TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Miguel Guardado, Information Technology Director
Tatyana Roujenova-Peltekova, Senior Management Analyst
SUBJECT:Title
Consideration of a Resolution Authorizing the City Manager to Approve a Three-Year Enterprise Agreement with Environmental Systems Research Institute (Esri) for Geographic Information Systems (GIS) Software Licensing in a Total Not-to-Exceed Amount of $123,300 (Budgeted) (Information Technology Director Guardado)
A) WAIVE FORMAL BIDDING DUE TO SOLE SOURCE
B) ADOPT RESOLUTION NO. 25-0122
Body
_________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
a) Waive formal bidding in accordance with Manhattan Beach Municipal Code (MBMC) Section 2.36.140 (waivers); and
b) Adopt Resolution No. 25-0122 authorizing the City Manager to negotiate and execute a three-year enterprise agreement with Environmental Systems Research Institute (Esri) for Geographic Information Systems (GIS) software licensing in a total not-to-exceed amount of $123,300.
FISCAL IMPLICATIONS:
Sufficient funds are available in the Information Technology Department budget for the first year of the GIS software licensing agreement. Future years will be budgeted accordingly.
BACKGROUND:
Geographic Information Systems (GIS) facilitates data integration and transparency by utilizing the spatial components of various datasets, resulting in more accessible, understandable, and relatable information. By linking diverse information to a common geographic location, the system enables the visualization and analysis of intricate relationships that otherwise may remain obscure. Information integration is typically presented visually, most commonly as interactive maps. Since GIS provides location-referenced data to facilitate better decision-making and data-driven actions, it is utilized by most federal, state, and local agencies in various areas, including emergency response, disaster recovery, public safety, asset management, urban planning, utility management, and citizen engagement, among others.
Many City applications and business systems have become increasingly GIS-centric, integrating spatial data into core functions. Rather than using maps as static visuals, GIS provides dynamic analysis that links information to specific geographic locations, supporting City operations, service delivery, and strategic planning across departments. With the continuous growth and importance of GIS services over the years, the City transitioned to an enterprise licensing model in 2013 and has been entering into three-year agreements with Esri since then. The current GIS enterprise licensing agreement is set to expire on November 24, 2025, requiring a new contract to ensure continued access to the GIS software, maintenance, and support for the organization.
DISCUSSION:
As the world’s leader in GIS, including web GIS and geodatabase management applications, Esri is the sole provider of software and licensing; see the attached Sole Source Letter provided by Esri. The proposed agreement extends the support of the existing GIS services and integrations for critical City applications, including Enterprise Permitting and Licensing (EPL), Citizen Request Management/Work Order Management, Animal License/DocuPet, and other systems. Since September 18, 2025, the Police Department has started using the Crime Incident Dashboard to map calls requesting service and other police-related activities. The City also provides the public with ample GIS-related resources located on the City website www.manhattanbeach.gov, <http://www.manhattanbeach.gov> some of which are:
• Map Gallery - collection of City maps, street index, zoning, general plan, trash schedule, speed limit, parking lots, bike parking, and more;
• Interactive Mapping Application - online GIS mapping tool allowing the public to explore, customize, and interact with the City's digital maps;
• Story Maps - web maps with text, photos, and other media to create an interactive narrative for City facilities, parking, etc.; and
• Open GIS Data Hub - City’s public-facing platform for sharing and accessing City GIS data.
In addition to streamlining and optimizing information dissemination and sharing, as well as facilitating decision-making, data analysis, reporting, and issue resolution, the City utilizes GIS software to provide mobile services in support of its business operations. The Fire Department uses the system for fire hydrant maps on mobile devices. As technology advances, GIS usage is expected to grow and extend beyond traditional mapping, impacting multiple City departments and business processes when facilitating more efficient City operations and better decision-making.
Furthermore, the utilization of the ELA model offers more cost savings compared to individual GIS licensing. It also provides operational benefits such as access to the latest technology and software support, flexible deployment, and a centralized GIS platform, resulting in improved data management. The software agreement offers substantial economic benefits, including predictable budgeting with a fixed annual cost and reduced administrative costs through a centralized license management platform rather than individual license management.
The proposed Enterprise License Agreement is for GIS-related licensing, maintenance, and support, with a three-year term and a total not-to-exceed amount of $123,300, divided into three annual installments. The proposed contract total amount increased by approximately 17% or $18,300 compared to the last ELA total amount of $105,000 ($35,000 per year). Esri has maintained the same price since 2013 and is now adjusting the ELA pricing to reflect the rising costs resulting from economic changes and the addition of new licensing and capabilities (e.g., user types, extensions, Software as a Service (SaaS), etc.). Thus, the contract breakdown is as follows:
• Year 1 - $40,000 (14% increase on the last ELA’s yearly installment of $35,000)
• Year 2 - $41,100 (3% increase on Year 1 amount of $40,000)
• Year 3 - $42,200 (3% increase on Year 2 amount of $41,100)
Total Amount: $123,300
In conclusion, staff recommends that the City Council a) waive formal bidding in accordance with Manhattan Beach Municipal Code (MBMC) Section 2.36.140 (waivers); and b) adopt Resolution No. 25-0122 authorizing the City Manager to negotiate and execute a three-year enterprise agreement with Environmental Systems Research Institute (Esri) for Geographic Information Systems (GIS) software licensing in a total not-to-exceed amount of $123,300.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this issue.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity may have a significant effect on the environment; therefore, pursuant to Section 15061(b)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 25-0122
2. Sole Source Letter - Esri