Auto_Body_Repairs,_Maintenance_Service_&_Upfitting_for_Light_Medium_&_Heavy-Duty_Vehicles.pdf

CITY OF SANTA MONICA

AUTO BODY REPAIRS, MAINTENANCE SERVICE &

UPFITTING FOR LIGHT/MEDIUM & HEAVY-DUTY VEHICLES

INVITATION TO BID

Project ID: 4503

Public Works

RELEASE DATE: October 13, 2025

DEADLINE FOR QUESTIONS: October 20, 2025

RESPONSE DEADLINE: November 12, 2025, 3:00 pm

CITY CONTACT:

Denise Mixon

City of Santa Monica

Invitation To Bid

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy- Duty Vehicles

Table of Contents

1. Notice Inviting Bids

2. Introduction

3. Instructions to Bidders

4. Bid Specification/Scope of Work

5. General Terms

6. Terms and Conditions

7. Insurance Requirements

8. Non-Discrimination Policy

9. Oaks Initiative

10. Living Wage Ordinance

11. Bid Form

12. Certification Regarding Debarment

13. Vendor Submission

14. Pricing Proposal

Attachments:

B - CSA Template

E - CSA Insurance Template

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

1 Notice Inviting Bids

CITY OF SANTA MONICA ONLY ACCEPTS ELECTRONIC BID SUBMITTALS

1.1 NOTICE

Notice is hereby given that electronic proposals of Bid No.4503 shall be received to Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles, per the attached terms, conditions and specifications. Bids will be electronically opened by the Procurement Office at 3:00 pm (Pacific Time) on Wednesday, November 12, 2025 viewable on the CITY’S ONLINE VENDOR PORTAL.

1.2 VENDOR QUERIES DUE

Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal. Questions regarding this bid are due Monday, October 20, 2025 no later than 3:00 pm Pacific Time.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

1.3 ADDENDUM POSTED ONLINE

Responses to inquiries received will be posted online by Monday, November 3, 2025, 5:00 pm Pacific Time.

1.4 BID PACKAGE

Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR PORTAL. The website for this Notice Inviting Bids and related documents is: OpenGov.

All documents must be downloaded via the links within this bid document. Links or documents found outside the CITY'S ONLINE VENDOR PORTAL may not be accessible.

1.5 ELECTRONIC SUBMISSIONS

Submissions will only be accepted through the CITY'S ONLINE VENDOR PORTAL. They must be received by the specified date and bid opening time.

1.6 LIVING WAGE

Any contractual services agreement issued as a result of this Notice Inviting Bids may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations. In the event the contractual services agreement https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles issued as a result of this Notice Inviting Bids and is subject to the LWO, the Contractor shall pay its employees the Minimum Wage, as that term is defined by the City’s LWO.

1.7 APPROVED FOR ADVERTISEMENT

Dated Monday, October 13, 2025.

Teresa Villa

PROCUREMENT MANAGER

Published: SMDP

BID#4503

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

2 Introduction

2.1 Summary

The Fleet Management Division of the City of Santa Monica is seeking for a vendor to provide auto body repairs, paint work, vehicle fabrication, and customization for a variety of city vehicles. This includes light, medium, and heavy-duty trucks (Classes 1-6, under 26,000 pounds) and (Classes 7-8, over 26,000 pounds). The diverse fleet encompasses passenger vehicles (CNG, electric, hybrids, unleaded), scooters, ATVs, tractors, cargo vans, pick-up trucks, emergency vehicles (Police and Fire Interceptor Units), as well as specialized vehicles like Sewer Jetters, Front/Side/Rear Loader Trash Trucks, Dump Trucks, and Utility Trucks equipped with crane or pressure washer attachments.

2.2 Contact Information

Denise Mixon Senior Buyer 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401 Email: denise.mixon@santamonica.gov Phone: (310) 458-2211

Department:

Public Works

Department Head:

2.3 Timeline

Release Project Date October 13, 2025

Question Submission Deadline October 20, 2025, 3:00pm

Question Response Deadline November 3, 2025, 5:00pm

Bid Submission Deadline November 12, 2025, 3:00pm mailto:denise.mixon@santamonica.gov tel:(310)458-2211

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

3 Instructions to Bidders

3.1 Bid Award

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal form furnished by the City. It is further understood that if the bidder to whom any award is made fails to enter into a contract with the City, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

3.2 Best Bidder

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

(1) Price.

