HomeMy WebLinkAbout2020-05-26 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
DATE: May 26, 2020
TIME: 10:00 a.m.
PLACE: Via web conferencing. Host location: 345 Kekuana6`a Street, 420, Hilo, Hawaii. The
public may view the meeting via live stream at https://www.facebook.com/HawaiiDWS
Written Testimony: Anyone wishing to provide testimony on an agenda item may also do so
by email to dwskhawaiidws.org, facsimile to (808) 961-8657, or by mail to the Department
of Water Supply at 345 Kekuana6`a Street, Hilo, HI 96720. Written testimony should be
submitted no later than 12 noon, Friday May 22, 2020, to be acknowledged at the board
meeting. All written testimony, regardless of time of receipt, will be part of the permanent
record.
Oral Testimony: Those that want to provide oral testimony during the meeting, must email
dwskhawaiidws.org no later than 12 noon, Friday May 22, 2020, with your name, phone
number, email address, and the agenda item you wish to testify on. You may be asked to
register and your testimony will be included and recorded via the web conference application.
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 April 28, 2020, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
5) WATER RATES, FISCAL YEAR 2021-2025, JOB NO. 2019-08:
A copy of the water rate schedule prepared for newspaper advertising is provided to the Board.
Water Rate Study consultant, Harris & Associates, has recommended water rates for the 5 -year period
Fiscal Year 2021 to 2025 for the Board's review. Their recommendation includes a 6.5% rate
increase each year over five (5) years.
RECOMMENDATION: It is recommended that the Board approve holding public hearings in Kona
and Hilo on consecutive days, when it is safe to do so, to obtain input on the 5 -year water rates
recommended by Harris & Associates.
6) SOUTH HILO:
A. JOB NO. 2005-875, PAPA`IKOU TRANSITE AND G.I. PIPELINE REPLACEMENT:
This project consists of replacing approximately three (3) miles of existing transite and
galvanized waterlines and service laterals for 267 customers in the Papa`ikou area.
Bids were opened on May 13, 2020, at 2:00 p.m., and following are the bid results:
Page 1 of 9 May 26, 2020, Water Board Agenda
Bidder
Adjusted Bid Amount*
Amount
Nan, Inc.
$6,451,993.64
$6,791,572.25
Goodfellow Bros. LLC
$7,658,366.10
$8,061,438.00
Jas. W. Glover, Ltd.
$7,678,600.00
$7,678,600.00
Isemoto Contracting Co., Ltd.
$10,516,684.30
$10,516,684.30
Ko a Engineering & Construction, Inc.
$7,077,769.80
$7,450,284.00
* Adjusted Bid Amount for evaluation purposes only.
Project Costs:
1) Low Bidder (Nan, Inc.) $6,791,571.25
2) Construction Contingency (9.3%) $633,428.75
Total Construction Cost: 7.425.000.00
Funding for this project will be from United States Department of Agriculture — Rural Utility
Services Loan and Grant. The contractor will have 365 calendar days to complete this project.
The engineering estimate for this project was $7,400,000.00.
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2005-875, PAPA`IKOU TRANSITE AND G.I. PIPELINE REPLACEMENT, to the lowest
responsible bidder, Nan, Inc., for their bid amount of $6,791,571.25 plus $633,428.75 for
contingencies, for a total contract amount of $7,425,000.00. 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 of the contract by Corporation Counsel.
7) SOUTH KOHALA:
A. JOB NO. 2018-1085, PARKER #1 DEEPWELL REPAIR — REQUEST FOR TIME
EXTENSION:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of
30 calendar days. The delivery of the replacement equipment coupling took longer than expected.
This delay was beyond the control of the contractor.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and finds the 30 calendar days justified.
1st time extension — 61 calendar days (Due to replacement check valves) approved at the 6/25/19
Water Board Meeting
2nd time extension — 92 calendar days (Due to replacement pump discharge case) approved at the
8/27/19 Water Board Meeting
3rd time extension — 62 calendar days (Due to fit -up issues with DWS supplied equipment)
approved at the 12/17/19 Water Board Meeting
4th time extension — 90 calendar days (Due to replacement equipment coupling) approved at the
2/25/20 Water Board Meeting
5t' time extension — 30 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
30 calendar days to Beylik Drilling & Pump Service, Inc., for JOB NO. 2018-1085, PARKER 41
DEEPWELL REPAIR. If approved, the contract completion date will be revised from April 30,
2020, to May 30, 2020.
