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Home My WebLink AboutPLN 14-26 Report to Council Report Number: PLN 14-26 Date: June 22, 2026 From: Kyle Bentley Director, City Development & CBO Subject: Esri Enterprise Agreement for the Supply of ArcGIS Software and Services File: L-4100 Recommendation: 1. That Report PLN 14-26 regarding the Esri Enterprise Agreement for the Supply of ArcGIS Software and Services be received; 2. That Council approves the renewal Enterprise Agreement (EA) with Esri Canada for the supply of ArcGIS software and services, and the City’s participation in the EA for a three year period, at a total cost of $246,279.55, inclusive of applicable HST and HST rebate, with annual payments of $79,678.08 for year one (July 15, 2026 to July 14, 2027), $82,069.44 for year two (July 15, 2027 to July 14, 2028), and $84,532.03 for year three (July 15, 2028 to July 14, 2029); 3. That the annual cost of $79,678.08 for Year One be funded from the current budget allocation under Account 502700.10100.0000 of the City Development Department, as approved in the 2026 Current Budget, with funding for subsequent years to be incorporated into and approved through the respective annual budget processes; 4. That the Director, City Development & CBO be authorized to sign the Esri Proposal to participate in, and commit to, the terms and payment, as set out in Attachment 1 of Report PLN 14-26; and, 5. That the appropriate officials of the City of Pickering be authorized to take the actions necessary to implement the recommendations in this report. 1.0 Executive Summary: The purpose of this report is to obtain Council approval for the City to renew its license agreement with Esri Canada. The City of Pickering currently holds a direct Small Local Government Enterprise Agreement (EA) with Esri Canada for the supply of ArcGIS software and services, covering the period from July 15, 2023 to July 14, 2026. This agreement followed PLN 14-26 June 22, 2026 Page 2 the City’s earlier participation in the Region of Durham’s Esri Enterprise Agreement and established Pickering’s independent licensing arrangement with Esri Canada since July 2023. To ensure the continued availability of ArcGIS software and services in support of the City’s Geographic Information System (GIS) operations, staff are recommending the renewal of the existing Small Local Government Enterprise Agreement for an additional three-year term, from July 15, 2026 to July 14, 2029. The cost and eligibility level of the agreement are based on the City’s published Statistics Canada population, which continues to qualify Pickering for a Level 3 Small Local Government Enterprise Agreement (applicable to municipalities with populations between 50,000 and 100,000). This agreement provides the City with stable pricing, predictable licensing terms, and access to a comprehensive suite of GIS software, services, and support. The ArcGIS software and services provided under this agreement are essential to the delivery of GIS-based analysis, mapping, data management, and decision support across the organization. Renewal of the Small Local Government Enterprise Agreement will ensure continuity of service, maintain access to current technology, and support the City’s ongoing operational and strategic GIS needs. It is therefore recommended that the City renew the Small Local Government Enterprise Agreement with Esri Canada for another three-year term commencing July 15, 2026 and ending July 14, 2029, in accordance with Attachment 1 to Report PLN 14-26, and that the agreement be executed. 2.0 Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of: Advocate for an Inclusive, Welcoming, Safe & Healthy Community; Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community; and Foster an Engaged & Informed Community. 3.0 Financial Implications: 3.1 Total Project Cost for Pickering’s 3-Year License Agreement 3 Year License Extension $242,020.00 HST (13% 31,462.60 Total Gross Project Costs $273,482.60 HST Rebate (11.24%) (27,203.05) Total Net Project Costs $246,279.55 PLN 14-26 June 22, 2026 Page 3 3.2 Annual Costs Year 1 Year 2 Year 3 Pickering Costs (excl. taxes) HST (13%) Gross Project Costs HST Rebate (11.24%) Net Project Cost to City (incl. 1.76%) $78,300.00 10,179.00 $88,479.00 (8,800.92) $79,678.08 $80,650.00 10,484.50 $91,134.50 (9,065.06) $82,069.44 $83,070.00 10,799.10 $93,869.10 (9,337.07) $84,532.03 3.3 Approved Source of Funds – Phase 1 (2026 Current Budget) Account Code Source of Funds Budget Required 10100.502700.0000 Property Taxes $114,330.0 $79,678.08 Under/(Over) approved budget $34,651.92 4.0 Discussion: The purpose of this report is to obtain Council approval for the City to renew its license agreement with Esri Canada. The ArcGIS software and services provided by Esri Canada have been used by the City of Pickering for more than two decades and form the backbone of the City’s Geographic Information System (GIS). Throughout this time, the ArcGIS platform has supported a wide range of municipal functions, including mapping, spatial analysis, asset management, planning, engineering, infrastructure management, and data‑driven decision‑making across the organization. In July 2023, the City entered into a direct Small Local Government Enterprise Agreement (EA) with Esri Canada for the provision of ArcGIS software and services, covering the period from July 15, 2023 to July 14, 2026. This agreement was based on the City’s Statistics Canada population and qualified Pickering for a Level 3 Small Local Government EA, which generally keeps annual costs under $100,000 per year. Under this model, the City has benefited from predictable licensing, stable pricing, and access to a comprehensive suite of GIS software, tools, and services aligned with municipal operational requirements. PLN 14-26 June 22, 2026 Page 4 To ensure continuity of GIS operations and to avoid disruption to business‑critical systems, staff