TO: HONORABLE MAYOR
AND CITY COUNCIL
FROM: Maria Öberg
SUBJECT: See Below DATE: July 20, 2026
Approved
Date:
7/28/26
COUNCIL DISTRICT: Citywide
SUBJECT: Actions Related to the Purchase Order with Broyhill Equipment LLC for Brown Bear Tractor 500Ds with a Model 4950 12' Auger
RECOMMENDATION
Adopt a resolution authorizing the City Manager or her designee to:
(a) Execute a purchase order with Broyhill Equipment LLC, (Dakota City, NE), for Brown Bear Tractor 500Ds with a Model 4950 12' Auger beginning on or about August 11, 2026, and ending on or about August 10, 2027, for a not-to-exceed amount of $2,500,000, subject to the appropriation of funds;
(b) Approve a contingency amount of $250,000 to address any unanticipated changes to vehicle specifications, subject to the appropriation of funds; and
(c) Exercise up to six one-year options to extend the term of the purchase order with the last option ending on or about August 10, 2033, subject to the appropriation of funds.
SUMMARY AND OUTCOME
The Public Works Department Fleet Management Division is responsible for overseeing the City’s vehicle fleet, including specialized construction/offroad equipment used by City departments. The City requires new aeration equipment to meet ongoing Environmental Services Department service needs. Service needs include the aeration of residual sludge at the Wastewater treatment plant. The Brown Bear 500D platform has been identified as a suitable Auger style piece of offroad construction equipment to address these transit-related needs. Authorizing the City Manager or her designee to COUNCIL AGENDA: 8/11/26
FILE: 26-824
ITEM: 2.16
HONORABLE MAYOR AND CITY COUNCIL
July 20, 2026
Subject: Actions Related to the Purchase Order with Broyhill Equipment LLC for Brown Bear Tractors 500D with Model 4950 12' Auger
take this action will allow the City to purchase new equipment to modernize the City’s fleet.
BACKGROUND
Aeration equipment is required to provide Residual Sludge Management Program related services at the Regional Wastewater Facility. Current aeration equipment is nearing the end of its reliable service life. Mechanical failures of this equipment will cause operational impacts at the Regional Wastewater Facility. Replacement aeration equipment is needed to help ensure uninterrupted long-term operations relating to the Residual Sludge Management Program.
The Brown Bear Tractor 500D with a Model 4950 12' Auger was identified by the Public Works Department Fleet Management Division and Environmental Services Department as a viable equipment solution to meet these ongoing service needs. The purchase order identified in the recommendation would allow for the purchase of two tractors with ancillary equipment meeting City specifications.
ANALYSIS
In December 2025, a competitive Request for Bid was facilitated by the Finance Department to procure these products. The Request for Bid provisioned for a one-year initial term and an additional six one-year options for the City to extend the term. One responsive bid was submitted.
Local and Small Business Enterprise Preference: In accordance with San José Municipal Code Section 4.12.320B, bidders who requested and qualified for the local business preference would be given a 2.5% credit of the cost bid and bidders who requested and qualified for the small business preference would be given an additional
2.5% credit of the cost bid. Broyhill Equipment LLC did not qualify for the local or small business enterprise preference.
Protest: The City’s Request for Bid process included a 10-day protest period that began when the City issued the Notice of Intended Award on March 11, 2026. No protests were received.
Award: Staff recommends award to Broyhill Equipment LLC as the sole responsive, and responsible bidder pursuant to the bidding procedures of the San José Municipal Code, Section 4.12.310B(1).
Approval of this recommendation ensures the City receives these essential products for ongoing operations at the Regional Wastewater Facility.
HONORABLE MAYOR AND CITY COUNCIL
July 20, 2026
Subject: Actions Related to the Purchase Order with Broyhill Equipment LLC for Brown Bear Tractors 500D with Model 4950 12' Auger
EVALUATION AND FOLLOW-UP
No additional follow-up action with the City Council is expected at this time.
FISCAL IMPACTS
The recommended purchase order will be funded by the Environmental Services Non- Personal/Equipment appropriation in the San Jose-Santa Clara Treatment Plant Operating Fund for 2026-2027. Future extensions of the purchase order is subject to the appropriation of funds.
BUDGET REFERENCE
The table below identifies the fund and appropriation to fund the purchase order recommended as part of this memorandum.
Fund
#
Appn.
#
Appropriation
Name
Total
Appropriation
Amount for
Contract
2026-2027
Proposed
Operating
Budget
Page*
Last Budget
Action
(Date, Ord.
No.)
513 0762 Environmental
Services
Department
Non-Personal/
Equipment
$67,768,298 $2,500,000 953 6/16/2026
31336
* The 2026-2027 Proposed Operating Budget was approved on June 9, 2026 and adopted on June 16, 2026 by the City Council.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, City Manager’s Budget Office, and the Public Works Department.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the August 11, 2026 City Council meeting.
HONORABLE MAYOR AND CITY COUNCIL
July 20, 2026
Subject: Actions Related to the Purchase Order with Broyhill Equipment LLC for Brown Bear Tractors 500D with Model 4950 12' Auger
COMMISSION RECOMMENDATION AND INPUT
No board, commission, or committee recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
Maria Öberg
Director of Finance
For questions, please contact Fletcher Barnes, Deputy Director of Purchasing, Finance Department at [email protected].