HomeMy WebLinkAboutAgreement - County of Santa Clara - Emergency Medical Dispatch and Communications Technical Services - Signed 2026-05-15
Agreement between the County of Santa Clara Page 1 of 7
and City of Gilroy for EMD and Technical Services
AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA AND
THE CITY OF GILROY FOR EMERGENCY MEDICAL DISPATCH
AND COMMUNICATIONS TECHNICAL SERVICES
This AGREEMENT (“Agreement”) is entered into by and between the County of Santa Clara
(“COUNTY”) and the City of Gilroy (“CITY”), collectively referred to herein as the “Parties” and
individually as a “Party.”
RECITALS
The following recitals constitute a substantive portion of the Agreement.
WHEREAS, the CITY wishes to contract with a provider of public safety communications
services for the provision of emergency medical dispatch (EMD) and communications technical
services on its behalf that are critical to the protection of the lives and property of the residents and
employees of the CITY; and,
WHEREAS, the COUNTY is qualified and prepared to provide effective, timely, and
efficient EMD and communications technical services for the CITY.
NOW, THEREFORE, the Parties hereto agree as follows:
Article 1. Nature of Services
1.1 Scope of Services
The service obligations of the Parties are described in Exhibit A “Emergency Medical
Dispatch Process & Procedural Requirements” and Exhibit B “Communications Technical
Services Scope of Work”, which are attached and incorporated herein by this reference.
Article 2. Compensation
2.1 Amount of Payment
The CITY shall compensate the COUNTY for the services provided under this Agreement in
accordance with the cost methodology set forth in Exhibit C “EMD Compensation for
Services, and Exhibit D “Communications Technical Services Compensation,” which are
attached and incorporated into this Agreement.
2.2 Payment Terms
The CITY shall pay the COUNTY within thirty (30) calendar days of receipt of billing for
services.
Article 3. Term and Termination
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Agreement between the County of Santa Clara Page 2 of 7
and City of Gilroy for EMD and Technical Services
3.1 Term of Agreement
(a) This Agreement is effective from July 1, 2026, through June 30, 2028, unless terminated
earlier in accordance with Section 3.2.
3.2 Termination
(a) Termination for Cause
Either Party may terminate this Agreement for cause upon written notice to the other in
accordance with Section 6.1 of this Agreement. For purposes of this Agreement, cause
includes, but is not limited to, an uncured material breach of this Agreement or a violation
of any applicable laws. Such notice will specify the reason for termination and will
indicate the effective date of the termination.
(b) Opportunity to Cure
(1) The non-breaching Party will give written notice of a material breach to the breaching
Party, specifying the breach.
(2) The breaching Party will not be deemed in default of this Agreement and the
nonbreaching Party will not institute proceedings or exercise any remedies against the
breaching Party unless the breach has not been cured, corrected, or remedied within:
(A) 15 business days after notice of the breach is provided; or
(B) Upon mutual agreement of the Parties, within a longer period as may be
reasonably required to cure, correct, or remedy the breach, provided the breaching
Party has commenced to cure, correct, or remedy the breach within 15 business
days after notice is provided and diligently and continuously pursues such cure,
correction, or remedy.
(c) Termination for Convenience
Either Party may terminate this Agreement without cause by giving the other Party ninety
(90) calendar days written notice.
(d) Compensation in the Event of Termination
In the event of termination, the COUNTY shall be entitled to compensation due for
services performed prior to the effective date of the termination as provided herein.
