Item 22 - Agreement for Construction Project Management Software System

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Public Works Agency www.santa-ana.org/pw Item # 22 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report April 15, 2025 TOPIC: Construction Project Management Software System AGENDA TITLE License Agreement Amendment with ProCore Technologies, Inc. for Construction Project Management Software (Non-General Fund) RECOMMENDED ACTION Authorize the City Manager to execute a first amendment to license agreement with ProCore Technologies, Inc., increasing the compensation by $55,000, including a $12,928 contingency, for a total amount not to exceed $305,000 for the entire length of the agreement, and extend the agreement term until September 16, 2025 (Agreement No. A-2025-XXX). GOVERNMENT 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. In the current fiscal year, there are approximately 45 active projects related to streets, traffic, utility, drainage, lighting, and city and park facilities, all of which total $36 million in expenditures. Streamlined coordination and communication of all project phases across multiple departments and divisions is critical to the efficient use of the City’s resources. On September 1, 2020, City Council approved an agreement to ProCore Technologies Project Management Pro software (Procore) for a one-year period, in an amount of $50,000, with the option to renew for up to four additional years for a total amount not to exceed $250,000, in order to effectively streamline project documentation, digitally log inspections, and document communications between engineers, inspectors, and contractors. This license agreement is in its final renewal option and scheduled to end August 31, 2025. Due to an increase in CIP projects, the annual estimated amount for the current and final extension is estimated at $92,072, creating a need to increase contract capacity for the remainder of the contract term by adding $55,000, including a contingency of $12,928 for a new total amount not to exceed of $305,000 and extend the termination date to September 16, 2025 (Exhibit 1).