HomeMy WebLinkAboutItem 20 - Auto Body Repair Services Public Works Agency
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Item # 20
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 2, 2021
TOPIC: Auto Body Repair Services
AGENDA TITLE:
Approve an Appropriation Adjustment and Award Purchase Order Contracts to Cosmetic
Care Inc. and Kelly’s Body Shop Inc. for Auto Body Repair Services in an Aggregate
Amount not to Exceed $2,500,000 for up to a Five-Year Term (Specification No. 20-157)
(Non-General Fund)
RECOMMENDED ACTION
1. Approve an appropriation adjustment recognizing $250,000 of prior year fund balance
in the Fleet Maintenance, Prior Year Carry Forward revenue account and appropriate
the same amount into the Fleet Equipment Maintenance-Garage Operation,
Maintenance and Repair Machinery and Equipment expenditure account.
2. Award blanket purchase order contracts for auto body repair services to Cosmetic
Auto Care Inc. and Kelly’s Body Shop Inc. for a one-year period beginning March 17,
2021 and expiring March 16, 2022, with provisions for four, one-year renewal options
exercisable by the City Manager, in an annual shared amount of $500,000, for an
aggregate amount not to exceed $2,500,000, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency, Fleet Services Division is responsible for the acquisition,
maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment
that at times requires auto body repair work due to accidents and operational needs such
as painting and refurbishing.
A Notice Inviting Bids for auto body repair services was advertised on December 16,
2020, on the City’s online bid management and publication system. A summary of the
bid invitation and bids received is as follows:
60 Vendors were notified
6 Santa Ana vendors were notified
2 Bids received
2 Bids received from Santa Ana vendors
Auto Body Repair Services
March 2, 2021
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The bids were received and opened on January 4, 2021. After the bids were evaluated,
both the bids from Cosmetic Auto Care Inc., and Kelly’s Body Shop Inc. (Exhibit 1) were
found to be responsive to specifications and meet the City’s requirements. Staff
recommends awarding contracts to both vendors to allow for competitive quotes on
individual jobs and scheduling flexibility.
Additionally, due to an increase in vehicle collisions requiring auto body work and repairs,
the Fleet Maintenance Services Division has exhausted the budgeted amount in the
Maintenance and Repair Machinery Equipment expense line item. The funds requested
in this appropriation adjustment will allow for auto body repair services and any additional
miscellaneous repairs to be charged to the Fleet Equipment Maintenance-Garage
Operation, Maintenance and Repair Machinery, and Equipment expense line item.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Approval of the appropriation adjustment will recognize $250,000 of prior year fund
balance in the Fleet Maintenance, Prior Year Carry Forward revenue account (No.
07517002-50001) and appropriate the same amount into the Fleet Equipment
Maintenance-Garage Operation, Maintenance and Repair, Machinery and Equipment
expenditure account (No. 07517100-62322). The funds will be used to cover the FY
2020-21 portion, in the amount of $166,667, of the requested blanket purchase orders for
vehicle body repair services and any additional miscellaneous repairs needed through
the end of the current Fiscal Year. The requested appropriation adjustment will increase
the annual budget amount of the Fleet Equipment Maintenance-Garage Operation,
Maintenance and Repair Machinery and Equipment expenditure line item by $500,000
for FY 2020-21, and the annual amount of $250,000 for the renewal options will be
included in the proposed budget for future fiscal years as follows:
Fiscal Year
Accounting
Unit –
Account #
Fund
Description
Accounting Unit,
Account Description Amount
2020-21
(March-June)
07517100-
62322
Fleet
Maintenance
Maintenance and
Repair, Machinery
and Equipment
$166,667
2021-22
(July-June)
07517100-
62322
Fleet
Maintenance
Maintenance and
Repair, Machinery
and Equipment
$500,000
2022-23
(July-June)
07517100-
62322
Fleet
Maintenance
Maintenance and
Repair, Machinery
and Equipment
$500,000
Auto Body Repair Services
March 2, 2021
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4
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7
Fiscal Year
Accounting
Unit –
Account #
Fund
Description
Accounting Unit,
Account Description Amount
2023-24
(July-June)
07517100-
62322
Fleet
Maintenance
Maintenance and
Repair, Machinery
and Equipment
$500,000
2024-25
(July-June)
07517100-
62322
Fleet
Maintenance
Maintenance and
Repair, Machinery
and Equipment
$500,000
FY 2025-26
(July-
February)
07517100-
62322
Fleet
Maintenance
Maintenance and
Repair, Machinery
and Equipment
$333,333
Total:$2,500,00
EXHIBIT(S)
1. Abstract of Bids
Submitted By: Nabil Saba, Executive Director Public Works
Approved By: Kristine Ridge, City Manager
ABSTRACT OF BIDS EXHIBIT 1
VEHICLE BODY REPAIR SERVICES (20-157)
Item
No.
Description
Bidder 1
Cosmetic Auto
Care Inc.
Bidder 2
Kelly’s Body Shop
Inc.
SHOP LABOR RATES (hourly)
1. Body and Collision Repairs $ 50.00 $ 46.00
2. Paint and Refinishing $ 50.00 $ 46.00
3. Frame and Structural Repair $ 60.00 $ 74.00
4. Technical and Electrical $ 85.00 $ 74.00
SHOP LABOR RATES (per vehicle)
5. Sedan Window Tinting $ 180.00 $ 240.00
6. Truck Window Tinting $ 200.00 $ 240.00
7. SUV Window Tinting $ 220.00 $ 300.00
PARTS AND MATERIALS
8. OEM Parts (discount from Jobbers List) % 10 % 00
8a. OEM Parts Markup over cost % No Entry % 00
9. OEM Recycled Parts Markup over cost % 20 % 20
10. Aftermarket Parts Markup over cost % 20 % 00
MISC FEES
11. Hazardous Waste Material Disposal $ 3.00/vehicle $ 3.00/vehicle
WARRANTY
12. Shop Labor (months) 12 Life
13. Parts (months) 12 12
Distance from City Corp Yard 2.1 3.2
Recommended Award:
Multi-vendor award to two vendors:
1. Cosmetic Auto Care Inc.
2. Kelly’s Body Shop Inc.