Article 4. Liabilities and Indemnification
4.1 Mutual Indemnification
In lieu of and notwithstanding the pro-rata risk allocation that might otherwise be imposed
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Agreement between the County of Santa Clara Page 3 of 7
and City of Gilroy for EMD and Technical Services
between the Parties pursuant to Government Code Section 895.6, the Parties agree that all
losses or liabilities incurred by a Party shall not be shared pro-rata, but instead the COUNTY
and the CITY agree that pursuant to Government Code Section 895.4, each of the Parties
hereto shall fully indemnify, defend with counsel acceptable to the non-indemnifying Party,
whose approval shall not be unreasonably withheld, and hold each of the other Parties, their
officers, board members, employees and agents, harmless from any claim, expense or cost,
damage or liability imposed for injury (as defined by Government Code Section 810.8)
occurring by reason of the negligent acts or omissions or willful misconduct of the
indemnifying Party, its officers, board members, employees or agents, under or in connection
with or arising out of any work, authority or jurisdiction delegated to such Party under this
Agreement. No Party, nor any officer, board member, employee or agent thereof shall be
responsible for any damage or liability occurring wholly by reason of the negligent acts or
omissions or willful misconduct of the other Party hereto, its officers, board members,
employees, or agents, under or in connection with or arising out of any work, authority or
jurisdiction delegated to such other Party under this Agreement.
Article 5. Dispute Resolution
In the event of any dispute between the Parties arising from or relating to this Agreement, the
Parties will attempt to resolve the dispute initially by informal means. Upon the request of
either Party, the contract administrators of each Party will meet to discuss the dispute, will
exchange any information that they mutually agree is relevant to the issues in dispute and will
use all reasonable efforts to resolve the dispute without the need for further proceedings.
Article 6. Miscellaneous
6.1 Notice
All notices required by this Agreement will be deemed given when in writing and delivered
personally, electronically via email, or deposited in the United States mail, postage prepaid,
return receipt requested, addressed to the other Party at the address set forth below or at such
other address as the Party may designate in writing:
To the CITY:
Attn: Fire Chief
City of Gilroy
7070 Chestnut Street
Gilroy, CA 95020
To the COUNTY:
Attn: Communications Director
County of Santa Clara
Communications Department
2700 Carol Drive
San Jose, CA 95125
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Agreement between the County of Santa Clara Page 4 of 7
and City of Gilroy for EMD and Technical Services
6.2 Compliance and Nondiscrimination
The Parties will comply with all applicable Federal, State, and local laws and regulations.
Such laws include but are not limited to the following: Title VII of the Civil Rights Act of
1964 as amended, the Americans with Disabilities Act of 1990, the Rehabilitation Act of 1973
(Sections 503 and 504), the California Fair Employment and Housing Act (Government Code
sections 12900 et seq.), and California Labor Code sections 1101 and 1102. The Parties will
not discriminate against any subcontractor, employee, or applicant for employment because of
age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation, mental
disability, physical disability, medical condition, political beliefs, organizational affiliations,
or marital status in the recruitment, selection for training including apprenticeship, hiring,
employment, utilization, promotion, layoff, rates of pay or other forms of compensation. Nor
will the Parties discriminate in the provision of services provided under this Agreement
because of age, race, color, national origin, ancestry, religion, sex/gender, sexual orientation,
mental disability, physical disability, medical condition, political beliefs, organizational
affiliations, or marital status.
6.3 Relationship of Parties; Independent Contractor
COUNTY will perform all work and services described in this Agreement as an independent
contractor and not as an officer, agent, servant, or employee of the CITY. None of the
provisions of this Agreement is intended to create, nor shall be deemed or construed to create
any relationship between the Parties other than that of independent Parties contracting with
each other for purpose of effecting the provisions of this Agreement. The Parties are not and
will not be construed to be in a relationship of a joint venture, partnership, or employer-
employee. Neither Party has the authority to make any statements, representations, or
commitments of any kind on behalf of the other Party or to use the name of the other Party in
any publications or advertisements, except with the written consent of the other Party or as is
explicitly provided in this Agreement.
6.4 Governing Law, Jurisdiction and Venue
This Agreement shall be construed and interpreted according to the laws of the State of
California, excluding its conflict of law principles. Proper venue for legal actions shall be
exclusively vested in state court in Santa Clara County. The Parties agree that subject matter
and personal jurisdiction are proper in state court in Santa Clara County and waive all venue
objections.
6.5 Assignment
No assignment of this Agreement or of the rights and obligations hereunder shall be valid
without the prior written consent of the other Party.
