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Home My WebLink About2019-06-25 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII WATER BOARD MEETING AGENDA MEETING DATE: June 25, 2019 TIME: 10:00 a.m. PLACE: Department of Water Supply, Hilo Operations Center Conference Room, 889 Leilam Street, Hilo, Hawaii 1) CALL TO ORDER — 10:00 a.m. (please turn cell phones off or set to silent) 2) STATEMENTS FROM THE PUBLIC 3) APPROVAL OF MINUTES — Minutes of the May 28, 2019, Public Hearing on the Power Cost Charge and the May 28, 2019, Minutes of the Regular Water Board Meeting 4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary) (Note: Roll Call Required) 5) SOUTH HILO: A. JOB NO. 2019-1115, PANA`EWA WELL A REPAIR: This project consists of furnishing all labor, materials, tools and equipment necessary to remove the existing pump, motor, and column assembly; replace all column assembly bearings; install the existing line shaft pump and motor, column assembly, sounding tubes, and all appurtenant materials; chlorinate the well and pumping assembly; and complete efficiency test; in accordance with the specifications. Bids for this project were opened on June 13, 2019, at 2:00 p.m., and the following are the bid results: Bidder Bid Amount Derrick's Well Drilling & Pump Services, LLC $98,000.00 Be lik Drilling & Pump Service, Inc. $107,450.00 Project Costs: 1) Low Bidder (Derrick's Well Drilling & Pump Services, LLC) $98,000.00 2) Contingencies (-10.0%) $9,800.00 Total Cost: X107,800.00 Funding for this project will be from DWS's CIP Budget under Deepwell Pump Replacement. The contractor will have 100 calendar days to complete this project. The Engineering estimate for this project was $80,000.00. Page 1 of 6 June 25, 2019, Water Board Agenda Well History: Pana`ewa Well A: Original Installation: March 1964 Repaired: September 1999 Last Repaired: September 2016 — Final Contract Amount $145,000.00 Mitigation Measures: This project will implement the mitigation measure of conducting a borehole alignment survey. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2019-1115, PANA`EWA WELL A REPAIR, to the lowest responsible bidder, Derrick's Well Drilling & Pump Services, LLC, for their bid amount of $98,000.00, plus $9,800.00 for contingencies, for a total contract amount of $107,800.00. It is further recommended that either the Chairperson or the Vice -Chairperson be authorized to sign the contract, subject to review as to form and legality by Corporation Counsel. B. JOB NO. 2018-1081, PI`IHONUA #1 DEEPWELL C REPAIR — REQUEST FOR TIME EXTENSION: The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time extension of 353 calendar days. The contractor experienced delays caused by the pump manufacturer and issues securing a test facility. These delays were beyond the control of the contractor. Staff reviewed the request for contract time extension and the accompanying supporting documentation and founded that only 290 calendar days of the requested time can be considered justified. Note: There are no additional costs associated with this time extension. 1st time extension — 290 calendar days RECOMMENDATION: It is recommended that the Board approve a contract time extension of 290 calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB NO. 2018-1081, PI`IHONUA # 1 DEEPWELL C REPAIR. If approved, the contract completion date will be revised from July 31, 2018, to May 17, 2019. 6) SOUTH KOHALA: A. JOB NO. 2018-1085, PARKER #1 DEEPWELL REPAIR — CHANGE ORDER REQUEST: The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract change order for the additional work in association with the furnishing of four (4) additional positive seal check valves. The description of additional work and associated fees are as follows (see attached): ITEM DESCRIPTION AMOUNT 1. Furnish four (4) additional positive seal check valves $56,920.00 TOTAL $56,920.00 Page 2 of 6 June 25, 2019, Water Board Agenda Original Contract Amount: $83,200.00 Original Contingency amount: $8,300.00 1st Additional Contingency request: $48,620.00 Total Revised Contract Amount: $140,120.00 The contractor, Beylik Drilling & Pump Service, Inc., is also requesting a contract time extension of 61 calendar days. The Department requested a change in the scope of work to add four (4) positive seal check valves based on recommendation from our consultant. These delays were beyond the control of the contractor. 