REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
AND RECORD OF ACTION
September 1, 2026
FROM
DAN MUNSEY, Fire Chief/Fire Warden, San Bernardino County Fire Protection District
SUBJECT
Title
Amendment to Agreement with GRM Information Management Services of California, LLC, for Document Storage, Imaging, and Cloud Services
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of the San Bernardino County Fire Protection District, approve Amendment No. 1 to Agreement No. 23-650 with GRM Information Management Services of California LLC, for the continued provision of offsite document storage and retrieval warehousing services, imaging and conversion services, and a cloud-based enterprise content management software solution, increasing the not to exceed contract amount by $100,000, from $1,200,000 to $1,300,000, with no change to the contract term of July 11, 2023, through July 10, 2028.
(Presenter: Dan Munsey, Fire Chief/Fire Warden, 387-5779)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of Amendment No. 1 (Amendment) to Agreement No. 23-650 (Agreement) will not result in the use of Discretionary General Funding (Net County Cost). The proposed Amendment will increase the Agreement by $100,000, from $1,200,000 to a total not-to-exceed amount of $1,300,000 and will be funded by the San Bernardino County Fire Protection District’s (SBCFPD) Office of the Fire Marshal (OFM) Hazardous Materials Section revenues. Sufficient appropriation is included in OFM’s 2026-27 budget (1071552421) and will be included in future recommended budgets.
BACKGROUND INFORMATION
OFM serves as the inspection, investigation, and regulatory authority for SBCFPD and the County. OFM is responsible for mitigating potential emergencies through public education initiatives and the enforcement of applicable safety laws, codes, and regulations. In addition, OFM serves as the designated repository for hazardous materials records within the County.
On July 11, 2023 (Item No. 50), as a result of a competitive procurement, SBCFPD’s Board of Directors approved the Agreement between SBCFPD and GRM Information Management Services of California, LLC (GRM), for the provision of offsite document storage and retrieval warehousing services, imaging and conversion services, and a cloud-based enterprise content management software solution, in a not-to-exceed amount of $1,200,000 for the period of July 11, 2023, through July 10, 2028. The Agreement enabled OFM to modernize its records management processes by providing secure physical document storage, digital imaging, and electronic records management services. Due to the increased number of storage files requiring imaging, OFM is requesting to add an additional $100,000 to the contract amount.
Approval of the Amendment will increase the contract amount by $100,000, from $1,200,000 to $1,300,000, with no change to the contract term of July 11, 2023, through July 10, 2028. The additional funding is necessary to accommodate increased records storage and digitization needs while maintaining uninterrupted access to critical records management services to support OFM’s regulatory inspection, investigation, and public records responsibilities. Continuation of these services will preserve operational efficiency and ensure secure access to records.
The Agreement may be terminated by SBCFPD with 12 months advance written notice. All other terms of the Agreement remain unchanged.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on August 10, 2026; Purchasing (Joni Yang, Lead Buyer, 387-2463) on August 11, 2026; and County Finance and Administration (Matthew Dalton, Administrative Analyst, 387-5005) on August 13, 2026.