6.6 Entire Agreement
This Agreement and its Appendices (if any) constitute the final, complete and exclusive
statement of the terms of the agreement between the parties. It incorporates and supersedes all
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Agreement between the County of Santa Clara Page 5 of 7
and City of Gilroy for EMD and Technical Services
the agreements, covenants and understandings between the parties concerning the subject
matter hereof, and all such agreements, covenants and understandings have been merged into
this Agreement. No prior or contemporaneous agreement or understanding, verbal or
otherwise, of the parties or their agents shall be valid or enforceable unless embodied in this
Agreement.
6.7 Amendments
This Agreement may only be amended by a written instrument signed by the Parties.
6.8 Counterparts
This Agreement may be executed in one or more counterparts, each of which shall be deemed
to be an original, but all of which together shall constitute one and the same instrument.
6.9 Severability
If any provision of this Agreement is found by a court of competent jurisdiction to be void,
invalid or unenforceable, the same will either be reformed to comply with applicable law or
stricken if not so conformable, so as not to affect the validity or enforceability of this
Agreement.
6.10 Waiver
No delay or failure to require performance of any provision of this Agreement shall constitute
a waiver of that provision as to that or any other instance. Any waiver granted by a Party shall
be in writing and shall apply to the specific instance expressly stated.
6.11 Survival
All provisions of this Agreement allocating liability between the CITY and the COUNTY,
payment obligations, and the duty to defend, indemnify and hold harmless shall survive the
termination of this Agreement.
6.12 Integration and Order of Precedence
This Agreement, including all Exhibits, represents the entire and integrated contract between
the CITY and the COUNTY and supersedes all prior negotiations, representations, or
agreements, either written or oral. In the event of a conflict between the provisions of the main
body of the Agreement and its Exhibits, the provisions of the main body shall control. In the
event of a conflict between Exhibits A through D, the provisions of Exhibits A and C shall
control.
6.13 Time of the Essence
The Parties acknowledge that time is of the essence for this Agreement. Either Party’s failure
to complete any of the obligations outlined herein during the term of the Agreement shall be
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Agreement between the County of Santa Clara Page 6 of 7
and City of Gilroy for EMD and Technical Services
deemed a breach of the Agreement.
6.14 Contract Execution
Unless otherwise prohibited by law or COUNTY policy, the Parties agree that an electronic
copy of a signed contract, or an electronically signed contract, has the same force and legal
effect as a contract executed with an original ink signature. The term “electronic copy of a
signed contract” refers to a transmission by facsimile, electronic mail, or other electronic
means of a copy of an original signed contract in a portable document format. The term
“electronically signed contract” means a contract that is executed by applying an electronic
signature using technology approved by the COUNTY.
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Agreement between the County of Santa Clara Page 7 of 7
and City of Gilroy for EMD and Technical Services
IN WITNESS WHEREOF, the COUNTY and the CITY have caused this Agreement to be executed
by their duly authorized representatives effective July 1, 2026.
SIGNATURES:
COUNTY OF SANTA CLARA CITY OF GILROY
__________________________ ________ __________________________ ________
OTTO LEE, PRESIDENT Date MATT MORLEY Date
Board of Supervisors City Administrator
Signed and certified that a copy of this
document has been delivered by electronic
or other means to the President, Board of
Supervisors.
ATTEST: ATTEST:
__________________________ _________________________
CURTIS BOONE KIM MANCERA
Clerk of the Board of Supervisors City Clerk
APPROVED AS TO FORM AND LEGALITY: APPROVED AS TO FORM:
__________________________ __________________________
STEPHANIE M. JACKSON ANDY FABER
Deputy County Counsel City Attorney
Exhibits to this Agreement:
Exhibit A - Emergency Medical Dispatch Process & Procedural Requirements
Exhibit B - Communications Technical Services Scope of Work
Exhibit C - EMD Compensation for Services
Exhibit D - Communications Technical Services Compensation
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5/15/2026
Exhibit A of Agreement between the County of Santa Clara Page 1 of 2
and City of Gilroy for EMD and Technical Services
EXHIBIT A
EMERGENCY MEDICAL DISPATCH PROCESS & PROCEDURAL REQUIREMENTS
To ensure the safe and efficient transfer of callers requiring Emergency Medical Dispatch (EMD)
services from Gilroy Communications to County Communications, Gilroy Communications and
County Communications agree to process 9-1-1 and seven-digit calls using the following process and
procedural requirements:
1. Gilroy Communications will use a “3-way” telephone call transfer process to route callers to
County Communications for EMD services. This process will:
o Use a “one-button” method to minimize transfer time.
o Result in Gilroy Communications Dispatchers:
• Using a scripted transfer statement prior to caller transfer; and
• Remaining on the line silently until the provision of a Medical Priority Dispatch
System (MPDS) “Determinant” or until call demand requires them to disconnect the
call.
