HomeMy WebLinkAbout2020-11-24 Water Board Meeting MinutesMINUTES
DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
November 24, 2020
Via WebEx/Host Location: Department of Water Supply, 345 Kekuanao`a Street, Suite 20, Hilo, HI
MEMBERS PRESENT VIA WEBEX: Mr. William Boswell, Jr., Chairperson
Mr. Eric Scicchitano, Vice -Chairperson
Mr. David De Luz, Jr.
Mr. Nestorio Domingo
Ms. Judy Howard
Mr. Zendo Kern
Mr. Benjamin Ney
Ms. Julie Hugo
Mr. Keith K. Okamoto, Manager -Chief Engineer, Department of Water
Supply (ex -officio member)
ABSENT: Mr. Kenneth Sugar, Water Board Member
Director, Planning Department (ex -officio member)
Director, Department of Public Works (ex -officio member)
OTHERS PRESENT VIA WEBEX: Ms. Diana Mellon -Lacey, Deputy Corporation Counsel
Ms. Diane Noda, Deputy Director, Department of Environmental
Management
Ms. Charmaine Felipe, Department of Environmental Management
Department of Water Supply Staff
Mr. Kawika Uyehara, Deputy
Mr. Richard Sumada, Waterworks Controller
Ms. Candace Gray, Assistant Waterworks Controller
Mr. Kurt Inaba, Engineering Division Head
Ms. Judith Hayducsko, Chief of Operations
Mr. Clyde Young, Operations Division
Mr. Eric Takamoto, Operations Division
Mr. Warren Ching, Energy Management Analyst
1) CALL TO ORDER — Chairperson Boswell called the meeting to order at 10:00 a.m. Roll call was taken for
Board Members present. Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney,
Mr. Sciechitano, and Chairperson Boswell were in attendance.
2) STATEMENTS FROM THE PUBLIC
Chairperson Boswell asked if there were any Statements from the Public. The Secretary replied there were
none.
Page 1 of 17 November 24, 2020, Water Board Minutes
3) APPROVAL OF MINUTES
ACTION: Mr. Kern moved for approval of the Minutes of the October 21, 2020, Public Hearin on n the
Proposed Water Rates; seconded by Ms. Howard. There being no comments, Motion was carried by roll
call vote: Ayes: 8 - Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney,
Mr. Scicchitano, and Chairperson Boswell; Absent: 1— Mr. Sugai.
Deputy Uyehara made a point of order. There were issues with the Facebook live feed and asked to pause
for five minutes to get the issue resolved.
MOTION TO RECESS
Mr. Kern moved to recess; seconded by Mr. Ney and carried by roll call vote: Ayes: 8 - Mr. De Luz,
Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicehitano, and Chairperson Boswell;
Absent: 1— Mr. Sugai. (RECESS: 10:05 a.m. to 10:10 a.m.)
CALL BACK TO ORDER: Chairperson Boswell called the meeting back to order at 10:10 a.m. He picked
up on Item 3, Approval of Minutes for the 10/27/20 Board Meeting and asked for a Motion to approve.
ACTION: Mr. Ney moved for approval of the Minutes of the October 27, 2020, Regular Board Meeting;
seconded by Mr. Domingo. There being no comments, Motion was carried by roll call vote: Ayes - 8
(Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson
Boswell); Absent - 1 (Mr. Sugai).
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA - none
ACTION TO MOVE AGENDA ITEM UP
The Manager -Chief Engineer asked if the Board could move up Miscellaneous, Item 9C, Revision to
Department of Water Supply Rules and Regulations, as members from the Department of Environmental
Management were in attendance.
Chairperson Boswell called for a Motion to move up Item 9C.
ACTION: Mr. Ney moved to advance Agenda Item 9C; seconded by Mr. Kern and carried by roll call vote:
Ayes - 8 (Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicchitano, and
Chairperson Boswell); Absent - 1 (Mr. Sugai).
9) MISCELLANEOUS:
C. 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 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.
Page 2 of 17 November 24, 2020, Water Board Minutes
A public hearing will have been held prior to this Board meeting to accept public testimony on the
proposed changes.
The Manager -Chief Engineer recommended that the Water Board approve the proposed changes to the
Rules and Regulations of the Department of Water Supply, County of Hawaii.
MOTION: Mr. Kern moved for approval of the recommendation; seconded by Mr. Scicchitano.
The Manager -Chief Engineer asked if anyone from the Department of Environmental Management
wished to say anything.
Ms. Noda stated that at the previous Water Board meeting, they did answer a number of questions from
the Water Board; and unless there were any other questions from the Board, she requested that this
revision to the Department of Water Supply Rules and Regulations be made.
There being no questions, Chairperson Boswell asked for a roll call vote.
ACTION: Motion was carried by roll call vote: Ayes — 8 (Mr. De Luz, Mr. Domingo, Ms. Howard,
Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell); Absent - 1 (Mr. Sugai).
(Ms. Noda and Ms. Felipe left the meeting at 10:17 a.m.)
5) POWER COST CHARGE:
Departmental power costs from all power sources decreased since the last Power Cost Charge rate was
determined. The Department proposes to decrease the Power Cost Charge from $2.01 to $1.71 per thousand
gallons as a result of this decrease. Power cost charges over the past two years were as follows:
Effective
PCC
August 1, 2020
$2.01
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
A public hearing will have been held prior to this Board meeting to accept public testimony on this change.
The Manager -Chief Engineer recommended that the Board approve the decrease of the Power Cost Charge
from $2.01 to $1.71, effective December 1, 2020.
