Proposal to The City of Rialto for
Capital Improvement Program Management Services Interim CIP Manager - Contract Transfer September 15, 2026 Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
September 10, 2026
Yazdan Emrani, P.E., Director of Public Works
City of Rialto
335 W Rialto Ave
Rialto, CA 92376
Subject: Proposal and Qualifications – Capital Improvement Program Management Services
Dear Mr. Emrani:
Milestone CM Consulting, LLC is pleased to submit this Proposal and Qualifications to provide Capital Improvement Program Management Services to the City of Rialto Public Works Department.
Milestone proposes to provide these services through Kevin Austin, P.E., who has been actively supporting the City’s Capital Improvement Program and has developed extensive knowledge of the City’s active projects, consultants, schedules, budgets, funding requirements, agency coordination, and administrative processes. This existing involvement allows Milestone to provide immediate continuity of CIP leadership with minimal transition time.
Services may include overall CIP coordination; consultant and construction oversight; preparation and review of Council and administrative items; budgeting and scheduling; funding and grant coordination; procurement support; interagency coordination; contract administration oversight; and reporting to Public Works leadership.
The proposed transition is intended to be completed through a mutually agreed Assignment and Assumption Agreement involving the City, Fountainhead Consulting Corporation, and Milestone. Fountainhead in cooperation with Milestone and the City to will facilitate an orderly transfer of the remaining services, responsibilities, and available contract authorization associated with this assignment.
Milestone will provide these services on an hourly, as-needed basis in accordance with the attached Hourly Rate Schedule. The City’s existing authorization for these services is $295,000. Based on the current transition estimate, approximately $222,000 is anticipated to have been billed or otherwise payable to Fountainhead through September 22, 2026, leaving an estimated remaining balance of $73,000.
Milestone acknowledges that its compensation for this assignment shall be not to exceed $73,000, subject to final reconciliation by the City of amounts payable to Fountainhead through the effective date of transition. If the final remaining balance is different than $73,000, Milestone’s not-to-exceed amount will be adjusted accordingly.
Milestone will not exceed the final authorized balance without prior written authorization from the City.
This approach allows the City to transition the remaining authorized services without increasing the existing program authorization while maintaining continuity and flexibility based on the City’s needs. Milestone appreciates the opportunity to submit this proposal and looks forward to continuing to support the City of Rialto’s Capital Improvement Program.
Sincerely,
Jessica Harvey, P.E.
Principal
Milestone CM Consulting, LLC
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
General Understanding
The City of Rialto requires experienced Capital Improvement Program management support to oversee and advance a diverse
portfolio
of
public
infrastructure
projects
through
planning,
design,
procurement,
construction,
and
closeout.
Milestone CM Consulting, LLC understands that effective CIP management requires more than oversight of individual projects.
The
role
requires
coordination
across
the
City’s
overall
capital
program,
including
project
prioritization,
consultant
management,
budgeting,
scheduling,
procurement,
funding
and
grant
compliance,
interdepartmental
coordination,
Council
actions,
construction
support,
and
regular
reporting
to
Public
Works
leadership.
The City’s current program includes transportation, drainage, pavement rehabilitation, trails, fire station and facility improvements,
traffic
safety,
accessibility,
and
other
public
infrastructure
projects
at
various
stages
of
delivery.
Many
of
these
efforts
also
require
coordination
with
outside
agencies,
utilities,
funding
partners,
design
consultants,
construction
managers,
inspectors,
and
contractors.
Milestone proposes to provide these services through Kevin Austin, P.E., whose existing involvement with the City’s Capital Improvement
Program
provides
continuity
and
established
knowledge
of
active
projects,
consultant
teams,
schedules,
budgets,
funding
requirements,
and
current
project
issues.
This
familiarity
allows
Milestone
to
provide
immediate
support
with
minimal
transition
time.
Key Priorities Milestone’s Understanding
Program Oversight Maintain visibility across active and upcoming CIP projects, priorities, budgets, schedules, and delivery risks.
Project Advancement Keep projects moving through design, procurement, construction, acceptance, and closeout while addressing issues before they affect critical milestones.
Consultant & Contractor Coordination
Provide clear direction, track deliverables, resolve conflicts, and maintain accountability among project teams.
