HomeMy WebLinkAbout2019-10-22 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: October 22, 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 September 24, 2019, Public Hearing on the Power
Cost Charge and the September 24, 2019, Minutes of the Regular Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Roll Call Required)
5) 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 Hawaii 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.
6) PUNA:
A. 2018 KILAUEA LOWER EAST RIFT ZONE ERUPTION:
Staff will provide the Water Board with an update on the Department's efforts as related to the
eruption event last year. For discussion purposes, no action at this time.
7) SOUTH HILO:
A. FEASIBILITY STUDY FOR A SECOND SOURCE FOR THE UPPER KAUMANA
WATER SYSTEM:
The Department is requesting to perform a feasibility study for a second source for the upper
Kaumana portion of the South Hilo water system. This area of the water system is currently
serviced by the Saddle Road Well located on Tax Map Key (3) 2-5-041:047. Should the well
fail, the Department would need to submit a request to the Department of Health (DOH) to
Page 1 of 10 October 22, 2019, Water Board Agenda
utilize for emergency purposes, the `Ola`a Flume Spring Source that is deemed under the direct
influence of surface water and currently not approved for use.
The feasibility study will evaluate options including, but not limited to, the installation of a
treatment plant and appurtenant facilities to have the `Ola`a Flume Spring source meet the
requirements of DOH and the estimated operating cost; and the drilling, testing and outfitting of
a new well and appurtenant facilities. The feasibility study is intended to inform the
Department of requirements to provide an approved back-up source.
The estimate for the study is $100,000.00.
RECOMMENDATION: It is recommended that the Water Board approve the Department to
conduct a FEASIBILITY STUDY FOR A SECOND SOURCE FOR THE UPPER
KAUMANA WATER SYSTEM and enter into a professional services agreement, subject to
the approval of Corporation Counsel as to form and legality, and that either the Chairperson or
the Vice -Chairperson be authorized to sign the documents.
B. VEHICLE BID NO. 2019-09, FURNISHING AND DELIVERING VEHICLES TO THE
DEPARTMENT OF WATER SUPPLY:
Bids were opened on October 10, 2019, at 2:00 p.m. and following are the bid results:
Page 2 of 10 October 22, 2019, Water Board Agenda
Big Island
Inter Pacific
IK Motors
Motors, Inc.,
Motors, Inc.,
Inc. dba
dba Hilo
dba Orchid Isle
Kamaaina
Kona Mazda
Kamaaina
Auto Center
Motors
Subaru
Nissan, Inc.
Part "A" - ONE (1) ONLY V2 -TON COMPACT EXTENDED CAB PICK-UP, 4 -WHEEL
DRIVE, W/LIFT GATE
Total Delivery
$42,601.00
$38,519.88
Price:
No Bid
No Bid
Delivery Time
210
180
Calendar Days)
Part `B" - ONE (1) ONLY FULL-SIZE PICKUP, SERVICE BODY, 4 -WHEEL DRIVE,
W/LIFT GATE
Total Delivery
$57,965.00
Price:
No Bid
No Bid
No Bid
Delivery Time
(Calendar Days)
310
Part "C" - ONE (1) ONLY FULL-SIZE PICK-UP W/SERVICE BODY, 4 -WHEEL
DRIVE
Total Delivery
$52,743.00
Price:
No Bid
No Bid
No Bid
Delivery Time
310
(Calendar Days)
Part "D" ONE (1) ONLY 1 -TON CREW CAB WITH SERVICE BODY, 4 -WHEEL
DRIVE, W/LIFT GATE
Total Delivery
$64,051.00
Price:
No Bid
No Bid
No Bid
Delivery Time
310
(Calendar Days)
Page 2 of 10 October 22, 2019, Water Board Agenda
Part "E" - ONE (1) ONLY FULL-SIZE PICK-UP WITH EXTENDED CAB, SERVICE
BODY, 4 -WHEEL DRIVE, LIFT
Total Delivery
$59,873.00
Price:
No Bid
No Bid
No Bid
Delivery Time
310
(Calendar Days)
Part "F" - ONE
(1) ONLY MID-SIZE REGULAR CAB PICK-UP, 4 -WHEEL DRIVE
Total Delivery
$32,561.00
$29,066.37
Price:
No Bid
No Bid
Delivery Time
180
180
(Calendar Days)
Part "G" - TWO (2) ONLY 4 -DOOR, ALL WHEEL DRIVEAWD COMPACT CROSS-
OVER WAGON OR SUV
Total Delivery
$58,530.00
$53,803.46
$57,626.61
Price:
No Bid
Delivery Time
180
90
120
Calendar Days)
Part "H" - ONE (1) ONLY CREW CAB, 4 -WHEEL DRIVE COMPACT PICKUP
TRUCK
Total Delivery
$36,878.00
$33,229.50
Price:
No Bid
No Bid
Delivery Time
180
180
(Calendar Days)
RECOMMENDATION: It is recommended that the Board award VEHICLE BID
NO. 2019-09, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF
WATER SUPPLY, to:
• Inter Pacific Motors, Inc., dba Orchid Isle Auto Center, for Parts B, C, D and E at a total
cost of $234,632.00;
• Kamaama Motors, for Parts F and H at a total cost of $62,295.87;
• Hilo Kona Mazda Subaru, for Part G at a total cost of $53,803.46;
• Kamaama Nissan, Inc., for Part A at a total cost of $38,519.88;
and that either the Chairperson or the Vice -Chairperson be authorized to sign the contracts
subject to approval of the contracts as to form and legality by Corporation Counsel.