ACTION: Mr. Ney moved for approval of the recommendation; seconded by Mr. Domingo. There being
no comments, Motion was carried by eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo,
Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
Page 3 of 17 November 24, 2020, Water Board Minutes
6) NORTH KOHALA:
A. JOB NO. 2019-1105, KA`AUHUHU #2 BOOSTERS A, B & C REPAIR:
This project generally consists of furnishing all labor, materials, tools and equipment necessary to
replace three (3) existing booster pumps, motors and appurtenances in accordance with the
specifications.
Bids for this project were opened on November 12, 2020, at 2:00 p.m., and the following are the bid
results:
Bidder Bid Amount
Beylik Drilling & Pump Service, Inc. $367,270.00
Water Resources International, Inc. $385,000.00
Project Costs:
1) Low Bidder (Beylik Drilling & Pump Service, Inc.) $367,270.00
2) Contingencies (10.0%) $36,727.00
Total Cost: X403,997.00
Funding for this project will be from DWS' CIP Budget under Repair and Maintenance. The contractor
will have 270 calendar days to complete this project. The Engineering estimate for this project was
$320,000.00.
KA`AUHUHU #2 BOOSTERS A, B & C REPAIR History:
Boosters A & B: Original Installation: May 1988
Booster C:
Original installation: May 1988
Repaired: November 1997
The Manager -Chief Engineer recommended that the Board award the contract for JOB NO. 2019-1105,
KA`AUHUHU #2 BOOSTERS A, B & C REPAIR, to the lowest responsible bidder, Beylik Drilling &
Pump Service, Inc., for their bid amount of $367,270.00, plus $36,727.00 for contingencies, for a total
contract amount of $403,997.00. 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.
MOTION: Mr. Kern moved for approval of the recommendation; seconded by Ms. Howard.
The Manager -Chief Engineer noted that the Department got its money's worth out of these boosters.
They are still operational, but it is time to replace them.
Chairperson Boswell commented that it was a good service life. There being no further comments, he
asked for a roll call vote.
ACTION: Motion was carried by eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo,
Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
Page 4 of 17 November 24, 2020, Water Board Minutes
B. JOB NO. 2016-1045, HALA`ULA WELL DEVELOPMENT - PHASE II -
REQUEST FOR TIME EXTENSION:
The contractor, Goodfellow Bros., LLC, is requesting a contract time extension of 255 calendar days
due to land ownership and site access issues. Currently, the project is 44% complete. These delays
were beyond the control of the contractor.
Staff has reviewed the request for the contract time extension and the accompanying supporting
documentation and found that the 255 calendar days are justified. Note: There are no additional costs
associated with this time extension.
1st time extension — 255 calendar days
The Manager -Chief Engineer recommended that the Board approve a contract time extension of 255
calendar days to Goodfellow Bros., LLC, for JOB NO. 2016-1045 HALA`ULA WELL
DEVELOPMENT - PHASE IL If approved, the contract completion date will be revised from
November 18, 2020, to July 31, 2021.
MOTION: Ms. Howard moved for approval of the recommendation; seconded by Mr. Ney.
The Manager -Chief Engineer provided some background on this item. The Department moved forward
with the understanding that site access was underway. In the meantime, there was either a
miscommunication or transition period between one owner and the next owner, and some of the land
issues needed to be addressed while moving forward with construction. The Department did not want to
stop the award because it was confident these land issues would be resolved. At this point, it did affect
the contractor's schedule. Mr. Inaba was available if there were more questions.
Mr. Domingo asked if it meant there is no easement or public access at this time.
Mr. Inaba replied that the Department executed a Right -of -Entry; however, during the transition period
between ownership, it was delayed. That Right -of -Entry was finally executed in June of 2020. The
Department is also in the process of doing the formal subdivision and easement for the tank and well
site, including access to the site.
The Manager -Chief Engineer noted that the Department does have the legal right to do construction on
the property. There is no formal transfer of land at this point, but there is the Right -of -Entry.
ACTION: Motion was carried by eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo,
Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
7) SOUTH KOHALA:
A. WATER TREATMENT BID NO. 2020-09, FURNISHING AND DELIVERING OF
VARIOUS TREATMENT CHEMICALS (LIQUID AMMONIA; 50% LIQUID CAUSTIC
SODA; C-9 POLYPHOSPHATE; 38% SODIUM BISULFITE; 50% SULFURIC ACID; 12.5%
SODIUM HYPOCHLORITE; 50% SODIUM HYDROXIDE; ACCU-TAB TABLETS AND
SODA ASH) TO THE WAIMEA WATER TREATMENT PLANT:
Bids were opened on November 12, 2020 at 1:30 p.m. and the following are the bid results:
Page 5 of 17 November 24, 2020, Water Board Minutes
The Manager -Chief Engineer recommended that the Board award the contract for WATER
TREATMENT PROPOSAL NO. 2020-09, FURNISHING AND DELIVERY OF VARIOUS
TREATMENT CHEMICALS (LIQUID AMMONIA, 50% LIQUID CAUSTIC SODA, C-9
POLYPHOSPHATE, 38% SODIUM BISULFITE, 50% SULFURIC ACID, 12.5% SODIUM
HYPOCHLORITE, 50% SODIUM HYDROXIDE, ACCU-TAB TABLETS AND SODA ASH) TO
THE WAIMEA WATER TREATMENT PLANT, DISTRICT OF SOUTH KOHALA, (ON AN AS -
NEEDED BASIS) to South Pacific Gold Combine LLC DBA Chemstation Hawaii for Section C and to
Phoenix LLC dba BEI Hawaii for Sections B, D, E, F, G, H and 1, at the unit prices listed above, for the
period from January 1, 2021, through June 30, 2022, 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. For the Sections where no bids were received, alternate procurement means
will be used.
