CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 10 Section Name: CONSENT CALENDAR Account Number: 10-2111 File ID: 25-10481 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Information Technology Department
MEETING DATE: October 20, 2025
SUBJECT:
Mapping Software — Enterprise Agreement
RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure and approve an Enterprise Agreement (EA) with Environmental Systems Research Institute, Inc. (ESRI) for a three-year renewal of software subscription, cloud hosting, and technical support in the amount of $268,200; and authorize the City Manager to execute the agreement in substantially the form presented.
BACKGROUND:
The City has used ESRI GIS products for more than a decade. Prior to 2016, the City purchased individual desktop and server products as needed to meet user demands. In 2016, the City's GIS needs expanded to where an Enterprise Agreement (EA) became more cost effective than individual product licensing. Accordingly, on November 7, 2016, the City Council approved a 3-year EA with ESRI for software, cloud services, and support. On November 4, 2019, and again on October 17, 2022, the EA was renewed by Council for additional 3-year terms.
ESRI GIS products now support mission-critical applications across the organization. These include Cartegraph for Public Works work orders, Energov for development permits issued by CDD, public and internal web map applications, and software used by individual users. An EA with ESRI provides the City with numerous benefits including:
Uncapped quantities of enterprise software and extensions in support of mission critical applications Licenses for desktop/online software and extensions in support of end users Developer tools in support of custom applications and web maps used by staff and the public Limited quantities of over a dozen specialized software products and extensions Tier 1 help desk support
Four ESRI User Conference registrations
A 5% discount on training
ESRI EA pricing is based on City population. For populations of 100,001 to 125,000, the yearly cost is $90,300. However, staff negotiated a yearly price of $87,600 in year one, $90,300 in year 2, and $90,300 in year three for a contract total of $268,200.
San Mateo Municipal Code section 3.60.070(h)(3) authorizes the use of an alternative purchasing procedure without competitive bidding when the City Council makes a finding concurrent with the award that the alternative procedure is in the best interest of the City. Here, the award of an agreement with ESRI for the continued use of its software, cloud hosting, and technical support is in the City’s best interest because ESRI products have been fully integrated into various City operations, continues to function successfully, and implementing another GIS would result in disruptions to the City’s
CITY OF SAN MATEO
current operational needs.
BUDGET IMPACT:
The costs for this agreement are funded through Information Technology’s annual operating budget in the General Fund.
ENVIRONMENTAL DETERMINATION:
Approval of an Enterprise Agreement with ESRI is not a project subject to CEQA, because it can be seen with certainty that there is no possibility that an agreement for software services may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Quote and Enterprise Agreement
STAFF CONTACT
Pete Owen, Director, Information Technology
[email protected]
(650) 522-7074