CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: July 16, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager;
Rolland Kornblau, Director of Information Technology
Department: Information Technology
Subject: Authorize a three-year Enterprise Agreement with Earth Science Research Institute, Inc. to purchase GIS software and services in the amount of $596,376 (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute an Enterprise Agreement with Earth Science Research Institute, Inc. (ESRI) for Geographic Information System (GIS) software and services for a three-year term; and
2. Authorize the Director of Finance and Management Services, or their designee, to issue a purchase order in the amount of $198,792 for Year 1, with purchase orders for Years 2 and 3 to be issued annually, subject to the availability of funds and adoption of the applicable fiscal year budgets.
Executive Summary
Staff is seeking approval for a three-year Enterprise Agreement with ESRI for Geographic Information System (GIS) software and services. The agreement, totaling $596,376 (including a 10% contingency), provides essential ArcGIS Business Analyst subscriptions and annual maintenance for $180,720 annually ($180,400 for core ArcGIS Business Analyst and $320 for Business Analyst Annual Subscription).
ESRI's GIS platform is critical infrastructure, supporting public safety, utilities, planning, and public works. The city has used ESRI for over two decades, making this essential for continued operations and service delivery. Funding for this agreement is included in the FY 2025/26 adopted operating budget and will be accounted for in subsequent annual budgets.
Background
At the June 15, 2022, Mayor and City Council meeting, the Mayor and City Council approved item 24, an Enterprise Agreement with Earth Science Research Institution, Inc., for annual usage fees and software support. The City of San Bernardino has been utilizing ESRI's Geographic Information System (GIS) software and services for over two decades, making it an integral component of the City's technology infrastructure.
ESRI's ArcGIS platform serves as the foundation for critical municipal operations including public safety dispatch, emergency response coordination, asset management, utility operations, planning and development services, and public works maintenance activities. The continuity of ESRI services is critical to maintaining operational efficiency and ensuring uninterrupted service delivery to residents. Any disruption in GIS services would significantly impact the City's ability to respond to emergencies, manage infrastructure, and provide essential municipal services.
Discussion
The City of San Bernardino has relied on ESRI's GIS software for over two decades, making it integral to municipal operations like emergency response, asset management, and planning. The Enterprise Agreement includes software licensing, technical support, training resources, and system updates necessary to maintain the City's GIS infrastructure. The proposed agreement reflects updated pricing and includes ArcGIS Business Analyst Subscription and Annual Maintenance: $180,400 per year and Business Analyst Annual Subscription: $320 per year. The annual cost totals $180,720. A 10% contingency is included for unforeseen scope adjustments for the 3-year term. The three-year schedule is:
•Year 1: $180,720
•Year 2: $180,720
•Year 3: $180,720
•Subtotal: $542,160
•10% Contingency: $54,216
•Total 3-Year Agreement: $596,376
ESRI is a sole-source provider due to the City's existing infrastructure, extensive staff training, and the high cost and disruption of migrating to an alternative system. This multi-year agreement ensures cost stability, continued access to critical GIS functionality, and aligns with the City's strategic targets for operational efficiencies. The continuity of ESRI services is critical to maintaining operational efficiency and ensuring uninterrupted service delivery to residents.
2021-2025 Strategic Targets and Goals
Authorization of this agreement aligns with Goal No. 2: Focused, Aligned Leadership and Unified Community. Software applications are maintained to achieve operational efficiencies and support the organizational effectiveness of evolving processes.
Fiscal Impact
The annual cost of $180,720 for this agreement is included in the FY 2025/26 adopted operating budget and will be included in the operating budget for each respective fiscal year. The total three-year commitment, including contingency, is $596,376.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute an Enterprise Agreement with Earth Science Research Institute, Inc. (ESRI) for Geographic Information System (GIS) software and services for a three-year term; and
2. Authorize the Director of Finance and Management Services, or their designee, to issue a purchase order in the amount of $198,792 for Year 1, with purchase orders for Years 2 and 3 to be issued annually, subject to the availability of funds and adoption of the applicable fiscal year budgets.
Attachments
Attachment 1 – ESRI Enterprise Agreement
Attachment 2 – ESRI QUOTE
Attachment 3 – ESRI SSJ Justification Form
Ward:
All Wards
Synopsis of Previous Council Actions:
On June 15, 2022, the Mayor and City Council approved an Enterprise Agreement with Earth Science Research Institution, Inc.