For City Council Meeting September 8, 2026
TO: Honorable Mayor and City Council
APPROVAL: Tanya Williams, City Manager
FROM: Yazdan Emrani, P.E., Director of Public Works
Title
Request City Council to: (1) Award a Construction Contract to Estate Design and Construction, Inc., a California corporation, in the Amount of $358,000 for the Fire Station 204 Dormitory Improvements Project, City Project No. 26023; (2) Award a Professional Services Agreement to Milestone CM Consulting, LLC in the Amount of $34,344 for Construction Management, Inspection, Labor Compliance, and Materials Testing Services for the Fire Station 204 Dormitory Improvements Project, City Project No. 26023; and (3) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION:
Staff requests that City Council:
1) Award a construction contract to Estate Design and Construction, Inc., a California corporation, in the amount of $358,000 for the Fire Station 204 Dormitory Improvements Project, City Project No. 26023;
2) Award a professional services agreement to Milestone CM Consulting, LLC in the not-to-exceed amount of $34,344 for construction management, inspection, labor compliance, and materials testing services for the Fire Station 204 Dormitory Improvements Project, City Project No. 26023; and
3) Authorize the City Manager or their designee to execute all related documents.
BACKGROUND:
The fire service, in general, faces a significant gender gap, with only 7% of the firefighters in the country being women. To recruit, develop, and retain the best candidates, fire departments must develop strategies that appeal to recruits and dormitory configurations that provide privacy. Therefore, this project was identified as one of those strategies to attract and retain new recruits.
The Rialto Fire Department operates Fire Station 203 and 204 with open dormitory layouts, separated only by partition walls and curtains, which were constructed in the 1990s. The dormitory renovation project aims to reconstruct these spaces to provide individual sleeping rooms and enhance privacy for firefighters.
On December 14, 2021, the City Council accepted the Cal OES (Governor’s Office of Emergency Services) pass-through grant subaward allocation of $900,000 for the Fire Station Dormitory Improvement Project and adopted Resolution No. 7804 amending the Fiscal Year 2021-2022 budget.
Staff coordinated with BOA Architecture for preparation of the construction plans, specifications and estimates per their on-call professional architectural services agreement with the City.
ANALYSIS/DISCUSSION:
On April 1, 2026, the City released RFB No. 26-022 for the Fire Station 204 Dormitory Improvements Project, City Project No. 26023, and published the Notice Inviting Bids on the PlanetBids.com website. On May 28, 2026, the City received eleven (11) bids as shown in Table 1 below:
Table 1
A complete bid summary is included as Attachment 1. The engineer’s estimate was $400,000. The lowest responsible and responsive bid was $358,000 submitted by Estate Design and Construction, Inc. Staff reviewed the bid and found Estate Design and Construction, Inc. to be properly licensed and qualified. Estate Design and Construction, Inc., Disclosure Statement, Contractor’s License, and DIR verification documents are included as Attachment 2. Staff recommends that the City Council accept the bid received from Estate Design and Construction, Inc., as the lowest responsible and responsive bid. A construction contract with Estate Design and Construction, Inc., for the project is included as Attachment 3.
Construction Management, Inspection, and Materials Testing Services
As part of the City’s consultant selection process, staff contacted two existing on-call construction management firms to request proposals for the required inspection services. Onward Engineering elected not to submit a proposal. Bureau Veritas submitted a proposal in the amount of $58,500; however, the proposed staffing approach and cost did not meet the City’s needs for full-time inspection coverage within the anticipated project budget. As the available on-call options did not adequately meet the City’s project requirements, staff subsequently requested a proposal from Milestone CM Consulting, LLC. Milestone provided a proposal in the amount of $34,344 that met the anticipated staffing needs and provided a reasonable and cost-effective approach for the required services.
Staff recommends that City Council approve a Professional Services Agreement with Milestone CM Consulting, LLC (Milestone) in a not-to-exceed amount of $34,344 for construction management, inspection, labor compliance, materials testing, and project closeout services for the Fire Station 204 Dormitory Improvements Project.
Staff reviewed the proposed scope, anticipated construction duration, level of inspection required, and current market rates for comparable construction management and inspection services. Based on this review, staff determined that Milestone’s proposed fee is competitive and reasonable for the level of effort required to support the project through construction and closeout. The proposed staffing plan provides for construction management oversight, inspection, labor compliance support, and materials testing on an as-needed basis while maintaining a not-to-exceed cost structure.
Milestone staff has experience providing construction management and inspection services for municipal public works and facility improvement projects and is familiar with the City’s construction administration requirements and procedures.
Milestone’s cost proposal is included as Attachment 4, the proposed Professional Services Agreement is included as Attachment 5, and the firm's Disclosure Statement is included as Attachment 6.
ENVIRONMENTAL IMPACT:
The requested action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3 in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 5-3.1: Provide for fire personnel, equipment, and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the agreements and approved them as to form.
FINANCIAL IMPACT:
Operating Budget Impact:
The proposed action will not affect the Operating Budget.
Capital Improvement Budget Impact:
The Fire Station 204 Dormitory Improvements project is included in the City’s Draft Fiscal Year 2026-2030 Capital Improvement Program, with an estimated project cost of $600,000. Initially, the project was scheduled for construction in Fiscal Year 2029. However, to support the construction of this project, and allowing the timeline for the project to be advanced to the current fiscal year, and upon City Council’s approval, staff will include the Fire Station 204 Dormitory Improvements project in the Fiscal Year 2026 Carryforward request, anticipated to be completed by the end of September.
The construction contract with Estate Design and Construction, Inc., will be funded by the Capital Fire Protection Fund, Account No. 33005174-53001-26023-05 in the amount of $358,000. The professional services agreement with Milestone for construction management, inspection, labor compliance, and materials testing services will be funded by the Capital Fire Protection Fund, Account No. 33005174-53001-26023-16 in the amount of $34,344. The cumulative cost of the project is expected to be approximately $392,344.
Licensing
Estate Design and Construction, Inc. and Milestone CM Consulting, LLC will each pay a Business License Tax prior to commencing the services for this project.
ATTACHMENTS:
1. Bid Summary
2. Disclosure Statement, Contractor’s License, and DIR verification
3. Construction Contract
4. Milestone Proposal
5. Professional Services Agreement
6. Milestone Disclosure Statement