Page 2 of 9 May 26, 2020, Water Board Agenda
B. JOB NO. 2019-1122, LALAMILO A DEEPWELL REPAIR — REQUEST FOR
ADDITIONAL FUNDS AND TIME EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract change
order for the additional work in association with the purchase of a new Simflo pump and to
change the size of the sounding tubes. The existing Gicon pump could not be refurbished after
reviewing the teardown report. The description of additional work and associated fees are as
follows:
ITEM
DESCRIPTION
AMOUNT
1.
New Simflo SM10H pump with surface shipping
$66,902.60
2
Teardown inspection of Gicon I ICLC-LL pump with
surface shipping
$8,152.90
3.
New V2" sounding tubes
$1,293.75
4.
Deduct cost to refurbish pump, Part B, Item 44
-$37,148.80
TOTAL
$39,200.45
Original Contract Amount: $375,000.00
Original Contingency amount: $37,500.00
1St Additional Contingency request: $1,700.45
Total Revised Contract Amount: $414,200.45
The contractor is also requesting a contract time extension of 77 calendar days. The Department
requested the contractor provide a new replacement pump. These delays were beyond the control
of the contractor.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and finds the 77 calendar days justified.
1St time extension — 30 calendar days (Due to pump not able to be refurbished) approved at the
4/28/2020 Water Board Meeting
2" d time extension — 77 calendar days
RECOMMENDATION: It is recommended that the Board approve an increase in contingency of
$1,700.45 to Derrick's Well Drilling & Pump Services, LLC, for a total project cost of
$414,200.45, and approve a contract time extension of 77 calendar days for JOB NO. 2019-1122,
LALAMILO A DEEPWELL REPAIR. If approved, the contract completion date will be revised
from May 30, 2020, to August 15, 2020.
8) NORTH KOHALA:
A. JOB NO. 2019-1113, HAWI #2 BOOSTER B REPAIR — REQUEST FOR TIME
EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time
extension of 133 calendar days. The motor for this project was significantly damaged while in
transit to Hawaii. The motor needs to be replaced with a factory new unit. These delays were
beyond the control of the contractor.
Page 3 of 9 May 26, 2020, Water Board Agenda
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and finds the 133 calendar days justified. Note: There are no additional costs
associated with this time extension.
1st time extension — 133 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
133 calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB NO. 2019-1113,
HAWI 42 BOOSTER B REPAIR. If approved, the contract completion date will be revised from
June 8, 2020, to October 19, 2020.
9) NORTH KONA:
A. JOB NO. 2016-1043, WAI`AHA WATER SYSTEM IMPROVEMENTS - TRANSMISSION
REQUEST FOR TIME EXTENSION:
The contractor, Isemoto Contracting Co., Ltd., has completed the installation of the waterline and
appurtenances; however, due to the COVID-19 situation, they are waiting to schedule the tie-ins
before they finalize the chlorination. Upon completion of the tie-ins, they will do the final paving
for the entire project.
Staff is making this recommendation for a contract time extension of 30 days to allow the
contractor to complete the remaining work on the project. This would be the second time
extension. Note: There are no additional costs associated with this time extension.
1st time extension — 210 calendar days (Due to redesign of stream crossings) approved at the
12/17/19 Water Board Meeting
2" d time extension — 30 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
30 calendar days to Isemoto Contracting Co., Ltd., for JOB NO. 2016-1043, WAI`AHA WATER
SYSTEM IMPROVEMENTS - TRANSMISSION. If approved, the contract completion date
will be revised from May 28, 2020, to June 27, 2020.
B. JOB NO. 2013-989, KAHALU`U SHAFT INCLINED LIFT REPLACEMENT - REQUEST
FOR TIME EXTENSION:
The contractor, Jas. W. Glover, Ltd., is requesting a contract time extension of 60 calendar days
due to their subcontractor's (Heide & Cook, Ltd.) decision to not allow their employees to travel
interisland at this time. The certified personnel required to perform the necessary work on the
cart is on Oahu.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and finds that 60 calendar days is justified. This would be the fourth time
extension. Note: There are no additional costs associated with this time extension.