MOTION: Ms. Howard moved for approval of the recommendation; seconded by Mr. Kern.
Page 6 of 17 November 24, 2020, Water Board Minutes
Phoenix V
Shannon
South Pacific
JCI Jones
LLC dba
Chemical
Gold Combine
Chemicals,
BEI Hawaii
Corporation
LLC DBA
Inc.
Chemstation
Hawaii
A. Liquid Ammonia
(50 per year)
No Bid
No Bid
No Bid
No Bid
Cost per 100 lb. cylinders
B. 50% Liquid Caustic Soda
(26 per year)
$1845.12
No Bid
No Bid
No Bid
Cost per dry ton
C. C-9 Polyphosphate
(60 per year)
$1003.78
$1407.07
$999.87
No Bid
Cost per 30 -gallon drum
D. 37% Sodium Bisulfite
(12 per year) Cost per
$503.12
No Bid
No Bid
No Bid
275 gall f + +0 50 -gallon
drum
E. 50% Sulfuric Acid
(12 per year)
$705.77
No Bid
No Bid
No Bid
Cost per 750 lb. drum
F. 12.5% Sodium
Hypochlorite (24 per
$267.85
No Bid
No Bid
No Bid
year) Cost per 53 gallon
drum
G. G— 50% Sodium
Hydroxide (6 per year)
$321.63
No Bid
No Bid
No Bid
Cost per 650 pound drum
H. Accutab SI (120 per year)
Cost per 60 pound bucket
$196.41
No Bid
No Bid
No Bid
L Soda Ash (850 per year)
$28.80
No Bid
531.40
No Bid
Cost per 50 # ba
The Manager -Chief Engineer recommended that the Board award the contract for WATER
TREATMENT PROPOSAL NO. 2020-09, FURNISHING AND DELIVERY OF VARIOUS
TREATMENT CHEMICALS (LIQUID AMMONIA, 50% LIQUID CAUSTIC SODA, C-9
POLYPHOSPHATE, 38% SODIUM BISULFITE, 50% SULFURIC ACID, 12.5% SODIUM
HYPOCHLORITE, 50% SODIUM HYDROXIDE, ACCU-TAB TABLETS AND SODA ASH) TO
THE WAIMEA WATER TREATMENT PLANT, DISTRICT OF SOUTH KOHALA, (ON AN AS -
NEEDED BASIS) to South Pacific Gold Combine LLC DBA Chemstation Hawaii for Section C and to
Phoenix LLC dba BEI Hawaii for Sections B, D, E, F, G, H and 1, at the unit prices listed above, for the
period from January 1, 2021, through June 30, 2022, 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. For the Sections where no bids were received, alternate procurement means
will be used.
MOTION: Ms. Howard moved for approval of the recommendation; seconded by Mr. Kern.
Page 6 of 17 November 24, 2020, Water Board Minutes
The Manager -Chief Engineer stated that there are two corrections to be made in the table. In Item D in
the first column, instead of "Cost per 275 -gallon tote," it should be "Cost per 50 -gallon drum." The
second correction is to Item G, where the bid amount in the first bidder column should be $321.63
instead of $330.52.
Mr. De Luz asked if, logistically, because the bids are so close in Item C, it would make sense to go
with one supplier for all of the items and whether that would increase efficiency from an administration
standpoint in dealing with only one vendor.
The Manager -Chief Engineer replied that these are competitive bids and there is accountability in
awarding to the lowest bidder. Although there is some discretion with the Chief Procurement Officer,
what is listed here is a clean bid. Although it is less than $4.00 per drum in the difference, it would
cause the Department more administrative matters to award to the other bidder. He understood the point
though.
Mr. De Luz thanked the Manager -Chief Engineer for the explanation.
ACTION: Motion was carried by eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo,
Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
8) NORTH KONA:
A. JOB NO. 2017-1063, SOURCE WATER ASSESSMENT - NORTH KONA MID-LEVEL
MONITORING WELL - REQUEST FOR TIME EXTENSION:
The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time extension
of 35 calendar days due to the project being put on hold to allow the contractor and consultant to work-
together to resolve unexpected drilling conditions. Currently, the project is 85% complete. 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 35 calendar days are justified. Note: There are no additional costs associated with this
time extension.
1" time extension — 335 calendar days (due to DWS unable to obtain a Conservation District Use
Application prior to securing Well Construction Permit) approved a the 1211712019 Water Board Meeting
2nd time extension — 60 calendar days (due to COVID-19 and cave-ins during drilling) approved at the
912212020 Water Board Meeting
3rd time extension — 35 calendar days
The Manager -Chief Engineer recommended that the Board approve a contract time extension of 35
calendar days to Derrick's Well Drilling & Pump Services, LLC, for JOB NO. 2017-1063, SOURCE
WATER ASSESSMENT — NORTH KONA MID-LEVEL MONITORING WELL. If approved, the
contract completion date will be revised from October 26, 2020, to November 30, 2020.
MOTION: Mr. Scicchitano moved for approval of the recommendation; seconded by Ms. Howard.
The Manager -Chief Engineer explained that this was from unexpected drilling conditions where cave
ins caused the need to come to the Board for a time extension. This time extension request is to account
for the time it took the contractor and the consultant to come up with a solution on what to do moving
forward. Mr. Inaba was available for questions.
Page 7 of 17 November 24, 2020, Water Board Minutes
Mr. Ney noticed the contract completion date revision would extend it to November 30, which is only
five to six days away. He questioned why the Board is voting on something that, realistically, is only
for that amount of days because it is only being brought to the Board on the 24".
