Joint Meeting Council/BFPD
07/21/26 05:30:PM
Fire Department
Cory Cisneros
Other
Doc ID: 6476
FIRE AGENDA ITEM
AGENDA MATTER:
AWARD OF CONTRACT TO ATLAS PLANNING SOLUTIONS FOR THE LOCAL HAZARD MITIGATION PLAN UPDATE, ACCEPTANCE OF REQUEST FOR PROPOSAL (RFP-2026-0001), AND
ADOPTION OF A RESOLUTION AUTHORIZING FEDERAL FINANCIAL ASSISTANCE AND ACCEPTANCE OF THE CAL OES/FEMA HAZARD MITIGATION ASSISTANCE GRANT (DR-4683- AP01077)
EXECUTIVE SUMMARY:
The City of Barstow was awarded $209,870.00 on June 24, 2024, in grant funding through the California Governor's Office of Emergency Services (Cal OES) to update its Local Hazard Mitigation Plan (LHMP), a critical planning document required by FEMA to maintain eligibility for future hazard mitigation funding.
Following a competitive Request for Proposals (RFP) process conducted in accordance with federal and City procurement requirements, nine qualified proposals were received and independently evaluated.
Based on the established evaluation criteria, Atlas Planning Solutions received the highest overall ranking and was determined to be the most qualified firm to provide the required professional services. Staff recommends awarding the agreement to Atlas Planning Solutions and authorizing the City Manager to execute the contract, allowing the project to proceed in accordance with the Cal OES grant schedule.
DISCUSSION:
Background
The current Hazard Mitigation Plan requires updating to maintain compliance with the Disaster Mitigation Act of 2000 and applicable Federal Emergency Management Agency (FEMA) regulations. An approved and FEMA-adopted LHMP is required for the City to remain eligible for numerous federal hazard mitigation funding opportunities.
The updated plan will identify natural hazards affecting the City, assess community vulnerabilities, evaluate critical infrastructure, identify mitigation strategies, prioritize future mitigation projects, and improve the City's overall disaster resilience.
The RFP is attached hereto as Attachment 1.
Scope of Service
Atlas Planning Solutions shall provide professional services necessary to complete the City of Barstow Local Hazard Mitigation Plan (LHMP) update, including, but not limited to:
· Provide overall project management and grant coordination. · Conduct a project kickoff meeting with City staff.
Joint Meeting Council/BFPD
07/21/26 05:30:PM
Fire Department
Cory Cisneros
Other
Doc ID: 6476
FIRE AGENDA ITEM
· Develop and implement a public and stakeholder outreach strategy. · Facilitate planning team, stakeholder, and public meetings. · Collect and analyze hazard, risk, vulnerability, and critical facility data. · Update the City's hazard identification and risk assessment. · Review and incorporate current federal, state, regional, and local planning documents. · Identify, evaluate, and prioritize hazard mitigation strategies and projects. · Develop a FEMA- and Cal OES-compliant Local Hazard Mitigation Plan. · Coordinate plan review with City staff, Cal OES, and FEMA. · Address agency review comments and prepare revised draft documents. · Prepare all required final plan documents and supporting materials. · Assist with City Council presentations and adoption of the LHMP. · Support submission of the adopted plan to Cal OES and FEMA for final approval. · Ensure all work complies with the Disaster Mitigation Act of 2000, 44 CFR Part 201, FEMA Local Mitigation Planning Policy Guide, applicable Cal OES requirements, and the grant performance schedule.
Procurement Process
The RFP was conducted in accordance with public procurement requirements and included:
· RFP issued and public notice on 05/07/2026
· RFP was reissued due to lack of response on 05/28/2026 · RFP Responses were due by 06/09/2026
Proposals were evaluated based on the following criteria:
The City of Barstow conducted a competitive Request for Proposals (RFP) process in accordance with the City's Purchasing Policy and applicable federal procurement requirements. Nine qualified proposals were received and independently evaluated using the criteria established in the RFP, including qualifications, technical approach, experience, project schedule, references, and cost. Based on the evaluation results, Atlas Planning Solutions received the highest overall ranking and was determined to be the best-qualified consultant to provide the required professional services.
Joint Meeting Council/BFPD
07/21/26 05:30:PM
Fire Department
Cory Cisneros
Other
Doc ID: 6476
FIRE AGENDA ITEM
Evaluation Results
Staff received nine proposals from qualified Hazard Mitigation consultants. After thorough evaluation by the selection committee, the following 3 consultants met all aspects of the RFP and were reviewed for final selection:
· Michael Baker International
· Atlas Planning Solutions
· Dynamic Planning + Science
Following the evaluation process, the committee determined that Michael Baker International, Atlas Planning Solutions, and Dynamic Planning + Science were the three highest-ranked firms. Atlas Planning Solutions received the highest overall evaluation score based on qualifications, technical approach, experience, project schedule, references, and cost.
Contract Terms
Key terms of the Professional Services Agreement include:
· Contract Term: From the date of contract execution through project completion, including final FEMA and Cal OES approval, unless terminated earlier in accordance with the Agreement. · Structure: Consultant shall perform the services described in the scope of work. · Compensation: Compensation shall not exceed amount approved by Council and shall be paid for satisfactorily completed services in accordance with the Professional Services Agreement. · Insurance: Comprehensive General Liability, Automobile Liability, Workers Compensation, and Employee Liability
· Contract Type: Professional Services Agreement
· Contract Amount: Not to exceed the amount approved by the City Council and consistent with the consultant's submitted cost proposal.
· Funding Source: California Governor's Office of Emergency Services (Cal OES) Hazard Mitigation Assistance Grant (Project No. AP01077).
· Completion Deadline: Consultant shall complete all work necessary to allow the City to meet the Cal OES grant performance period and final plan submission deadline.
Attachments:
Attachment 1: Request for proposal-Atlas Planning Solutions Joint Meeting Council/BFPD
07/21/26 05:30:PM
Fire Department
Cory Cisneros
Other
Doc ID: 6476
FIRE AGENDA ITEM
FISCAL IMPACT:
The Professional Services Agreement with Atlas Planning Solutions will be funded through the California Governor's Office of Emergency Services (Cal OES) Hazard Mitigation Assistance Grant. Sufficient grant funding has been awarded for this project, and no additional General Fund appropriation is required beyond any previously approved local match, if applicable.
There is no new general fund budget impact as funds for the project are 100% reimbursable through Cal OES
Federal Hazard Mitigation Grant (FEMA) $159,872.50
State Match (CalOES PrepareCA) $ 49,998.00
Total Grant Funded Budget: $209,870.50
Consultant Contract Proposal: $ 93,210.00
20% Project Contingency $ 18,642.00
Sub Total (With Contingency Included) $ 111,852.00
Management Cost Reimbursement $ 9,880.00
Remaining Grant Funds for Eligible Project Costs $ 88,138.50 Revenue 2252700 4458
Expenditure 2252700 5748
RECOMMENDED ACTION:
That the City Council:
1. Award Professional Services Agreement (RFP: 2026-0001) by Atlas Planning Solutions and authorize the City Manager to execute a consultant services agreement with Atlas Planning Solutions for the amount of $111,852.00 (includes 20% contingency).