1st time extension — 90 calendar days (Due to repairs to the existing tracks) approved at the
12/18/18 Water Board Meeting
2nd time extension — 283 calendar days (Due to manufacturer delay in final design of cart and
building of a test stand/track as cost to repair tracks as designed not feasible) approved at the
4/23/19 Water Board Meeting
Page 4 of 9 May 26, 2020, Water Board Agenda
3rd time extension — 117 calendar days (Due to gear box failure for cart and treatment of a section
of the track) approved at the 1/28/20 Water Board Meeting
4t' time extension — 60 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
60 calendar days to Jas. W. Glover, Ltd., for JOB NO. 2013-989, KAHALU`U SHAFT
INCLINED LIFT REPLACEMENT. If approved, the contract completion date will be revised
from May 24, 2020, to July 23, 2020.
10) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEM:
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
Grantor: Kona Owner, LLC
"Niumalu Marketplace Shopping Center"
Subdivision No. N/A
Tax Map Key: (3) 7-5-004: 007
Facilities Charge: $447,790.00 Date Paid: 5/8/2020
Final Inspection Date: 5/8/2020
Water System Cost: $54,820.00
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. MATERIAL BID NO. 2020-03, FURNISH BASE COURSE, SAND, COLD MIX,
HOT MIX, AND NO. 3F ROCK TO THE DEPARTMENT OF WATER SUPPLY:
Bids were opened on May 14, 2020, at 2:00 p.m.; and following are the bid results:
Page 5 of 9 May 26, 2020, Water Board Agenda
WHC, Ltd.
Grace
Jas.W.
Puna Rock
dba West
Yamada and
Pacific LLC
Glover, Ltd.
Co., Ltd.
Hawaii
Sons, Inc.
Concrete
District 1 (Hilo):
IA
3/4" Base Course
No bid
$ 18.75
$ 16.20
No bid
$ 23.60
(cost per ton)
1B
1 ''/2" Base Course
No bid
$ 17.71
$ 15.15
No bid
$ 23.05
(cost per ton)
1C
No 3F Rock (cost
No bid
$ 30.21
$ 18.00
No bid
$ 28.30
per ton)
1D
44 Sand (costper
No bid
$ 40.62
$ 39.40
No bid
$ 55.50
ton)
IE
Mortar Sand (cost
No bid
$ 64.58
No bid
No bid
No bid
per ton)
Page 5 of 9 May 26, 2020, Water Board Agenda
IF
Cold Mix (cost
No bid
No bid
No bid
No bid
$ 149.80
per ton
1G
Blended material
No bid
$ 51.04
$ 22.45
No bid
$ 58.90
(60 % 44 Sand &
40% 4 3F Rock
(cost per ton)
1H
Hot Mix (cost per
No bid
$ 142.00
No bid
No bid
$ 137.35
ton)
District II (Waimea):
2A
3/4" Base Course
No bid
No bid
No bid
$16.75
No bid
(cost per ton)
2B
1 ''/2" Base Course
No bid
No bid
No bid
$15.15
No bid
cost perton
2C
No 3F Rock (cost
No bid
No bid
No bid
$ 28.98
No bid
per ton)
2D
44 Sand (cost per
No bid
No bid
No bid
$ 32.74
No bid
ton
2E
Mortar Sand (cost
No bid
No bid
No bid
$ 55.94
No bid
per ton)
2F
Cold Mix (cost
No bid
No bid
No bid
No bid
No bid
per ton
District III (Kona):
3A
3/4" Base Course
No bid
No bid
No bid
$ 24.41
No bid
(cost per ton)
3B
1 ''/2" Base Course
No bid
No bid
No bid
$ 22.50
No bid
(cost per ton)
3C
No 3F Rock (cost
No bid
No bid
No bid
$ 39.51
No bid
per ton)
3D
44 Sand (cost per
No bid
No bid
No bid
$ 46.97
No bid
ton)
3E
Mortar Sand (cost
No bid
No bid
No bid
$ 67.63
No bid
per ton)
3F
Cold Mix (cost
$ 157.55
No bid
No bid
No bid
No bid
per ton)
3G
Hot Mix (cost per
$ 163.55
No bid
No bid
No bid
No bid
ton)
RECOMMENDATION: It is recommended that the Board award the contract for MATERIAL
BID NO. 2020-03, FURNISH BASE COURSE, SAND, COLD MIX, HOT MIX, AND NO. 3F
ROCK TO THE DEPARTMENT OF WATER SUPPLY, by Parts to the following for the
amounts shown above, on an as needed basis, and that either the Chairperson or the Vice -
Chairperson be authorized to sign the contracts, subject to review as to form and legality of the
contracts by Corporation Counsel. The contract period shall be from July 1, 2020, to June 30,
