HomeMy WebLinkAbout2020-09-22 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
DATE: September 22, 2020
TIME: 10:00 a.m.
PLACE: Via web conferencing. Host location: 345 Kekuanaa'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 dws a,hawaiidws.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, September 21, 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 e,hawaiidws.org no later than 12 noon, Monday, September 21, 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 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 August 25, 2020, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
5) WATER RATE STUDY:
The consulting firm of Harris & Associates was contracted to determine water rates for the Department
for the 5 -year period Fiscal Year 2021 to Fiscal Year 2025. The Water Board determined that due to
uncertainties of the financial impacts of COVID 19, only rates covering a 1 -year period beginning
January 1, 2021, would be determined at this time. Changes to rates after this 1 -year period would be
made after conducting an analysis of the economy and financial condition of the Department and an
updated rate study.
At its August 25, 2020, Board meeting, the Water Board approved a 13% water rate increase to be
effective January 1, 2021, for a period of one (1) year. The water rate schedule associated with this
increase has been circulated for the Water Board's review. Also included is an increase to the
Department's Facilities Charge, which are the rates assessed to recoup the capital costs of water
systems from new connections. These charges were last updated in 2003.
Before water rates are changed, the Water Board is required to conduct a public hearing.
RECOMMENDATION: It is recommended that the Board conduct a public hearing via Web
Conferencing, on October 21, 2020, at 6:00 p.m. Hawaii Standard Time to accept testimony on the
Board's proposed rate increases.
Page 1 of 6 September 22, 2020, Water Board Agenda
6) SOUTH HILO:
A. JOB NO. 2020-1146, HILO OPERATIONS BASEYARD EMERGENCY GENERATOR
REPLACEMENT:
This project generally consists of furnishing all labor, materials, tools and equipment necessary for
constructing Hilo Operations Baseyard Emergency Generator Replacement, including demolition
work, generator shelter, civil site work, access gates, mechanical work, electrical work and
structural work, in accordance with the plans and specifications, ready for operation.
Bids for this project were opened on September 10, 2020, at 1:30 p.m., and the following are the
bid results:
Bidder
Bid Amount
Close Construction, Inc.
Non -Responsive
Isemoto Contracting Co., Inc.
$1,384,052.00
Site Engineering, Inc.
$1,399,246.00
Jas. W. Glover, Ltd.
$1,450,200.00
Project Costs:
1) Low Bidder (Isemoto Contracting Co., Inc.) $1,384,052.00
2) Contingencies (-10.0%) $ 138,348.00
Total Cost: 51,522,400.00
Funding for this project will be from DWS' CIP Budget. The contractor will have 270 calendar
days to complete this project. The Engineering estimate for this project was $950,000.00.
Baseyard History
Hilo Operations Emergency Generator:
Original Installation: 1986
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2020-1146, HILO OPERATIONS BASEYARD EMERGENCY GENERATOR
REPLACEMENT, to the lowest responsible bidder, Isemoto Contracting Co., Inc., for their bid
amount of $1,384,052.00, plus $138,348.00 for contingencies, for a total contract amount of
$1,522,400.00. 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.
7) 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 14 calendar days due to incomplete equipment furnished by the manufacturer. These
delays were beyond the control of the contractor.
Page 2 of 6 September 22, 2020, Water Board Agenda
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and found that the 14 calendar days are justified.
Ist 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 (due to COVID-19) approved at the 8/25/2020 Water Board
Meeting
4' time extension - 14 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of 14
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 September 5, 2020, to September 19, 2020.
B. JOB NO. 2020-1145, WAIMEA WATER TREATMENT PLANT SLUDGE REMOVAL:
This project generally consists of furnishing all labor, materials, tools and equipment necessary to
remove and dispose of settled sludge from the Waimea Water Treatment Plant's holding facilities
for a contract period ending June 30, 2021. The estimated amount of sludge to be removed is 1.2
million gallons (MG).