2. County Communications will provide Gilroy Communications with continuous (24 hours per
day, 7 days per week) EMD services using International Academy of Emergency Dispatch
(IAED) certified Emergency Medical Dispatchers. All dispatchers providing EMD services
will use the most current version of the MPDS as determined by the IAED.
3. County Communications will use IAED certified Emergency Medical Dispatch Quality
(EMD-Q) reviewers to score and calculate protocol compliance reports. The number and
method of cases for review will be in accordance with IAED Accreditation requirements.
4. County Communications agrees to participate in periodic “special case” reviews, in the event
they are requested by Gilroy Communications.
5. County Communications and Gilroy Communications agree that the determination “EMD Is
Unavailable” will occur following a “three-ring” wait time for EMD call transfers to County
Communications for 9-1-1 or designated seven-digit numbers.
6. County Communications and Gilroy Communications agree to work together to develop or
revise policies and procedures for the receipt and management of callers requiring EMD
services following written request by either agency.
7. County Communications will include Gilroy Communications and Gilroy Fire Department
personnel in quality improvement feedback processes and the Medical Dispatch Review
Committee used to maintain and improve EMD compliance to protocol.
County Communications will also provide quarterly protocol compliance reports reporting:
• Percentage of cases that are High Compliance
• Percentage of cases that are Compliant
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Exhibit A of Agreement between the County of Santa Clara Page 2 of 2
and City of Gilroy for EMD and Technical Services
• Percentage of cases that are Partial Compliance
• Percentage of cases that are Low Compliance
• Percentage of cases that are Non-Compliant
8. County Communication will maintain IAED Accredited Center of Excellence (ACE)
compliance levels, which are currently:
• Partial Compliance – 10% or less of cases
• Low Compliance – 10% or less of cases
• Non-Compliant – 7% or less of cases
9. County Communications will provide eight updated Field Responder Guides (FRG) license
access codes for the “MobileFRG” to Gilroy Fire Department when software revisions occur.
Docusign Envelope ID: 24ED1A79-7D9A-4791-ABDD-808521DF7A9B
Exhibit B of Agreement between the County of Santa Clara Page 1 of 3
and City of Gilroy for EMD and Technical Services
EXHIBIT B
COMMUNICATIONS TECHNICAL SERVICES SCOPE OF WORK
The City of Gilroy (CITY) two-way radio communications system (hereinafter “Radio System”) is
currently comprised of: A single multiple site simulcast transmitter that is combined with a voted
receiver system and commonly referred to and identifiable as the South County TAC channel
(hereinafter “Simulcast System”), two single radio transmitter site radio systems, that are also using
utilize multiple site voted receiver technology, supporting mobile and portable communications for
public safety radio channels PD-1 and FD-1, a single site repeated radio channel PD-2,
communications support for simplex radio channels PD-3 and FD-2, and three fire station ringdown
alerting systems all in operation within the CITY.
The CITY has requested the County of Santa Clara Communications Department (COUNTY) to
provide professional engineering and technical support services as required to assist in the design,
licensing, procurement, implementation, maintenance, repair, and future upgrades to the Radio
System, based on the Communications Department’s proven performance, experience, specially
trained and competent workforce that will perform the special services as required by this Agreement.
Under this Agreement, the COUNTY shall provide the CITY the following services upon the CITY’S
request:
1. Design and Procurement:
COUNTY will assist CITY with future Radio System design, upgrades and procurement of
equipment and services compatible with other similar radio systems currently maintained and
operated by the COUNTY.