Budget & Funding Monitor project budgets, consultant and construction expenditures, grant requirements, and available funding to support informed decisions.
Council & Administrative Support
Assist with staff reports, agreements, amendments, awards, change orders, and other actions required to keep projects progressing.
Interagency Coordination Coordinate with utilities, regulatory agencies, regional partners, funding agencies, and other stakeholders as required by individual projects.
Executive Reporting Provide concise and timely updates to Public Works leadership regarding project status, upcoming decisions, schedule concerns, budget issues, and program priorities.
Continuity & Responsiveness Provide immediate, practical support based on existing knowledge of the City’s active CIP and established working relationships.
Milestone’s approach will emphasize proactive project tracking, timely identification and resolution of issues, clear communication
with
City
leadership
and
project
stakeholders,
and
consistent
monitoring
of
scope,
schedule,
budget,
funding,
and
administrative
requirements.
The overall goal is to provide the City with a responsive and experienced CIP management resource that maintains project momentum,
supports
informed
decision-making,
and
assists
the
Public
Works
Department
in
delivering
its
Capital
Improvement
Program
efficiently
and
effectively.
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
Technical Understanding
The City of Rialto’s Capital Improvement Program includes a diverse portfolio of projects progressing through planning, design,
procurement,
construction,
and
closeout.
Effective
CIP
management
requires
consistent
oversight
of
scope,
schedule,
budget,
funding,
consultant
performance,
agency
coordination,
and
administrative
actions.
Milestone CM Consulting, LLC understands that the CIP Manager must maintain visibility across the entire program while also
engaging
directly
on
individual
projects
when
issues
arise.
The
goal
is
to
keep
projects
advancing,
identify
risks
early,
and
provide
Public
Works
leadership
with
clear
information
for
timely
decisions.
Technical Area CIP Management Focus
Scope Management Confirm project objectives, consultant responsibilities, deliverables, and scope changes.
Schedule & Milestones Track design submittals, approvals, bid dates, Council actions, construction milestones, and closeout deadlines.
Budget & Cost Control Monitor appropriations, consultant expenditures, construction costs, contingencies, and anticipated funding needs.
Design Management Coordinate consultants, track reviews, address constructability concerns, and advance bid-ready documents.
Procurement & Council Actions Support staff reports, agreements, amendments, bid awards, RFQs/RFPs, and related approvals.
Construction Oversight Provide management-level oversight of construction teams, schedules, pay estimates, changes, claims, and closeout.
Funding & Compliance Track grant requirements, reimbursement documentation, reporting deadlines, and applicable compliance obligations.
Agency & Utility Coordination Coordinate with Caltrans, SBCTA, utilities, regulatory agencies, railroads, and other stakeholders.
Risk Management Identify schedule, budget, permitting, right-of-way, utility, and contractual risks early.
Program Reporting Maintain concise status reporting on progress, upcoming actions, unresolved issues, and decisions needed.
Milestone’s technical approach is centered on maintaining accurate project controls, tracking critical dependencies, resolving
issues
before
they
affect
delivery,
and
helping
the
City
move
each
project
efficiently
toward
its
next
milestone.
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
Key CIP Challenges and Milestone Response
Managing a municipal Capital Improvement Program requires continuous coordination across multiple projects, consultants,
funding
sources,
agencies,
and
delivery
phases.
Individual
project
issues
can
quickly
affect
schedule,
budget,
procurement,
or
Council
timing
if
they
are
not
identified
and
addressed
early.
Milestone’s
approach
is
to
maintain
clear
visibility
across
the
overall
program
while
focusing
attention
on
the
items
most
likely
to
affect
project
delivery.
The
following
summarizes
several
of
the
recurring
challenges
associated
with
CIP
management
and
Milestone’s
proposed
response.
CIP Challenge Why It Matters Milestone Response
Multiple Projects at Different Stages
Projects may be in planning, design, procurement, construction, or closeout at the same time, creating competing priorities.
Maintain program-level tracking, identify near-term actions, and prioritize projects based on schedule, funding, and operational needs.
Council and Procurement Timing
Missing an agenda cycle, bid window, or agreement approval can delay a project by weeks or months.
Work backward from required action dates and prepare staff reports, agreements, amendments, awards, and supporting documents in advance.
Funding and Grant Compliance
Grant-funded projects may include reimbursement, reporting, authorization, and expenditure deadlines.
