CC MEETING: November 18, 2025
DATE: November 10, 2025
TO: Erin Rinehart, City Manager
FROM: Jonathan Wheat, P.E., Director of Engineering
Shannon Hicks, P.E., Assistant City Manager
Title
Consider Authorizing The City Manager To Renew Project Management Software From Carahsoft Technology Corporation Through A Co-Operative Agreement With Texas Department Information Resources Under DIR Contract No. DIR-CPO-5687 In An Amount Not To Exceed $114,934.98.
Body
BACKGROUND:
Engineering has utilized Procore as the City’s capital project management platform since 2021 to centralize documents, submittals, RFIs, drawings, inspections, financial controls, and project communications across capital projects. The proposed annual renewal expands and updates the City’s Procore subscription to include the following modules for a 12-month, aligned to an annual construction volume of $60,000,000.00. The subscription includes unlimited user licensing, unlimited cloud storage, and customer support.
Procore’s current municipal and owner-focused capabilities support the City’s use cases by: enabling owner and subcontractor invoicing workflows with configurable reviews and approvals, including enhanced owner invoice columns that improve financial visibility; owner-side financial management with prime contracts, change events, change orders, budget changes, and commitments; and field quality and safety with mobile inspections, observations, and incident tracking.
FINANCIAL IMPLICATIONS:
Staff proposes purchasing Procore software from Carahsoft Technology Group in an amount not to exceed $114,934.98 under DIR Contract No. DIR-CPO-5687. Funding is available and budgeted in the Engineering Department’s Software Maintenance Fund. The quoted configuration and term are detailed in Carahsoft Quote No. 51023108, dated October 10, 2025, which includes: Invoice Management, Project Management Pro, Project Financials, Quality & Safety, and Analytics 2.0, totaling $114,934.98 for the 12-month subscription term.
IMPACT ON COMMUNITY SUSTAINABILITY:
This purchase will support the City Council’s strategic objectives and vision of building a community that families and businesses want to call home by:
• Improving transparency and customer service through centralized project records, auditable invoice workflows for owners and subcontractors, and consistent reporting. (Council Goal: Transparency, Engagement, and Customer Service)
• Enhancing financial stewardship via owner-side budgeting, change events, commitments, and prime contract management that reduce rework and strengthen cost control. (Council Goal: Financial Stewardship and Economic Vitality)
• Advancing reliable infrastructure delivery by standardizing inspections, observations, and incident tracking to improve field quality and safety outcomes. (Council Goal: Reliable Infrastructure and Resilience)
• Supporting interdepartmental collaboration and vendor access with unlimited user licensing and cloud storage, reducing bottlenecks and improving coordination. (Council Goal: Effective, Aligned Teams)
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends City Council authorize the City Manager to approve a purchase of Procore software with Carahsoft Technology Group under DIR Contract No. DIR-CPO-5687 in an amount not to exceed $114,934.98.