Joint Special Council/BFPD
11/18/25 06:00 PM
City Manager Department
Matthew Summers
Contract
Doc ID: 6208
COUNCIL AGENDA ITEM
AGENDA MATTER:
CONSIDER APPROVAL OF PROFESSIONAL SERVICES AGREEMENT FOR REIMBURSABLE
CONSULTANT SERVICES BETWEEN CITY OF BARSTOW AND JEANETTE HAYHURST FOR BARSTOW INTERNATIONAL GATEWAY PROJECT MANAGER SERVICES.
EXECUTIVE SUMMARY:
Jeanette Hayhurst has served as the Project Manager for the Barstow International Gateway (BIG) Project since early 2024, providing essential coordination, stakeholder engagement, and project oversight. Her contributions have supported the City’s efforts to advance this regionally significant initiative. The proposed Professional Services Agreement continues Ms. Hayhurst’s services under updated terms through August 31, 2026. Approval of this fully reimbursable agreement ensures continuity in project management and preserves institutional knowledge critical to the success of the BIG Project.
DISCUSSION:
Contract Overview
The Barstow International Gateway (BIG) Project is a complex, multi-agency initiative requiring sustained coordination, strategic oversight, and consistent stakeholder engagement. Since early 2024, Jeanette Hayhurst has served as the City’s Project Manager for BIG, providing professional consulting services that have supported the City’s efforts to advance planning, regulatory coordination, and public outreach.
The proposed Professional Services Agreement continues Ms. Hayhurst’s role with updated terms that reflect the evolving needs of the project. A copy of the proposed agreement is attached as Attachment 1.
The scope of work remains focused exclusively on the BIG Project and includes responsibilities such as:
• Representing the City in meetings with stakeholders, agencies, and contractors • Facilitating communication and data sharing among City departments and external partners • Coordinating with regional, state, and federal agencies, including San Bernardino LAFCO, Lahontan Regional Water Quality Control Board, Mojave Desert Air Quality Management District, and others
• Conducting public presentations and outreach to community groups • Supporting internal City processes related to planning, engineering, and permitting The proposed agreement supersedes the prior contract executed in February 2024, while preserving the continuity of services and institutional knowledge that Ms. Hayhurst brings to the project. A copy of the 2024 agreement is attached as Attachment 2. Approval of this agreement will ensure uninterrupted project management support for the BIG Project and allow the City to continue progressing toward key milestones with an experienced and trusted consultant.
Updates from Prior Contract
While the scope of work under the proposed agreement remains largely consistent, several key updates Joint Special Council/BFPD
11/18/25 06:00 PM
City Manager Department
Matthew Summers
Contract
Doc ID: 6208
COUNCIL AGENDA ITEM
and modifications have been made:
1. Term Extension
• Previous Agreement: February 2024 - June 30, 2024
• New Agreement: September 1, 2025 - August 31, 2026
2. Maximum Compensation
• Previous Agreement: $25,000.00
• New Agreement: $74,999.00
3. Agreement Administrator
• Previous Agreement: Andrew Espinoza, City Manager
• New Agreement: Chris Heldreth, Community Development Director
4. Scope Clarification
• The new agreement includes more explicit language limiting services exclusively to the BIG Project and requiring separate written agreements for any additional work.
5. Campaign Contribution Disclosure Requirement
• The new agreement incorporates updated compliance language pursuant to Government Code Section 84308, requiring disclosure of campaign contributions.
6. Fee Schedule and Billing Terms
• The new agreement provides a more detailed fee schedule, under which services will be billed in 6-minute increments at an hourly rate of $100.00, with prior approval required for costs exceeding $100.00.
These updates ensure that the agreement reflects current legal requirements, aligns with the City’s administrative structure, and provides a more robust framework for managing the BIG Project effectively.
Attachment 1 - Professional Services Agreement for Consultant Services (Proposed 2025 Agreement) Attachment 2 - Professional Services Agreement for Consultant Services (Old 2024 Agreement) FISCAL IMPACT:
The total cost service costs under the proposed agreement shall not exceed $74,999.00 without prior City approval. The costs for services are reimbursable under the BIG Project.
RECOMMENDED ACTION:
Joint Special Council/BFPD
11/18/25 06:00 PM
City Manager Department
Matthew Summers
Contract
Doc ID: 6208
COUNCIL AGENDA ITEM
Staff recommends that the City Council approve the Professional Services Agreement with Jeanette Hayhurst for reimbursable Project Manager services related to the BIG Project, and authorize the City Manager to execute the agreement.