1St time extension — 61 calendar days RECOMMENDATION: It is recommended that the Board approve an increase in contingency of $48,620.00 to Beylik Drilling & Pump Service, Inc., for a total project cost of $140,120.00, and approve a contract time extension of 61 calendar days for JOB NO. 2018-1085, PARKER # 1 DEEPWELL REPAIR. If approved, the contract completion date will be revised from June 30, 2019, to August 30, 2019. B. JOB NO. 2018-1089, LALAMILO D DEEPWELL REPAIR — REQUEST FOR TIME EXTENSION: The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of 122 calendar days. The Department requested a change in the scope of work to add three (3) positive seal check valves based on recommendation from consultant. These delays were beyond the control of the contractor. Note: There are additional costs of$10,860.00 associated with this time extension. These associated costs are within the original contingency of $25,900.00 for this project. 1St time extension — 122 calendar days RECOMMENDATION: It is recommended that the Board approve a contract time extension of 122 calendar days to Beylik Drilling & Pump Service, Inc., for JOB NO. 2018-1089, LALAMILO D DEEPWELL REPAIR. If approved, the contract completion date will be revised from May 31, 2019, to September 30, 2019. 7) SOUTH KONA: A. JOB NO. 2019-1114, KE`EI C DEEPWELL AND BOOSTERS A & B REPAIR: This project consists of furnishing all labor, materials, tools and equipment necessary to remove the existing pump, motor and column assembly; install a Contractor supplied submersible pump, motor, column assembly, power cable, sounding tube, and all appurtenant materials; well rehabilitation; borehole alignment survey; remove the existing booster pumps, discharge heads, and motors; install the Contractor supplied booster pumps, discharge heads, motors, and suction can liners; refurbishing suction cans; electrical work; chlorinate the well and pumping assembly; and complete an efficiency test; in accordance with the specifications. Bids for this project were opened on June 13, 2019, at 1:30 p.m., and the following are the bid results: Page 3 of 6 June 25, 2019, Water Board Agenda Bidder Bid Amount Beylik Drilling & Pump Service, Inc. $857,120.00 Derrick's Well Drilling & Pump Services, LLC $900,463.24 Project Costs: 1) Low Bidder (Beylik Drilling & Pump Service, Inc.) $857,120.00 2) Contingencies (-10.0%) $84,880.00 Total Cost: �942000.00 Funding for this project will be from DWS's CIP Budget under Deepwell Pump Replacement. The contractor will have 135 calendar days to complete this project. The Engineering estimate for this project was $688,700.00. Well History: Ke`ei C DeenWell: Original Installation Repaired: Repaired: Repaired: Repaired: Repaired: Repaired: Repaired: Last Repaired: Mitigation Measures: June 1964 January 1979 April 1986 August 1986 May 1988 April 1990 November 1994 — Final Contract Amount $28,755.00 December 1997 — Final Contract Amount $46,302.00 April 1999 —Final Contract Amount $45,161.00 This project will implement the mitigation measure of conducting a borehole alignment survey. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2019-1114, KE`EI C DEEPWELL AND BOOSTERS A & B REPAIR, to the lowest responsible bidder, Beylik Drilling & Pump Service, Inc., for their bid amount of $857,120.00, plus $84,880.00 for contingencies, for a total contract amount of $942,000.00. It is further recommended that either the Chairperson or the Vice -Chairperson be authorized to sign the contract, subject to review as to form and legality by Corporation Counsel. 8) NORTH KONA: A. JOB NO. 2017-1077 (REBID), HUALALAI DEEPWELL REPAIR — REQUEST FOR TIME EXTENSION: The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of 273 calendar days. The contractor experienced delays caused by the pump manufacturer and the Department requested a change in the scope of work to replace the existing power cable after it was determined to be defective. These delays were beyond the control of the contractor. Note: There are no additional costs associated with this time extension. 