Proposal to The City of Rialto for
Construction Management & Inspection Services for
Fire Station 201 Interior Improvements
August 3, 2026
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
August 3, 2026
Yazdan Emrani, P.E., Director of Public Works
City of Rialto
335 W Rialto Ave
Rialto, CA 92376
Subject: Proposal and Qualifications - Construction Management & Inspection Services for the Fire Station 201 Interior Improvements Project
Dear Mr. Emrani:
Milestone CM Consulting, LLC is pleased to submit this Proposal and Qualifications to provide construction management and inspection services for the Fire Station 201 Interior Improvements Project, City Project No. 25022.
Milestone has assembled a qualified and experienced team capable of providing the construction management, contract administration, field inspection, documentation, schedule oversight, cost control, and project closeout services necessary to successfully deliver this important project.
Our team understands that the work will be performed at an active fire station and will require close coordination with City staff, the Rialto Fire Department, R Dependable Construction, Inc., SVA Architects, utility providers, and other project stakeholders. Maintaining fire station operations, personnel access, site safety, and timely communication throughout construction will be critical to the successful completion of the project.
Milestone also understands that the construction contract includes 140 working days and that the requested services will extend through construction, punch-list completion, project acceptance, and administrative closeout. Our proposed approach provides the City with appropriately qualified personnel and a practical staffing plan tailored to the project’s anticipated level of activity.
Milestone appreciates the opportunity to submit this proposal and looks forward to supporting the City of Rialto in completing the Fire Station 201 Interior Improvements Project safely, efficiently, and in accordance with the approved plans, specifications, schedule, and budget.
Sincerely,
Jessica Harvey, P.E.
Principal
Milestone CM Consulting, LLC
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
General Understanding
The City of Rialto is seeking qualified construction management and inspection services for the Fire Station 201 Interior Improvements
Project,
City
Project
No.
25022.
The
project
involves
the
restoration
and
improvement
of
interior
areas
damaged
by
a
prior
vehicle
impact,
together
with
related
architectural,
structural,
mechanical,
electrical,
life-safety,
accessibility,
and
finish
improvements
necessary
to
return
the
affected
portions
of
the
facility
to
full
use.
The selected consultant will provide construction management, field inspection, contract administration, project documentation,
schedule
review,
submittal
and
Request
for
Information
coordination,
progress
payment
review,
change
order
support,
materials
testing
coordination,
quality
assurance,
punch-list
administration,
and
project
closeout
services
throughout
the
140-working-day
construction
period.
Milestone CM Consulting, LLC understands that the project will be constructed within and immediately adjacent to an active fire
station.
Fire
Station
201
must
remain
operational
throughout
construction,
requiring
continuous
coordination
with
City
staff,
the
Rialto
Fire
Department,
the
contractor,
SVA
Architects,
specialty
consultants,
testing
firms,
utility
providers,
and
other
project
stakeholders.
Maintaining
emergency
response
capability,
safe
personnel
access,
secure
circulation,
and
uninterrupted
station
operations
will
be
central
to
the
successful
delivery
of
the
project.
Successful project delivery will require proactive field coordination, timely review and resolution of construction issues, accurate
and
complete
project
records,
and
close
monitoring
of
the
contractor’s
schedule,
quality,
safety,
and
compliance
with
the
contract
documents.
Particular
attention
will
be
required
for
construction
phasing,
temporary
access,
fire
station
operations,
utility
shutdowns,
protection
of
existing
facilities,
unforeseen
concealed
conditions,
coordination
between
building
systems,
and
timely
completion
of
inspections
and
testing.
Milestone’s approach will emphasize early identification of potential conflicts, direct communication with City and Fire Department
representatives,
timely
coordination
with
the
contractor
and
design
team,
and
thorough
documentation
of
daily
activities,
labor
and
equipment,
RFIs,
submittals,
inspections,
testing,
quantities,
potential
changes,
schedule
impacts,
and
closeout
requirements.
The overall goal is to provide the City with responsive, experienced, and cost-effective construction management and inspection
services
that
support
completion
of
the
project
safely,
efficiently,
and
in
accordance
with
the
approved
plans,
specifications,
schedule,
and
budget.
