TO:Andrew P. Powers, City Manager
FROM:Anthony Moore, Chief Information Officer
DATE:August 25, 2026
SUBJECT: Geographic Information System Enterprise Licensing Agreement
RECOMMENDATION:
1. Approve sole source procurement with Environmental Systems Research Institute, Inc. (Esri) for proprietary ArcGIS enterprise licensing available exclusively through Esri.
2. Approve agreement with Esri (Redlands, CA) for a three-year Enterprise License Agreement and optional additional Geographic Information Systems software subscriptions in an amount of $272,427.50, plus extra services amount of $27,242.75, for a total not-to-exceed amount of $299,670.25 for a three-year period beginning September 1, 2026, through September 1, 2029.
3. Authorize expenditure in an amount not to exceed $89,092.75 ($61,850 for annual licensing and $27,242.75 for extra services) for FY 2026-27 from A/C #001- 3410-612-6210 (General Fund - Software Licenses) for enterprise licensing agreement and extra services, if necessary.
4. Authorize the City Manager, or designee, to execute documents with Esri necessary to effectuate the Agreement within the established not-to-exceed limit, including adjustments to quantities, addition, and substitution of Esri products and services during the agreement term.
5. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $89,093 is included in the Adopted FY 2026- 27 General Fund Budget. Additional funds for the remaining contract term will be requested during the upcoming biennial budget process.
Geographic Information System Enterprise Licensing Agreement August 25, 2026
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BACKGROUND:
The Information Technology Department manages and maintains the City’s Geographic Information System (GIS), using Esri software as the enterprise platform for managing, analyzing, and sharing location-based information across the organization for more than two decades. GIS supports infrastructure and utility management, planning and permitting, field operations, public-facing mapping applications, and day-to-day operational decision-making.
As the City's use of GIS has expanded, departments have increased their reliance on enterprise GIS capabilities to support daily operations and deliver digital services. This growth has increased the demand for additional software capabilities, user licensing, testing environments, and enterprise functionality beyond what is provided through the City's current annual licensing model.
DISCUSSION/ANALYSIS:
On January 28, 2025, City Council adopted the Information Technology Strategic Plan (ITSP), establishing a long-term roadmap to modernize the City's technology environment and strengthen digital services.
Staff evaluated the Esri Enterprise License Agreement (ELA) (Attachment #1) as a comprehensive and cost-effective licensing strategy that provides expanded software access, greater licensing flexibility, and a scalable foundation to support the City's continued modernization of GIS services. Esri has been the City's primary vendor for GIS software for over two decades and remains the sole source for its products, services, and maintenance.
The proposed Esri ELA supports the ITSP by providing the enterprise licensing foundation needed to position GIS as a strategic platform that enhances operational efficiency, enterprise collaboration, and data-driven decision-making across the organization.
The agreement supports the continued implementation of ITSP initiatives, including ArcGIS Enterprise Upgrade and Migration (1.3.B) and Water Utility Network (1.3.D), by providing the enterprise licensing and capabilities needed to implement these initiatives while expanding the City's ability to leverage GIS as a strategic platform for infrastructure planning, asset management, and operational decision-making. It also replaces the City's annual GIS licensing model with a comprehensive enterprise licensing strategy that provides predictable multi-year pricing, expanded software access, and the flexibility to deploy additional GIS capabilities as organizational needs evolve. This approach reduces administrative overhead associated with managing individual software licenses while maximizing the City's investment in GIS technology.
Geographic Information System Enterprise Licensing Agreement August 25, 2026
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In addition to supporting these initiatives, the agreement provides access to a broad portfolio of enterprise GIS capabilities under a single licensing model. This includes mobile workforce solutions, advanced spatial analysis, three-dimensional (3D) visualization, cloud-based GIS services, and public-facing mapping capabilities, providing the City with greater flexibility to expand GIS functionality as future business needs evolve.
Approval of the ELA will provide the enterprise GIS licensing necessary to support critical City operations while advancing implementation of the ITSP. The agreement establishes a scalable enterprise licensing foundation that positions City to enhance GIS functionality, modernize business processes, improve collaboration across departments, and leverage future GIS technologies in support of City operations and services to the community.
The GIS modernization roadmap outlines a phased three-year approach to implementing these capabilities. Year 1 will establish the enterprise GIS foundation through platform modernization, expanded enterprise licensing, and implementation of strategic GIS initiatives. If exercised, Year 2 would expand the City's spatial capabilities through ArcGIS Indoors, a mapping platform for managing City facilities, interior spaces, and assets, while establishing a foundation for future digital twin applications. If exercised, Year 3 would introduce ArcGIS Velocity, a real-time data integration and analytics platform that will enable the City to integrate and analyze data from connected assets, sensors, vehicles, and other operational systems. This phased approach will allow the City to expand its GIS capabilities as organizational needs and technical readiness evolve.
The projected costs for the three-year Esri ELA are summarized below. Being first- time ELA customers, we are given a one-time, discounted rate, for the first two years of the agreement. Additional terms and conditions details are included in the Esri Enterprise License Master Agreement (Attachment #2).
Esri ELA Cost Summary
Description Projected Amount
Year 1 (2026) Enterprise License Agreement $61,850.00
Year 2 (2027) Enterprise License Agreement $76,850.00
Year 2 – ArcGIS Indoors (Optional) $12,162.50
Year 3 (2028) Enterprise License Agreement $90,300.00
Year 3 – ArcGIS Indoors (Optional) $12,162.50
Year 3 – ArcGIS Velocity (Optional) $19,102.50
Total Amount for Agreement $272,427.50
Three-Year Agreement Total: $272,427.50
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10% Extra Services: $27,242.75
Total Not-to-Exceed Amount $299,670.25
The proposed agreement will provide the licensing framework necessary to support the City's current GIS operations and planned modernization initiatives over the three-year term. Based on the operational benefits, expanded enterprise capabilities, and alignment with the City's ITSP, staff recommends that City Council approve the three-year Esri Enterprise License Agreement.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act (Attachment #3). City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially- interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Cole McLaughlin, Information Technology Supervisor - GIS Attachment:
Attachment #1 – Esri Enterprise Licensing Agreement Quote Attachment #2 – Esri Enterprise Licensing Master Agreement Attachment #3 – Levine Act Form
Geographic Information System Enterprise Licensing Agreement August 25, 2026
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FIN:190-10H:\COMMON\Council\2026\Information Technology\08 25 26 Esri Enterprise Licensing Agreement staff report.docx