To: Board of Directors
From: Lewis Broschard, Chief, Contra Costa County Fire Protection District
Report Title: APPROVE and AUTHORIZE the Fire Chief, or designee, to execute a Master Software-as-a-Service (SaaS) Agreement with Fire Aside, Inc. for a defensible space inspection and wildfire mitigation management platform
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Fire Chief, or designee, to execute a Master Software-as-a-Service (SaaS) Agreement with Fire Aside, Inc. for a defensible space inspection and wildfire mitigation management platform, for an initial three-year term, including setup and annual licensing services, in an amount not to exceed $25,000 over the initial term.
FISCAL IMPACT:
The estimated cost of the agreement over the initial three-year term is not to exceed $25,000, and is 100% budgeted by the CCCFPD General Operating Fund.
Cost components include:
• One-time Setup Fee: $5,000
• Annual Licensing Fee: $6,250 per year
Estimated total cost:
• Year 1: $11,250 (setup + annual license)
• Year 2: $6,250
• Year 3: $6,250
The annual licensing fee allows the District to conduct unlimited residential defensible space evaluations within an established boundary area of approximately 2,500 parcels. Optional services, such as automated mail notifications to residents, may be utilized at the District’s discretion and would be billed based on actual usage. Funding for this agreement will be absorbed within the Fire District’s existing wildfire mitigation, defensible space inspection, or community risk reduction program budgets.
BACKGROUND:
The Contra Costa County Fire Protection District continues to expand its community risk reduction programs, including defensible space inspections, home hardening outreach, and wildfire mitigation compliance programs within the District’s jurisdiction.
Fire Aside, Inc. provides a cloud-based Software-as-a-Service platform designed specifically for wildfire mitigation programs, including defensible space inspections and community risk reduction initiatives. The platform includes the Defensible Space Inspection (DSI) System, which provides a comprehensive toolset for managing inspection programs and wildfire mitigation data.
These capabilities allow the Fire District to improve the efficiency, transparency, and effectiveness of defensible space inspection programs, while also providing residents with clearer guidance on wildfire risk reduction actions.
The agreement includes an initial three-year term with a Termination for Convenience provision, and provides for automatic one-year renewals unless either party provides written notice of non-renewal at least ninety days prior to expiration of the term.
Fire Aside’s Master Agreement includes an indemnity from the Fire District to Fire Aside for claims related to the Fire District’s use of the platform, as well as a limitation of liability which caps liability at the amount of fees paid in the 12 months prior to the date the claim arose.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, the Fire District will not implement the Fire Aside defensible space inspection management platform, which may limit the District’s ability to efficiently manage wildfire mitigation inspections, track compliance data, and engage residents in wildfire risk reduction programs.