HomeMy WebLinkAbout2020-08-25 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
DATE: August 25, 2020
TIME: 10:00 a.m.
PLACE: Via web conferencing. Host location: 345 Kelcdanao`a Street, #20, 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, August 24, 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
dws(a.,hawaiidws.org no later than 12 noon, Monday, August 24, 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 July 28, 2020, Public Hearing on the Power Cost
Charge and the Minutes of the July 28, 2020, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
5) WATER RATE STUDY:
Update on the status of the five-year water rate study from Ms. Ann Hajnosz of Harris & Associates.
6) SOUTH KOHALA:
A. JOB NO. 2019-1122, LALAMILO A DEEPWELL REPAIR — REQUEST FOR TIME
EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time
extension of 21 calendar days. The manufacturing delay was due to COVID-19 related
workforce reductions and an unplanned rework of the pump to correct the lateral. These delays
were beyond the control of the contractor.
Pagel o4`7 August 25, 2020, Water Board Agenda
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and finds the 21 calendar days justified. Note: There are no additional costs
associated with this time extension.
I st time extension — 30 calendar days (due to Gicon pump not able to be refurbished) approved at
the 4/28/2020 Water Board Meeting
2nd time extension — 77 calendar days (due to manufacturing lead time of new Simflo pump)
approved at the 5/26/2020 Water Board Meeting
3rd time extension — 21 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
21 calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB NO. 2019-1122,
LALAMILO A DEEPWELL REPAIR. If approved, the contract completion date will be revised
from August 15, 2020, to September 5, 2020.
7) SOUTH KONA:
A. JOB NO. 2019-1114, KE`EI C DEEPWELL AND BOOSTERS A & B REPAIR —
REOUEST FOR TIME EXTENSION:
This item was deferred at the .fitly 28, 2020, Water Board Meeting.
The contractor, Beylik Drilling & Pump Service, Inc., is requesting a contract time extension of
123 calendar days. The Contractor encountered issues with the existing booster suction cans
requiring a change to the project scope of work.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and finds only 93 calendar days justified. Note: There are additional costs
associated with this time extension, but they are within the existing contract contingency and
subject to force account.
I st time extension — 121 calendar days (due to fabrication & testing of booster pumps) approved
at 2/25/20 Water Board Meeting
2nd time extension — 30 calendar days (due to fabrication & testing of booster pumps) approved at
4/28/20 Water Board Meeting
3" time extension — 93 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
93 calendar days to Beylik Drilling & Pump Service, Inc., for JOB NO. 2019-1114, KE`EI C
DEEPWELL AND BOOSTERS A & B REPAIR. If approved, the contract completion date will
be revised from May 30, 2020, to August 31, 2020.
8) 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: Kohanaiki Shores LLC
"Ohi Kai Phase I"
Subdivision No. CPR -20-00009
Page 2 of 7 August 25, 2020, Water Board Agenda
Tax Map Key: (3) 7-3-065: 051
Facilities Charge: $ N/A
Final Inspection Date: To be announced
Water System Cost: To be announced
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. RESOLUTION NO. 2020-03, APPROVING RECEIPT AND EXPENDITURE OF
MONIES FOR THE DEPARTMENT OF WATER SUPPLY EMERGENCY WELL
REPAIR PROJECTS FUNDED BY THE DRINKING WATER STATE REVOLVING
FUND (DWSRF); AND AUTHORIZING THE MANAGER -CHIEF ENGINEER OR
DEPUTY TO REDUCE, REPLACE, AND ALLOCATE UP TO $1,000,000.00 IN MONIES
FOR SAID PROJECTS, IN THE FORM OF A LOAN AGREEMENT OR GRANT
BETWEEN THE STATE OF HAWAII AND DEPARTMENT OF WATER SUPPLY,
COUNTY OF HAWAII:
DWS is submitting a loan application to fund Emergency Well Repair Projects with the Drinking
Water State Revolving Funds (DWSRF). One of the prerequisites for the loan is a Resolution
approved by the Water Board. This Resolution authorizes the Manager -Chief Engineer or the
Deputy to execute loans and/or grants with the State Department of Health for up to $1,000,000.00.
RECOMMENDATION: It is recommended that the Water Board adopt DRINKING WATER
STATE REVOLVING FUND RESOLUTION NO. 2020-03, subject to the approval of
Corporation Counsel.
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
36 calendar days for the Pi`ihonua #3 Deepwell (Section 1) of this contract. 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 36 calendar days justified. Note: There are no additional costs
associated with this time extension.
V time extension — 36 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
36 calendar days to Beylik Drilling & Pump Service, Inc., for Section 1 of 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. If approved, the contract completion date will be revised from August 25,
2020, to September 30, 2020.
Page 3 of 7 August 25, 2020, Water Board Agenda
D. 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
61 calendar days for the Parker #2 Deepwell (Section 2) of this contract. Delays to this project
were due to additional work required by the manufacturer to meet the contract specifications.
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 61 calendar days justified. Note: There are no additional costs
associated with this time extension.
1st time extension — 34 calendar days (disruption to normal manufacturing operations due to
COVID-19)
2"d time extension — 61 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
61 calendar days to Beylik Drilling & Pump Service, Inc., for Section 2 of 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. If approved, the contract completion date will be revised from July 31, 2020,
to September 30, 2020.