(2) The quality of the material or services offered.

(3) The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.

(4) The capacity of the bidder(s) to perform the contract or provide the service promptly, within the time specified, and without delay or interference.

(5) The sufficiency of the bidder’s financial resources.

(6) The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

(7) The ability of the bidder(s) to provide such future maintenance or service as may be needed.

(8) Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City of Santa Monica (the “City”) shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary bidder.

3.3 Bid Forms

Bids must be submitted on forms supplied by the City of Santa Monica and in accordance with the specifications, terms and conditions contained therein. Bid packages containing all forms, specifications, terms and conditions may be obtained on the CITY’S ONLINE VENDOR

PORTAL.

The website for this Notice of Inviting Bids and related documents is OpenGov.

. All project correspondence will be posted on the website. It is the responsibility of Bidders to check the website regularly for information updates and Bid clarifications, as well as any addenda. There is no charge for bid package and specifications.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

All documents must be downloaded via the OpenGov links.

3.4 Electronic Submissions

ELECTRONIC SUBMISSIONS will only be accepted through The CITY’S ONLINE VENDOR PORTAL. For instruction on how to submit an electronic bid please refer to the section titled #Vendor Submission.

3.5 Bid Results/Recommended Award

A tabulation of bids received and recommended award will be posted on the CITY’S ONLINE

VENDOR PORTAL.

3.6 Bid Withdraw

Bids submitted may be withdrawn by written request received before the due date and time.

After that time, no bidder may withdraw a bid for a period of ninety (90) days from the date of opening. A successful bidder may not withdraw his, her or its bid at any time.

3.7 Informed Bidder

Before submitting bids, bidders shall fully inform themselves as to the conditions, requirements and specifications of the work or materials specified. Failure to do so will be at bidders’ own risk.

Bidders cannot secure relief on the plea of error or mistake.

3.8 Late Bids

It is the bidder’s responsibility to ensure that any bid submitted shall have sufficient time to be uploaded into the CITY’S ONLINE VENDOR PORTAL prior to bid opening time. They must be received by the specified date and bid opening time. Late bids will not be accepted.

3.9 No Bid

If unable to bid, please select the "No Bid" option button in the CITY’S ONLINE VENDOR PORTAL and provide a brief reason.

3.10 Number of Responses

Bidders may submit multiple bids, if desired. The City is not recommending or suggesting that bidders submit multiple bids. The City is merely stating an available option. If a bidder chooses to submit multiple bids, each must be entirely separate from the others. The City will not collate, merge, or otherwise manipulate the bidder’s bids.

https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca/projects/162350/document?section=1485593 https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

3.11 Oral Changes

Any material changes and addenda will be issued in writing. Do not rely upon oral explanations on the meaning of the specifications or interpretations of the terms.

3.12 Successful Bidder Required Documents (Services)

The following documents will only be required from successful bidder:

• Business License (if applicable)

• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

3.13 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.260 found here. Bidder may file a written protest with the Purchasing Agent (mail or deliver to: 1685 Main Street, Santa Monica, CA 90401 ) no more than seven calendar days following the posting of award recommendation on the CITY’S ONLINE

VENDOR PORTAL.

3.14 Receiving Time

The submit time and date will be the governing time for acceptance of bids. Bids will not be accepted by in person, telephone, email or facsimile machine. They must be received by the specified due date and time.

3.15 Exceptions to Terms and Conditions

Bidders must submit any requested exceptions to the City of Santa Monica’s Terms and Conditions and/or Contractual Services Agreement with their bid. The City may, in its sole discretion, elect to allow for exceptions to the standard terms and conditions and/or Contractual Services Agreement before the award is recommended.

https://ecode360.com/42719368

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

4 Bid Specification/Scope of Work

Bidders shall review any plans/specifications prior to submitting a bid AND report any errors and omissions to Procurement during the Q&A period.