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
Technical Understanding
The Fire Station 201 Interior Improvements Project consists of the restoration and reconstruction of interior areas affected by
a
vehicle
collision,
along
with
related
improvements
required
to
restore
the
facility
and
provide
a
complete,
code-compliant,
and
operational
project.
The
construction
contract
was
awarded
based
on
a
Base
Bid
of
approximately
$1.16
million
and
includes
a
performance
period
of
approximately
140
working
days.
The project is not a typical standalone tenant improvement. Construction will occur within an active emergency-response facility
that
must
continue
operating
throughout
the
duration
of
the
work.
The
contractor’s
operations
will
need
to
be
carefully
phased
and
coordinated
to
minimize
impacts
to
firefighters,
emergency
response
activities,
station
circulation,
apparatus
access,
employee
work
areas,
and
occupied
portions
of
the
building.
The
improvements
are
expected
to
include
selective
demolition,
interior
framing,
architectural
finishes,
doors
and
hardware,
cabinetry,
ceilings,
flooring,
painting,
plumbing,
mechanical,
electrical,
fire
and
life-safety
systems,
accessibility
improvements,
and
repairs
or
modifications
to
existing
building
components.
The
work
may
also
include
coordination
with
existing
structural
elements
and
concealed
utilities
or
building
systems
affected
by
the
prior
damage.
Because the project involves reconstruction within an existing facility, field verification will be essential. Existing conditions may
differ
from
record
drawings
or
assumptions
made
during
design,
particularly
where
damaged
or
concealed
building
components
are
exposed
during
demolition.
Milestone
will
work
closely
with
the
contractor,
City,
Fire
Department,
and
design
team
to
document
existing
conditions,
identify
discrepancies,
process
RFIs,
evaluate
proposed
solutions,
and
minimize
schedule
and
cost
impacts.
A key technical challenge will be coordinating work among multiple trades within limited interior work areas. Mechanical, electrical,
plumbing,
fire
alarm,
architectural,
and
structural
activities
must
be
sequenced
carefully
to
avoid
conflicts
and
rework.
Milestone
will
monitor
the
contractor’s
short-term
schedules,
verify
that
required
submittals
and
materials
are
available
in
advance
of
installation,
and
facilitate
coordination
meetings
as
needed
to
maintain
progress.
Long-lead materials, specialty equipment, doors and hardware, electrical components, mechanical equipment, and fire alarm
or
life-safety
items
may
influence
the
critical
path.
Milestone
will
review
procurement
logs,
submittal
status,
and
delivery
dates
and
will
promptly
identify
items
that
could
affect
the
project
schedule.
Proposed
substitutions
and
material
changes
will
be
documented
and
coordinated
with
the
City
and
design
team
before
installation.
Temporary shutdowns and disruptions to electrical, plumbing, mechanical, communications, alarm, or other building systems
will
require
advance
planning
and
approval.
Milestone
will
confirm
that
shutdown
requests
are
properly
coordinated,
that
affected
parties
receive
adequate
notice,
and
that
contingency
measures
are
in
place
to
protect
ongoing
station
operations.
Inspection
and
quality
assurance
will
include
verification
that
materials
and
workmanship
comply
with
the
approved
plans,
specifications,
applicable
codes,
manufacturer
requirements,
and
approved
submittals.
Milestone
will
document
field
observations,
deficiencies,
testing
activities,
corrective
work,
and
final
acceptance
items.
Special
inspections
and
materials
testing
will
be
coordinated
with
the
appropriate
testing
and
inspection
firms,
as
required.
Project controls will include review of the baseline schedule and updates, tracking of submittals and RFIs, daily inspection reporting,
progress
payment
verification,
change
order
evaluation,
meeting
documentation,
photographic
records,
and
maintenance
of
complete
City
project
files.
Potential
changes
will
be
identified
and
documented
promptly,
with
attention
to
entitlement,
cost,
schedule
impact,
and
supporting
records.
As the project approaches completion, Milestone will coordinate punch-list inspections, correction of deficiencies, systems testing,
delivery
of
warranties
and
operation
and
maintenance
information,
record
drawings,
training,
final
permits,
and
other
closeout
documentation.