E. JOB NO. 2018-1093, REQUEST FOR PROPOSALS TO PROVIDE A SOLAR
PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT FIVE (5) DEPARTMENT OF
WATER SUPPLY LOCATIONS — SECOND AMENDMENT TO POWER PURCHASE
AGREEMENT:
The Provider, ENRG Hawaii Solutions, LLC, has requested to amend the Power Purchase
Agreement (PPA) in accordance with the Second Amendment. This amendment addresses design
changes required by FAA roof use restrictions and DWS' request to locate batteries outdoors, and
includes:
• A fixed Kilowatt-hour Rate ($/kWh) increase of $0.01/kWh, from $0.18/kWh to
$0.19/kWh.
• Termination Value increases for each location.
RECOMMENDATION: It is recommended that the Water Board approve the SECOND
AMENDMENT TO POWER PURCHASE AGREEMENT and that either the Chairperson or
Vice -Chairperson be authorized to sign the documents, subject to form and legality by
Corporation Counsel.
Page 4 of 7 August 25, 2020, Water Board Agenda
F. JOB NO. 2018-1093, REQUEST FOR PROPOSALS TO PROVIDE A SOLAR
PHOTOVOLTAIC ENERGY GENERATION SYSTEM AT FIVE (5) DEPARTMENT OF
WATER SUPPLY LOCATIONS — POWER PURCHASE AGREEMENT (PPA) —
INTERCONNECTION AGREEMENT:
The Provider, ENRG Hawaii Solutions, LLC, and its general contractor, Greenpath Technologies
Inc., will be seeking an interconnection agreement with the electric utility (HECO) at all five (5)
DWS locations, per PPA Section 3.5, as seen in the table below.
DWS Location
Interconnection Agreement Type
Main Office (Waiakea Office Plaza)
Standard Three -Party Interconnection Agreement
Hilo Baseyard
Grid Supply Plus Interconnection Agreement
Microbiological Laboratory
(if Grid Supply Plus is no longer available, these
Kona Baseyard
sites will need to proceed through a Standard
Waimea Baseyard
Three -Party Interconnection Agreement)
The following documents need to be completed to start the HECO interconnection application
and review process:
Grid Supply Plus:
• Customer Authorization & Acknowledgment Form
Standard Three -Party Interconnection:
• Distributed Energy Resources Application Submittal Form
• DER Interconnection Application Cover Form
• Standard Three -Party Interconnection Agreement
e Including: Interconnection Application for All but UL1741 Certified Inverter Based
Systems Less Than 10 KW.
■ All required PV system details or technical information to be provided by
Provider/contractor, in accordance with the PPA.
Furthermore, the following document will need to be completed to finalize the HECO
interconnection:
Grid Supply Plus:
• Grid Supply Plus Interconnection Agreement
o Executed after HECO approval of the construction/interconnection.
o All required PV system details or technical information to be provided by the
Provider/contractor, in accordance with the PPA.
RECOMMENDATION: It is recommended that the Water Board approve the CUSTOMER
AUTHORIZATION & ACKNOWLEDGEMENT FORM, DISTRIBUTED ENERGY
RESOURCES APPLICATION SUBMITTAL FORM, DER INTERCONNECTION
APPLICATION COVER FORM, STANDARD THREE -PARTY INTERCONNECTION
AGREEMENT, and GRID SUPPLY PLUS INTERCONNECTION AGREEMENT, and that
either the Chairperson or Vice -Chairperson be authorized to sign the documents, given that the
documents are executed in accordance with the PPA and require no additional cost, subject to
form and legality by Corporation Counsel.
Page 5 of 7 August 25, 2020, Water Boatel Agenda
G. REQUEST FOR PROPOSALS NO. 2020-10, PROVIDE ELECTRONIC PAYMENT
PROCESSING SERVICES FOR THE DEPARTMENT OF WATER SUPPLY, COUNTY
OF HAWAII
On April 1, 2020, the Department issued a Request for Proposals (RFP) seeking electronic
payment processing services. A platform was needed to process customer credit card or e -check
payments from customers on the internet or by telephone. A total of ten (10) companies
responded to the RFP; and a 3 -person committee evaluated each proposal and scheduled
demonstrations with the top three (3) rated companies. Proposals were scored on factors such as
fees, qualifications, references, support, functionality, and security. The committee selected
Invoice Cloud, Inc., a company based in Massachusetts. Their proposed fee is $0.75 plus
interchange fees per credit card transaction and $0.85 per e -check transaction. The contract
terminates one (1) year from go -live, with an option for up to eight (8) additional one-year
extensions.
RECOMMENDATION: It is recommended that the Board award Request for Proposals
No. 2020-10, ELECTRONIC PAYMENT PROCESSING SERVICES FOR THE
DEPARTMENT OF WATER SUPPLY, COUNTY OF HAWAII, to Invoice Cloud, Inc., and
that either the Chairperson or the Vice -Chairperson be authorized to sign the contract documents
subject to review as to form and legality of the contract documents by Corporation Counsel.
H. 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.
I. 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.
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:
1. Chairperson to report on matters of interest to the Board.
9) ANNOUNCEMENTS:
1. Next Regular Meeting:
September 22, 2020, at 10:00 a.m. via Web Conferencing
2. Following Meeting:
October 27, 2020, at 10:00 a.m. via Web Conferencing
Page 6 of 7 August 25, 2020, Water Board Agenda
10)
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 7 of 7 August 25, 2020, Water Board Agenda