Quotations for design, engineering, initial implementation, and future upgrade services will
be presented to the CITY in writing for approval prior to initiation of work. Cost estimates
for COUNTY services, including any sub-contractor work if required, will be included in
each quotation for the CITY’s approval prior to initiation of work.
The CITY is responsible for the cost of and contracting for system procurement.
Examples of major components of the Radio System to be purchased under this agreement
include but are not limited to:
a. Digital-capable Simulcast VHF Radio Transmitters and Receivers
b. Antennas, Cables, Racks, Combining Equipment, and Grounding systems.
c. DC Power Supply System
NOTE: Due to the age of the CITY’s communications infrastructure, the COUNTY will
repair and maintain the equipment until parts are no longer available or supported by
the manufacturer. Services for all legacy equipment will be performed upon request
only.
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Exhibit B of Agreement between the County of Santa Clara Page 2 of 3
and City of Gilroy for EMD and Technical Services
2. FCC Licensing:
The COUNTY will assist the CITY with FCC licensing requirements.
3. Installation, Programming and System Optimization:
COUNTY will provide the CITY installation, programming, and system optimization services
necessary to implement upgrades and/or enhancements to CITY’s Radio System. County will
provide annually required preventative maintenance, firmware upgrades, and programming to
ensure the radios are operating within FCC requirement and manufacturer specifications. The
estimated annual hours for this work are 236 hours.
4. Maintenance, Repair, Enhancements and Modifications to Radio System:
COUNTY will provide maintenance, repairs, modifications, and enhancements to CITY
owned Radio System infrastructure equipment charged on a time and material (T&M) cost
recovery basis as defined in Exhibit D. Radio System modifications and enhancements will be
provided by the COUNTY upon written request and quotation approval from CITY.
5. Annual System-wide Maintenance:
COUNTY will perform system-wide performance maintenance (PM) of the CITY’s pre-
existing (legacy) and Radio Systems infrastructure equipment on an annual (approximate 12-
month interval) basis. PM work will include, but not be limited to, alignment of the two-way
radio, microwave, and power plant infrastructure equipment. Fees for PM Service will be
charged on a time and material cost recovery basis as defined in Exhibit D and shall include a
maximum not-to-exceed cost recovery cap of 80 hours annually. Any identified repair work
will be additional and billed separately.
6. Technical Support Services:
COUNTY will provide CITY full-time (24 hours a day, 7 days a week) technical support
services for emergency repairs charged on a time and material cost recovery basis as defined
in Exhibit D.
CITY may also request repairs or service during the COUNTY’S normal business hours from
7:00 am to 3:30 pm by calling the COUNTY Technical Services Division at (408) 977-3222.
Repair or service requests made after normal business hours, on weekends and on holidays
shall be submitted to the COUNTY Watch Commander in Dispatch Operations by calling
(408) 294-4424. Depending on the nature and location of the requested repair or service,
COUNTY technical support staff shall acknowledge receipt of the service request within 30
minutes, and initial field response will occur within 60 minutes of notification. Actual arrival
times on scene will vary based on the location and required travel time.
Current COUNTY performance standards require that public safety radio systems operate 99%
of the time without major system problems and 95% of the time without minor systems
problems. This standard shall be applied to CITY’s Radio System.
7. Subscribers:
COUNTY will provide programing, optimization, and repair of CITY’s 218 Portable, 110
Mobile, and 1 control station radios. These services will be performed during normal
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Exhibit B of Agreement between the County of Santa Clara Page 3 of 3
and City of Gilroy for EMD and Technical Services
operating hours to ensure the radios are operating within FCC and manufacturer
specifications.
8. Inspection of Work:
COUNTY shall provide opportunities for CITY, or CITY’s designee to inspect work
performed to ensure quality assurance, and quality control are maintained to CITY’s standards
and to the COUNTY performance standards set out in this Agreement.
