding payment of invoices is:
The City of Guadalupe is responsible for notifying the City of Santa Maria's Finance Department, in writing, of any changes to the above address and contact information noted above prior to the following invoice date.
When purchasing new subscriber radio equipment, the City of Guadalupe's Public Safety Department agrees to work with the City of Santa Maria's Information Technology Department and Radio System Administrators to ensure that newly acquired equipment is 100% compatible with the City's 700 MHz Radio System's capabilities and features, and to receive the City of Santa Maria's negotiated pricing from the radio system manufacturer.
Attachment B
APPENDIX A
Loaned Subscriber Radios/Equipment List
LOANED SUBSCRIBER RADIOS EQUIPMENT LIST
Asset #
Serial
Number Model Trunkin
g ID Radio Alias Status Owning
Department Location Comments
C000336 655CQM2121 APX 7000 2801 GUA Cash M Deployed Police-Admin Guadalupe Police
C000365 655CQM2150 APX 7000 2802 GUA Alvara R Deployed Police-Admin Guadalupe Police
C000376 655CQP4144 APX 7000 2803 GUA Medina F Deployed Police-Admin Guadalupe Police
C000379 655CQP4147 APX 7000 2804 GUA Curiel S Deployed Police-Admin Guadalupe Police
C000380 655CQP4148 APX 7000 2805 GUA Ruiz E Deployed Police-Admin Guadalupe Police
C000389 655CQP4157 APX 7000 2806 GUA
Kuhbander Deployed Police-Admin Guadalupe
Police
C000390 655CQP4158 APX 7000 2807 GUA Ruiz Deployed Police-Admin Guadalupe Police
C000394 655CQP4162 APX 7000 2808 GUA Ba Deployed Police-Admin Guadalupe Police
C000401 655CQP4169 APX 7000 2809 GUA Negranti
M Deployed Police-Admin Guadalupe
Police
C000405 655CQP4173 APX 7000 2810 GUA Miller H Deployed Police-Admin Guadalupe Police
C000409 655CQP4177 APX 7000 2811 GUA Luis Cast Deployed Police-Admin Guadalupe Police
C000410 655CQP4178 APX 7000 2812 GUA Meraz J Deployed Police-Admin Guadalupe Police
C000414 655CQP4182 APX 7000 2813 GUA Orozco Deployed Police-Admin Guadalupe Police
C000166 656CQM1913 APX 7500 1348 GU-22-01 Deployed Police-Admin Guadalupe Police
Issued to
Guadalupe PD
C000173 656CQM1920 APX 7500 1349 SM GU Chief Deployed Police-Admin Guadalupe Police
Issued to
Guadalupe PD
C000744 656CQD1895 APX 7500 2821 GU 15-03 Deployed Police-Admin Guadalupe Police
C000745 656CQD1896 APX 7500 2822 GU 10-01 Deployed Police-Admin Guadalupe Police
C000746 656CQD1897 APX 7500 2823 GU 19-01 Deployed Police-Admin Guadalupe Police
C000747 656CQD1898 APX 7500 2824 GU 17-01 Deployed Police-Admin Guadalupe Police
Attachment B
C000748 656CQD1899 APX 7500 2825 GU 16-01 Deployed Police-Admin Guadalupe Police
C000181 656CQM1819 APX 7500 2826 GU 15-02 Deployed Police-Admin Guadalupe Police
C000182 656CQM1820 APX 7500 2827 GU 18-01 Deployed Police-Admin Guadalupe Police
C000123
656CQM1864 APX 7500 2828 GU 20-01 Deployed Police-Admin Guadalupe Police
Issued
Guadalupe PD
Replacing
repair radio
C000129 656CQM1870 APX 7500 2829 GU 15-01 Deployed Police-Admin Guadalupe Police
C000183 656CQM1821 APX 7500 2830 GU Spare Inventory Police-Admin PD- Comm Room
SMA.. 681CUD1818 APX 8500 2841 GU 17-02 Deployed Police-Admin Guadalupe Police
No Asset -
SMA Owned
SMA. 579CUD0726 APX 8000 2819 GUA Vacant Deployed Police-Admin Guadalupe Police
No Asset -
SMA Owned
SMA 579CUD0727 APX 8000 2820 GUA Limon C Deployed Police-Admin Guadalupe Police
No Asset -
SMA Owned
C000202 562CQM1382 APX7000XE ID-1501 GUA 1-1 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept. Console Page list
C000203 562CQM1383 APX7000XE ID-1502 GUA 1-2 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept. Console Page list
C000204 562CQM1384 APX7000XE ID-1503 GUA 1-3 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept. Console Page list
C000205 562CQM1385 APX7000XE ID-1504 GUA 1-4 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept.
Console Page
List
C000143 656CQM1806 APX7500 ID-1544 GUA E81 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept.
C000144 656CQM1807 APX7500 ID-1545 GUA R81 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept. Console Page list
C000154 656CQM1817 APX7500 ID-1554 GUA U1/P1 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept.
C000162 656CQM1930 APX7500 ID-1560 GUA E181 Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept.
C000155 656CQM1937 APX7500 ID-1584 GUA BASE Deployed
SM Fire-Admin
& Operations
Guadalupe
Fire Dept. Console Page list