The Manager -Chief Engineer explained that the Department likes to bring time extension requests
before the Board before the contract date expires. This should have been brought to the Board back in
October; but essentially, if it is not approved and the contract dates remains October 26, the contractor
would be subject to liquidated damages. He added that the contractor should be substantially complete
by November 30.
Mr. Domingo stated that he had an issue with unexpected drilling conditions. Although it was
explained, he was not clear about it and it seemed like an open-ended thing.
Mr. Inaba replied that what happened in this case was while they were drilling and were at the water
table, the sides were caving in and that had to be addressed. If the issue were not addressed, they would
not have been able to reach the depth they wanted to. The contractor has worked with the consultant to
go to an adequate depth where the consultant feels is necessary for them to take water readings for water
temperature and water quality. By the time of the October Water Board Meeting, the contractor was
hoping that a video log would be adequate to determine the next steps; but after the consultant looked at
it, they requested to meet at the site, and there was not enough time to make it to that meeting for the
time extension. As the Manager -Chief Engineer mentioned, the contract is almost complete. They are
finishing up the fencing work. The drilling and casing are complete at this point.
Mr. Domingo thanked Mr. Inaba for explaining it very well, but he would rather see it addressed earlier,
as was indicated.
Mr. Scicchitano respectfully disagreed with Mr. Domingo and thought it was justified. He appreciated
the Department bringing it to the Agenda once everything was discovered.
The Manager -Chief Engineer explained that sometimes there needs be a balance of being concise with
all of the details. He appreciated the comments from the Board. For added information, when a well is
drilled, it is never as easy as you think. Sometimes you hit geology that is unexpected; you hit a cinder
layer and everything will start caving in. You can keep drilling, but it will keep caving in. Depending
on how bad the situation is, you can actually take the risk of losing your bit down the hole if everything
collapses on the bit. Some solutions have been to put grout down the hole to seal it up and then drill
through the grout. Sometimes you hit blue rock and there is a drift in the plumbness that you do not
want to carry too far. You might think drilling has taken place in the area before and you would know
what you will be facing, but you could drill at a slightly different location and come up with subsurface
conditions. By stating "unexpected drilling conditions" does not mean anything is being hidden. It is
just that it is sometimes difficult to put in every detail.
Mr. Ney commented that the information Goodfellow submitted was lacking in detail and was glad it
was clarified today by staff. He stated it would be helpful if the Secretary could forward any updates,
whether it be the conveyance issue, for example, or whatever the case may be. That way when it comes
to the day of the meeting, the Board is pretty well filled in and not having to "pick your mind" about too
many things.
The Manager -Chief Engineer appreciated the suggestion and stated that the Department tries to find a
balance between including whatever information is out there without making it a 20 -page agenda.
ACTION: Motion was carried by eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo,
Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
Page 8 of 17 November 24, 2020, Water Board Minutes
9) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEM:
The Department 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: State of Hawaii, Department of Defense
Hawaii Army National Guard
Tax Map Key: (3) 2-1-012: 003
Facilities Charge: $27,500.00 Date Paid: 10/5/2020
Final Inspection Date: To be announced
Water System Cost: To be announced
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.
MOTION: Ms. Howard moved for approval of the recommendation; seconded by Mr. Ney.
The Manager -Chief Engineer stated that the contractor has yet to complete work. There are some items
that still need to be resolved. This item needs to be removed from this agenda. It was deferred last
month, which is why it appeared here. Moving forward, because there are still some uncertainties and it
is a private job that will be dedicated to the Department, he asked that it be removed from this agenda
and placed on an agenda when the time is appropriate.
Chairperson Boswell called for a motion to remove this item from the agenda.
ACTION TO REMOVE: Mr. Kern so moved; seconded by Ms. Howard and carried by eight (8) ayes —
Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicchitano, and
Chairperson Boswell; Absent: 1 — Mr. Sugar.
B. MATERIAL BID NO. 2020-01, FURNISHING AND DELIVERING PIPES, FITTINGS,
WATER METERS, FIRE HYDRANTS, BRASS GOODS, VALVES, ELECTRICAL SUPPLIES,
ELECTRICAL EQUIPMENT, SCADA, WATER QUALITY EQUIPMENT, CHLORINATORS,
MOTORS, AND MISCELLANEOUS ITEMS FOR THE DEPARTMENT OF WATER SUPPLY
STOCK:
Bids were opened on November 10, 2020 at 1:30 p.m., and following are the bid results:
The contract period for all Parts is eighteen (18) months, from January 1, 2021, to June 30, 2022. All
Parts are established price agreements for materials on an "As -Needed Basis." Each section contained
multiple items for bidding and comparison purposes, and the bid amounts are not of actual procurement
or expenses during this 18 -month period.
The Manager -Chief Engineer recommended that the Board award the contract to the following bidders
for MATERIAL BID NO. 2020-01, FURNISHING AND DELIVERING PIPES, FITTINGS, WATER
METERS, FIRE HYDRANTS, BRASS GOODS, VALVES, ELECTRICAL SUPPLIES,
ELECTRICAL EQUIPMENT, SCADA, WATER QUALITY EQUIPMENT, CHLORINATORS,
MOTORS AND MISCELLANEOUS ITEMS FOR THE DEPARTMENT OF WATER SUPPLY
Page 9 of 17 November 24, 2020, Water Board Minutes
STOCK, on an as -needed basis, as listed below, and that either the Chairperson of the Vice -Chairperson
be authorized to sign the contract(s), subject to review as to form and legality of the contract(s) by
Corporation Counsel. The contract period shall be from January 1, 2021, to June 30, 2022.