are recommending the renewal of the existing Small Local Government Enterprise Agreement for a further three‑year term, from July 15, 2026 to July 14, 2029. Based on the City’s current published population, Pickering continues to qualify for the Level 3 Small Local Government EA, enabling the City to maintain access to the same tier of products, services, and benefits currently in use. The importance of maintaining current and supported GIS technology is further demonstrated through the City’s involvement in the Region of Durham’s Next Generation 9‑1‑1 (NG9‑1‑1) initiative. This Canada‑wide program requires standardized, high‑quality municipal addressing to support emergency response and relies on up‑to‑date ArcGIS capabilities. Timely renewal of the City’s Esri software agreement is essential to ensure continued compatibility, support, and the ability to meet these regional and national requirements. In addition, Pickering Fire Services currently rely on routing software within frontline vehicles that is integrated with the City’s GIS data, including the corporate basemap, fire hydrant locations, and municipal addressing maintained through ArcGIS Online. Continued access to this data is dependent on the City’s Esri licensing. Any lapse in licensing would impact the ability to maintain and deliver up‑to‑date geospatial information to emergency responders, potentially affecting response efficiency and service levels. The current agreement provides the City with a broad range of ArcGIS Online and ArcGIS Enterprise user types, uncapped viewer access, significant service credits, desktop GIS capabilities, advanced analytical extensions, and 3D mapping tools. This licensing structure supports a growing and increasingly distributed GIS user base across multiple departments, while allowing flexibility to adapt to evolving business needs over the term of the agreement. In addition to core licensing, the Small Local Government Enterprise Agreement includes access to Esri training resources, professional services hours, direct technical support, and user conference attendance. Direct access to Esri Canada for technical assistance and troubleshooting has improved operational efficiency and reduced issue‑resolution timelines, supporting the effective maintenance and ongoing enhancement of the City’s GIS environment. The ArcGIS software and services delivered through this agreement are an essential element of the City’s GIS operations and service delivery. GIS systems and data are relied upon by multiple departments and divisions, including Information Technology, City Development, Engineering Services, and City Infrastructure. GIS staff within City Infrastructure rely on these tools to support asset management, capital planning, inspections, and infrastructure‑related analysis. Failure to renew the agreement would have significant operational impacts and would negatively affect the City’s ability to deliver services that depend on spatial data and analysis. Accordingly, staff recommend that Council support the renewal of the Small Local Government Enterprise Agreement with Esri Canada for the supply of ArcGIS software and services, and the City’s continued participation in this agreement for another three‑year term commencing July 15, 2026 and ending July 14, 2029, in accordance with Attachment 1 of Report PLN 14- 26. PLN 14-26 June 22, 2026 Page 5 Further, it is recommended that the Mayor and City Clerk be authorized to execute the License Agreement between the City of Pickering and Esri Canada, subject to such revisions as may be acceptable to the Chief Administrative Officer, the City Solicitor, and the Director, City Development & CBO. This report has been reviewed by the Director, Finance & Treasurer, the Director, Engineering Services, the Director, City Infrastructure, and the Division Head, Information Technology. They concur with the contents of the report and its recommendations. Attachment: 1. Esri Small Government Enterprise Agreement Letter Prepared By: Jill McMullen, Supervisor, Geomatics Prepared By: Déan Jacobs, Manager, Policy & Geomatics Approved/Endorsed By: Catherine Rose, Chief Planner Approved/Endorsed By: Kyle Bentley, Director, City Development & CBO JM:ld Recommended for the consideration of Pickering City Council By: Marisa Carpino, M.A. Chief Administrative Officer Public $WWDFKPHQWWR5HSRUW3/1-26 May 21, 2026 Kyle Bentley Director, City Development & CBO The Corporation of the City of Pickering 1 The Esplanade Pickering, ON L1V 6K7 Esri Small Government Enterprise Agreement Letter Dear Kyle Bentley, Thank you for your ongoing interest in Environmental Systems Research Institute, Inc. (Esri) software at your organization. As follow up to our discussions on renewing the Esri Small Government Enterprise Agreement (SG-EA) for the Corporation of the City of Pickering, I am pleased to provide you with this summary letter of our proposal outlining Esri’s SG-EA program offering. The Esri SG-EA is a three-year agreement that grants your organization access to the Esri software including maintenance and unlimited technical support provided by Esri Canada on all software offered through the SG-EA for the term of the agreement. The SG-EA fee for your earmarked 3-year period is a lump sum of $ 242,020.00 which is payable in annual installments: $78,300 for year one (July 15, 2026 to July 14, 2027), $80,650 for year two (July 15, 2027 to July 14, 2028), and $83,070 for year three (July 15, 2028 to July14, 2029). Once executed, the SG-EA will be effective on the date following the expiry date of your current Esri SG-EA, July 14, 2026, and will require a firm, three-year commitment. I appreciate the opportunity to present you with the proposal. If you have any questions or require additional information, please contact me at (647) 943-1770 or email at bwheatley@esri.ca. Thank you very much for your consideration. Best regards, Brandon Wheatley Account Manager