HomeMy WebLinkAbout2020-06-23 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
DATE: June 23, 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, Monday, June 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, Monday, June 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 May 26, 2020, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
5) WATER RATE STUDY CHANGE ORDER NO. 2, JOB NO. 2019-08:
At its meeting on May 26, 2020, the Water Board requested Water Rate Study consultant, Harris &
Associates, to provide water rates for the Board's evaluation that take into consideration the financial
impacts of COVID-19. A proposal for the additional work was provided as Change Order No. 2 with
the following categories:
Financial impact research
$3,300.00
Funding research
$3,300.00
Financial modeling for 3 scenarios
$20,800.00
Financial projections
$5,200.00
Presentation to Board
$1,100.00
Total
$33,700.00
RECOMMENDATION: It is recommended that the Board approve Water Rate Study Change Order
No. 2 for Harris & Associates totaling $33,700.00 for the additional work related to COVID-19.
Pagel o1`8 June 23, 2020, Water Board Agenda
6)
POWER COST CHARGE:
Departmental power costs from all power sources increased since the last Power Cost Charge rate
was determined. The Department proposes to increase the Power Cost Charge from $1.90 to $2.01
per thousand gallons as a result of this increase. Power cost charges over the past two years were as
follows:
Effective
PCC
February 1, 2020
$1.90
October 1, 2019
$2.00
June 1, 2019
$1.96
February 1, 2019
$1.89
August 1, 2018
$1.94
April 1, 2018
$1.88
Before the Power Cost Charge is changed, a Public Hearing should be scheduled to accept public
testimony.
RECOMMENDATION: It is recommended that the Board approve holding a Public Hearing on
July 28, 2020, at 9:45 a.m., to receive testimony on increasing the Power Cost Charge from $1.90 to
$2.01 effective August 1, 2020.
7) 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 117 calendar days. Production on the second of two boosters commenced on
03/04/2020 with an estimated manufacturing lead time of 25-27 weeks and an anticipated ship
date of 08/17/2020. 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 117 calendar days are justified. Note: There are no additional
costs associated with this time extension.
1St time extension — 224 calendar days (Due to production delays in fabricating the first booster)
approved at the 10/22/2019 Water Board Meeting
2nd time extension — 117 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
117 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 June 5, 2020, to September 30, 2020.
Page 2 of 8 June 23, 2020, Water Board Agenda
8) SOUTH KOHALA:
A. JOB NO. 2019-1108, WAIMEA DEEPWELL REPAIR — REQUEST FOR ADDITIONAL
FUNDS:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract change order for
the additional work in association with the previous attempt to install the pump assembly, pump
refurbishment, installation of current transducers on the load side of the VFD, and surge blocking
work relating to the recently completed well jetting work. The description of the additional work
and associated fees are as follows:
ITEM
DESCRIPTION
AMOUNT
1.
Furnish and install additional current transducers, SS
unction boxes, conduit and wiring
$26,993.94
2.
Additional mobilization/demobilization
$22,000.00
3.
Additional Centrilift technician site visit
$12,889.79
4.
Additional work to rework and refurbish existing
um
$6,700.27
5.
Additional work for sure blocking and video surve
$20,783.02
TOTAL
$89,367.02
Staff reviewed the request for the additional funds and the accompanying supporting
documentation and found that only $68,584.00 can be considered justified as Item #5 was
included in the 1St Additional Contingency Request. Note: Payment of this work shall be
performed by force account.
Original Bid Amount: $402,200.00
Original Contingency Amount: $39,800.00
1St Additional Contingency Request: $231,390.00
2nd Additional Contingency Request: $68,584.00
Total Revised Contract Amount: $741,974.00
(Replacement power cable, well jetting
and surge blocking) approved at the
4/28/20 Water Board Meeting
RECOMMENDATION: It is recommended that the Board approve an increase in contingency of
$68,584.00 to Beylik Drilling & Pump Service, Inc., for JOB NO. 2019-1108, WAIMEA
DEEPWELL REPAIR. If approved, the total revised contract amount shall be $741,974.00.