1st time extension — 273 calendar days Page 4 of 6 June 25, 2019, Water Board Agenda RECOMMENDATION: It is recommended that the Board approve a contract time extension of 273 calendar days to Beylik Drilling & Pump Service, Inc., for JOB NO. 2017-1077 (REBID), HUALALAI DEEPWELL REPAIR. If approved, the contract completion date will be revised from November 15, 2018, to August 15, 2019. 9) MISCELLANEOUS: A. DEDICATIONS: We received the following document for action by the Water Board. The water system has been constructed in accordance with the Department's standards and is in acceptable condition for dedication. Grant of Easement and Bill of Sale Grantors: Chun -Kai Huang, Hsin-Yi Huang, Dien -Jung Lin and Chris Brilhante Subdivision No.: 15-001539 Tax Map Key: (3) 2-2-043:029 Facilities Charge: $16,500.00 Date Paid: 1/4/2019 Final Inspection Date: 1/2/2019 Water System Cost: $16,150.00 RECOMMENDATION: It is recommended that the Water Board accept this document subject to the approval of the Corporation Counsel and that either the Chairperson or the Vice -Chairperson be authorized to sign the document. B. MONTHLY PROGRESS REPORT: Submission of Progress Report of Projects by the Department. Department personnel will be available to respond to questions by the Board regarding the status/progress of any project. C. REVIEW OF MONTHLY FINANCIAL STATEMENTS: Submission of financial statements and information relating to the financial status of the Department. Department personnel will be available to respond to questions by the Board relating to the financial status of the Department. D. MANAGER -CHIEF ENGINEER'S REPORT: The Manager -Chief Engineer to provide an update on the following: 1. North Kona Wells E. EXECUTIVE SESSION: REGARDING OPEN LITIGATION: The Board anticipates convening an executive meeting for the purposes of discussing the legal rights, duties and liabilities of the Board concerning open litigation against the Board, as authorized by Hawaii County Charter Section 74.6 and Hawai'i Revised Statutes ("HRS"), Section 92-4 and 92- 5(a)(4). The Board wishes to have its attorney present, in order to consult with the board's attorney on its questions and issues pertaining to the board's powers, duties, privileges, immunities, and liabilities pursuant to HRS Section 92-5(a)(4). A two-thirds vote of the members present, pursuant to HRS Section 92-4, is necessary to hold an executive meeting, provided that the affirmative vote constitutes a majority of the board. Page 5 of 6 June 25, 2019, Water Board Agenda F. CHAIRPERSON'S REPORT: Chairperson to report on matters of interest to the Board. 10) ANNOUNCEMENTS: 1. Next Regular Meeting: The next meeting of the Water Board will be July 23, 2019, 10:00 a.m., in the Department of Water Supply, Operations Center Conference Room; 889 Leilam Street, Hilo, Hawaii. 2. Following Meeting: The following meeting of the Water Board will be August 27, 2019, 10:00 a.m., at the West Hawaii Civic Center, Community Meeting Hale, Building G; 74-5044 Ane Keohokalole Highway, Kailua-Kona, Hawaii. 11) ADJOURNMENT Anyone requiring an accommodation or auxiliary aid and/or services to participate in this meeting (i.e. sign language, interpreter, large print), please contact the Board Secretary, at 961-8050 as soon as possible, but no later than five days before the scheduled meeting. Notice to Lobbyists: If you are a lobbyist, you must register with the Hawaii County Clerk within five days of becoming a lobbyist. {Article 15, Section 2-91.3(b), Hawaii County Code} A lobbyist means any individual engaged for pay or other consideration who spends more than five hours in any month or $275 in any six-month period for the purpose of attempting to influence legislative or administrative action by communicating or urging others to communicate with public officials." {Article 15, Section 2-91.3(a)(6), Hawaii County Code} Registration forms and expenditure report documents are available at the Office of the County Clerk -Council, Hilo, Hawaii. Page 6 of 6 June 25, 2019, Water Board Agenda