City Council
Report
City Council Meeting: July 29, 2025
Agenda Item: 4.E
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services Subject: Authorize the First Modification to Agreement #4755 with Westway Auto Body and Paint Shop, Inc., for Vehicle Body Work, Repairs, Painting, and New Vehicle Upfitting
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities) and a finding of no significant effect pursuant to Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the City Manager to negotiate and execute a first modification to agreement #4755, to extend the term and in the amount of $200,000 (includes a $19,000 contingency) with Westway Auto Body and Paint Shop, Inc. (Westway), for vehicle body work, repairs, painting and new vehicle upfitting for the Public Works Department. This will result in a six-year amended agreement with a new total amount not to exceed $450,000, with future year funding contingent on Council budget approval.
Summary
The City seeks to extend its contract 4755 with Westway Auto Body and Paint Shop, Inc. (Westway) to continue providing vehicle body work, repairs, painting, and new vehicle upfitting services. The contract authority has been reached, driven by increased costs from new vehicle upfits and rising repair expenses associated with the City’s aging fleet. Staff recommends that Council authorize a first modification with Westway, increasing the contract by $200,000 (including a $19,000 contingency) over a one-year period, for a new total amount not to exceed $450,000 and an extended total term of six years. This extension would allow adequate time to complete the competitive procurement process for a new long-term contract.
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Discussion
Staff administers two contracts with Westway: 4755 (heavy duty vehicles) and 4764 (light/medium duty vehicles). To simplify administration and reduce the number of contracts, staff seeks to modify and extend contract 4755 only, which would then be used for all vehicles to be serviced by Westway. A review of Westway contracts 4755 and 4764 identified an average annual expenditure of $120,000 for upfitting and repair costs since FY 2022-23 (excluding funds spent specifically by Risk Management for vehicle accidents). A significant increase in expenditure was observed in FY 2024-25 for a total of $211,528. Staff anticipates that expenditures will continue to increase and remain elevated in the coming fiscal years due to the arrival of new vehicles, which require immediate upfitting services from Westway. Upfitting services include the installation of lights, tailgates, and other aftermarket equipment tailored to operational requirements.
In 2020, staff issued Request for Bids (RFB) #12001967 to solicit vehicle body work, repairs, painting, and new vehicle upfitting services. Staff reviewed the bids that were received and recommended awarding a five-year agreement to Westway. The contract was executed in the amount of $250,000 and will expire on August 2, 2025. Fleet has initiated the competitive bid process and is working with the Finance Department’s Procurement Division to identify the best bidder for a new contract for these services which is anticipated in early 2026. In the interim, Fleet requests Council approval to modify the existing contract to ensure continued upfitting services.
Environmental Review
The modification to the agreement for Fleet Management services is categorically exempt from CEQA pursuant to Section 15301 (Existing Facilities) and Section 15061(b)(3) of the CEQA Guidelines. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that consist of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The modification will 3 of 4
continue to provide vehicle body work, repairs, painting, and new vehicle upfitting services for the City’s existing fleet. Additionally, the modification is covered by the commonsense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” Therefore, it can be seen with certainty that the contract would not result in adverse physical impacts on the environment, and as such, is categorically exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Management Fund to increase the amount of contract #4755 with Westway Auto Body and Paint Shop, Inc. to provide vehicle body work, repairs, painting, and new vehicle upfitting services for Fleet. The Vehicle Management Fund is an internal service fund that charges relevant funds, including the General Fund, for purchases and services rendered. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement
#
Current
Authorized
Amount
FY 2025-26
Modified Request
Amount
Department
Account #
Total Revised
Contract Amount
4755 $250,000 200,000 70500001.529001 $450,000
Prepared By: Ernest Kwong, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. 01 Westway_Auto_Body_Contract_Executed_08-03-20
B. 02 Westway 10_20240820 4th Extension Signed
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C. Levine Act Disclosure Form_Westway
D. OAKS INITIATIVE FORM_Westway
E. Living Wage Westway Auto Body_FY2024-25