Loading...
HomeMy WebLinkAboutItem 10 - Purchase Order for Vehicle Body Repair ServicesPublic Works Agency www.santa-ana.org/pw Item # 10 o`'r City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report March 17, 2026 TOPIC: Purchase Order Contracts for Vehicle Body Repair Services AGENDA TITLE Aggregate Purchase Order Contracts to Classic Collision Santa Ana and Kelly's Body Shop Inc. for Vehicle Body Repair Services (Spec No. 25-139) (Non -General Fund) RECOMMENDED ACTION Award aggregate purchase order contracts to Classic Collision Santa Ana and Kelly's Body Shop, Inc. for vehicle body repair services for $500,000, for the term beginning March 17, 2026 and expiring March 16, 2027, with provisions for four, one-year renewals, in a total aggregate amount not -to -exceed $2,500,000. GOVERNMENT CODE 484308 APPLIES: No DISCUSSION The Public Works Agency (PWA) is responsible for the acquisition, maintenance, repair, and replacement of City vehicles, trucks, and maintenance equipment that at times require auto body repair work stemming from collisions and restoration maintenance, such as painting and refurbishing. While the City's Fleet Services staff and facilities are specialized for vehicle preventative maintenance and mechanical repairs, auto body repair work requires specific equipment, regulated facilities, and is a specialized trade. Establishing aggregate purchase order contracts for vehicle body repairs is necessary to ensure the City's fleet remains safe, in operational condition, and presentable for daily use across multiple City departments. Auto body and collision repair services are required on an as -needed basis and include, but are not limited to, general body and collision repair, dent repair, component replacement of exterior and interior body elements, glass repair and replacement, window tinting, and full or partial vehicle painting. The City currently utilizes aggregate purchase order contracts with Kelly's Body Shop and Cosmetic Care, Inc. for these services, which are set to expire March 16, 2026. Historically, the City spends an average of $330,000 annually on auto body repair services. Purchase Order Contracts for Vehicle Body Repair Services March 17, 2026 Page 2 Invitation for Bids (IFB) No. 25-139 was advertised on December 4, 2025 on the City's online bid management and publication system, PlanetBids. A summary of vendor participation and results is as follows: 107 Vendors notified 17 Santa Ana vendors notified 11 Vendors downloaded the bid packet 2 Responsive Bids received 2 Responsive Bids received from Santa Ana vendors Bids were opened on January 8, 2026, and evaluated (Exhibit 1). Two bids were submitted by the IFB deadline and both bids were determined to be responsive to the specifications and met the City's requirements. Kelly's Body Shop has provided vehicle body repair services to the City for over 15 years and has demonstrated reliable and quality work, consistently meeting or exceeding expectations. Although this will be the City's first time contracting with Classic Collision Santa Ana, the local vendor is a nationwide provider with more than 35 years of experience delivering high -quality collision repair services. Staff recommends awarding aggregate purchase order contracts to both responsive bidders to ensure flexibility to provide timely services, minimizing vehicle downtime and maintaining continuity of City operations. The proposed annual allocation accounts for rate increases and increased demand for repairs. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and available in the following account for Fiscal Year 2025-26. Subsequent funding for renewal options, if exercised, will be included in the proposed budgets for City Council consideration. Fiscal Year Accounting Unit — Account No. Project No. Fund Description Accounting Unit, Account Description Amount Equip Maint-Garage 2025-26 07517100- Fleet Operation, (Mar -Jun) 62322 Maintenance Maintenance & Repair $145,833 Machinery & Equipment Equip Maint-Garage 2026-27 07517100- Fleet Operation, (Jul -Mar) 62322 Maintenance Maintenance & Repair $354,167 Machinery & Equipment Purchase Order Contracts for Vehicle Body Repair Services March 17, 2026 Page 3 Optional Four, One -Year Renewals: Equip Maint-Garage 2026-27 07517100- Fleet Operation, (Mar -Jun) 62322 Maintenance Maintenance & Repair $145,833 Machinery & E ui ment Equip Maint-Garage 07517100- Fleet Operation, 2027-28 62322 Maintenance Maintenance & Repair $500,000 Machinery & Equipment Equip Maint-Garage 07517100- Fleet Operation, 2028-29 62322 Maintenance Maintenance & Repair $500,000 Machinery & Equipment Equip Maint-Garage 07517100- Fleet Operation, 2029-30 62322 Maintenance Maintenance & Repair $500,000 Machinery & Equipment Equip Maint-Garage 2030-31 07517100- Fleet Operation, Maintenance & Repair $354,167 (Jul -Mar) 62322 Maintenance Machinery & Equipment TOTAL: $2,500,000 EXHIBIT(S) 1. Abstract of Bids (No. 25-139) Submitted By: Rodolfo Rosas, P.E., Acting Executive Director of Public Works Approved By: Alvaro Nunez, City Manager City of Santa Ana Bid Results for Project Vehicle Body Repair Services (25-139) Bid Due on January 08, 2026 2:00 PM (PST) EXHIBIT 1 Body Shop Santa Ana, C No. iDescription UOM QTY I Line Totall Line Total SHOP LABOR RATES 1 Body & Collision Repairs Hourly 1 $63.00 $70.00 2 Paint & Refinishing Hourly 1 $63.00 $70.00 3 Frame & Structural Repair Hourly 1 $90.00 $112.00 4 Technical & Electrical Hourly 1 $100.00 $112.00 5 Painting Labor Hourly 1 $63.00 $53.00 COST PER VEHICLE 6 ISeclan Window Tinting, Cost per vehicle I Ea I 1 I No Bid $300.00 7 ITruck Window Tinting, Cost per vehicle I Ea I 1 I No Bid $300.00 8 1SUV Window Tinting, Cost per vehicle I Ea I 1 I No Bid $300.00 PARTS & MATERIALS 9 OEM Parts (discount from Jobbers List) % 1 5% No discount 10 OEM Parts markup over cost % 1 30% No markup 11 OEM Recycled Parts markup over cost % 1 20% 20% Markup 12 Aftermarket Parks markup over cost % 1 40% No markup MISCELLANEOUS FEES 13 Hazardous Waste Material Disposal, Cost per part Ea 1 $5.00 $6.00 WARRANTY 14 IShop Labor, Define length of warranty Month I 1 I Limited Lifetimel Lifetime warranty on labor and paint 15 IShop Parts, Define length of warranty I Month I 1 I Manufacturerl One year warranty on parts LOCATION 16 iDistance from your facility location(s) to City's Corporate Yard, Santa Ana Miles 1 2.3 milesl Shop is 3.1 miles from City Yard BID BASE TOTALI $384.001 $1,323.00