SECTION
DESCRIPTION
BIDDER
AMOUNT
NUMBER
1
DUCTILE IRON PIPE, PUSH -ON
Pacific Pipe Company, Inc.
$60,900.00
TYPE JOINT
2
DUCTILE IRON FITTINGS
Pacific Pipe Company, Inc.
$94,127.65
3
DUCTILE IRON SOLID BODY
Pacific Pipe Company, Inc.
$49,100.00
SLEEVES
4
FLANGE GASKETS
No Bids
5
NUTS, BOLTS, AND THREADED
No Bids
RODS
6
COPPER TUBING
Pacific Pipe Company, Inc.
$91,490.45
7
GALVANIZED PIPES T&C
Pacific Pipe Company, Inc.
$21,063.75
THREADED & COUPLED
8
METER BOXES
Pacific Pipe Company, Inc.
$48,230.00
9
METER COVERS
Pacific Pipe Company, Inc.
$19,175.00
10
AUTOMATIC METER READING
No Bids
UNIT
11
SMART WATER METERS
No Bids
12
ULTRASONIC WATER METERS
Badger Meter, Inc.
$33,436.00
13
5/8" WATER METERS
Badger Meter, Inc.
$47,268.00
14
NEPTUNE T-10 SERIES METER
No Bids
PARTS
15
BADGER RECORDALL SERIES
Badger Meter, Inc.
$3,893.55
METER PARTS
16
1"- 2" WATER METERS
Badger Meter, Inc.
$8,834.80
17
COMPOUND WATER METERS
Badger Meter, Inc.
$9,748.96
18
TURBINE METERS AND
Badger Meter, Inc.
$18,050.24
STRAINERS
19
DETECTOR CHECK METERS
Integrated Water Systems,
$4,283.00
LLC
20
FIRE SERVICE METERS
Integrated atter Systems,
$27,758.00
LLC
21
FIRE HYDRANTS
Pacific Pi e Company, Inc.
$103,470.00
23
MUELLER FIRE HYDRANT
No Bids
PARTS
24
MUELLER FIRE HYDRANT
No Bids
EXTENSION KITS
25
BALL METER VALVES
Pacific Pipe Company, Inc.
$59,997.50
26
BALL VALVE, PACK JOINT X
Pacific Pipe Company, Inc.
$38,270.00
METER COUPLING / FIP
27
COMPRESSION JOINT COUPLING
Pacific Pipe Company, Inc.
$7,550.00
28
METER FLANGE COUPLING
Pacific Pipe Company, Inc.
$4,110.00
29
PACK JOINT COUPLING
Pacific Pipe Company, Inc.
$42,157.95
30
CORPORATION AND CURB
Pacific Pipe Company, Inc.
$96,893.00
STOPS — BALL TYPE
Page 10 of 17 November 24, 2020, Water Board Minutes
SECTION
NUMBER
DESCRIPTION
BIDDER
AMOUNT
HD Supply Facilities
31
PRESSURE REGULATORS
Maintenance DBA
$2,699.86
USAB1ueBook
32
HOSE BIBBS
No Bids
33
INVERTED MARKING PAINT
Safety Systems & SignsHawaii,
$11,472.00
Inc.
34
AIR RELIEF VALVES
Pacific Pipe Company, Inc.
$24,710.00
35
SLOW CLOSING AIR/VACUUM
No Bids
VALVES
36
SILENT CHECK VALVES
Pacific Pipe Company, Inc.
$99,876.70
37
DUCKBILL CHECK VALVES
Pacific Pipe Company, Inc.
$91,121.00
38
GATE VALVES — 3" AND
Pacific Pipe CompanyInc.
p p y'
$38 819.00
LARGER, 125# CLASS
'
39
GATE VALVES — 3" AND
Pacific Pipe Company, Inc.
$56,650.00
LARGER, 250# CLASS
40
AUTOMATIC CONTROL VALVES
Pacific Pipe Company, Inc.
$1,515,719.38
41
ROTARY PUMP CONTROL
No Bids
VALVES AND ACTUATION
42
RESERVOIR LEVEL INDICATOR
TK Process Hawaii, LLC
$7,762.65
43
HATCH FRAMES AND COVERS
Pacific Pipe Company, Inc.
$31,910.00
44
EMERGENCY
Safety Systems & Signs
$153,939.70
EYEWASH/SHOWER STATIONS
Hawaii, Inc.
45
TOXIC GAS MONITORS
TK Process Hawaii, LLC
$619,364.79
46
SIGNAL LIGHTING
Graybar Electric Company,
$107,750.00
Inc.
47
ARC FLASH PPE — DAILY WEAR
TK Process Hawaii, LLC
$5,517.69
48A
SUPPLEMENTAL PPE
Safety Systems & Signs
$21,629.14
Hawaii, Inc.
49
ELECTRICAL GLOVES
Safety Systems & Signs
$1,122.36
Hawaii, Inc.
50
DIGITAL MULTIMETER &
TK Process Hawaii, LLC
$5,993.75
TESTING
51
ELECTRICAL SAFETY
Graybar Electric Company,
$3,817.00
EQUIPMENT
Inc.
52
ELECTRICAL EQUIPMENT
TK Process Hawaii, LLC
$3,263.04
TESTING SERVICES
53
ELECTRICAL TAPE
Graybar Electric Company,
$12,225.00
Inc.
54
ELECTRICAL SPLICING AND
Graybar Electric Company,
$71350.00
TERMINATION
Inc.
55
ELECTRICAL CONNECTORS &
Graybar Electric Company,
$7,695.50
TERMINATIONS
Inc.