4.1 BID DESCRIPTION

PROVIDE AUTO BODY REPAIRS, PAINT WORK, VEHICLE FABRICATION, AND

CUSTOMIZATION FOR A VARIETY OF CITY VEHICLES AS REQUIRED BY FLEET

4.2 Scope of Work

Vendor to provide auto body repairs, paint work, vehicle fabrication, and customization for a variety of city vehicles. This includes light, medium, and heavy-duty trucks (Classes 1-6, under 26,000 pounds) and (Classes 7-8, over 26,000 pounds). The diverse fleet encompasses passenger vehicles (CNG, electric, hybrids, unleaded), scooters, ATVs, tractors, cargo vans, pick-up trucks, emergency vehicles (Police and Fire Interceptor Units), as well as specialized vehicles like Sewer-Jetters, Front/Side/Rear Loader Trash Trucks, Dump Trucks, and Utility Trucks equipped with crane or pressure washer attachments.

The list of manufacturers includes but not limited to:

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

Airman

Altec

Autocar

Barber

Battle Motors

Big Tex

Bil Jax

BMW

Motorcycles, Bobcat

Bomag

Butler

Canadian Ev

Cat

Changzhou

Cherrington

Chevrolet

Chrysler

Club Car

Columbia

Crane

Crane Carrier

Dayton

Dodge

Doosan

Ford

Ford/Altec

Ford/Versalift

Freightliner

Genie

GMC

GMC/Versalift

Go-4

Good Earth

Greenkraft

Haaker

Hali-Brite

Haulmark

Heartland

Honda

Husquvarna

Hydro Tek

Hyster

Ihc/National

Ingersoll Rand

Inpti

Interstate

Isuzu

JAC

JCB

Jeep

JLG

John Deere

Kaufman

Kia

Kubota

Landa

Largo

Lee-Boy

Luna

Magnum

Marco

Marksman

Might-E

Might-E Truck

Mighty Mover

Miles Electric

Miller

Mitsubishi

Multiquip

Musterman

Nappi

National

Navistar

Nissan

Osprey

Pace

Pacific Tec

Peterbilt

Polaris

Poly John

Powerboss

Ravo

Rayco

Red Mountain

Redexim Vert

Reelmaster

Stihl

Sunc

Sundowner

Taylor-Dunn

Tennant

Texas Bragg

Toro

Toyota

Triple-L

Tymco

Vac-Con

Vermeer

Volvo

Wacker Newson

Wanco Inc

Wastecaddy

Wells Cargo

Wirtgen

Work Protection

Xilin

Yale

Yale Chase

Zero Motorcycle

Zieman

A. Finish work shall conform to automotive factory finish standards or better. Paint finish shall be free of blemish, runs, orange peel and swirls.

B. Body work and paint shall match existing paint.

C. All work performed shall be of highest quality standard and conform to all applicable state and federal rules and regulations.

D. Vendor shall take digital images of work in progress and submit those as part of invoice.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

E. Vendor shall use new and unused genuine OEM replacement parts where applicable.

F. The use of bondo material shall be kept to a minimum, the City of Santa Monica Fleet Management Unit prefers body panels replaced rather than repaired by a bondo material.

G. Vendor must have the ability to graphically design, purchase and install City decals.

H. Vendor must be able to design, install, and replace any and all emergency lighting equipment, involved or not in the collision repair.

I. Vehicle shall be completely ready to go back into service once the repairs are completed.

J. All body and paint repairs shall require written authorization by the Fleet Management supervisors or designee prior to the commencement of repairs. |

K. All repairs and painting shall conform to OEM specifications, including product specifications.

L. Santa Monica may provide some decals. All other parts and miscellaneous supplies such as fasteners, paint, masking tape, and other items commonly stocked will be supplied by vendor.

M. Body panels that have been painted shall not have drips, fisheye marks, or dirt or other debris within painted surfaces.

N. Body panels shall be installed in a uniform manner using OEM approved materials and methods.

O. Fit and finish shall meet or exceed OEM specification.

P. The use of double stick tape shall only be used in areas that are approved by the OEM.

Q. All decals shall be installed prior to delivery of the vehicle.

R. Vehicles shall be picked up and delivered back to the Santa Monica City Yards at 2500 Michigan Ave. Building F, Santa Monica.