The
team
will
work
with
the
City,
Fire
Department,
contractor,
and
design
consultant
to
achieve
timely
occupancy,
acceptance,
and
administrative
closeout.
Milestone’s technical approach is centered on protecting active fire station operations, maintaining clear accountability, resolving
field
issues
before
they
affect
progress,
and
providing
the
City
with
reliable
documentation
and
informed
recommendations
throughout
construction.
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
Project Issue Why It Matters Team Response
Active fire station operations
Construction cannot interfere with emergency response, apparatus access, personnel circulation, or essential station functions Coordinate phasing, access, shutdowns, and daily activities with City staff, Fire Department representatives, the contractor, and design team Existing and concealed conditions
Interior demolition may uncover damaged, undocumented, or conflicting structural and building-system conditions Document conditions immediately, photograph affected areas, initiate RFIs promptly, and coordinate timely design direction 140-working-day construction duration
Requires consistent inspection coverage, schedule oversight, accurate records, and continuity through closeout Maintain daily inspection reports, weekly working-day statements, schedule reviews, action logs, meeting minutes, and monthly progress reports Multiple interior trades
Mechanical, electrical, plumbing, fire alarm, framing, finishes, and specialty work must be carefully sequenced Review short-term schedules, coordinate trade activities, monitor prerequisites, and identify conflicts before installation Utility and system shutdowns
Unplanned interruptions could affect occupied areas, communications, alarms, or emergency operations Require advance shutdown requests, confirm Fire Department approval, provide notices, and verify contingency and restoration plans Long-lead materials and equipment
Delayed doors, hardware, electrical components, mechanical equipment, or life-safety devices could affect the critical path Track procurement and submittal logs, verify delivery dates, identify schedule risks early, and coordinate acceptable substitutions when necessary Quality control and code compliance
Deficient or incomplete work could delay acceptance and return of affected station areas to service Perform regular field inspections, coordinate testing and special inspections, document deficiencies, and verify corrective work before acceptance.
Construction Phase Management Approach Project Schedule Milestone will ensure the contractor prepares and maintains a detailed project schedule identifying the major construction activities
anticipated
for
the
Fire
Station
201
Interior
Improvements
Project.
The
schedule
will
include
demolition,
structural
repairs,
framing,
mechanical,
electrical,
plumbing,
fire
and
life-safety
systems,
architectural
finishes,
equipment
installation,
testing,
punch-list
work,
and
project
closeout.
It
will
also
identify
key
milestones,
required
utility
or
building-system
shutdowns,
submittal
review
durations,
inspection
and
testing
requirements,
long-lead
procurement
activities,
Fire
Department
coordination
needs,
and
occupancy
or
acceptance
requirements.
The intent is to establish an early and independent understanding of the work before construction begins. Milestone’s schedule
assessment
will
be
used
as
a
comparison
tool
during
review
of
the
contractor’s
baseline
schedule.
Milestone
will
evaluate
the
contractor’s
schedule
for
logic,
sequencing,
activity
durations,
critical
path,
trade
coordination,
procurement,
access
constraints,
shutdown
requirements,
construction
phasing,
and
compliance
with
the
140-working-day
contract
duration.
Because the work will occur within an active fire station, Milestone will pay particular attention to activities that may affect emergency
response
operations,
apparatus
access,
personnel
circulation,
occupied
work
areas,
life-safety
systems,
communications,
utilities,
and
other
essential
station
functions.
Schedule
reviews
will
confirm
that
disruptive
work
is
properly
planned,
coordinated,
and
supported
by
required
notices,
approvals,
temporary
measures,
and
restoration
procedures.
As construction progresses, Milestone will review schedule updates, compare actual progress against planned progress, identify
emerging
delays,
and
coordinate
with
the
contractor,
City,
Fire
Department,
and
design
team
to
address
issues
before
they
affect
critical
path
activities
or
project
completion.
Schedule
status
and
significant
risks
will
be
discussed
during
progress
meetings
and
documented
in
meeting
minutes,
action
logs,
and
periodic
progress
reports.
