HomeMy WebLinkAboutItem 17 - Agreement for Construction Project Management Software Public Works Agency
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Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 16, 2025
TOPIC: Construction Project Management Software
AGENDA TITLE
Agreement with ProCore Technologies, Inc. for Construction Project Management
Software (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with ProCore Technologies, Inc.
for the licensing of ProCore Technologies Project Management Pro software in an
amount not to exceed $444,607, for a term beginning September 17, 2025 and expiring
September 16, 2028 (Agreement No. A-2025-XXX).
GOVERNMENT §84308 CODE APPLIES: Yes
DISCUSSION
The Public Works Agency (PWA) is responsible for managing the design and
construction of all Capital Improvement Program (CIP) projects to meet the City’s
infrastructure needs. The City’s infrastructure needs include the acquisition of land and
major renovations of city infrastructure such as roads, buildings, and parks. There are
currently 44 active projects in construction related to streets, traffic, utility, drainage,
lighting, and city and park facilities, which total over $200 million in infrastructure
investment. In order for PWA to efficiently manage these projects, streamlined
coordination and communication of all project phases is critical.
On September 1, 2020, City Council approved an agreement with ProCore
Technologies (Procore) for the use of Project Management Pro software to support
staff’s goals to effectively streamline project documentation, digitally log inspections,
and document communications between engineers, inspectors, and contractors. Staff
negotiated new contract terms with favorable pricing and secured a new three-year
software license agreement (Exhibit 1).
ProCore is a widely used program that provides instant data transmission across
personal computer and mobile applications, allowing for real-time delivery of accurate
project information. The cloud-based platform has intuitive tools to assign tasks,
respond to comments and questions, produce and access reports, and manage budgets
and costs. Additionally, ProCore has the ability to integrate with other platforms
Construction Project Management Software System
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currently used by the City, eliminating the need to purchase any additional software to
implement its usage.
Since its implementation, the City’s use of ProCore has provided significant benefits to
the administration of capital improvement projects. The software has improved
coordination among project managers, inspectors, contractors, and consultants by
centralizing project documentation, submittals, requests for information (RFIs), and daily
reporting. This has resulted in greater transparency, real-time access to project
information, and a consistent record of communications across all active projects.
These features have enhanced efficiency, reduced administrative delays, and allowed
staff to more effectively track project milestones.
To further strengthen project oversight, staff recommends expanding the City’s license
to include ProCore’s financial management module. This module integrates directly with
existing project management workflows and will allow staff to track budgets,
commitments, change orders, and invoicing within a single platform. By consolidating
financial data alongside project documentation, the City will be better positioned to
monitor costs in real time, ensure proper authorization of expenditures, and improve
forecasting of project financial status. This additional capability will enhance internal
controls, reduce the risk of cost overruns, and provide City management with clearer
visibility into the financial health of each project. This digital transformation project will
include one-time implementation costs for FY25-26, with an anticipated 3-6 month
implementation for the financial module.
This software subscription is exempt from bidding under Santa Ana Municipal Code 2-
807(a), which so exempts purchases over $25,000 of “materials, supplies, labor, and
equipment whenever it shall appear that there is only one reasonably available source
or where solicitation of bids would for any reason be an idle act.” Here, the application is
very industry-specific and unique to this vendor. It is not commercially available through
distributors as other major software programs are, making this vendor a sole source. As
such, prior to expiration of the contract term, staff will negotiate new contract terms and
present to Council for consideration.
Approval of the recommended action will allow staff to continue the centralization of
critical project files for timely project delivery.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted in the Fiscal Year 2025-26 budget under the following account.
Subsequent fiscal year funding will be included in the proposed budgets for City Council
consideration.
Construction Project Management Software System
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Fiscal
Year
Accounting
Unit-
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
2025-26 10117601-
62300
Public Works –
Administration
& Planning
Public Works – Admin
Services – Contract
Services Professional
$164,869
2026-27 10117601-
62300
Public Works –
Administration
& Planning
Public Works – Admin
Services – Contract
Services Professional
$139,869
2027-28 10117601-
62300
Public Works –
Administration
& Planning
Public Works – Admin
Services – Contract
Services Professional
$139,869
Total $444,607
EXHIBIT(S)
1. ProCore Technologies, Inc. Order Form
Submitted By: Rodolfo Rosas P.E., Acting Executive Director – Public Works Agency
Approved By: Alvaro Nuñez, City Manager
EXHIBIT 1
City of Santa Ana ("Customer")
Signature:Name: Alvaro NunezTitle:City ManagerDate:
I accept the terms and conditions of the SSA found at
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