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Construction Project Management Software System <br />September 16, 2025 <br />Page 2 <br />5 <br />3 <br />1 <br />0 <br />currently used by the City, eliminating the need to purchase any additional software to <br />implement its usage. <br />Since its implementation, the City’s use of ProCore has provided significant benefits to <br />the administration of capital improvement projects. The software has improved <br />coordination among project managers, inspectors, contractors, and consultants by <br />centralizing project documentation, submittals, requests for information (RFIs), and daily <br />reporting. This has resulted in greater transparency, real-time access to project <br />information, and a consistent record of communications across all active projects. <br />These features have enhanced efficiency, reduced administrative delays, and allowed <br />staff to more effectively track project milestones. <br />To further strengthen project oversight, staff recommends expanding the City’s license <br />to include ProCore’s financial management module. This module integrates directly with <br />existing project management workflows and will allow staff to track budgets, <br />commitments, change orders, and invoicing within a single platform. By consolidating <br />financial data alongside project documentation, the City will be better positioned to <br />monitor costs in real time, ensure proper authorization of expenditures, and improve <br />forecasting of project financial status. This additional capability will enhance internal <br />controls, reduce the risk of cost overruns, and provide City management with clearer <br />visibility into the financial health of each project. This digital transformation project will <br />include one-time implementation costs for FY25-26, with an anticipated 3-6 month <br />implementation for the financial module. <br />This software subscription is exempt from bidding under Santa Ana Municipal Code 2- <br />807(a), which so exempts purchases over $25,000 of “materials, supplies, labor, and <br />equipment whenever it shall appear that there is only one reasonably available source <br />or where solicitation of bids would for any reason be an idle act.” Here, the application is <br />very industry-specific and unique to this vendor. It is not commercially available through <br />distributors as other major software programs are, making this vendor a sole source. As <br />such, prior to expiration of the contract term, staff will negotiate new contract terms and <br />present to Council for consideration. <br />Approval of the recommended action will allow staff to continue the centralization of <br />critical project files for timely project delivery. <br />ENVIRONMENTAL IMPACT <br />There is no environmental impact associated with the action. <br />FISCAL IMPACT <br />Funds are budgeted in the Fiscal Year 2025-26 budget under the following account. <br />Subsequent fiscal year funding will be included in the proposed budgets for City Council <br />consideration.