56
INDUSTRIAL MOTOR LEAD
TK Process Hawaii, LLC
$114,159.10
CABLE
57
INDUSTRIAL CONTROL WIRING
Graybar Electric Company,
$7,965.00
Inc.
Page 11 of 17 November 24, 2020, Water Board Minutes
SECTION
NUMBER
DESCRIPTION
BIDDER
AMOUNT
58
JUNCTION BOXES &
No Bids
ENCLOSURES
59
HEAVY-DUTY SAFETY SWITCH
No Bids
60
SOLID STATE REDUCED
TK Process Hawaii, LLC
$17,803.03
VOLTAGE SOFT STARTER
61
MAGNETIC CONTACTORS
TK Process Hawaii, LLC
$62,763.33
62
MEDIUM -VOLTAGE REDUCED
TK Process Hawaii, LLC
$41,126.60
VOLTAGE SOFT STARTER
64
POWER QUALITY EQUIPMENT
TK Process Hawaii, LLC
$180,298.69
65
PAD -MOUNTED STEP-UP
No Bids
TRANSFORMER
66
SURGE PROTECTION DEVICES
TK Process Hawaii, LLC
$69,679.54
POWER MONITORING
No Bids
67
EQUIPMENT
68
INDUSTRIAL ELECTRONIC
No Bids
COMPONENTS
69
PRE -FABRICATED SCADA
No Bids.
SOLUTIONS
70
AUTOMATION AND CONTROL
Fluid Technologies, Inc.
$53,887.00
COMPONENTS
71
AUTOMATION SOFTWARE
Fluid Technologies, Inc.
$137,531.00
72
PROGRAMMING SERVICES
TK Process Hawaii, LLC
$715.00
73
UNINTERRUPTIBLE POWER
Graybar Electric Company,
$8150.00
SUPPLY (UPS)
Inc.
'
74
COMMUNICATION HARDWARE
Graybar Electric Company,
$13,940.00
Inc.
75
LICENSED RADIO EQUIPMENT
TK Process Hawaii, LLC
$31,952.87
76
UNLICENSED RADIO
TK Process Hawaii, LLC
$15,216.07
EQUIPMENT
77
WELL PRESSURE TRANSDUCER
TK Process Hawaii, LLC
$36,686.11
PRESSURE TRANSDUCER—
HD Supply Facilities
78
Maintenance dba
$2,561.55
RESERVOIR LEVEL
USAB1ueBook
79A
PRESSURE TRANSMITTER
TK Process Hawaii, LLC
$3,838.13
80
FLOW SWITCH
TK Process Hawaii, LLC
$1,979.56
81
LEGACY ELECTROMAGNETIC
Fluid Technologies, Inc.
$12,996.00
FLOW METER PARTS
UNIVERSAL
82
ELECTROMAGNETIC FLOW
No Bids
METERS
83
REAGENTLESS CHLORINE
No Bids
RESIDUAL ANALYZERS
HD Supply Facilities
84
WATER QUALITY EQUIPMENT
Maintenance dba
$56,173.02
USAB1ueBook
Page 12 of 17 November 24, 2020, Water Board Minutes
SECTION
DESCRIPTION
BIDDER
AMOUNT
NUMBER
HD Supply Facilities
85
REAGENTS AND STANDARDS
Maintenance dba
$6,293.04
USAB1ueBook
86
MULTISTAGE BOOSTER PUMPS
Lenntech USA LLC
$261,895.00
HD Supply Facilities
87
CHEMICAL FEEDER PUMP
Maintenance dba
$7,659.44
USAB1ueBook
88
DIGITAL CHLORINE CYLINDER
No Bids
SCALE
89
CHLORINE GAS FEEDER
No Bids
90
TABLET CHLORINATOR &
No Bids
PARTS
91
MECHANICAL SEALS
Engineered Systems, Inc.
$166,945.81
93
LEGACY LEAK NOISE DATA
Carlson Sales Hawaii, LLC
$1,780.10
LOGGER & PARTS
94
LEAK NOISE DATA LOGGERS
TK Process Hawaii, LLC
$47,312.13
95
REMOTE PRESSURE
No Bids
MONITORING SYSTEM
96
LIGHT EMITTING DIODE
Graybar Electric Company,
$2 403.15
LUMINARIES
Inc.
97
INDUSTRIAL LUBRICANTS
No Bids
Sections 22 - Tamper Resistant Fire Hydrants, 63 — Variable Frequency Drives and 92 — Motors,
were cancelled per Hawaii Administrative Rules, Section 3-122-96, in the best interests of the
public. For the Sections where no bids were received, alternate procurement means will be used.
MOTION: Mr. Scicchitano moved for approval of the recommendation; seconded by Mr. Ney.
The Manager -Chief Engineer clarified that this is the Department's typical annual large bid for all of its
equipment and materials that are typically stockpiled or purchased throughout the year on an as -needed
basis. Some sections have numerous items within them and the amounts in the column to the right do
not necessarily mean that much will be purchased in this calendar year; but you have to put what item
you want and at least a quantity so vendors can bid. Basically, the right-hand column is for bidding and
comparison purposes so the Department can make an award.
Mr. De Luz stated that in light of what is happening in manufacturing and specifically to the
Department's type of replacement parts and things of that nature, he wondered if it might be prudent to
review it next year, only because of issues that may come about in production or material shortages. It
might be necessary to reevaluate to see if there are going to be issues forthcoming. There seem to be
some shortages that are current, whether or not the Department has experienced any yet, it might be
something to consider keeping in mind in the planning process.
