City Council
Report
City Council Meeting: March 24, 2026
Agenda Item: 4.D
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Fleet Services Subject: Award RFB #4503 and Authorize the City Manager to enter into an Agreement with Westway Auto Body and Paint Shop, Inc., for Vehicle Body Work, Repair, Paint, and New Vehicle Upfitting Services Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (common sense exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award Bid# 4503 to Westway Auto Body and Paint Shop, Inc. (Westway) for vehicle body work, repair, paint and new vehicle upfitting for the Public Works Department; and
3. Authorize the City Manager to negotiate and execute an agreement with Westway, in an amount not to exceed $2,820,077 (including a $256,371 contingency) over a five-year period, with future year funding contingent on Council budget approval.
Summary
The City of Santa Monica (City) Fleet Management Division (Fleet) is responsible for maintaining the City’s fleet of more than 770 vehicles, which includes police cruisers, passenger vehicles for the Fire Department, refuse trucks, and various light-and heavyduty vehicles used across multiple departments. Fleet ensures these vehicles remain available, reliable, and safe for operation through comprehensive preventive maintenance, timely repairs, and compliance with regulatory standards. Since 2020, Fleet has partnered with specialized vendors to assist in providing these essential services, including vehicle body repair, paint services, and new-vehicle upfitting. To continue delivering these critical services, staff recommends awarding Bid #4503 to 2 of 4
Westway in order to execute an agreement in an amount not-to-exceed $2,820,077 over a five-year term.
Discussion
As the City’s fleet continues to expand, the demand for comprehensive vehicle services will also increase. This growth will drive a greater need for body work, mechanical repairs, paint restoration, and specialized upfitting for new vehicles to ensure operational readiness and compliance with departmental requirements.
Fleet anticipates higher-than-average costs in the coming years due to the increases in the replacement of the older fleet with new vehicles requiring immediate upfitting.
Upfitting includes the installation of lights, tailgates, and other aftermarket equipment necessary to meet operational and safety requirements. Due to the substantial number of new vehicles delivered in 2025, staff anticipates a significant increase in expenditures, with elevated delivery levels expected to continue over the next five years. Deliveries are still ongoing, and approximately 115 additional units will require upfitting during that period.
Vendor Selection
Bidder Recommendation
Best Bidder Westway Auto Body and Paint Shop, Inc. (Westway) Evaluation Criteria Price; experience
Municipal Code SMMC 2.24.180
Submittals Received
Westway $1,439 A&A Fleet Painting, Inc. $1,705
Fleet Collision Center, Inc. $3,150
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Bid Data
Date
Posted
Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
10/13/202
5 City's Online
Bidding Site
Santa Monica Daily Press 16 11/12/2025
Best Bidder Justification
Westway is the lowest-cost bidder, and they demonstrated the experience necessary to meet the City’s operational needs. The evaluation committee contacted references for all bidders and evaluated their documentation to support the assessments. The evaluation committee’s review confirmed that Westway will meet the City’s standards for quality and responsiveness.
Environmental Review
The modification to the agreement for Fleet Management services is exempt from CEQA pursuant to Section 15061(b)(3) of the CEQA Guidelines, 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.” The contract with Westway would continue to provide vehicle body work, repair, paint, and new vehicle upfitting services. Therefore, it can be seen with certainty that the contract would not result in adverse physical impacts on the environment, and as such, is exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Vehicle Management Fund to award a contract with Westway Auto Body and Paint Shop, Inc. to provide vehicle body work, repair, paint, and new vehicle upfitting services for Public Works.
Contract Request
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FY 2025-26
Request Amount
Future Years Department Account # Total Contract
Amount
$564,015 $2,256,062 70500001.529001 $2,820,077
Future year funding is contingent on Council budget approval.
Prepared By: Ernest Kwong, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Westway_OAKS_7.23.25
B. Westway_LevineAct_7.23.25