REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF SAN BERNARDINO COUNTY FIRE PROTECTION DISTRICT
AND RECORD OF ACTION
September 22, 2026
FROM
DAN MUNSEY, Fire Chief/Fire Warden, San Bernardino County Fire Protection District
SUBJECT
Title
Change Order to Statement of Work with Hedgerow Software US, Inc. for Platform Migration Services
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of the San Bernardino County Fire Protection District, approve Change Order No. 1 to Work Order Agreement No. 25-902 with Hedgerow Software US, Inc., for Hedgehog Platform Migration Services, increasing the amount for implementation services by $26,000, from $115,000, to $141,000, for the additional scope required to automate services related to permitting, billing, inspections, complaints, investigations, and service requests, that were not included in the original agreement, with no change to the term of December 1, 2025 through November 30, 2030.
(Presenter: Dan Munsey, Fire Chief/Fire Warden, 387-5779)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
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 Change Order No. 1 (Change Order) to Work Order Agreement No. 25-902 (Agreement) with Hedgerow Software US, Inc. (Hedgerow), will not result in the use of Discretionary General Funding (Net County Cost). The Agreement provides for a one-time implementation cost of $115,000. The Change Order provides for an additional $26,000 for scope of work not included in the original Agreement, increasing the implementation amount from $115,000 to $141,000. The additional cost will be funded with fee revenue generated from the issuance of permits through the Hedgehog Platform. Sufficient appropriation for this cost is included in San Bernardino County Fire Protection District (SBCFPD) Office of the Fire Marshal’s (OFM) 2026-27 budget.
BACKGROUND INFORMATION
OFM is responsible for a broad range of fire prevention, inspection, permitting, compliance, and remediation activities that require a centralized and reliable technology platform capable of consolidating information from multiple sources, establishing relationships between records, tracking inspections and cases, documenting compliance activities, managing follow-up requirements, and providing OFM users with consistent and accessible information.
On November 18, 2025 (Item No. 96), SBCFPD’s Board of Directors approved the Agreement with Hedgerow for services to migrate OFM data from the Accela EnvisionConnect Platform to the Hedgehog Platform, in a one-time not-to-exceed amount of $115,000, for the period of December 1, 2025 through November 30, 2030. The Agreement outlined the services, resources, methodologies, and deliverables that Hedgerow would provide as part of the implementation project.
OFM identified additional services and functional requirements that were not included in the Agreement’s original scope, as they were identified during the configuration phase. The additional services and functional requirements must be incorporated to ensure the migration reflects full operational complexity of OFM’s work and is properly designed to meet OFM’s needs. These requirements are necessary to ensure that OFM’s historical and active information is accurately preserved, properly mapped, and fully accessible within Hedgehog.
The Change Order includes additional work to convert existing comments and pending-service records from EnvisionConnect to the new Hedgehog system, as well as to consolidate and map site remediation information. These changes require additional data analysis, mapping, transformation, configuration, and conversion services beyond those contemplated in the original Agreement. Accordingly, a Change Order to the Agreement is required to incorporate these additional services.
Approval of the proposed Change Order will increase the implementation amount by $26,000, from $115,000, to $141,000, to allow additional configuration and related modifications to be completed and incorporated into the system during the implementation phase, ensuring that the platform is properly configured when the system becomes operational.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on August 30, 2026; and County Finance and Administration (Matthew Dalton, Administrative Analyst, 387-5005) on September 3, 2026.