The Manager -Chief Engineer replied that if something comes up during the timeframe between
January 1, 2021, and June 30, 2022, if any of the vendors have an issue with their contract price, the
Department would evaluate case by case and deal with it with legal counsel. At this point, if the
Page 13 of 17 November 24, 2020, Water Board Minutes
contracts are awarded, the Department would have them under contract to retain that price for the
contract time period.
Mr. De Luz appreciated that and noted these are very different times. Perhaps in procurement, this is
something administratively that might need to be reviewed. There may be different performance
requirements interjected in the bids to allow the flexibility in the event that this issue does come up.
The Manager -Chief Engineer replied that the Department does have the same concerns, but thanked
Mr. De Luz for his comments.
Mr. Ney asked what would happen if there was a problem with the availability of any items or problems
with the vendors not being able to hold these prices due to supply and demand.
The Manager -Chief Engineer replied that the Department does not wait until the last minute to restock
items, especially the ones that are used on a regular basis. He appreciated the concerns and hoped that
clarified things. There being no further questions, Chairperson Boswell asked for a roll call.
ACTION: Motion was carried by eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo,
Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
C. REVISION TO DEPARTMENT OF WATER SUPPLY RULES AND REGULATIONS
RELATED TO DISCONTINUATION OF WATER SERVICE DUE TO DELINQUENCIES:
Taken up earlier.
D. MONTHLY PROGRESS REPORT:
Mr. Ney asked about the Ka` auhuhu booster pumps (bid awarded in Section 6A). He stated that he had
a lot of clients recently call him regarding issues with breaks or having no water. To give himself an
understanding, he asked if he was correct in that these are the booster pumps that pump up from below
the dump to the reservoir above Ka`auhuhu.
Mr. Young replied that yes, these Ka`auhuhu booster pumps (also known as the Karpovich Booster
pumps) move water to the temporary tank above the Ka`auhuhu area.
Mr. Ney stated that there seemed to be some frequency lately with him getting calls about breaks on
Beers Road. When they dispatch out to the area, they find that it is due to a water shut down or
something of that nature. It might be just the time of day where the Department of Water Supply cannot
get a public message out, but if there is a possibility they can get quicker updates or let the community
members know when problems are happening, it might help them understand why.
Mr. Young stated that when main breaks happen, staff will notify management and then it goes to the
Department's Public Information personnel. They get their notices out as quickly as possible.
The Manager -Chief Engineer added that if it is a large enough area, the Department coordinates with
Civil Defense and partners with them on their mass notification system. Otherwise, the Department also
sends out email blasts. He recommended if there are community organizations that would like to be
added to the list, to please let the Department know. If there is an issue, they are always free to call
the Department direct at (808) 961-8790, even after hours. Normally, notices are posted as
soon as possible on the Department's website and on social media. His recommendation to all
water customers would be to call the Department first if there are issues with water.
Page 14 of 17 November 24, 2020, Water Board Minutes
E. REVIEW OF MONTHLY FINANCIAL STATEMENTS:
Mr. Ney asked how the receivables are looking, possibly coming up slowly with some of the travel ban
lifting and more usage in the resort areas.
The Manager -Chief Engineer replied that there are no indications at this point. There are so many
variables, it would be hard to make any predictions at this point.
F. EXECUTIVE SESSION: MANAGER -CHIEF ENGINEER'S EVALUATION FOR
CALENDAR YEAR 2020:
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 majority of the board.
ACTION: Ms. Howard moved to enter Executive Session; seconded by Mr. Scicchitano and carried by
roll call vote - eight (8) ayes — Mr. De Luz, Mr. Domingo, Ms. Howard, Ms. Hugo, Mr. Kern, Mr. Ney,
Mr. Scicchitano, and Chairperson Boswell; Absent: 1 — Mr. Sugai.
(Executive Session began at 11:06 a.m. and ended at 11:28 a.m.) Ms. Howard left the meeting.
G. MANAGER -CHIEF ENGINEER'S EVALUATION FOR CALENDAR YEAR 2020:
Discussion was held in Executive Session on the Manager -Chief Engineer's evaluation and
compensation; and the Board has chosen to defer this to the next Water Board Meeting to allow the
evaluation process to be completed. Chairperson Boswell asked for a Motion for this.
ACTION: Mr. Ney so moved; seconded by Mr. Kern and carried by seven (7) ayes — Mr. De Luz,
Mr. Domingo, Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson Boswell;
Absent: 2 - Mr. Sugai and Ms. Howard.
H. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer provided an update on the following:
1. North Kona Wells - the Deputy reported that of the fourteen sources in North Kona, nine are online
and five are offline. The five that are offline and in the order they are anticipated to return to
service are: Kahalu`u B Well - anticipating it to be online by the end of December this year.
Kalaoa Well - they are replacing the pump, motor, and column. Anticipated completion is February
of 2021. Palani Well - there has been a delay. Last month, it was reported that the pump and motor
were scheduled to be string tested on the mainland, but there was an issue at the testing facility.
Staff is working with the contractor to get a firm date on when they can do the string test.
Specifications require the contractor to have the pump and motor tested vertically at a special
facility to simulate an actual working condition. Wai`aha Well - repair is on litigative hold, and
Tom Nance has done some evaluation of the well. Makalei Well - the developer will bid out early
2021. Operations staff in Kona and the engineers in Hilo have worked tirelessly to ensure the
system meets the customer's needs. Mr. Domingo thanked the Department for continuing to
provide water to the community.