Emergency and Operational Support:

A. 24-hour on-call personnel to manage emergency equipment.

B. All work on City vehicles must be preapproved in writing by Fleet Management.

C. A Live-Scan certified supervisor must be on-site during work hours.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

Services Provided:

A. Body and paint services with written estimates provided prior to starting work.

B. Body and paint work, including fabrication and customizing for various City of Santa Monica vehicles.

C. Vehicle detailing on passenger vehicles after repairs.

D. Mechanical work related to accidents.

Warranties and Guarantees:

A. Lifetime warranty on all paint and body repairs, valid as long as the city owns the vehicle.

4.3 Vendor Requirements

Experience and Qualifications:

• Minimum of 5 years' experience repairing and painting Light and Medium duty vehicles.

• Vendors must possess a welding certification that meets or exceeds the standards set by the American Welding Society.

• Knowledge of Light, Medium, and Heavy-Duty vehicles is essential.

• Provide a detailed list of Municipal clients and certifications or evidence of qualified personnel.

• Must be an Authorized Distributor or provide documentation from an authorized distributor.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

5 General Terms

5.1 DELIVERY TIME

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

5.2 ESCALATION & DE-ESCALATION OF BID PRICE

During the life of a contract awarded pursuant to this Notice Inviting Bids, including any extensions thereof, there may be a general published manufacturer’s price change OR a general market change, as evidenced by prices paid by other governmental entities or private organizations, in either the cost of materials or labor of the product or service specified herein.

Within thirty (30) calendar days of a DECREASE in price, a successful bidder shall have an AFFIRMATIVE DUTY to (1) notify the City of market, manufacturer or laborer decreases in prices; and (2) to extend the full decrease to the City. Failure of a successful bidder to notify the City and/or extend such decrease(s) may be considered a breach of contract.

In event of an INCREASE in price, the City may allow, upon presentation of suitable proof and thirty (30) calendar days’ advanced written notice, an increase over bid price. Increases will apply only to products or services affected by an increase in raw material, labor, or other like cost factors. No increase will be allowed earlier than sixty (60) calendar days from date of contract award, including thirty (30) calendar days’ advanced written notice.

5.3 MANUFACTURER’S WARRANTY

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

5.4 MEASUREMENTS

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

5.5 NEW AND UNUSED

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

5.6 REJECTION OF WORK

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

5.7 SANTA MONICA NAME

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

5.8 VENDOR WARRANTY

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City. While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

6 Terms and Conditions

6.1 Adherence to All Local, State, and Federal Laws

Contractor must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

6.2 Cancellation and Termination

The City reserves the right to cancel any portion of this Purchase at any time prior to the delivery of Goods. The City has the option, at its sole discretion and without cause, of terminating this Purchase by giving ten days’ written notice to Vendor.

6.3 Changes

The City has the right, by written notice, to change the quantity or specifications of the Goods ordered and the terms of, shipment or packaging of Goods.

6.4 Delivery & Completion Date

The Goods must be shipped and must arrive at the destination specified on the Purchase Order as “Ship/Bill To” by or before the request date specified therein (“Required Delivery Date”).

Work must be completed by the date specified.

6.5 Delivery Risk of Loss

All orders will be F.O.B. destination if not otherwise specified. Risk of loss or damage to the Goods shall remain with the Vendor until the Goods have been delivered to and accepted by the City. The City may reject any Goods that do not conform to the terms and conditions of the Bid Documents. Any Goods rejected may be returned to the Vendor at the Vendor’s risk and expense.

6.6 Discounts

The date used as the basis for discount calculation shall be computed from the date of receipt of invoice or Goods, whichever is later.

6.7 Discrimination

The Vendor may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and must comply fully with City’s nondiscrimination policy as set forth in the City’s Bid Documents.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

6.8 Governing Law, Jurisdiciton

This Purchase shall be construed in accordance with and governed by the laws of the State of California. The purchase of Goods shall take place in Santa Monica, California.

