DATE: December 2, 2025
TO: Mayor and City Council
FROM: Acting Director of Information Technology/CIO
SUBJECT: Adopt a Resolution Authorizing the City Manager to Negotiate and Execute an Agreement with ESRI for a Small Municipal and County Government Enterprise Agreement (SGEA) in a Not-to-Exceed Amount of $126,000 Annually
RECOMMENDATION
That the City Council adopts a resolution (Attachment II) authorizing the City Manager to negotiate and execute an agreement with ESRI for a Small Municipal and County Government Enterprise Agreement (SGEA) in an amount not to exceed $126,000 annually.
SUMMARY
On November 15, 2022, City Council passed CONS 22-630 which authorized the City Manager to purchase the ESRI SGEA Enterprise license. Staff is seeking authorization to spend funds to continue the current ESRI SGEA Enterprise agreement as the current three -year term will expire. The City has utilized ESRI for its GIS (Geographic Information System) platform for over twenty years and the Enterprise license ensures that the City stays current in the ever-evolving geospatial landscape.
FISCAL IMPACT
ESRI mapping software is used throughout the City and is utilized in diverse ways. On the revenue generating side, it is used for evaluation of plans, permits, and licensing which all generate revenue for the City. In addition to these functions, ESRI is used by public safety for emergency incident response and deployment of resources. The diverse application of this product makes it critical for daily operations and function of the City.
The approximate annual software cost for the Enterprise license extension will be $126,000 per year for the next three years and is $2,000 more than the City was previously authorized to pay annually. This stable and predictable cost is beneficial to the City , as most software providers increase their annual costs by at least 5% each year. The software cost is budgeted for annually and is paid for by the Information Technology Department via their Internal Service Fund (ISF) which receives approximately 80% of its funding from the General Fund.
BACKGROUND AND DISCUSSION
The City of Hayward has been utilizing ESRI for over twenty years and is seeking to continue use of the Enterprise platform. Across the Bay Area, our peers utilize ESRI Enterprise in their daily operations to create maps and applications for end users while s imultaneously empowering the user community to create and control their own GIS data and workflow s.
This aligns with the shift in the GIS industry towards web-based GIS services that empower end users to create and control their own GIS data and workflow. In addition, this expands on the trend of providing relevant data in a visual format to edit and update records and allowing for real-world decisions.
There are a number of additional key features of the Enterprise platform that demonstrate the advantages of this solution.
Flexibility to Deploy Solutions
The entire organization has the ability to access, create, edit, and use geospatial data, maps, and applications in a secure cloud environment. Staff can use web-based applications to edit their data in the office or they can do a site visit with GIS field tools and edit their data to capture the environment with boots on the ground. This data is then immediately available to internal stakeholders and to our residents through custom-tailored web maps and dashboards.
ESRI Toolset Expansion
With the Enterprise platform, the organization has gained access beyond desktop tools to an expansive GIS software library that includes analytics software, field applications for nearly all staff members, and GIS data reviewer, which assists with data quality control. The GIS team has gained access to toolsets to help balance the system workload and expand GIS disaster recovery offerings.
STRATEGIC ROADMAP
This agenda item supports the Strategic Priority of Improve Organizational Health.
Specifically, this item relates to the implementation of the following project:
Project R14: Ensure up to date technologies and processes
Staff is bringing forth this new item to continue to expand advanced GIS tools, applications, and software to the organization in a cost-effective manner.
NEXT STEPS
If Council approves this item, then staff will proceed with the negotiation and execution of the contract with ESRI to continue use of the Enterprise platform.
Prepared by: Nathaniel Roush, Acting Director of Information Technology/CIO
Recommended by: Nathaniel Roush, Acting Director of Information Technology/CIO
Approved by:
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Jayanti Addleman, Interim City Manager