Special attention will be given to long-lead materials, doors and hardware, mechanical and electrical equipment, fire alarm and
life-safety
components,
utility
shutdowns,
concealed
conditions,
design
clarifications,
required
testing,
punch-list
completion,
and
closeout
documentation.
Milestone
will
also
evaluate
proposed
recovery
schedules,
resequencing,
or
acceleration
measures
when
progress
falls
behind
the
approved
schedule.
Cost and Budget Control
Milestone understands the importance of completing the Fire Station 201 Interior Improvements Project within the City’s approved
budget.
A
proactive
approach
to
construction
administration
and
cost
control
will
be
essential
to
limiting
unnecessary
cost
growth,
identifying
potential
financial
impacts
early,
and
maintaining
clear
visibility
of
the
project’s
overall
budget
status
throughout
construction.
Cost control will begin with a detailed understanding of the construction contract, bid schedule, allowances, measurement and
payment
provisions,
approved
scope,
and
areas
of
potential
risk.
Milestone
will
review
the
contractor’s
progress
payment
requests
against
verified
work
in
place,
daily
inspection
reports,
approved
schedules
of
values,
delivery
tickets,
photographs,
testing
records,
stored-material
documentation,
and
other
supporting
records.
This
process
will
help
confirm
that
payments
are
accurate,
properly
supported,
and
consistent
with
the
contract
documents.
Milestone will also monitor RFIs, submittals, field directives, concealed conditions, design clarifications, utility or system conflicts,
contractor
notices,
and
schedule
impacts
to
identify
potential
change
order
issues
as
early
as
possible.
This
is
particularly
important
on
an
existing-building
renovation
project,
where
demolition
may
reveal
conditions
that
were
not
visible
during
design.
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
For each potential change, Milestone will evaluate contractual entitlement, scope, supporting documentation, cost, schedule
impact,
and
available
alternatives
before
providing
a
recommendation
to
the
City.
Independent
cost
estimates,
labor
and
equipment
reviews,
material-price
comparisons,
and
negotiations
will
be
performed
as
needed
to
help
establish
fair
and
reasonable
pricing.
Milestone will maintain current logs for potential changes, approved change orders, contractor notices, progress payments, allowances,
contingency
usage,
and
potential
claims.
Regular
budget
reporting
will
provide
the
City
with
a
clear
understanding
of
the
original
contract
amount,
approved
changes,
pending
items,
potential
exposure,
remaining
contingency,
payments
to
date,
and
forecasted
final
construction
cost.
Particular attention will be given to costs associated with concealed conditions, temporary facilities, utility shutdowns, after-hours
work,
specialty
materials,
long-lead
equipment,
life-safety
systems,
corrective
work,
and
schedule-related
impacts.
Milestone
will
work
with
the
City,
Fire
Department,
design
team,
and
contractor
to
evaluate
practical
options
that
protect
project
quality
and
station
operations
while
minimizing
unnecessary
expense.
Milestone’s goal is to maintain a disciplined and transparent cost-management process that identifies issues early, supports timely
and
informed
City
decisions,
clearly
documents
the
basis
for
payments
and
changes,
and
helps
deliver
the
project
within
the
established
budget.
Funding
/
Insurance
Reimbursement
Support
The Fire Station 201 Interior Improvements Project is funded, in whole or in part, through insurance proceeds related to the prior
vehicle
impact.
Milestone
will
maintain
organized
records
to
support
reimbursement,
claim
reconciliation,
and
audit
review.
Documentation
will
include
progress
payments,
invoices,
change
orders,
daily
reports,
photographs,
testing
records,
and
other
supporting
information
requested
by
the
City
or
its
insurance
representatives.
Milestone
will
also
help
distinguish
eligible
restoration
costs
from
betterments,
upgrades,
or
unrelated
work
requiring
separate
City
funding.
Environmental Monitoring
Milestone will monitor construction activities for compliance with applicable permits, approved plans, dust control, spill prevention,
erosion
control,
and
stormwater
requirements.
The
team
will
coordinate
required
inspections
and
corrective
actions
with
the
contractor
and
City.
Any
environmental
concerns
will
be
documented,
promptly
reported,
and
tracked
through
resolution.