6.9 Integration; Amendment

This Purchase represents the entire understanding of the City and the Vendor as to those matters contained herein. No prior oral or written understanding will be of any force or effect with respect to the terms of this Order. The Order may not be modified except in writing through an amended Order.

6.10 Invoices

An invoice must be mailed to the City at the address specified in the Request for Quotation as “Ship/Bill To” no later than the 5th day after shipment is made. Individual invoices must be issued for each shipment against each Purchase.

Invoices must contain the description of Goods, unit price, quantities billed, extended totals, and applicable taxes.

6.11 Nontransferability

The Vendor may not transfer or assign the PURCHASE ORDER, without the prior written approval of the Purchasing Agent, which may be withheld in his/her sole discretion.

6.12 Packing and Shipping

All deliveries must be shipped F.O.B. destination. Deliveries must be made as specified, without charge, for boxing, crating or storage unless otherwise specified. Shipments for two or more destinations when so directed by the City will be shipped in separate boxes or containers for each destination, at no charge.

6.13 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase.

6.14 Warranty

The Vendor warrants that all Goods will conform to applicable specifications, drawings, description, and samples, and will be merchantable, of good workmanship in material, and free from defect. Unless manufactured pursuant to detailed design furnished by the City, the Vendor assumes design responsibility and warrants the Goods to be free from design defect and suitable for the purposes intended by the City, and that such Goods shall conform to applicable specifications. The Vendor’s warranties, together with its service guarantees, must run to the City and its customers or users of the Goods and must not be deemed exclusive. The City’s

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles inspection, approval, acceptance, use of, and payment for all or any part of the Goods must in no way affect its warranty rights whether or not a breach of warranty had become evident in time.

6.15 Cooperation Between Contractors

When separate contracts are let within the limits of any one project, each contractor shall conduct his, her or its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other. Each contractor involved shall assume all liability, financial or otherwise, in connection with his, her or its contract and shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him or her.

6.16 Damage

Contractor shall be held responsible for any breakage, loss of City’s equipment or supplies through negligence of the contractor or his, her or its employee while working on the City’s premises. Contractor shall be responsible for restoring/replacing any equipment, facilities, etc.

so damaged. Contractor shall immediately report to the City any damages to the premises resulting from services performed under a contract awarded pursuant to this Notice Inviting Bids.

6.17 Force Majeure (Acts of God)

In the event performance under a contract is be delayed or suspended, and if such failure arises out of causes beyond the control of and without fault or negligence of the successful bidder, the successful bidder shall notify the City, in writing, within twenty-four (24) hours, after the commencement of the delay. Such causes may include, but are not limited to, Acts of God, war, or acts of public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.

6.18 Independent Parties

City and the Vendor will be acting in an independent capacity and not as agents, employees, partners, or joint ventures of one another. Neither the City nor its officers or employees will have any control over the conduct of Vendor or any of Vendor’s agents, employees, nor subcontractors.

6.19 Indemnity

Vendor agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of Vendor, or Vendor’s employees, agents, officers, Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles and subcontractors. Vendor’s responsibilities under this section include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Vendor, its employees, agents or officers, or subcontractors; provided, however, that Vendor’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Vendor’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Vendor, if City chooses to do so. Vendor agrees to pay any and all costs the City incurs enforcing the indemnity, defense, and hold harmless provisions set forth this section.

6.20 Licenses, Permits and Certificates

The Vendor, at its sole expense, must obtain, and maintain all required business and professional permits, licenses and certificates.

6.21 Nuisance

The Vendor may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of Services under the PURCHASE ORDER.

6.22 Protection of Public

Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by contractor to give advised and reasonable protection, safety and warning to persons and vehicular traffic concerned in the area.

6.23 Purchase of Services

The City agrees to purchase from Vendor, and Vendor agrees to provide the services set forth in; (i) the City’s written solicitation of bids (“City’s Bid Documents”); and (ii) Vendor’s Bid in response thereto (“Vendor’s Bid”) (“Services”). The Services shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members in the same profession, practicing in the same locality under similar conditions. In the event of any conflict, the order of precedence shall be as follows: (i) the City’s Bid Documents; and (ii) Vendor’s Bid.