Track funding requirements and coordinate required documentation, reporting, approvals, and reimbursement support.
Consultant Performance and Deliverables
Late or incomplete design and consultant work can delay procurement and construction.
Track deliverables, provide direction, coordinate reviews, and elevate unresolved issues before they affect milestones.
Agency, Utility, and Third-Party Coordination
Caltrans, SBCTA, utilities, railroads, regulators, and property owners may control critical project dependencies.
Maintain active coordination, document commitments and action items, and identify outside dependencies that may affect the critical path.
Budget and Scope Control
Scope growth, consultant amendments, construction changes, and unforeseen conditions can reduce available project funding.
Maintain current budget information, evaluate proposed changes, and provide leadership with early notice of potential funding impacts.
Program Reporting and Visibility
Leadership needs concise information to understand status, risks, upcoming actions, and where decisions are required.
Maintain clear project status reporting focused on milestones, schedule, budget, risk, and next actions.
Milestone recognizes that many CIP challenges are interconnected. A delayed utility relocation may affect the bid schedule; a
late
design
deliverable
may
push
a
Council
award;
or
an
unresolved
funding
issue
may
delay
construction
authorization.
Effective
CIP
management
therefore
depends
on
understanding
both
the
individual
project
and
its
relationship
to
the
broader
program.
By maintaining consistent project controls, actively coordinating with responsible parties, and identifying upcoming decisions
early,
Milestone
will
help
the
City
reduce
avoidable
delays
and
keep
projects
moving
toward
successful
delivery.
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
Construction Phase Management Approach Project Schedule Milestone will maintain a program-level understanding of the City’s active and upcoming Capital Improvement Program schedules,
with
emphasis
on
key
milestones,
critical
dependencies,
Council
actions,
funding
deadlines,
consultant
deliverables,
procurement
activities,
construction
starts,
and
project
closeout.
Each project will be tracked based on its current phase and next required action. Milestone will work with City staff, consultants,
contractors,
agencies,
and
other
stakeholders
to
identify
schedule
constraints
early
and
keep
projects
advancing
toward
planned
delivery
dates.
Particular attention will be given to:
● Design submittal and review milestones ● Environmental, right-of-way, utility, and agency coordination ● Grant authorization, reimbursement, and expenditure deadlines ● Procurement, bid advertisement, award, and Notice to Proceed ● Council agenda and administrative approval dates ● Construction schedules and significant critical-path issues ● Consultant amendments and contract expiration dates ● Project acceptance, Notice of Completion, and closeout requirements Milestone will regularly compare planned milestones against actual progress and identify activities that may affect upcoming
commitments.
Where
delays
occur,
Milestone
will
evaluate
available
options,
coordinate
recovery
actions,
and
provide
Public
Works
leadership
with
clear
recommendations
regarding
schedule
impacts
and
next
steps.
The objective is to maintain a forward-looking CIP schedule that allows the City to anticipate upcoming decisions, coordinate
resources,
and
reduce
avoidable
delays
across
the
overall
capital
program.
Cost and Budget Control
Milestone understands that effective CIP management requires clear visibility of project budgets, funding sources, commitments,
expenditures,
contingencies,
and
anticipated
future
costs.
Budget
control
will
be
maintained
at
both
the
individual
project
level
and
across
the
broader
Capital
Improvement
Program.
Milestone
will
monitor
consultant
agreements,
construction
contracts,
amendments,
change
orders,
invoices,
encumbrances,
grant
funding,
reimbursements,
and
remaining
project
balances
to
help
identify
potential
funding
issues
before
they
affect
delivery.
Key cost-control activities will include:
● Tracking approved project budgets and funding sources ● Monitoring consultant and construction expenditures ● Reviewing proposed amendments, change orders, and additional services ● Identifying potential budget shortfalls and funding needs ● Tracking contingencies and forecasted project completion costs ● Supporting grant reimbursement and funding documentation ● Coordinating budget adjustments and Council actions when required Milestone will also evaluate the financial impact of schedule changes, scope growth, utility conflicts, right-of-way requirements,
unforeseen
conditions,
and
other
project
risks
as
they
arise.