Dispute Resolution and Change Management
Milestone will establish a clear process for identifying, documenting, and resolving field issues, RFIs, potential changes, and
disputes
before
they
affect
cost
or
schedule.
For
each
proposed
change,
Milestone
will
evaluate
entitlement,
scope,
cost,
schedule
impact,
and
supporting
records,
then
provide
the
City
with
an
independent
recommendation.
This
proactive
approach
will
support
timely
decisions,
maintain
cost
control,
reduce
claims,
and
preserve
a
clear
record
throughout
construction.
Project Meetings
Milestone will conduct weekly construction meetings focused on progress, upcoming work, schedule, RFIs, submittals, testing,
safety,
change
orders,
and
open
action
items.
At
the
City’s
request,
Milestone
will
also
provide
periodic
executive-level
updates
addressing
schedule,
budget,
major
risks,
upcoming
milestones,
and
required
decisions.
Meeting
minutes
will
identify
action
items,
responsible
parties,
and
due
dates.
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
Construction Phase Deliverables
During construction, Milestone will provide the day-to-day construction management, inspection, coordination, documentation,
and
reporting
necessary
to
support
the
City,
Fire
Department,
design
team,
contractor,
and
project
stakeholders.
Construction Documentation and Field Reporting
Milestone will maintain complete and accurate records of construction progress, contractor activities, field conditions, issues,
and
decisions.
Deliverables
will
include:
● Daily inspection reports and photographs ● Weekly and monthly progress reports ● Safety and environmental compliance documentation ● Materials testing and inspection records ● Organized project correspondence and electronic files Schedule Review and Progress Tracking
Milestone will monitor the contractor’s schedule, identify potential delays, and support timely corrective action. Deliverables will
include:
● Baseline schedule review ● Review of schedule updates and actual progress ● Weekly Statements of Working Days ● Documentation of delays, constraints, and recovery efforts ● Coordination of upcoming work, shutdowns, inspections, and milestones Cost and Payment Control
Milestone will review contractor payment requests and maintain clear records of project costs. Deliverables will include:
● Progress payment review and supporting documentation ● Verification of completed work and stored materials ● Change order and potential change logs ● Budget and contingency tracking ● Independent cost evaluations, as needed Change Management and Claims Avoidance
Milestone will identify and document potential changes early and evaluate entitlement, cost, and schedule impacts.
Deliverables
will
include:
● Review of change order requests ● Cost and schedule impact evaluations ● Documentation of differing conditions and extra work ● Recommendations to the City ● Records supporting dispute and claim avoidance
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
Meetings and Coordination
Milestone will facilitate regular communication among the City, Fire Department, contractor, design team, inspectors, and testing
consultants.
Deliverables
will
include:
● Weekly meeting agendas and minutes ● Action item tracking ● RFI and submittal logs ● Coordination of access, shutdowns, inspections, and testing ● Timely escalation of issues requiring City direction Project Controls and Compliance
Milestone will maintain the logs and supporting documentation necessary to track project performance and contract compliance.
Deliverables
will
include:
● RFI, submittal, change order, payment, and procurement logs ● Labor compliance coordination, if required ● Insurance reimbursement documentation ● Testing, inspection, and materials acceptance records ● Project filing and document control Closeout and Record Documentation
Milestone will coordinate an organized closeout process and track completion of all remaining work and documentation.
Deliverables
will
include:
● Punch-list coordination and verification ● Record drawing and as-built coordination ● Warranties, manuals, training, and testing records ● Final payment and change order documentation ● Final project document turnover ● Support for final acceptance and insurance claim reconciliation Milestone’s construction phase services will emphasize responsive communication, accurate documentation, timely issue resolution,
and
proactive
management
of
project
cost,
schedule,
quality,
and
risk.
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
Closeout Approach
Milestone understands that project closeout begins on the first day of construction. Throughout the Fire Station 201 Interior Improvements
Project,
Milestone
will
maintain
organized
records
so
final
inspection,
acceptance,
insurance
reconciliation,
final
payment,
and
turnover
to
the
City
can
be
completed
efficiently.
