Title
a. Approve and authorize the Director of Emergency Management or designee to execute a non-standard Agreement with ESi Acquisition, Inc., for the cloud-hosted emergency management software WebEOC with a term retroactive to August 1, 2026, through July 31, 2028, for an amount not to exceed $70,965; and
b. Authorize the Director of Emergency Management or designee to execute up to three (3) Amendments that do not significantly alter the scope of work, do not exceed 10% ($7,096) of the agreement cost, or increase the total not to exceed amount over $78,061; and
c. Authorize the Director of Emergency Management or designee to execute up to five (5) one-year extension Amendments at the rate of the second year of service ($33,267) for a total not to exceed amount of $244,396.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Emergency Management or designee to execute a non-standard Agreement with ESi Acquisition, Inc., for the cloud-hosted emergency management software WebEOC with a term retroactive to August 1, 2026, through July 31, 2028, for an amount not to exceed $70,965; and
b. Authorize the Director of Emergency Management or designee to execute up to three (3) Amendments that do not significantly alter the scope of work, do not exceed 10% ($7,096) of the agreement cost, or increase the total not to exceed amount over $78,061; and
c. Authorize the Director of Emergency Management or designee to execute up to five (5) one-year extension Amendments at the rate of the second year of service ($33,267) for a total not to exceed amount of $244,396.
SUMMARY: The Department of Emergency Management utilizes Web Emergency Operations Center (WebEOC) as its primary incident management and situational awareness platform to support emergency preparedness, response, recovery, and operational coordination. Approval of this Agreement will allow the County to continue utilizing WebEOC while transitioning from a County-hosted virtual server environment to a vendor-hosted cloud-based Software-as-a-Service platform. The migration will improve system resiliency, disaster recovery capabilities, software maintenance, and long-term sustainability while maintaining continuity of operations for emergency management activities.
DISCUSSION: The Department of Emergency Management has utilized WebEOC for incident management, emergency operations center coordination, resource management, and information sharing among County departments and partner agencies. The current WebEOC environment is hosted on the County servers. The proposed Agreement transitions the County to the vendors’ cloud-hosted Software-as-a-Service platform while maintaining and improving the existing WebEOC functionality and operational workflows. Under the hosted model, the vendor will be responsible for system hosting, maintenance, software updates, and security management.
This Agreement represents a continuation of an existing critical emergency management capability and does not significantly change how County personnel utilize the system.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel's Office, including Risk Management have reviewed and approved as to form. The Agreement contains nonstandard provisions including indemnification, choice of law, termination, limits on liability, and waiver of warranties. The Information Technology Department has reviewed and participated in discussions on the migration from a County-hosted virtual server environment to the vendor-hosted cloud platform.
FINANCING:
There is no impact to the General Fund resulting from this action. Funding for this item is already included in the Department of Emergency Management’s FY 2026 27 Adopted Budget (DEM100, Unit 104001). Budget needs for subsequent fiscal years will be incorporated into the Department’s future budget submissions.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
Implementing WebEOC supports the Safe and Resilient Communities priority by enhancing real-time emergency coordination, information sharing, and situational awareness, enabling more effective response and recovery efforts.
Mark a check to the related Board of Supervisors Strategic:
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
X Safe and Resilient Communities
____ Diverse and Thriving Economy
Link to the Strategic Plan:
<https://www.countyofmonterey.gov/home/showdocument?id=139569>
Prepared by: Davon Wilson-Angel, Emergency Services Planner, x1981
Approved by: Laura Emmons, Emergency Services Manager, x1992
Approved by: Michael Beaton, Assistant County Administrative officer, x3835
Attachments:
Attachment A: WebEOC Agreement