C. JOB NO. 2018-1099, PANA`EWA WELLS B & C REPAIR — REQUEST FOR TIME
EXTENSION:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of
92 calendar days. The manufacturer has encountered challenges with furnishing pumps that
meet the requirements of the contract specifications. The manufacturer is still working on
implementing modifications to improve the pump efficiency to satisfy the contract
requirements. These delays were beyond the control of the contractor. Note: There are no
additional costs associated with this time extension.
1St time extension — 92 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of 92 calendar days to Beylik Drilling & Pump Service, Inc., for JOB NO. 2018-1099,
PANA`EWA WELLS B & C REPAIR. If approved, the contract completion date will be
revised from November 15, 2019, to February 15, 2020.
Page 3 of 10 October 22, 2019, Water Board Agenda
8) 14AMAKUA:
A. JOB NO. 2018-1097, HONOKA`A BOOSTERS A & B REPAIR — REQUEST FOR
TIME EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time
extension of 284 calendar days. The scope of work requires booster replacement to be
performed in series, thus field measurement of the second suction cannot be done until repair of
the first booster is complete. The manufacturer has committed to a ship date of December 13,
2019, for the first booster. Production of the second booster is projected to start in January 2020
with an estimated ship date in July 2020. This delay was beyond the control of the contractor.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and found that only 224 calendar days of the requested time can be considered
justified. Note: There are no additional costs associated with this time extension.
1St time extension — 224 calendar days.
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of 224 calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB
NO. 2018-1097, HONOKA`A BOOSTERS A & B REPAIR. If approved, the contract
completion date will be revised from October 25, 2019, to June 5, 2020.
9) SOUTH KOHALA:
A. JOB NO. 2019-1108, WAIMEA DEEPWELL REPAIR — CONTRACT TIME EXTENSION:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of
108 calendar days. After a significant lead time, the manufacturer fabricated and delivered
valves with incorrect threading. The continuous challenges and ultimate failure of the current
manufacturer to deliver the correct materials has damaged the confidence of the contractor and
the Department that the manufacturer is capable to furnish check valves to the satisfaction of
the contract specifications, thus, requiring the contractor to seek an alternate manufacturer. The
contractor needs the requested time to furnish check valves from this alternate manufacturer.
These delays were beyond the control of the contractor. Note: There are no additional costs
associated with this time extension.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and found that only 84 calendar days of the requested time can be considered
justified.
1St time extension — 45 calendar days (Due to change in valve material)
2nd time extension — 84 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of 84 calendar days to Beylik Drilling & Pump Service, Inc., for JOB NO. 2019-1108,
WAIMEA DEEPWELL REPAIR. If approved, the contract completion date will be revised
from October 15, 2019, to January 7, 2020.
Page 4 of 10 October 22, 2019, Water Board Agenda
B. JOB NO. 2019-1122, LALAMILO A DEEPWELL REPAIR:
This project consists of furnishing all labor, materials, tools and equipment necessary to
refurbish existing pump and motor, reuse column assembly, replace lineshafts and bearings;
perform electrical work; borehole alignment survey; chlorinate the well and pumping assembly;
and complete an efficiency test; in accordance with the specifications.
Bids for this project were opened on October 10, 2019, at 1:30 p.m., and the following are the
bid results:
Bidder
Bid Amount
Derrick's Well Drilling & Pump Services, LLC
$375,000.00
Project Costs:
1) Lowest Bidder (Derrick's Well Drilling & Pump Services, LLC) $375,000.00
2) Contingencies (10.0%) $37,500.00
Total Cost: $412,500.00
Funding for this project will be from DWS' CIP Budget under Deepwell Pump Replacement.
The contractor will have 120 calendar days to complete this project. The Engineering estimate
for this project was $365,000.00.
Well History:
Lalamilo A Deepwell:
Original Installation: September 1985
Repaired: August 1992 (replaced pump and entire lineshaft assembly, brush, bail, video)
Repaired: July 2015 (replaced pump and entire lineshaft assembly, brush, bail, video)
Mitigation Measures:
This project will implement the mitigation measures of conducting a borehole alignment
survey.