2021. District I - Parts IA, 1B, 1C, 1D, and 1G to Puna Rock Co, Ltd; Part IE to Jas. W.
Glover, Ltd.; and Parts 1F and 1H to Yamada and Sons, Inc.; District II - Parts 2A, 2B, 2C,
2D, and 2E to West Hawaii Concrete LTD; District III - Parts 3A, 3B, 3C, 3D, and 3E to
WHC, Ltd. dba West Hawaii Concrete; Parts 3F and 3G to Grace Pacific LLC; For Part 2F,
which did not receive any bids, staff shall obtain quotations in the best interests of the
Department.
Page 6 of 9 May 26, 2020, Water Board Agenda
C. WATER TREATMENT BID NO. 2020-07, FURNISHING LIQUID CHLORINE
(ON AN AS -NEEDED BASIS):
Bids were opened on May 14, 2020, at 2:30 p.m., and following are the bid results:
JCI Jones Chemicals, Inc.
Item 1 150 4 Cylinder (each) $433.00
Item 2 1200 4 Cylinder (each) $2,858.00
RECOMMENDATION: It is recommended that the Board award the contract for WATER
TREATMENT BID NO. 2020-07, FURNISHING LIQUID CHLORINE (ON AN AS -
NEEDED BASIS) to JCI Jones Chemicals, Inc., for Parts I and II at the unit prices listed above,
for the period from July 1, 2020, through June 30, 2022, and 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.
D. GASOLINE BID NO. 2020-05, FURNISHING AND DELIVERING GASOLINE
AND DIESEL TO THE DEPARTMENT OF WATER SUPPLY:
Bids were opened on May 14, 2020, at 3:00 p.m.; and following are the bid results in dollars
ergallon:
RECOMMENDATION: It is recommended that the Water Board award the contract for
GASOLINE BID NO. 2020-07, FURNISHING AND DELIVERING GASOLINE AND
DIESEL TO THE DEPARTMENT OF WATER SUPPLY, for Parts A-1, B1, B2 and C1 to
Hawaii Petroleum, LLC, at the bid prices listed above and that either the Chairperson or the
Vice -Chairperson be authorized to sign the contracts, subject to review as to form and legality
of the contracts by Corporation Counsel. The contract period shall be from July 1, 2020, to
June 30, 2022.
E. RENEWAL OF CONTRACT FOR MAINTENANCE AGREEMENT - SOUTH
KOHALA, HAMAKUA, AND LAUPAHOEHOE SITES (BRANTLEY CENTER, INC.):
Brantley Center, Inc., presently has a Maintenance Agreement for site maintenance for the
Department's South Kohala, Hamdkua, and Laupdhoehoe tank and pump sites. They are
requesting to renew the Agreement from July 1, 2020, to June 30, 2021. The rates would be as
follows:
South Kohala - $4,392.35/month x 12 months (23 sites) = $52,708.20
Hamdkua - $2,944.16/month x 12 months (15 sites) = $35,329.92
Laupdhoehoe - $738.48/month x 12 months (3 sites) = $8,861.76
Total: $96,899.88
Page 7 of 9 May 26, 2020, Water Board Agenda
Aloha Petroleum, Ltd., dba
Save -A-$ Club of Hawaii
Big Island Energy
Co. LLC
Hawaii Petroleum,
LLC
Part A Hilo Base and
1. Unleaded Gas $1.80 $1.59 $1.58
Part B Kona Base and
1. Unleaded Gas
$1.88
$1.70
$1.63
2. Low -Sulfur Diesel
No bid
No bid
$1.82
Part C Waimea
1. Unleaded Gas $1.83 $1.70 $1.63
RECOMMENDATION: It is recommended that the Water Board award the contract for
GASOLINE BID NO. 2020-07, FURNISHING AND DELIVERING GASOLINE AND
DIESEL TO THE DEPARTMENT OF WATER SUPPLY, for Parts A-1, B1, B2 and C1 to
Hawaii Petroleum, LLC, at the bid prices listed above and that either the Chairperson or the
Vice -Chairperson be authorized to sign the contracts, subject to review as to form and legality
of the contracts by Corporation Counsel. The contract period shall be from July 1, 2020, to
June 30, 2022.