Docusign Envelope ID: 24ED1A79-7D9A-4791-ABDD-808521DF7A9B
Exhibit C of Agreement between the County of Santa Clara Page 1 of 2
and City of Gilroy for EMD and Technical Services
EXHIBIT C
EMD COMPENSATION FOR SERVICES
Emergency Medical Dispatch (EMD) Cost and Billing Methodology
1. The total COUNTY costs for providing dispatching services are allocated to four service areas
(law enforcement, medical, fire, and local government), based on the most recent three-year
average number of events. In the month of March, the annual cost for the upcoming fiscal year
(FY) will be estimated using the process described in this cost methodology.
2. The following is the computation for estimated costs for dispatching services to be provided by the
COUNTY to the CITY in FY 2026-2027:
a. COUNTY will classify costs as follows:
i. Direct Costs: salaries, benefits, and supplies related to Dispatch line staff.
ii. Operations Indirect Costs: costs associated with Dispatch management staff.
iii. Department Indirect Costs: costs associated with executive management and
administrative support staff.
iv. County Indirect Costs: costs associated with County Administration.
b. COUNTY allocates salaries and benefits, other operating expenses, and indirect County
overhead as follows:
i. Salaries & Benefits
Direct $ 23,487,392
Operations Indirect $ 2,898,110
Department Indirect $ 2,601,709
ii. Other Operating Expenses (Supplies, county radio infrastructure maintenance, etc.)
Direct $ 7,142,864
Operations Indirect $ 611,040
Department Indirect $ 948,082
Indirect County Overhead $ 5,491,713
iii. Total Dispatch Cost $ 43,180,910
c. COUNTY allocates all costs to four service areas based on the number of events, averaged
over the most recent three fiscal years, for services provided in each service area.
Service Area # of Events % of Total Support Total Cost
Law Enforcement 150,351 41.2% $ 17,809,158
Medical 181,451 49.8% $ 21,471,212
Fire 24,951 6.9% $ 2,984,450
Local Government 7,618 2.1% $ 916,090
Total Dispatch 364,371 100.0% $ 43,180,910
Docusign Envelope ID: 24ED1A79-7D9A-4791-ABDD-808521DF7A9B
Exhibit C of Agreement between the County of Santa Clara Page 2 of 2
and City of Gilroy for EMD and Technical Services
d. COUNTY allocates EMD medical costs to agencies/departments based on the number of
events, averaged over the most recent three fiscal years (FY2023-FY2025) for services
provided. Remove County Overhead and General Admin for cities covered by Government
Code 51350.
Medical Agency
# of
Events
% of Medical
Support
Operating Cost County
Overhead
Total Area Cost
Gilroy EMD 3,520 1.94% $364,096 $52,427 $416,523
Cost Adjustment/
Reduction
(34,293) ($52,427) ($86,720)
Gilroy Cost $329,803 $329,803
Contract
reduction
(159,547)
Gilroy
Adjusted Cost
$170,256
All Other
Agencies 177,931 98.06% $18,438,839 $2,650,143 $21,054,689
Total Medical 181,451 100.0% $18,768,642 $2,702,570 $21,471,212
e. FY 2026-2027 the CITY’s adjusted estimate of $170,256 is based on medical cost
7.5% of total using the CITY’s 3 years average EMD events. A contract cost reduction is
added to this cost compensation. The COUNTY will phase in cost increases until year 2 of the
agreement as follows:
3. During the fiscal year, COUNTY shall bill the CITY for EMD dispatching services quarterly based
on the estimated cost. The COUNTY shall notify the CITY of any adjustment prior to billing the
CITY’s final fourth quarterly installment. Billing questions may be directed by email to Accounts
Payable at Accounts.Payable@911.sccgov.org.
4. In the first quarter of the following fiscal year, actual costs will be computed using the
methodology used for cost estimates and update using the previous year’s event count. Any
difference in an increase or decrease cost adjustment will not exceed 5% above or below the
previously billed amount.
Fiscal Year Cost Estimate Percent
2026-27 $ 170,256 7.5%
2027-28 $ 329,803 Estimate will be based on actual cost
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Exhibit D of Agreement between the County of Santa Clara Page 1 of 2
and City of Gilroy for EMD and Technical Services
EXHIBIT D
COMMUNICATIONS TECHNICAL SERVICES COMPENSATION
The City of Gilroy (CITY) shall compensate the County of Santa Clara Communications
Department (COUNTY) for goods and services provided in accordance with the payment terms,
conditions and rates set forth in this Exhibit D.
