To: Board of Directors
From: Lewis Broschard, Chief, Contra Costa County Fire Protection District
Report Title: SHI International, Corp. - Google Workspace Licenses
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
Acting as the governing board of the Contra Costa County Fire Protection District, APPROVE and AUTHORIZE the Fire Chief or designee to execute a contract with SHI International, Corp., an authorized re-seller, in an amount not to exceed $500,000 for the purchase of Google Workspace e-mail licenses and other hosted services, for the period June 3, 2024 through June 2, 2027.
FISCAL IMPACT:
This is 100% budgeted from the CCCFPD General Operating Fund. This agreement amount is not to exceed $500,000 for the three-year period.
BACKGROUND:
The District has over 650 employees. Effective digital communications and collaboration are critical to the District's operations and organizational effectiveness.
Before implementing the Google Suite, the District faced challenges with its email software, resulting in duplicate work and inefficient use of staff hours. The seamless collaborative features of the Google Workspace products have greatly improved communications and collaboration between field operations, training, fire prevention, Emergency Medical Services, Contra Costa Regional Fire Communications Center, and other critical administrative personnel, making internal processes more effective and efficient.
Reliable cloud storage provides secure and scalable cloud storage, ensuring the District's data is accessible from anywhere at any time. Unlike their predecessors, Google Workspace products offer less reliance on physical storage devices and reduce the risk of data loss.
Google Workspace products offer priority security, such as two-factor authentication, reduced data loss prevention, and encryption, to protect sensitive information from threats. They also support Health Insurance Portability and Accountability Act (HIPAA) compliance rules and regulations.
CONSEQUENCE OF NEGATIVE ACTION:
If this Agreement is not approved, the District will lose access to its primary source of electronic communication.