E. RENEWAL OF CONTRACT FOR MAINTENANCE AGREEMENT - SOUTH
KOHALA, HAMAKUA, AND LAUPAHOEHOE SITES (BRANTLEY CENTER, INC.):
Brantley Center, Inc., presently has a Maintenance Agreement for site maintenance for the
Department's South Kohala, Hamdkua, and Laupdhoehoe tank and pump sites. They are
requesting to renew the Agreement from July 1, 2020, to June 30, 2021. The rates would be as
follows:
South Kohala - $4,392.35/month x 12 months (23 sites) = $52,708.20
Hamdkua - $2,944.16/month x 12 months (15 sites) = $35,329.92
Laupdhoehoe - $738.48/month x 12 months (3 sites) = $8,861.76
Total: $96,899.88
Page 7 of 9 May 26, 2020, Water Board Agenda
The Department has the right to award the contract to Brantley Center, Inc., without advertising
or calling for bids, according to Subsection 103D-1010 of the Hawaii Public Procurement
Code. Brantley Center, Inc., has submitted the necessary documents to meet the requirements
as a qualified rehabilitation facility. There is no increase from their proposal for Fiscal Year
2019-2020. Brantley Center's performance has been satisfactory, and the costs are reasonable.
A total of 41 sites are covered by this agreement.
RECOMMENDATION: It is recommended that the Board award the contract for the
RENEWAL OF CONTRACT FOR MAINTENANCE AGREEMENT — SOUTH KOHALA,
HAMAKUA, AND LAUPAHOEHOE SITES, to Brantley Center, Inc., for a period from
July 1, 2020, to June 30, 2021, at a total cost of $96,899.88, and that either the Chairperson or
the Vice -Chairperson be authorized to sign the documents, subject to approval by Corporation
Counsel.
F. MAINTENANCE BID NO. 2020-02, REPAIR & MAINTENANCE OF EMERGENCY
STANDBY GENERATOR SETS, DEPARTMENT OF WATER SUPPLY:
This maintenance contract consists of furnishing all labor, materials, tools and equipment
necessary to inspect, maintain, repair, and test the Department of Water Supply's twelve (12)
emergency back-up generator sets for a two-year term, from July 1, 2020, to June 30, 2022.
This contract includes as -needed allowances for call -out repairs:
• Material allowance: $24,000.00
• Labor allowance: 32 regular hours and 32 emergency/overtime hours, at the Contractor's
hourly rate provided in its bid.
Bids were opened on May 14, 2020, at 1:30 p.m., and the following are the bid results:
Bidder Bid Amount (including Allowances)
Power Generation Services, Inc. $112,168.84
Hawthorne Pacific Corp. $185,833.00
Project Costs:
Low Bidder (Power Generation Services, Inc.) $112,168.84
Funding for this project will be from DWS' Operations Budget.
RECOMMENDATION: It is recommended that the Board award the contract for
MAINTENANCE BID NO. 2020-02, REPAIR & MAINTENANCE OF EMERGENCY
STANDBY GENERATOR SETS, to the lowest responsible bidder, Power Generation
Services, Inc., for a total contract amount of $112,168.84. 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.
G. 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.
Page 8 of 9 May 26, 2020, Water Board Agenda
H. 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.
RESOLUTION NO. 20-01, TO EXPEDITE APPROVAL OF CRITICAL OPERATIONS
IN THE EVENT OF AN EMERGENCY PRECLUDING BOARD MEETINGS:
The Department seeks approval from the Board to approve specified items internally in the event
of emergency.
J. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer to provide an update on the following:
1. North Kona Wells
2. COVID-19 Update
3. Department of Water Supply Energy Report
K. CHAIRPERSON'S REPORT:
Chairperson to report on matters of interest to the Board.
11) ANNOUNCEMENTS:
1. Next Regular Meeting:
June 23, 2020, at 10:00 a.m.
2. Following Meeting:
July 28, 2020, at 10:00 a.m.
12) 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 Lobb: 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.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 9 of 9 May 26, 2020, Water Board Agenda