County Communications’ Technical services are billed on a T&M basis as follows:
1. Quotations and Approval:
The COUNTY shall prepare quotations and shall only perform major system installation
work and any future system enhancements following the CITY’s written approval.
Quotations will be based on a not-to-exceed estimated amount, with final charges being
billed at actual costs. Any increase to the original not-to-exceed estimated amount
caused by unforeseen issues must be agreed to in writing by both Parties.
2. System-wide Maintenance:
COUNTY will perform system-wide performance maintenance (PM) of the CITY’s
existing (legacy) radio communication infrastructure system equipment and Microwave
Network on an annual (approximate 12-month interval) basis. PM work will include,
but not be limited to, alignment of the Simulcast (two-way radio) System, Microwave
Network, and 48-volt DC power plant infrastructure equipment. Fees for PM Service
will be charged on a time and material cost recovery basis with a maximum not-to-
exceed cost recovery cap of 80 hours annually. Any repair work identified during the
PM will be additional and billed separately.
3. Engineering and Technical Support:
COUNTY shall provide CITY engineering and technician support as required to
maintain and repair CITY owned equipment as identified through this Agreement based
on fiscal year published rates.
All non-regular business hour work will be billed at overtime (1.5 x regular hours) rates
with a 4-hour minimum charge of $1,098.00 ($274.50 hourly x 4) for Technician
support, if not contiguous with normal business hours. If contiguous with normal
business hours (i.e., work begins less than four hours prior to normal business hours or
work is initiated before the close of normal business hours), then the 4-hour minimum
charge does not apply, and only actual hours worked (regular/overtime) will be billed to
the CITY based on when the work is performed.
4. Communications Technical Services Rates:
The rates for engineering and technical support are updated each fiscal year. Effective July
1, 2026, rates for *Communications Technical Services for Fiscal Year 2026-27 are set as
follows:
Regular Hours After-hours Rate
o Technician Rate $183.00 / hr. $274.50 / hr.
o Engineering Services $217.00 / hr. $325.50 / hr.
Docusign Envelope ID: 24ED1A79-7D9A-4791-ABDD-808521DF7A9B
Exhibit D of Agreement between the County of Santa Clara Page 2 of 2
and City of Gilroy for EMD and Technical Services
*Technical rates for subsequent fiscal years will be published annually in June and
effective July 1.
5. Billing for Services
The CITY will be billed by the COUNTY on a monthly basis for work performed. All
invoices will be submitted to Fire, Police and Public Works Departments:
To the CITY:
Gilroy Fire Department
7070 Chestnut Street
Gilroy, CA 95020
Gilroy Police
Department 7301 Hanna
Street
Gilroy, CA 95020
Gilroy Public Works Department
7351 Rosanna Street
Gilroy, CA 9502
Unless otherwise agreed to by both parties, all payments will be made to the COUNTY
within 30 calendar days of date invoiced to:
To the COUNTY:
Attn: Accounts Payable
County of Santa Clara
Communications Department
2700 Carol Drive
San Jose, CA 95125
Monthly billing will include the total amount billed for the month and documentation
will provide all invoices for work requested and performed during the billing period,
including at minimum an itemized description of services provided by the COUNTY
(e.g., breakdown of all services rendered, hours worked and travel time by service
location, labor type, and a breakdown of all goods provided/billed by the County).
Billing questions may be directed to Accounts Payable at
accounts.payable@911.sccgov.org.
6. Documentation:
The COUNTY shall maintain documentation of all services requested by the CITY and
work performed by the COUNTY under this Agreement as detailed in Exhibit B.
Documentation will include, but not be limited to, Radio System related engineering
designs, quotations, FCC licensing, installation, preventative maintenance, and repair
services.
The CITY has the right to inspect COUNTY documentation upon request.
Docusign Envelope ID: 24ED1A79-7D9A-4791-ABDD-808521DF7A9B