For City Council Meeting September 8, 2026
TO: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Kevin Johnston, IT Manager
Title
Request City Council to: (1) Approve the Renewal of the Small Enterprise County and Municipality Agreement between the City and Esri, Inc., for a Three-Year Term in the Amount of $270,900.00; and (2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1) Approve the renewal of the Small Enterprise County and Municipality Agreement for a three-year term in the amount of $270,900.00 with Esri, Inc; and
2) Authorize the City Manager or their designee to execute all related documents.
BACKGROUND
The City has utilized Geographic Information System (GIS) software licensed through Esri, Inc. (Esri) since 2003. The City’s current three-year Enterprise Agreement expires in September 2026, and staff recommends renewing this agreement for an additional three-year term to avoid any interruption in GIS services.
The City of Rialto relies on GIS technology as a core operational tool used across nearly every City department. GIS integrates hardware, software, and data to capture, manage, analyze, and display geographically referenced information, allowing staff to view, question, and visualize City data in the form of maps, reports, and dashboards that reveal relationships, patterns, and trends that are not readily apparent in tabular data alone.
GIS supports a broad range of essential municipal functions, including the mapping and management of water, sewer, storm drain, and street infrastructure for Public Works and Utilities; parcel research, zoning verification, and land use analysis for Planning and Building and Safety; site selection and project coordination for the Capital Improvement Program; situational awareness tools that support Police and Fire Department dispatch and emergency response; and case tracking for Code Enforcement. GIS also supports public transparency through resources such as zoning maps and other public-facing tools that make City information accessible to residents.
ANALYSIS/DISCUSSION
Esri is the City’s GIS software provider and is the leading GIS platform used by the majority of California cities, counties, and special districts, including San Bernardino County. Standardizing on the Esri platform allows the City to exchange geographic data with the County and other regional partner agencies, and provides staff with access to a well-supported, continuously updated software ecosystem, along with training and technical resources designed for public agency use.
The Small Enterprise County and Municipality Agreement is Esri’s licensing model designed for local government agencies of the City’s size. Rather than purchasing and maintaining individual software licenses on a per-seat or per-department basis, this agreement provides the City with access to a broad suite of ArcGIS software, extensions, and user types on an enterprise-wide basis for a fixed annual cost, as detailed in Table A below. This structure allows departments to expand their use of GIS tools as operational needs arise, such as adding users in Public Works, Planning, or Public Safety, without requiring a separate purchase or contract amendment.
Under the proposed agreement, the City will have uncapped access to core ArcGIS Enterprise software and extensions such as 3D Analyst, Spatial Analyst, Geostatistical Analyst, and Network Analyst, along with up to 200 Mobile Worker and 200 Creator user licenses across both ArcGIS Online and ArcGIS Enterprise. The agreement also includes four annual registrations to the Esri User Conference, four Tier 1 Help Desk contacts authorized to receive direct technical support from Esri, and a five percent discount on instructor-led training, all of which support staff development and help ensure technical issues are resolved quickly. Table A below identifies the full list of products and benefits available under the proposed agreement.
Renewing the Enterprise Agreement is the most cost-effective way for the City to maintain and expand its GIS capabilities. Purchasing this volume of software, user licenses, and support services individually would cost substantially more than the proposed $270,900 over the three-year term and would require staff to separately negotiate, track, and renew licenses over time. The flat, predictable annual cost of $90,300 simplifies budgeting for Information Technology and allows GIS capacity to keep pace with citywide demand as additional departments incorporate GIS tools into their daily operations.
ENVIRONMENTAL IMPACT
The requested City Council action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example and operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
Sufficient funds have been budgeted and appropriated for the annual maintenance of Esri Enterprise Agreement in Information Technology Contract Services Account Number 10102152-52011 in the amount of $90,300 annually. This amount will be included in future operating budgets.
Capital Improvement Budget Impact
There is no impact on the Capital Budget with the approval of this Agreement.
Licensing
This action does not require a business license.
Attachments:
1. Esri Small Enterprise County and Municipality Agreement
2. Conflict of Interest Form