B. JOB NO. 2018-1085, PARKER #1 DEEPWELL REPAIR — REQUEST FOR
ADDITIONAL FUNDS AND TIME EXTENSION:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract change order for
the additional work in association with the previous attempt to install the pump assembly,
replacement pump/motor half couplings, and electrical splicing work. The description of the
additional work and associated fees are as follows:
ITEM
DESCRIPTION
AMOUNT
1.
Pum /Motor Half Couplings
$9,841.42
2.
Additional Mobilization/Demobilization
$18,000.00
3.
Electricalsplicing work to extend power cable
$7,500.00
TOTAL
$35,341.42
Page 3 of 8 June 23, 2020, Water Board Agenda
Staff reviewed the request for the additional funds and the accompanying supporting
documentation and found that the $35,341.42 can be considered justified. Note: Payment of this
work shall be performed by force account.
Original Bid Amount: $83,200.00
Original Contingency Amount: $8,300.00
1St Additional Contingency Request: $48,620.00
2nd Additional Contingency Request: $13,668.00
3rd Additional Contingency Request: $35,341.42
Total Revised Contract Amount: $189,129.42
(Additional positive seal check valves)
approved at the 6/25/19 Water Board
Meeting
(Replacement pump discharge case)
approved at the 8/27/19 Water Board
Meeting
The contractor, Beylik Drilling & Pump Service, Inc., is also requesting a contract time extension
of 45 calendar days. The contractor discovered upon installing the well that the existing power
cable is too short and a splice to extend the power cable will be required. These delays were
beyond the control of the contractor.
Staff reviewed the request for contract time extension and the accompanying supporting
documentation and found that only 14 calendar days of the requested time can be considered
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 (Due to logistical issues with coupling) approved at the
5/26/20 Water Board Meeting
6tn time extension — 14 calendar days
RECOMMENDATION: It is recommended that the Board approve an increase in contingency of
$35,341.42 to Beylik Drilling & Pump Service, Inc., for total revised contract amount of
$189,129.42, and approve a contract time extension of 14 calendar days for JOB NO. 2018-1085,
PARKER 41 DEEPWELL REPAIR. If approved, the contract completion date will be revised
from May 30, 2020, to June 13, 2020.
9) NORTH KONA:
A. JOB NO. 2020-1142, HONALO BOOSTER A REPAIR:
This project generally consists of furnishing all labor, materials, tools and equipment necessary to
remove the booster pump assembly; rewind the existing motor; furnish a new discharge head;
install the new pump, discharge head and refurbished motor, and all appurtenant materials; in
accordance with the specifications.
Page 4 of 8 June 23, 2020, Water Board Agenda
Bids for this project were opened on June 10, 2020, at 2:00 p.m., and the following are the bid
results:
Bidder
Bid Amount
Derrick's Well Drilling & Pump Services, LLC
$56,100.00
Project Costs:
1) Low Bidder (Derrick's Well Drilling & Pump Services, LLC) $56,100.00
2) Contingencies (-10.0%) $5,600.00
Total Cost: 61 700 00
Funding for this project will be from DWS' CIP Budget under Deepwell Pump Replacement.
The contractor will have 150 calendar days to complete this project. The Engineering estimate
for this project was $64,000.00.
Booster History:
Honalo Booster A:
Original Installation: May 1963
RECOMMENDATION: It is recommended that the Board award the contract for JOB NO.
2020-1142, HONALO BOOSTER A REPAIR, to the lowest responsible bidder, Derrick's Well
Drilling & Pump Services, LLC, for their bid amount of $56,100.00, plus $5,600.00 for
contingencies, for a total contract amount of $61,700.00. 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.
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.
1. Grant of Easement and Bill of Sale
Grantor: Walter Kimura
"Kimura Subdivision"
Subdivision No. 17-001769
Tax Map Key: (3) 7-7-003:003 and 007
Facilities Charge: $12,190.00 Date Paid: To be announced
Final Inspection Date: 3/14/2020
Water System Cost: $80,975.00
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.
Page 5 of 8 June 23, 2020, Water Board Agenda
B. EMPLOYMENT CONTRACT FOR OPERATIONS DIVISION:
Due to the shortage of staff and on-going recruitment efforts for the Mechanical Engineer IV and
Chief of Operations positions, the Department wishes to execute an employment contract for
assistance.
