TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Jeffrey Provenzano
Matt Loesch
SUBJECT: See Below DATE: July 22, 2026
Approved
Date:
7/29/26
COUNCIL DISTRICT: Citywide
SUBJECT: Amendments to the Master Consultant Agreements with Project Controls Joint Venture LLC and PMA Consultants LLC for
Construction Management Controls Services for the San José-Santa Clara Regional Wastewater Facility Capital Improvement Program
RECOMMENDATION
(a) Approve the First Amendment to the master consultant agreement with Project Controls Joint Venture LLC, for construction management control services, extending the term from December 31, 2026, to June 30, 2028, and increasing the maximum total compensation by $750,000 from $6,000,000 to $6,750,000.
(b) Approve the First Amendment to the master consultant agreement with PMA Consultants LLC, for construction management control services, extending the term from December 31, 2026, to June 30, 2028.
SUMMARY AND OUTCOME
To ensure continuity and maintain efficiency in supplementing the existing construction management team with construction management controls services through project completion, staff recommends extending the term of both master consultant agreements through June 30, 2028, and increasing the maximum total compensation of the master consultant agreement with Project Controls Joint Venture LLC from $6,000,000 to $6,750,000.
COUNCIL AGENDA: 8/18/26
FILE: 26-843
ITEM: 2.8
HONORABLE MAYOR AND CITY COUNCIL
July 22, 2026
Subject: Amendments to the Master Consultant Agreements with Project Controls Joint Venture LLC and PMA Consultants LLC for Construction Management Controls Services for the San José- Santa Clara Regional Wastewater Facility Capital Improvement Program
BACKGROUND
On December 17, 2020, the City executed master consultant agreements with Project Controls Joint Venture LLC (PCJV) and PMA Consultants LLC (PMA) to provide program-level and project-level construction controls services for various capital improvement program (CIP) projects at the San José-Santa Clara Regional Wastewater Facility (RWF). Each agreement has a total not-to-exceed amount of $6,000,000 and a term ending December 31, 2026. At the program level, these consultants maintain a master project schedule that helps staff plan and manage construction timing, phasing, sequencing, and interfaces. At the project level, the consultants analyze monthly construction schedules provided by contractors, provide schedule trend and variance reports, and review change orders and claims.
ANALYSIS
Although the first peak of construction activity at the RWF is nearing completion, there are still a number of active and complex projects under construction that require the continuation of program-level and project-level construction controls services to effectively understand and manage project decisions.
Over the past five years, PCJV has provided construction management controls lead, program-level scheduling, and project-level construction scheduling services. City staff is currently being trained to handle program-level scheduling, with the goal of a full transition from PCJV to the City before the end of Fiscal Year (FY) 2027-2028. PCJV is also providing project-level construction scheduling services for two projects: Facility- wide Water Systems Improvements and Yard Piping Improvements Phase 3. Both projects will be completed in FY 2026-2027. To maintain continuity for these services and allow the consultant to train and transition City staff to take over program-level scheduling responsibilities, staff recommends increasing the maximum total compensation for PCJV to $6,750,000 and extending the agreement term through June 30, 2028.
Since January 2021, PMA has provided construction project scheduling services as well as change order estimating and claims support for active construction projects. PMA is currently providing construction scheduling support for the Digested Sludge Dewatering Facility and Main Entrance Improvements projects, and these scheduling services will be needed for the upcoming Camera and Card Reader Improvements and HVAC Improvements Phase 1 projects. To maintain continuity and efficiency for these ongoing services, staff recommends extending the agreement through June 30, 2028.
HONORABLE MAYOR AND CITY COUNCIL
July 22, 2026
Subject: Amendments to the Master Consultant Agreements with Project Controls Joint Venture LLC and PMA Consultants LLC for Construction Management Controls Services for the San José- Santa Clara Regional Wastewater Facility Capital Improvement Program
Policy Alternatives
Alternative #1: Procure new consultants to provide the required services.
Pros: A competitive procurement can result in increased competition, which may potentially provide better value or fresher perspectives for identifying opportunities, risks, or solutions.
Cons: The current consultants already understand project history, prior decisions, constraints, and lessons learned, which provide better continuity and efficiency moving forward for active CIP projects. With construction work already underway on many CIP projects with complex schedules, knowledge transfer to a new consultant can be expensive and time-consuming, which may hinder productivity for City staff. There is an increased risk of critical information not being fully documented, increasing the probability of schedule delays and slower decision making.
Reason for not recommending: The City would need to dedicate resources to developing procurement documents and onboarding, training, and transitioning a new consultant, which would add time and unnecessary cost to the CIP. Extending the contracts with the current consultants would allow the consultants to remain productive immediately and reduce the likelihood of knowledge loss and schedule impacts.
EVALUATION AND FOLLOW-UP
No additional follow-up action with the City Council is expected at this time.
FISCAL IMPACTS
Construction of CIP projects is consistent with the City Council’s approved budget strategy to focus on rehabilitation of aging RWF infrastructure, improve efficiency, and reduce operating costs. This work is also consistent with the budget strategy principle of focusing on protecting vital core services.
This work is funded through the San José-Santa Clara Treatment Plant Capital Fund and will have no impact on the San José-Santa Clara Treatment Plant Operating Fund or the General Fund.
1. AMOUNT OF RECOMMENDATION: $750,000
Project Controls Joint Venture, LLC $6,750,000
PMA Consultants, LLC $6,000,000
AMENDED TOTAL AGREEMENT AMOUNT $12,750,000
HONORABLE MAYOR AND CITY COUNCIL
July 22, 2026
Subject: Amendments to the Master Consultant Agreements with Project Controls Joint Venture LLC and PMA Consultants LLC for Construction Management Controls Services for the San José- Santa Clara Regional Wastewater Facility Capital Improvement Program
2. COST ELEMENTS OF AGREEMENT/CONTRACT AS RECOMMENDED AS PART OF THE MEMORANDUM: The consultant’s services are reimbursed on actual hourly wages times a multiplier, which is based on an independent auditor’s financial report and will not change during the term of the master agreement. The firms are also compensated for pre-approved subconsultants and contract personnel, as well as certain expenses.
3. SOURCE OF FUNDING: Fund 512 - San José-Santa Clara Treatment Plant Capital Fund.
Services performed by the consultants under this agreement will be authorized by service orders. An appropriation is not required for the execution of these master consultant agreements; however, each service order authorized under these agreements is subject to appropriation. Future funding is subject to appropriation and, if needed, will be included in the development of future year budgets during the annual budget process.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, City Manager’s Budget Office, and the Finance Department.
PUBLIC OUTREACH
This memorandum will be posted on the City Council Agenda website for the August 18, 2026 City Council meeting.
BOARD, COMMISSION, COMMITTEE RECOMMENDATION AND INPUT
This item is scheduled to be heard at the August 13, 2026, Treatment Plant Advisory Committee meeting. A supplemental memorandum with the Committee’s recommendation will be included in the amended City Council meeting agenda.
HONORABLE MAYOR AND CITY COUNCIL
July 22, 2026
Subject: Amendments to the Master Consultant Agreements with Project Controls Joint Venture LLC and PMA Consultants LLC for Construction Management Controls Services for the San José- Santa Clara Regional Wastewater Facility Capital Improvement Program
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/ /s/
JEFFREY PROVENZANO, PE MATT LOESCH
Director, Environmental Services Director, Public Works
For questions, please contact Mariana Chavez-Vazquez, RWF General Manager, Environmental Services Department, at [email protected] or (408) 535-8550.