Bids for this project were opened on September 10, 2020, at 2:00 p.m., and the following are the
bid results:
Bidder Bid Amount
2B Environmental, Inc., dba Bob's Sweetwater Pumping Service $374,400.00
Drainpipe Plumbing & Solar, LLC $640,000.00
Project Costs:
1) Low Bidder (213 Environmental, Inc., dba Bob's Sweetwater
Pumping Service) $374,400.00
Total Cost: 5374,400.00
Funding for this project will be from DWS' Operations Budget under Contractual Services. The
contractor will have from the date of Notice to Proceed to June 30, 2021, to complete this project
on an "As -Needed" basis. The Engineering estimate for this project was $250,000.00.
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2020-1145, WAIMEA WATER TREATMENT PLANT SLUDGE REMOVAL, to the lowest
responsible bidder, 2B Environmental, Inc., dba Bob's Sweetwater Pumping Service, for their bid
amount of $374,400.00, for a total contract amount of $374,400.00. 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 3 of 6 September 22, 2020, Water Board Agenda
8) NORTH KONA:
A. JOB NO. 2017-1063, SOURCE WATER ASSESSMENT - NORTH KONA -
REOUEST FOR TIME EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time
extension of 60 calendar days due to the Department's other emergency projects, unforeseen delays
due to the COVID-19 Pandemic, as well as unforeseen conditions of the well which are currently
being addressed by the Department's consultant. This well is intended to be a monitoring well and,
thus, is being constructed in a manner that will allow the Department to collect and monitor
groundwater data in the basal lens. These delays were beyond the control of the contractor.
Staff reviewed the request for the contract time extension and the accompanying supporting
documentation and found that the 60 calendar days are justified.
Note: There are no additional costs associated with this time extension.
1S` time extension — 335 calendar days (due to the requirement of a Conservation District Use
Application prior to securing Well Construction Permit) approved a the 1211712019 Water Board
Meeting
2" d time extension — 60 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of 60
calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB NO. 2017-1063,
SOURCE WATER ASSESSMENT — NORTH KONA. If approved, the contract completion date
will be revised from August 27, 2020, to October 26, 2020.
9) 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
Grantor: Waiaha Ridge, LLC
Subdivision No. 17-001767
Tax Map Key: (3) 7-5-017: 057, 058 and 061
Facilities Charge: $27,500.00 Date Paid: 9/13/2019
Final Inspection Date: 8/5/2019
Water System Cost: $20,000.00
RECOMMENDATION: It is recornmended 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 4 of 6 September 22, 2020, Water Board Agenda
B. PROPOSED MEMORANDUM OF UNDERSTANDING AND REVISION TO
DEPARTMENT OF WATER SUPPLY RULES AND REGULATIONS RELATED TO
DISCONTINUATION OF WATER SERVICE DUE TO DELINQUENCIES:
Hawaii County Code Section 21-32(f) authorizes the DWS to terminate water services for
customers who do not pay their sewer service charges. DWS, in conjunction with the Department
of Environmental Management (DEM), has developed proposed rules for implementation of water
shut off due to non-payment of sewer fees. The proposed changes to the DWS Rules and
Regulations (attached) include Rule 1 Section 1-1 Definitions; Rule 2 Section 2-5 Rules of Practice;
Rule 3 Section 3-11 Discontinuation of Water Service, and 3-12 Restoration of Water Service.
Further, DWS and DEM have developed a Memorandum of Understanding (MOU) inclusive of
compensation to DWS for personnel who assist DEM in implementing water shut off for non-
payment of sewer fees.
RECOMMENDATION: It is recommended that the Board approve the MOU between DWS and
DEM, and that either the Chairperson or the Vice -Chairperson be authorized to sign the MOU
subject to review as to its form and legality by Corporation Counsel. It is further recommended that
the Board approve the proposed changes to DWS Rules and Regulations as specified and proceed
with a public hearing for rule change in accordance with the requirements of §91-3 Hawaii
Revised Statutes.
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. 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.
E. 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. 2020 Keiki Water Conservation Poster Contest
F. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
Page 5 of 6 September 22, 2020, Water Board Agenda
10)
11)
ANNOUNCEMENTS:
1. Next Regular Meeting:
October 27, 2020, at 10:00 a.m. via Web Conferencing.
2. Following Meeting:
November 24, 2020, at 10:00 a.m. via Web Conferencing (originally scheduled to take place at
West Hawaii Civic Center; to be changed to web conferencing).
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 6 of 6 September 22, 2020, Water Board Agenda