RECOMMENDATION: It is recommended that the Water Board approve this contract subject to
the approval of the Corporation Counsel and that either the Chairperson or the Vice -Chairperson
be authorized to sign the contract.
C. MATERIAL BID NO. 2019-11, FURNISHING AND DELIVERING SPARE DEEPWELL
PUMP AND MOTOR SETS FOR PI`IHONUA #3 WELL AND HAWAIIAN OCEAN
VIEW ESTATES DEEPWELL, REFURBISHING PUMP AND MOTOR SET FOR
PARKER #2 DEEPWELL, AND MISCELLANEOUS COLUMN ASSEMBLY
MATERIALS FOR THE DEPARTMENT OF WATER SUPPLY - REQUEST FOR TIME
EXTENSION:
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of
34 calendar days. Delays to this project were due to the ongoing COVID-19 pandemic and the
disruption caused to normal manufacturing operations. 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 34 calendar days justified. Note: There are no additional costs
associated with this time extension.
1st time extension — 34 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
34 calendar days to Beylik Drilling & Pump Service, Inc., for MATERIAL BID NO. 2019-11,
FURNISHING AND DELIVERING SPARE DEEPWELL PUMP AND MOTOR SETS FOR
PI`IHONUA 43 WELL AND HAWAIIAN OCEAN VIEW ESTATES DEEPWELL,
REFURBISHING PUMP AND MOTOR SET FOR PARKER #2 DEEPWELL, AND
MISCELLANEOUS COLUMN ASSEMBLY MATERIALS FOR THE DEPARTMENT OF
WATER SUPPLY. If approved, the contract completion date will be revised from June 27, 2020,
to July 31, 2020.
D. JOB NO. 2018-1093, SOLAR PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT
FIVE (5) DEPARTMENT OF WATER SUPPLY LOCATIONS — POWER PURCHASE
AGREEMENT — REQUEST FOR TIME EXTENSION:
The contractor, EnRG Hawaii Solutions, LLC, is requesting a contract time extension of 68
calendar days. The State of Hawaii issued a Statewide "stay-at-home" order and the Department
suspended all on-site work for the duration of the "stay-at-home" order, both of which caused
delays to the project work schedule. 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 68 calendar days justified.
1st time extension — 68 calendar days
Page 6 of 8 June 23, 2020, Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
68 calendar days to EnRG Hawaii Solutions, LLC, for JOB NO. 2018-1093, SOLAR
PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT FIVE (5) DEPARTMENT OF
WATER SUPPLY LOCATIONS — POWER PURCHASE AGREEMENT. If approved, the
contract completion date will be revised from July 2, 2021, to September 8, 2021.
E. JOB NO. 2018-1093, SOLAR PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT
FIVE (5) DEPARTMENT OF WATER SUPPLY LOCATIONS — CONSTRUCTION OF
ROOF COATINGS AT FIVE (5) DEPARTMENT OF WATER SUPPLY LOCATIONS —
REQUEST FOR TIME EXTENSION:
The contractor, Greenpath Technologies, Inc., is requesting a contract time extension of 68
calendar days. The State of Hawaii issued a Statewide "stay-at-home" order and the Department
suspended all on-site work for the duration of the "stay-at-home" order, both of which caused
delays to the project work schedule. 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 68 calendar days justified.
Ist time extension — 68 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
68 calendar days to Greenpath Technologies, Inc., for JOB NO. 2018-1093, SOLAR
PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT FIVE (5) DEPARTMENT OF
WATER SUPPLY LOCATIONS — CONSTRUCTION OF ROOF COATINGS AT FIVE (5)
DEPARTMENT OF WATER SUPPLY LOCATIONS. If approved, the contract completion date
will be revised from July 2, 2021, to September 8, 2021.
F. 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.
G. 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.
H. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer to provide an update on the following:
I. North Kona Wells
2. COVID-19 Update
3. Kilauea Eruption Recovery Update
I. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
Page 7 of 8 June 23, 2020, Water Board Agenda
11)
ANNOUNCEMENTS:
1. Next Regular Meeting:
July 28, 2020, at 10:00 a.m.
2. Following Meeting:
August 25, 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 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.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 8 of 8 June 23, 2020, Water Board Agenda