There shall be no substitution

6.24 Safety

Items covered by a contractual services agreement issued in connection with this Notice Inviting Bids must conform to the Safety Orders of the State of California, Division of Industrial Safety.

6.25 Subcontractors

If the Vendor proposes to have any subcontractor perform any part of the Services other than those disclosed in Vendor’s Bid Documents, Vendor must submit a request to the Purchasing

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

Agent for approval in writing. The City, in its sole discretion, may grant or deny the request. The Vendor will be responsible for the quality of any subcontractor’s work. Every subcontract of any kind entered into between the Vendor and any subcontractor (or between any subcontractor and others) shall be consistent with the terms and conditions.

6.26 Taxes

The Vendor must separately state on all invoices any taxes imposed by the local, state or federal state government applicable to furnishing of Goods and Services; provided, however, where a tax exemption is available, the tax must be subtracted from the total price and identified.

6.27 Termination

The City reserves the right to cancel any portion of this Purchase Order at any time prior to the delivery of Services. The City has the option, at its sole discretion and without cause, of terminating this Purchase Order by giving ten days’ written notice to Vendor. If Vendor fails or refuses to perform any of the provisions of this Purchase Order, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate Purchase Order by written notice to Vendor. Upon termination of this Purchase Order, City will pay Vendor any compensations earned and unpaid up to the effective date of termination.

6.28 Work Product, Reports

Any work product prepared or caused to be prepared by the Vendor or any subcontractor will be the exclusive property of the City. No work product given to or prepared by the Vendor or any subcontractor may be made available to any individual or organization by the Vendor without prior written approval by the City.

6.29 Venue and Jurisdiction

The City and Vendor agree that the Services will take place in Los Angeles County. Any litigation arising out of this Purchase Order may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Purchase Order.

6.30 Unknown Obstructions

Should any unknown obstruction be encountered during the course of any contract, such obstruction(s) shall be immediately brought to the attention of the City. Contractor shall be responsible for the protection of all existing equipment, facilities, furniture or utilities encountered within the work area.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

6.31 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase Order.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

7 Insurance Requirements

The insurance documentation is only required from the successful bidder

7.1 Insurance Requirements for Vendors

Vendor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, employees or subcontractors.

7.2 Minimum Scope and Limits of Insurance

Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if Vendor has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.

C. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).

If the Vendor maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to the broader coverage or higher limits maintained by the Vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.

7.3 Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

A. Additional Insured Status: The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Vendor including materials, parts, or equipment furnished in connection with such work or operations.

CGL coverage can be provided in the form of an endorsement to the Vendor’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37).

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

B. Primary Coverage: For any claims related to this Agreement, the Vendor’s insurance shall be primary coverage at least as broad as Insurance Services Office Form CG 20 01 04 13 as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Vendor’s insurance and shall not contribute with it.

C. Notice of Cancellation: Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.

D. Waiver of Subrogation: Vendor hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Vendor may acquire against the City of Santa Monica by virtue of payment of any loss. Vendor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Santa Monica for all work performed by the Contractor, its employees, agents and subcontractors.

7.4 Self-Insured Retentions

Self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Vendor to purchase coverage with a lower retention or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the name insured or the City of Santa Monica.

7.5 Acceptability of Insurers

Insurance is to be placed with insurers authorized to conduct business in California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

7.6 Verification of Coverage

Vendor shall furnish the City of Santa Monica with original certificates and amendatory endorsements (or copies of the applicable policy language effecting coverage provided by this clause). All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Vendor’s obligation to provide them. The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

7.7 Failure to Maintain Insurance Coverage

If Vendor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Vendor resulting from said breach.

7.8 Subcontractors

Vendor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.

7.9 Footnotes

# 1:Workers’ Compensation insurance coverage is not required if the Vendor does not have employees. The Vendor must, however, execute the City’s Workers’ Compensation Coverage Exemption Declaration Form.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

8 Non-Discrimination Policy

8.1 City of Santa Monica Non-Discrimination Policy

Acknowledgment

A. Discrimination.

Discrimination in the provision of services may include, but not be limited to the following:

(a) Denying any person any service, or benefit or the availability of a facility.

