Proposal to The City of Rialto for
Construction Management & Inspection Services for
Fire Station 204 Dormitory Improvement Project
August 27, 2026
Milestone CM Consulting, LLC | Fire Station 204 Dormitory Improvements Project - CM & Inspection Services Proposal
August 27, 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 204 Dormitory Improvements Project, City Project No. 26023 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 204 Dormitory Improvements Project, City Project No. 26023.
Milestone has assembled a qualified and experienced team capable of providing the construction management, contract administration, field inspection, documentation, schedule oversight, cost control, labor compliance support, materials testing coordination, 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, the construction contractor, design team, utility providers, and other project stakeholders. Maintaining fire station operations, personnel and emergency access, site safety, and timely communication throughout construction will be critical to the successful completion of the project.
Milestone understands that the project includes improvements to the Fire Station 204 dormitory facilities and that construction management and inspection services will be required throughout 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 anticipated duration, construction activities, and level of inspection required.
Milestone appreciates the opportunity to submit this proposal and looks forward to supporting the City of Rialto in completing the Fire Station 204 Dormitory 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 204 Dormitory Improvements Project - CM & Inspection Services Proposal
General Understanding
The City of Rialto is seeking qualified construction management and inspection services for the Fire Station 204 Dormitory Improvements
Project,
City
Project
No.
26023.
The
project
involves
improvements
to
the
existing
dormitory
areas
at
Fire
Station
204,
including
new
individual
dormitory
spaces,
fire
sprinkler
improvements,
HVAC
improvements,
dual-pane
windows,
flooring,
furniture,
lighting,
data
infrastructure,
and
associated
architectural,
mechanical,
electrical,
and
life-safety
work.
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,
labor
compliance,
materials
testing
coordination,
quality
assurance,
punch-list
administration,
and
project
closeout
services
throughout
construction.
Milestone understands that the project will be constructed within an active fire station that must remain operational throughout
construction.
The
work
will
require
close
coordination
with
City
staff,
the
Rialto
Fire
Department,
the
contractor,
design
team,
specialty
consultants,
testing
firms,
utility
providers,
and
other
project
stakeholders.
Maintaining
emergency
response
capability,
safe
personnel
and
apparatus
access,
secure
circulation,
and
continuity
of
station
operations
will
be
central
to
successful
project
delivery.
Successful delivery will require proactive field coordination, timely identification and resolution of construction issues, accurate
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,
coordination
of
work
within
occupied
areas,
utility
shutdowns,
protection
of
existing
facilities,
integration
of
new
building
and
life-safety
systems,
and
timely
completion
of
required
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,
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
Fire
Station
204
Dormitory
Improvements
Project
safely,
efficiently,
and
in
accordance
with
the
approved
plans,
specifications,
schedule,
and
budget.
Milestone CM Consulting, LLC | Fire Station 204 Dormitory Improvements Project - CM & Inspection Services Proposal
Technical Understanding
The Fire Station 204 Dormitory Improvements Project, City Project No. 26023, consists of improvements to the existing dormitory and supporting areas within Fire Station 204. The work is intended to provide individual dormitory spaces and associated facility upgrades, including new fire sprinklers, HVAC improvements, dual-pane windows, flooring, furniture, lighting, data infrastructure, and related architectural, mechanical, electrical, and life-safety improvements.
The project presents challenges beyond a typical interior renovation because construction will occur within an active emergency-response facility that must remain operational throughout the work. Contractor activities will need to be carefully phased and coordinated to minimize impacts to firefighters, emergency response activities, station circulation, apparatus access, employee areas, and occupied portions of the facility.
Because the improvements involve modifications to an existing building, field verification and coordination of existing conditions will be essential. Conditions encountered during demolition or installation may differ from record drawings or design assumptions, particularly where existing utilities, structural elements, mechanical systems, or other concealed components are encountered. 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 potential schedule and cost impacts.
A key technical consideration will be coordinating multiple trades within limited and occupied work areas. Architectural, mechanical, electrical, plumbing, fire sprinkler, data, and finish activities must be properly sequenced to avoid conflicts and rework. Milestone will monitor short-term schedules, verify that required submittals and materials are available in advance of installation, and facilitate coordination among the contractor, City, and design team as necessary to maintain progress.
Long-lead materials and equipment, including HVAC equipment, windows, electrical components, lighting, fire sprinkler materials, and other specialty items, may influence the project schedule. Milestone will review procurement and submittal logs, monitor anticipated delivery dates, and identify items that could affect construction progress. Proposed substitutions or material changes will be documented and coordinated with the City and design team prior to installation Temporary shutdowns or disruptions to electrical, plumbing, mechanical, communications, fire protection, or other building systems will require advance planning and approval. Milestone will verify that shutdown requests are appropriately coordinated, affected parties receive adequate notice, and appropriate contingency and restoration measures are established to protect ongoing Fire Department operations.
Inspection and quality assurance will include verification that materials and workmanship conform to 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. Materials testing and specialty inspections will be coordinated as required by the contract documents and applicable codes.
