Consent-Community Services # 12.
Board of Supervisors
Integrated Waste Management
- Meeting Date:
- 08/26/2025
- Brief Title
- First Amendment to Landfill Gas-To-Energy Maintenance Agreement with Holt
From:
Stephanie Cormier, Interim Director, Department of Community Services
Staff Contact:
Rachel Davis, Senior Civil Engineer, Department of Community Services, x8859
Supervisorial District Impact:
District 3
Subject
Approve first amendment to Agreement No. 23-75 with Holt of California, Inc., to extend the contract through December 31, 2027, and increase the maximum basic services compensation for the term to $6,225,000 to provide continuing maintenance to the County's landfill gas-to-energy facility engines and generators. (No general fund impact) (Cormier/Davis)
Recommended Action
- Approve first amendment to Agreement No. 23-75 with Holt of California, with a term through December 31, 2027, and a maximum compensation of $6,225,000 for basic services, to provide continuing maintenance of the County's landfill gas-to-energy facility engines and generators; and
- Authorize the Chair of the Board of Supervisors to sign the agreement.
Strategic Plan Goal(s)
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Sustainable Environment |
Reason for Recommended Action/Background
The County owns and operates a landfill gas-to-energy facility at the Yolo County Central Landfill. The facility has been in operation since the late 1980’s when it was originally developed by a private energy firm. In February 2016, the County purchased the landfill gas-to-energy facility from NEO Yolo LLC and MM Yolo LLC. The facility utilizes Caterpillar engine/generators (gensets) and produces up to 3 megawatts of electricity.
The gas-to-energy facility gensets are Caterpillar diesel engines that are converted to run on landfill gas. These units run nearly 24-hours per day, 365-days per year, only being shut down for preventative maintenance or in the event of breakdown. The Division of Integrated Waste Management (DIWM) targets annual operation of each engine generator set (genset) of 8,000 hours. To maintain this high level of usage, it is necessary to establish and maintain strict routine maintenance intervals and prompt response to mechanical failures.
Since the County’s acquisition of the facility, Holt of California, Inc. (Holt) has provided this maintenance as the authorized Caterpillar service provider in this region. To date, Holt has provided superior service to DIWM.
The Holt agreement has a base term of three (3) years and can be renewed in December 2025 for an additional two years at the discretion of the DIWM Director. The total maximum compensation under Agreement 23-75 is $3,475,000 and covers basic services (routine maintenance), major annual overhauls, equipment breakdown repairs and installation of a 5th genset.
Due to greater than anticipated maintenance required for the gensets and consistently superior service provided by Holt, DIWM requests Board authorization to extend the term of the agreement through December 31, 2027 and increase the maximum compensation for basic services from $3,225,000 to $6,225,000 for the extended contract term.
Although $3,000,000 is being added to the Holt agreement, the increased budget includes money for contingency and will only be paid based on actual expenditures. The FY 25/26 budget includes $871,840 for expenditures under this agreement and future budgets will also include adequate compensation to cover these costs out of the Sanitation Enterprise Fund.
Given the rising costs of repairs and the frequency of shutdowns, due to the age of the equipment, DIWM released an RFP for the construction and management of a new landfill gas-to-energy facility in May 2025. Three proposals were received and interviews and negotiations are moving forward. DIWM does not foresee continuous and expensive repairs as a sustainable long-term plan and is therefore seeking to align the term of this HOLT agreement, and corresponding amendment, with the commencement of operations of the anticipated new landfill gas-to-energy facility.
Collaborations (including Board advisory groups and external partner agencies)
County Counsel has approved the agreement as to form.
Competitive Bid Process/Vendor Performance
The Department confirms that Holt of California has performed consistently superior service to DIWM.
Fiscal Impact
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 3,000,000
- Amount budgeted for expenditure:
- $ 3,000,000
- Additional expenditure authority needed:
- $ 0
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- Sanitation Enterprise Fun
- $3,000,000
Further explanation as needed:
The Sanitation Enterprise Fund includes $871,840 in the FY 25/26 budget to cover the work for this year. Future DIWM budgets will provide sufficient funds for maintenance of the landfill gas-to-energy facility gensets under this agreement.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Marissa Juhler | Marissa Juhler | 08/11/2025 05:45 PM |
| Marissa Juhler | Marissa Juhler | 08/14/2025 03:25 PM |
| Stephanie Cormier | Stephanie Cormier | 08/14/2025 04:35 PM |
| Financial Services | mrobertson | 08/14/2025 04:45 PM |
| County Counsel | Kimberly Hood | 08/15/2025 08:06 AM |
| Berenice Espitia | Berenice Espitia | 08/18/2025 04:27 PM |
- Form Started By:
- Rachel Davis
- Started On:
- 08/11/2025 12:52 PM
- Final Approval Date:
- 08/18/2025