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2019-1122, LALAMILO A DEEPWELL REPAIR, to the lowest responsible bidder,
Derrick's Well Drilling & Pump Services, LLC, for their bid amount of $375,000.00, plus
$37,500.00 for contingencies, for a total contract amount of $412,500.00. 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.
C. 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
84 calendar days. After a significant lead time, the manufacturer fabricated and delivered
valves with incorrect threading. The continuous challenges and ultimate failure of the current
manufacturer to deliver the correct materials has damaged the confidence of the contractor and
the Department that the manufacturer is capable to furnish check valves to the satisfaction of
the contract specifications, thus, requiring the contractor to seek an alternate manufacturer. The
contractor needs the requested time to furnish check valves from this alternate manufacturer.
Page 5 of 10 October 22, 2019, Water Board Agenda
10)
These delays were beyond the control of the contractor. Note: There are no additional costs
associated with this time extension.
1St time extension — 122 calendar days (Due to addition of 3 check valves)
2nd time extension — 31 calendar days (Due to change in valve material)
3rd time extension — 84 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of 84 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 October 31, 2019, to January 23, 2020.
NORTH KOHALA:
A. JOB NO. 2019-1113, HAWI #2 BOOSTER B REPAIR:
This project consists of furnishing all labor, materials, tools and equipment necessary to install
one (1) Contractor furnished vertical turbine pump, discharge head, and all appurtenant
materials; install Contractor and DWS supplied piping components; electrical work; chlorinate
the suction can and pumping assembly; and complete an efficiency test; in accordance with the
specifications.
Bids for this project were opened on October 10, 2019, at 2:30 p.m., and the following are the
bid results:
Bidder
Bid Amount
Derrick's Well Drilling & Pump Services, LLC
$155,000.00
Project Costs:
1) Low Bidder (Derrick's Well Drilling & Pump Services, LLC) $155,000.00
2) Contingencies (10.0%) $15,500.00
Total Cost: 5170,500.00
Funding for this project will be from DWS' CIP Budget under Deepwell Pump Replacement.
The contractor will have 180 calendar days to complete this project. The Engineering estimate
for this project was $150,000.00.
Repair HistoDL
Original Installation: February 1986
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2019-1113, HAWI #2 BOOSTER B REPAIR, to the lowest responsible bidder, Derrick's
Well Drilling & Pump Services, LLC, for their bid amount of $155,000.00, plus $15,500.00 for
contingencies, for a total contract amount of $170,500.00. 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.
Page 6 of 10 October 22, 2019, Water Board Agenda
11) NORTH KONA:
A. JOB NO. 2017-1077, HUALALAI DEEPWELL REPAIR - REQUEST FOR
ADDITIONAL FUNDS:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract change order for
additional work in association with the installation of the Hualalai Deepwell. The description of
additional work and associated fees are as follows (see attached):
ITEM
DESCRIPTION
AMOUNT
1
Additional True Root Mean Squared (TRMS) Current
$12,510.00
Transducers
2.
(5) 8" API 8 Round Couplings
$1,124.00
3
Additional cable reel, spooling, shipping and handling
$7 029.00
in association with dividingcable to a secondspool
TOTAL
$20,663.00
Staff reviewed the request for additional funds and the accompanying supporting
documentation and found that only $13,634.00 can be considered justified.
Original Contract Amount: $696,080.00
Original Contingency Amount: $69,520.00
1St Additional Contingency Request: $204,708.07
2" d Additional Contingency Request: $13,634.00
Total Revised Contract Amount: $983,942.07
(Power Cable, Centrilift Service Calls,
Additional Installation & Extraction -
Beylik, Splicing Work, Installation of
Junction Box)
RECOMMENDATION: It is recommended that the Board approve an increase in contingency
of $13,634.00 to Beylik Drilling & Pump Service, Inc., for JOB NO. 2017-1077, HUALALAI
DEEPWELL REPAIR. If approved, the total revised contract amount shall be $983,942.07.
B. JOB NO. 2018-1098, PALANI DEEPWELL A REPAIR — REQUEST FOR TIME
EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time
extension of 40 calendar days. The delivery of the pump and motor equipment is being delayed
due to the installation of an incorrect length motor lead extension (MLE) and failure to furnish
a motor shroud by the motor manufacturer. These delays were beyond the control of the
contractor. Note: There are no additional costs associated with this time extension.
1St time extension — 60 calendar days (due to failure of motor manufacturer's lamination machine)
2nd time extension — 40 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of 40 calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB
NO. 2018-1098, PALANI DEEPWELL A REPAIR. If approved, the contract completion date
will be revised from October 22, 2019, to December 1, 2019.
Page 7 of 10 October 22, 2019, Water Board Agenda
12) 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.