Project records will be maintained in the City’s preferred document control system and will include daily reports, photographs,
RFIs,
submittals,
testing
and
inspection
records,
change
documentation,
payment
records,
contractor
redlines,
and
punch-list
information.
Closeout
requirements
will
be
tracked
throughout
construction
rather
than
deferred
until
final
completion.
Punch List and Final Inspection
As the project approaches substantial completion, Milestone will coordinate preliminary walkthroughs and final inspections with
the
City,
Fire
Department,
contractor,
design
team,
inspectors,
and
testing
consultants.
Punch-list items will be tracked by location, responsible party, required correction, target completion date, and verification status.
Final
inspections
will
include
architectural,
structural,
mechanical,
electrical,
plumbing,
fire
and
life-safety,
accessibility,
and
finish-related
work,
as
applicable.
Record Drawings and Final Documentation
Milestone will require the contractor to maintain current redline drawings and will periodically review them against approved RFIs,
submittals,
field
directives,
and
change
order
work.
Final closeout documentation will include, as applicable:
● Final punch list and completion verification ● Record drawings and contractor redlines ● Final payment and change order documentation ● Materials testing and inspection records ● Warranties and operation and maintenance manuals ● Equipment startup, testing, and training records ● Final permits and inspection sign-offs ● Insurance reimbursement support documentation ● Project photographs and final document logs Final Payment and Contract Completion
Before recommending final payment, Milestone will confirm that punch-list items are complete, required testing and certifications
have
been
received,
record
drawings
have
been
submitted,
outstanding
RFIs
and
submittals
are
closed,
change
orders
are
resolved,
and
required
City
approvals
have
been
obtained.
Milestone will review the final payment application, retention release requirements, final change order reconciliation, and contractor
closeout
submittals
to
provide
the
City
with
a
complete
and
defensible
record
supporting
contract
completion.
Turnover to the City
At project completion, Milestone will provide the City with an organized closeout package supporting facility operations, insurance
reconciliation,
audit
requirements,
warranty
administration,
and
future
reference.
Milestone’s
approach
will
focus
on
resolving
issues
early,
avoiding
last-minute
documentation
gaps,
and
delivering
a
complete
project
record.
Milestone CM Consulting, LLC | Fire Station 201 Interior Improvements CM & Inspection Services Proposal
COST PROPOSALFire Station 201 Interior Improvements Project Construction Management, Inspection and Materials Testing Services City of Rialto City Project No. 25022 August 3, 2026
CONSTRUCTION MANAGEMENT SERVICES
Project AssignmentPre-construction Phase
Construction Phase (140 Days)
Post Construction Phase Total HoursBilling RateTotal
Construction Manager( 16) ( 240) ( 16) ( 272) ($ 180.00) ($ 48,960.00) Construction Inspector ( -) ( 1,120) ( -) ( 1,120) ($ 150.00) ($ 168,000.00) Construction Inspector - OT( -) ( -) ( -) ($ 225.00) ($ - ) Labor Compliance( -) ( 16) ( -) ( 16) ($ 118.00) ($ 1,888.00) SUBTOTAL CONSTRUCTION MANAGEMENT:($ 218,848.00)
SUBCONSULTANTS / ALLOWANCESSubconsultant Services Total Qualified Materials Testing Firm, to be approved by the City. Materials Testing Allowance ($ 10,000.00) SUBTOTAL SUBCONSULTANTS($ 10,000.00)
TOTAL NOT-TO-EXCEED FEE: ($ 228,848.00)
Assumptions and Limitations
1. Construction duration is estimated at 140 working days.2. Inspection personnel will provide the vehicles, computers, tools, and equipment necessary to perform their assigned duties.3. Overtime and weekend work are not included in the proposed fee. Authorized inspection overtime will be billed at 1.5 times the applicable regular hourly rate.4. Inspection billing rates are subject to applicable prevailing-wage requirements and future prevailing-wage adjustments.5. The materials testing amount is an allowance and will be billed based on actual authorized services.6. Services beyond the proposed hours or scope will require prior written authorization from the City.7. The proposal assumes timely contractor submittals, responses from the design team, and access to the project site and work areas.