Project controls will include schedule monitoring, tracking of submittals and RFIs, daily inspection reporting, progress payment verification, change order evaluation, meeting documentation, photographic records, labor compliance support, and maintenance of complete project files. Potential changes will be identified and documented promptly, with attention to entitlement, cost, schedule impacts, and supporting documentation.
As the project approaches completion, Milestone will coordinate punch-list inspections, correction of deficiencies, systems testing, warranties and operation and maintenance information, record drawings, training, final permits, and other required closeout documentation. The team will work with the City, Fire Department, contractor, and design consultant to achieve timely acceptance and administrative closeout.
Milestone’s technical approach is centered on protecting active fire station operations, maintaining effective field coordination, resolving issues before they affect progress, and providing the City with reliable documentation and informed recommendations throughout construction.
Milestone CM Consulting, LLC | Fire Station 204 Dormitory Improvements Project - CM & Inspection Services Proposal
Milestone CM Consulting, LLC | Fire Station 204 Dormitory Improvements Project - 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
Renovation work may uncover undocumented or conflicting structural, utility, or building-system conditions Document conditions immediately, photograph affected areas, initiate RFIs promptly, and coordinate timely design direction Occupied facility construction
Work will occur in and around areas supporting ongoing Fire Department operations Maintain separation between construction and operational areas, monitor temporary conditions, and coordinate disruptive activities in advance Multiple building trades
HVAC, electrical, plumbing, fire sprinklers, data, framing, windows, and finishes 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, life-safety systems, or emergency operations Require advance shutdown requests, confirm Fire Department coordination, provide appropriate notice, and verify contingency and restoration plans Long-lead materials and equipment
Delayed HVAC equipment, windows, electrical components, lighting, or fire-protection materials could affect project completion 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 use of the improved dormitory areas 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
204
Dormitory
Improvements
Project.
The
schedule
will
include
demolition,
framing
and
architectural
improvements,
fire
sprinkler
work,
HVAC
improvements,
window
replacement,
electrical
and
lighting
improvements,
data
infrastructure,
flooring
and
finishes,
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
60-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, HVAC equipment, windows, electrical and lighting components, fire sprinkler
materials,
data
infrastructure,
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 204 Dormitory 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 204 Dormitory Improvements Project - 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
appropriate
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.
Environmental Monitoring
Milestone will monitor construction activities for compliance with applicable environmental requirements, approved plans, permits,
dust
and
debris
control
measures,
and
proper
handling
and
disposal
of
construction
materials.
Any
environmental
concerns
observed
during
construction
will
be
documented,
promptly
reported
to
the
City,
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 facilitate and participate in 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 204 Dormitory Improvements Project - 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 204 Dormitory Improvements Project - 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 ● Funding and project cost documentation, as required ● 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 funding documentation, as required 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 204 Dormitory Improvements Project - CM & Inspection Services Proposal
Closeout Approach
Milestone understands that project closeout begins on the first day of construction. Throughout the Fire Station 204 Dormitory
Improvements
Project,
Milestone
will
maintain
organized
records
so
final
inspection,
acceptance,
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 ● Funding and project cost documentation, as required ● 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, funding
and
audit
requirements,
warranty
administration,
and
future
reference.
Milestone CM Consulting, LLC | Fire Station 204 Dormitory Improvements Project - CM & Inspection Services Proposal
COST PROPOSALFire Station 204 Dormatory Improvements Project Construction Management, Inspection and Materials Testing Services City of Rialto City Project No. 26023 August 27, 2026
CONSTRUCTION MANAGEMENT SERVICES
Project AssignmentPre-construction Phase
Construction Phase (60 Days)
Post Construction Phase Total HoursBilling RateTotal
Construction Manager( 10) ( 60) ( 10) ( 80) ($ 180.00) ($ 14,400.00) Construction Inspector ( -) ( 120) ( -) ( 120) ($ 150.00) ($ 18,000.00) Construction Inspector - OT( -) ( -) ( -) ($ 225.00) ($ - ) Labor Compliance( -) ( 8) ( -) ( 8) ($ 118.00) ($ 944.00) SUBTOTAL CONSTRUCTION MANAGEMENT:($ 33,344.00)
SUBCONSULTANTS / ALLOWANCESSubconsultant Services Total GMU Engineers & Geologists Materials Testing Allowance ($ 1,000.00) SUBTOTAL SUBCONSULTANTS($ 1,000.00)
TOTAL NOT-TO-EXCEED FEE: ($ 34,344.00)
Assumptions and Limitations
1. Construction duration is estimated at 60 working days.2. Milestone will provide the vehicles, computers, tools, and equipment necessary for its personnel to perform their assigned duties.3. Overtime and weekend work are not included in the proposed fee. Any overtime or weekend work must be authorized in writing by the City and will be billed at 1.5 times the applicable project billing 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.8. Hours shown by classification are estimates for budgeting purposes and may be reallocated among labor classifications as necessary, provided the total authorized not-to-exceed fee is not exceeded.