The
goal
is
to
provide
Public
Works
leadership
with
current,
reliable
budget
information
so
decisions
can
be
made
early,
funding
can
be
planned
appropriately,
and
projects
can
continue
advancing
without
avoidable
financial
delays.
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
Funding / Grant Administration Support
Milestone will assist the City with tracking project funding sources, grant requirements, reimbursement documentation, expenditure
deadlines,
and
other
funding-related
obligations.
Support
may
include
coordination
of
invoices,
consultant
and
construction
costs,
grant
reporting,
funding
agreements,
reimbursement
requests,
and
documentation
needed
for
audit
or
agency
review.
Milestone will also help identify potential funding gaps, ineligible costs, or upcoming deadlines that could affect project delivery
and
coordinate
with
City
staff
to
address
them
early.
Environmental and Regulatory Coordination
Milestone will monitor environmental, permitting, and regulatory requirements that may affect individual CIP projects. This may
include
coordination
with
Caltrans,
the
Regional
Water
Quality
Control
Board,
DTSC,
utilities,
railroads,
environmental
consultants,
and
other
regulatory
or
permitting
agencies.
Required approvals, reporting obligations, permit conditions, mitigation measures, and compliance deadlines will be tracked as
part
of
the
overall
project
schedule
and
status
reporting.
Issue Resolution and Change Management
Milestone will establish a clear process for identifying, documenting, and resolving project issues before they affect cost, schedule,
or
delivery.
Potential
scope
changes,
consultant
amendments,
construction
changes,
agency
requirements,
funding
impacts,
and
contractual
issues
will
be
evaluated
and
coordinated
with
the
appropriate
parties.
Milestone will provide Public Works leadership with concise recommendations regarding available options, potential impacts,
and
required
decisions,
while
maintaining
appropriate
documentation
of
significant
project
actions.
Program and Project Meetings
Milestone will participate in and facilitate meetings necessary to maintain progress across the Capital Improvement Program.
Meetings
may
include
individual
project
coordination,
design
reviews,
construction
progress
meetings,
consultant
meetings,
agency
coordination,
and
internal
City
discussions.
Milestone will also provide periodic executive-level CIP updates summarizing project status, schedule, budget, major risks, upcoming
Council
actions,
and
decisions
requiring
City
direction.
Action
items
will
be
clearly
identified,
assigned,
and
tracked
through
resolution.
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal
CIP Program Management Approach
Milestone will provide day-to-day management support across the City’s active Capital Improvement Program, with emphasis
on
maintaining
project
momentum,
anticipating
upcoming
actions,
and
providing
Public
Works
leadership
with
clear
and
timely
information.
The CIP Manager will maintain visibility across projects in planning, design, procurement, construction, and closeout and will
coordinate
with
City
staff,
consultants,
contractors,
agencies,
utilities,
and
funding
partners
as
needed
to
advance
each
project.
Program Management Activities
Milestone’s ongoing CIP management support may include:
● Maintaining current project status, schedule, budget, and next-action information ● Coordinating consultant deliverables and design review activities ● Preparing and reviewing Council items, agreements, amendments, and procurement documents ● Tracking grant, funding, permitting, and agency requirements ● Monitoring construction-phase issues requiring City direction ● Coordinating with other City departments, utilities, and outside agencies ● Identifying projects at risk of schedule or budget impacts ● Supporting development of upcoming CIP priorities and delivery strategies ● Maintaining action-item lists and following issues through resolution ● Providing concise updates to Public Works leadership Forward-Looking Program Oversight
Milestone’s approach will focus on identifying what each project needs next rather than simply reporting current status.
Upcoming
Council
actions,
procurement
dates,
consultant
amendments,
funding
deadlines,
utility
coordination,
construction
starts,
and
closeout
requirements
will
be
identified
early
so
the
City
has
sufficient
time
to
act.
Continuity of Program Knowledge
Because Kevin Austin, P.E. is already familiar with the City’s active Capital Improvement Program, Milestone can provide continuity
across
ongoing
projects
and
maintain
established
coordination
with
consultants,
contractors,
City
departments,
and
outside
agencies.
Milestone’s goal is to function as an extension of Public Works staff, providing responsive management support that helps keep
the
City’s
capital
projects
organized,
coordinated,
and
moving
toward
successful
delivery.
Milestone CM Consulting, LLC | Capital Improvement Program Management Services Proposal