REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 17, 2026
FROM
TREVOR LEJA, Assistant Executive Officer, County Administrative Office
SUBJECT
Title
Amendment to Contract with Idea Hall for Crisis Communications and Issues Management Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 4400033222 with Idea Hall, including non-standard terms, for crisis communications and issues management services, increasing the contract amount by $150,000, from $200,000 to a total not-to-exceed amount of $350,000, with no change to the contract term of July 29, 2026 through June 30, 2027.
(Presenter: Trevor Leja, Assistant Executive Officer, 387-4443)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The amount of $150,000, increasing the total contract amount from $200,000 to a not-to-exceed amount of $350,000, for the period of July 29, 2026 through June 30, 2027, will provide additional funding for continued crisis/issues management services, escalation support, and related approved expenses, as needed. Sufficient appropriation and revenue are included in the Countywide Discretionary 2026-27 budget.
BACKGROUND INFORMATION
Idea Hall provides crisis communications and issues management services to provide strategic communications support as needed by the County. Services include proactive preparedness, risk identification, development of escalation protocols, alignment of leadership and internal teams, stakeholder outreach, and communication strategies to support timely and coordinated decision-making.
On July 29, 2026, as the result of a non-competitive procurement, under the authority delegated to the County Chief Executive Officer (CEO) under County Policy 11-05, the CEO approved a contract with Idea Hall, including non-standard terms, for crisis/issues management services in an amount not-to-exceed $200,000, for the term of July 29, 2026 through June 30, 2027. The contract supports crisis communications and issues management services to assist with planning, coordination, and response efforts.
The County Administrative Office (CAO) recommends approval of Amendment No. 1 to increase the contract amount by $150,000, from $200,000 to a total not-to-exceed amount of $350,000. The additional funding will allow Idea Hall to continue providing crisis/issues management services, escalation support, stakeholder outreach assistance, strategic communications support, and related approved expenses through the remainder of the contract term. There is no change to the contract term.
The contract includes non-standard terms previously approved by the CEO pursuant to County Policy 11-05. The Amendment No. 1 does not modify the non-standard terms that are summarized below:
1. The County is required to defend and indemnify Idea Hall for third-party claims based on: (i) any act or failure to act by the County in connection with the contract; (ii) statements made by the County or Idea Hall at the County’s direction or based upon information, statements, and materials provided by the County, except to the extent the information, statements, and materials are provided or prepared by Idea Hall; (iii) information, statements, and materials prepared for the County that the County approves in writing, except to the extent the claim is based on intellectual property infringement relating to information, statements, or materials provided by Idea Hall; (iv) product liability or death, personal injury, or property damage arising out of or relating to the County’s products or services caused by the negligent act or omission of the County; (v) any tortious or negligent act or omission by the County, its employees, officers, directors, and agents in connection with the performance or non-performance of the contract; or (vi) any infringement or misappropriation of intellectual property rights of others based on information, statements, and materials, including intellectual property therein, provided by the County.
• The County standard contract does not include any indemnification or defense by the County of a contractor.
• Potential Impact: By agreeing to indemnify Idea Hall, the County could be contractually waiving the protection of sovereign immunity. Claims that may otherwise be barred against the County, time limited, or expense limited could be brought against Idea Hall without such limitations, and the County could be responsible to defend and reimburse Idea Hall for costs, expenses, and damages.
2. Idea Hall’s defense and indemnity of the County is limited to third-party claims that arise out of: (i) any tortious or negligent act or omission by Idea Hall; (ii) Idea Hall’s gross negligence or willful misconduct; (iii) any act or omission by Idea Hall in connection with the contract; (iv) any information, statement, or materials provided by Idea Hall or prepared by Idea Hall that are not approved by the County; or (v) any infringement or misappropriation of intellectual property rights of others based on information not provided by the County or approved by the County.
• The County standard contract general indemnity provision requires the contractor to indemnify, defend, and hold the County harmless from third-party claims arising out of the acts, errors, or omissions of any person.
• Potential Impact: Idea Hall’s indemnity obligation is more limited than the standard County general indemnity obligation. If a claim arises that falls outside the scope of Idea Hall’s limited indemnity obligation, the County could be financially responsible for the defense of the claim and any resulting judgment or settlement.
3. Except for claims based on personal injury, property damage, indemnification, gross negligence, willful misconduct, and violations of law, Idea Hall limits its liability to the greater of the policy limits for the insurance policies required under the contract or four times the amount of fees payable under the contract. In addition, Idea Hall disclaims liability for any special, consequential, punitive, or indirect damages, including, but not limited to, lost revenues or profits.
• The County standard contract does not include a limitation of liability.
• Potential Impact: Claims could exceed the liability cap and the contract amount, leaving the County financially liable for the excess.
4. The contract does not require Idea Hall to execute amendments for other insurance coverage or higher coverage limits if County Risk Management determines such changes are needed.
• The standard County contract requires contractors to agree to execute amendments to the contract relating to insurance coverage where County Risk Management determines it is necessary to protect the interests of the County.
• Potential Impact: If County Risk Management determines, after the contract is executed, that other insurance coverage or higher insurance limits are necessary to adequately protect the County, the County has no mechanism to require Idea Hall to agree to the additional requirements.
The CAO recommends approval of Amendment No. 1, including the non-standard terms, to continue using Idea Hall for crisis communications and issues management services to provide strategic communications support as needed by the County.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Julie Surber, Principal Assistant County Counsel, 387-4119) on November 5, 2026; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on November 5, 2026; Risk Management (Mattie Henderson-Mack, Administrative Supervisor II, 386-9038) on November 5, 2026; and County Finance and Administration (Erika Rodarte, Administrative Analyst, 387-4919) on November 6, 2026.