Page 15 of 17 November 24, 2020, Water Board Minutes
COVID-19 Update - the Manager -Chief Engineer reported on the latest from the Governor included
some clarifications on mask wearing. The Department has updated its internal COVID-19 response
plans accordingly. Fortunately, the Department has had no direct positive cases within the
workplace. The message to staff is to follow protocols while in the work area and has incorporated
some upgrades within certain work areas such as extending cubicle heights with plexiglass or
creating barriers with various materials to improve separation between personnel. The Department
will continue to suspend its in-person services and handle things by appointment only which seems
to be working well. Because there are various options for bill payment, there are very few people
that still want to pay by cash. Related to COVID-19 and the Mayor's proclamations and
declarations, there will be a new mayor in less than a month. He has plans to reach out to Mayor
Elect, Mitch Roth. One of the things he would like to touch bases on are the Corporation Counsel
assignments. He took the opportunity to thank Ms. Diana Mellon -Lacey for all of her hard work.
Ms. Mellon -Lacey thanked the Manager -Chief Engineer and said it has been a pleasure to work
with him and the staff. The Board also thanked her for her service. Mr. De Luz expressed concerns
about the Department having some long-standing matters in litigation and hoped the new
Corporation Counsel would retain Ms. Mellon -Lacey or allow some type of transition because it
creates a very difficult situation when you have to change. He personally wanted to be on record to
have Mayor Elect Roth give consideration to the Department's issue in regard to Corporation
Counsel, more so because the Department actually pays for a position. Other agencies do not do
that, and he hoped consideration would be given to the fact that if given the choice, the preference is
to continue with her. Mr. Ney stated he would be happy to sign any letters of support of retention in
her position. Chairperson Boswell echoed the same sentiments and added it has been like a team,
and it did not seem right to break a team apart because of a newly elected Mayor. Anything that can
be done to keep the continuity and team together would be important. Ms. Mellon -Lacey thanked
the Board and the Department for the very heartwarming words.
Department of Water Supply Energy Report - Mr. Ching covered his energy report. On Page 1, the
total power costs for the third quarter of this year were about $3.8 million, which was down about
12.1% from the same quarter last year. Compared to the previous quarter, it was down about 2.2%.
He attributed that 12.1% reduction to the drop in oil prices, which happened around the lock -down
period. On Page 2, the Department has the same amount of HELCO accounts as last quarter, which
are broken down into three different schedules. In third quarter of this year, the cost was about
26.8 cents per kilowatt hour, down about 9.3% from the same quarter last year; and compared to the
previous quarter, was up 2.7%. Demand rates for the third quarter were steadier than the energy
rates, up 5.9% from the same quarter last year; and compared to the previous quarter, there was no
change. The new power cost charge was approved by the Board today, and will be applicable
December 1, 2020. On Page 4, he highlighted a project done at the main office to improve the
building's "envelope" where window films were installed to help block out the solar heat gain from
direct sunlight. Table 2 shows the estimated energy cost impact and below it are infrared pictures
showing before and after the window films were installed. The photos show where the sunlight was
coming in and where the hottest points were. The result was a 10 -degree reduction in the indoor
temperature. Mr. Domingo asked if retractable awnings were thought of, and Mr. Ching replied
there is overhang on the main office but he could have awnings evaluated for the other Department
of Water Supply buildings. Mr. De Luz stated that this is one of the few departments that dedicates
this much energy and time to managing its energy efficiency. He suggested it might be worth
looking into an electric vehicle fleet and mentioned that Ford will be coming out with an electric
F-150 in 2022. The DWS might want to have a discussion with HELCO as they have been a leader
in alternative energy fleets and there may be an opportunity to work with a manufacturer to get
some vehicles in the fleet that could be tested out. HELCO has done procurement with
transportation manufacturers, and this may be an opportunity to explore installing charging stations
at the Department's sites. It may be a way of reducing generators; for example, if a pump station
Page 16 of 17 November 24, 2020, Water Board Minutes
has a generator down, the electric vehicles can double up. The Manager -Chief Engineer thanked
Mr. De Luz for that information. The fleet is something to definitely take a look at. Mr. Ching
continued with the last page of his report about ongoing projects. The solar PV power purchase
agreement is still ongoing with design and permitting before construction. It is hoped to be online
by mid -2021. The next project is to replace a booster pump as part of the aging infrastructure
replacement, which also increases efficiency. The AC equipment is also dated and is another
replacement of replacing aging infrastructure with more efficient, up-to-date equipment. The Board
thanked Mr. Ching for the good work.
4. 2021 Water Board Schedule - the Manager -Chief Engineer stated the schedule for 2021 was
included in the Board packet. As of now, the locations are listed as Web Conferencing. If the
situation changes down the road where in-person meetings can resume, it will be brought to the
Board for discussion and scheduling of locations.
L CHAIRPERSON'S REPORT:
Chairperson Boswell stated that once again, this has been a very good team and both staff and the
Board work well together, working through the agenda and having a lot of intelligent people
involved. It is a pleasure working under these conditions, and he enjoys volunteering his time. He
thanked Ms. Mellon -Lacey again and hoped she can stay on as Deputy Corporation Counsel.
10) ANNOUNCEMENTS:
11)
1. Next Meeting
December 22, 2020, at 10:00 a.m. via Web Conferencing.
ADJOURNMENT
ACTION: Mr. Kern moved to adjourn the meeting; seconded by Mr. Ney and carried by roll call vote:
Ayes: 7 — Mr. De Luz, Mr. Domingo, Ms. Hugo, Mr. Kern, Mr. Ney, Mr. Scicchitano, and Chairperson
Boswell; Absent: 2 - Mr. Sugai and Ms. Howard.
(Meeting adjourned at 12:01 p.m.)
Recording Secretary
(Approved by Water Board 12/22/20)
Page 17 of 17 November 24, 2020, Water Board Minutes