1. Declaration of Extinguishment of Easement
Declarant: Water Board of the County of Hawaii
Owner: Hawaii Island Community Development Corporation
Tax Map Key: (3) 2-8-026: Portions of. 001, 002 and 004
Pepe`ekeo, South Hilo, Island of Hawaii, Hawaii
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. HAWAII WATER AGENCY RESPONSE NETWORK (HIWARN) MUTUAL AID
AND ASSISTANCE AGREEMENT:
The Department is participating with the other municipal water utilities in the State of Hawaii
in the Hawaii Water Agency Response Network (HIWARN). This Agreement sets forth the
procedures and standards for the administration of mutual aid and assistance in the event of an
emergency where resources from other utilities are needed.
RECOMMENDATION: It is recommended that the Water Board approve the Hawaii Water
Agency Response Network (HIWARN) Mutual Aid and Assistance Agreement, subject to the
approval of the Corporation Counsel and that either the Chairperson or the Vice -Chairperson be
authorized to sign the document.
C. 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.
D. JOB NO. 2018-1093, REQUEST FOR PROPOSALS TO PROVIDE A SOLAR
PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT FIVE (5)
DEPARTMENT OF WATER SUPPLY LOCATIONS:
On April 23, 2019, Greenpath Technologies, Inc. (GTI) was awarded this project based on its
Best and Final Offer to design, construct, own, operate and maintain a solar photovoltaic (PV)
energy generation system and coat all associated roofs at five (5) separate Department of Water
Supply (DWS) offices/baseyards.
Two contracts are prepared under this Job No. 2018-1093:
A Power Purchase Agreement between DWS and GTI has been prepared that consist of
GTI designing, constructing, owning, operating and maintaining a PV energy generation
system at five (5) separate Department of Water Supply (DWS) offices/baseyards, at no
cost to DWS. DWS will purchase the generated electricity from GTI at a fixed rate of
$0.18 per kilowatt-hour over a 20 -year commercial operation period.
Page 8 of 10 October 22, 2019, Water Board Agenda
Cost:
1) HELCO Allowance: Meter upgrades at Waiakea Office Plaza 8 000 00
(not to exceed amount)
2. A Construction Contract with GTI has been prepared that will consist of furnishing all
labor, materials, tools and equipment necessary to install a roof coating on the six (6) roofs
that support a photovoltaic system, with 20 -year warranty, and replace six (6) existing
skylights at the Kona Baseyard.
Cost:
1) Roof Coatings and Skylight Replacement $538,363.00
2) Contingencies (-10%) $53,637.00
Total Cost: �592000.00
Funding for the meter upgrade allowance and construction contract will be from DWS'
Energy CIP. GTI will have 520 calendar days to complete the construction contract and to
begin PV system commercial operation at all sites.
RECOMMENDATION: It is recommended that the Board approve the contracts for JOB
NO. 2018-1093, REQUEST FOR PROPOSALS TO PROVIDE A SOLAR
PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT FIVE (5) DEPARTMENT
OF WATER SUPPLY LOCATIONS, for the proposed Power Purchase Agreement
amount of $0.18 per kilowatt-hour and $8,000.00, and for the proposed Construction
Contract amount of $538,363.00 plus $53,637.00 for contingencies, for a total amount of
$592,000.00. It is further recommended that either the Chairperson or the Vice -
Chairperson be authorized to sign the contracts, subject to review as to form and legality
by Corporation Counsel.
E. 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.
F. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer to provide an update on the following:
1. North Kona Wells
2. 2020 Water Board Schedule
G. EXECUTIVE SESSION: MANAGER -CHIEF ENGINEER'S EVALUATION FOR
CALENDAR YEAR 2019:
The Board anticipates convening an executive meeting to consider the evaluations of the
Manager for its annual performance review, as authorized by Hawaii County Charter
Section 7-4.6(d) and Hawaii Revised Statutes ("HRS"), Sections 92-4 and 92-5(a)(2). 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 maj ority of the board.
Page 9 of 10 October 22, 2019, Water Board Agenda
H. MANAGER -CHIEF ENGINEER'S EVALUATION FOR CALENDAR YEAR 2019:
Discussion/action on Manager -Chief Engineer's evaluation and compensation.
I. CHAIRPERSON'S REPORT:
Chairperson to report on matters of interest to the Board.
13) ANNOUNCEMENTS:
1. Next Regular Meeting:
The next meeting of the Water Board will be November 26, 2019, 10:00 a.m. at the West
Hawaii Civic Center, Community Meeting Hale, Building G, 74-5044 Ane Keohokalole
Highway, Kailua-Kona, Hawaii.
2. Following Meeting:
The following meeting of the Water Board will be December 17, 2019, 10:00 a.m., at the
Department of Water Supply, Hilo Operations Center Conference Room; 889 Leilam Street,
Hilo, Hawaii.
14) 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 10 of 10 October 22, 2019, Water Board Agenda