(b) Providing any service, or benefit to any person which is not equivalent, or in a non-equivalent manner or at a non-equivalent time, from that provided to others.

(c) Subjecting any persons to segregation or separate treatment in any manner related to the receipt of any service.

(d) Restricting any person in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any service or benefit.

(e) Treating any person differently from others in determining admission, enrollment, quota, eligibility, membership, or any other requirement or condition which persons must meet in order to be provided any service or benefit.

(1) Contractor shall take affirmative action to ensure that intended beneficiaries of this Agreement are provided services without regard to race, color, religion, national origin, ancestry, sex, age, gender, gender identification, gender expression, sexual orientation, marital status, AIDS or disability.

(2) Contractor shall further establish and maintain written procedures under which any person applying for or receiving services hereunder, may seek resolution from Contractor of a complaint with respect to any alleged discrimination in the provision of services by Contractor's personnel.

At any time any person applies for services under this Agreement, he or she shall be advised by Contractor of these procedures. A copy of these procedures shall be posted by Contractor in a conspicuous place, available and open to the public, in each of Contractor's facilities where services are provided hereunder.

B. Non-discrimination in Employment

(1) Contractor certifies and agrees that it will not discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability in accordance with the requirements of City, State or Federal law. Contractor shall take affirmative action to ensure that qualified applicants are employed, and that employees are treated during employment, without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability, in accordance with the requirements of City, State and Federal law. Such shall include, but not be limited to, the following:

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

(a) Employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation.

(b) Selection for training, including apprenticeship.

(2) Contractor agrees to post in conspicuous places in each of Contractor's facilities providing services hereunder, available and open to employees and applicants for employment, notices setting forth the provisions of this non-discrimination policy.

(3) Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability, in accordance with the requirements of City, State or Federal law.

(4) Contractor shall send to each labor union or representative coworkers with which it has a collective bargaining agreement or other contract or understanding a notice advising the labor union or workers' representative of Contractor's commitments under this non-discrimination policy.

(5) Contractor certifies and agrees that it will deal with its sub-Contractors, bidders, or vendors without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability, in accordance with the requirements of City, State and Federal law.

(6) In accordance with applicable State and Federal law, Contractor shall allow duly authorized representatives of the County, State, and Federal government access to its employment records during regular business hours in order to verify compliance with this non-discrimination policy.

Contractor shall provide other information and records as the representatives may require in order to verify compliance with this non-discrimination policy.

(7) If City finds that any of the provisions of this non-discrimination policy have been violated, the same shall constitute a material breach of agreement upon which City may determine to cancel, terminate, or suspend this Agreement. While City reserves the right to determine independently that this nondiscrimination policy has been violated, in addition, a determination by the California Fair Employment and Housing Commission or the Federal Equal Employment Opportunity Commission that Contractor has violated State or Federal non-discrimination laws shall constitute a finding by City that Contractor has violated the provisions of this non-discrimination policy.

(8) The parties agree that in the event Contractor violates any of the non-discrimination policies set forth herein, City shall be entitled, at its option, to the sum of five hundred dollars ($500) pursuant to Civil Code Section 1671 as liquidated damages in lieu of canceling, terminating or suspending this Agreement.

(9) Contractor hereby agrees that it will comply with Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), all requirements imposed by applicable Federal Regulations, and all guidelines and interpretations issued pursuant thereto, to the end that no qualified disabled person shall, on the basis of disability, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity of the Contractor receiving Federal Financial Assistance.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

9 Oaks Initiative

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF

SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity.

Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

Request for Proposals

Auto Body Repairs, Maintenance Service & Upfitting for Light/Medium & Heavy-Duty Vehicles

10 Living Wage Ordinance

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica

(Fiscal Year 24/25 – July 1, 2024 through June30, 2025)

TO BE COMPLETED ON THE VENDOR SUBMISSION SECTION BY ALL CONTRACTORS

PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200.

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 per hour for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please complete the Living Wage Ordinance Certification Section found in the Vendor Submission section if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your confirmation of this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions and send the completed, signed Certification to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street,…