To: Board of Supervisors
From: Aaron J. McAlister, Chief, Contra Costa County Fire Protection District
Report Title: SHI International, Corp. Google Workspace Licenses: Amend and Extend
☒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 amend and extend the contract with SHI International, Corp., in an amount not to exceed $1,350,500, for the continued use of Google Workspace email licenses and related web-hosted services, and to add additional licenses to support the District’s continued growth, with a contract extension effective June 2, 2027, and the additional licenses to be approved effective July 7, 2026, upon approval of this Board, for the period June 2, 2027, through June 1, 2030.
FISCAL IMPACT:
Budgeted. 100% CCCFPD General Operating Fund.
BACKGROUND:
The District has over 650 employees, and effective digital communication and collaboration are critical to its operations and organizational effectiveness. Before implementing Google Workspace, the District experienced challenges with its prior email software that contributed to duplicate work and inefficient use of staff hours.
Google Workspace has improved communications and collaboration across field operations, training, fire prevention, Emergency Medical Services, the Contra Costa Regional Fire Communications Center, and other critical administrative personnel. The collaborative features of Google Workspace support more streamlined internal processes, while reliable cloud storage provides secure, scalable access to District data from anywhere, at any time. Compared to predecessor solutions, Google Workspace reduces reliance on physical storage devices and helps mitigate the risk of data loss.
In addition, Google Workspace offers priority security features, including two-factor authentication, encryption, and enhanced data protection, to help protect sensitive information. Google Workspace also supports HIPAA-related requirements and compliance expectations where applicable to District operations and the handling of protected health information.
This staff report recommends Board action to amend and extend the District’s contract with SHI International, Corp. for the continued use of Google Workspace email licenses and related web-hosted services, and to add additional licenses to support District growth. The District is requesting additional licenses due to the past acquisition of Rodeo-Hercules and the Health Services Hazmat teams, which increased the number of staff and operational users requiring access to consistent, secure, and reliable communications and collaboration tools.
The proposed amendment provides for a contract extension effective as of June 2, 2027, through June 1, 2030, and includes additional licenses approved effective July 7, 2026, upon approval by this Board. The total contract amount for the period of performance is not to exceed $1,350,500.
CONSEQUENCE OF NEGATIVE ACTION:
If this agreement is not approved, the District will be required to identify alternative means of accessing its primary source of electronic communication.