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About 13 years ago, I managed a challenging project to inspect and report on 60+ public housing projects for the purpose of determining recommended repairs, and estimating the cost for funding. We had been asked by our Client to use Microsoft Access, and they provided the files from a previous PCA/PCR. We were able to "reverse-engineer" much of how the database worked, and were able to link portions of the database into a MS Word report format that did most of the work for us. The biggest challenge was create a survey format that utilized pre-determined defect descriptions to help ensure consistent reporting among our three teams of two field inspectors, while minimizing the time spent in the field. Once we had that in place, the next challenge was how to tie digital photos to the report items. We did not have hardware then that is available now to take photos with a tablet or i-pad. Finally, we had to manually create the cost estimates, using excel spreadsheets. Again, we developed formats and unit repair descriptions and costs that could be reused to both expedite the process and ensure consistency of approach.
Since considerable time has passed since my project, I am sure that you could find software that is already more customized for PCA/PCR work. There were a few companies specializing in this type of work when I searched the internet back then, and there must be more today. Most of the publically available software was for Home Inspections. Not much help that is current, but the PCA/PCR process is the same. In your case, it sounds like you may also have multiple, different consultants over an extended period of time. All the more important to have inspection and report formats that are consistent. We had to tweak ours as we went along, to add descriptions, etc.
Alan Atkinson, AIA, CSI CCS