Public Works Agency
www.santa-ana.org/pw
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
September 16, 2025
5 3
1 0
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
September 16, 2025
5 3
1 0
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