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Home My WebLink About2021-02-23 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII WATER BOARD MEETING AGENDA DATE: February 23, 2021 TIME: 10:00 a.m. PLACE: Via web conferencing. Host location: 345 Kekuanao`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 dws@hawaiidws.org, facsimile to (808) 961-8657, or by mail to the Department of Water Supply at 345 Kekuanao`a Street, Hilo, HI 96720. Written testimony should be submitted no later than 12 noon, Monday, February 22, 2021, 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@hawaiidws.org no later than 12 noon, Monday, February 22, 2021, 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 January 26, 2021, Water Board Meeting 4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary) 5) PRESENTATION OF AUDITED FINANCIAL STATEMENTS — JUNE 30, 2020 Copies of the Department's Audited Financial Statements for the fiscal year ended June 30, 2020, have been distributed to Board Members. Representatives of N&K CPAs, Inc., the Department's independent auditors, will be present to answer any questions the Board may have regarding the report. 6) DEPARTMENT OF WATER SUPPLY PROPOSED OPERATING AND 5 -YEAR CAPITAL IMPROVEMENT PROJECTS (C.I.P.) BUDGETS FOR FISCAL YEAR 2022: The Department's Fiscal Year 2022 Operating Budget, totaling $54,913,800, and 5 -Year C.I.P. Budget for Fiscal Year 2022-2026, totaling $145,700,000 have been distributed for the Board's review. RECOMMENDATION: It is recommended that the Board approve a public hearing to be held on Tuesday, March 23, 2021, at 9:45 a.m., prior to the Water Board's regular meeting, to accept public testimony regarding the Department's Fiscal Year 2022 Operating and C.I.P. Budgets. Page 1 of 5 February 23, 2021, Water Board Agenda 7) PUNA: A. JOB NO. 2019-1109, `OLA`A #3 CHLORINATION SYSTEM REPLACEMENT: This project generally consists of furnishing all labor, materials, tools and equipment necessary to remove the existing gas chlorination system; provide for new chlorination system, all system design drawings and materials for all permits and related; install a Contractor supplied tablet chlorination system, chlorine residual analyzer, well flow meter, and all appurtenant materials; replacement of the existing chlorine injection box and chlorination assembly; painting; electrical work; and start-up and commissioning services; in accordance with the specifications. Bids for this project were opened on February 11, 2021, at 2:00 p.m., and following are the bid results: Bidder Bid Amount Jas. W. Glover, Ltd. $472,200.00 The Engineering estimate for this project was $230,000.00. `Ola`a #3 DeepwelI History Chlorination System: Original Installation: March 1991 RECOMMENDATION: It is recommended that the Board not award the contract for JOB NO. 2019-1109, `OLA`A #3 CHLORINATION SYSTEM REPLACEMENT, to the sole responsible bidder, Jas. W. Glover, Ltd. Staff evaluated the bid and determined it to be not fair and reasonable. Staff will seek alternative procurement per HAR §3-122-35 to complete the work required. 8) SOUTH HILO: A. VEHICLE BID NO. 2020-04, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY: Bids were opened on February 11, 2021, at 1:30 p.m.; and following are the bid results: Page 2 of 5 February 23, 2021, Water Board Agenda Inter Pacific Motors, Inc., dba IK Motors Inc. dba Orchid Isle Auto Center Kamaaina Motors Part "A" ONE (1) ONLY MID-SIZE EXTENDED CAB PICK-UP, 4 -WHEEL DRIVE, W/MUD TIRES Total Delivery Price: $39,305.00 $35,647.77 Delivery Time Calendar Days 210 180 Part `B" ONE (1) ONLY FULL-SIZE CREW CAB PICKUP, SERVICE BODY, 4 -WHEEL DRIVE, W/LIFT GATE, MUD TIRES Total Delivery Price: $70,404.00 No Bid Delivery Time Calendar Days 280 Part "C" TWO (2) ONLY FULL-SIZE REGULAR CAB PICK-UP W/SERVICE BODY, 4 -WHEEL DRIVE, MUD TIRES Total Delivery Price: $125,820.00 No Bid Delivery Time Calendar Days 280 Part "D" TWO (2) ONLY FULL-SIZE CREW CAB PICKUP WITH SERVICE BODY, 4 -WHEEL DRIVE Total Delivery Price: $130,882.00 No Bid Delivery Time Calendar Days 280 Page 2 of 5 February 23, 2021, Water Board Agenda 9) Part `B" ONE (1) ONLY FULL-SIZE CREW CAB PICK-UP DUALLY CHASSIS, WITH SERVICE BODY, MINI -CRANE AND 4 -WHEEL DRIVE Total Delivery Price: $112,115.00 No Bid Deliver Time Calendar Days 310 Part "F" TWO (2) ONLY FULL-SIZE REGULAR CAB PICK-UP, w/SERVICE BODY 4 -WHEEL DRIVE, LIFT GATE Total Delivery Price: $130,082.00 No Bid Deliver Time Calendar Days 280 Part "G" ONE (1) ONLY MID-SIZE EXTENDED CAB PICKUP WITH 4 -WHEEL DRIVE Total Delivery Price: $39,358.00 $36,083.60 Delivery Time Calendar Days 210 180 Part "H" ONE 1 ONLY MID-SIZE, REGULAR CAB PICKUP WITH 4 -WHEEL DRIVE Total Delivery Price: $37,605.00 $35,193.34 Delivery Time Calendar Days 210 180 RECOMMENDATION: It is recommended that the Board award VEHICLE BID NO. 2020-04, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY, to: • Inter Pacific Motors, Inc., dba Orchid Isle Auto Center, for Parts B, C, D, and F at a total cost of $457,188.00; • IK Motors Inc., dba Kamaaina Motors for Parts A, G and H at a total cost of $106,924.71; and that either the Chairperson or the Vice -Chairperson be authorized to sign the contracts subject to approval of the contracts as to form and legality by Corporation Counsel. Staff reviewed the bid for Part E and recommends to defer the award of Part E in order to further evaluate the bid. NORTH KONA: A. JOB NO. 2020-1133, KAHALU`U B DEEPWELL REPAIR— REQUEST FOR TIME EXTENSION: The contractor, Derrick's Well Drilling & Pump Services, LLC, is requesting a contract time extension of 126 calendar days due to unforeseen well casing conditions and oil lubrication conversion work. 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 only 95 calendar days justified. Note: There are additional costs associated with this time extension, but they are within the existing contingency. lst time extension — 95 calendar days RECOMMENDATION: It is recommended that the Board approve a contract time extension of 95 calendar days for JOB NO. 2020-1133, KAHALU`U B DEEPWELL REPAIR. If approved, the contract completion date will be revised from December 4, 2020, to March 9, 2021. Page 3 of 5 February 23, 2021, Water Board Agenda 10) MISCELLANEOUS: A. DEDICATION OF WATER SYSTEM: We received the following document for action by the Water Board. The water system has been constructed in accordance with the Department's standards and is in acceptable condition for dedication. Grant of Easement Grantor: Water Board of the County of Hawaii Tax Map Key: (3) 3-6-003:035 Portion Manowai`6pae, North Hilo, Island of Hawaii, Hawaii 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. 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. C. 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. D. EXECUTIVE SESSION REGARDING LEGISLATIVE BILLS: The Board anticipates convening an executive meeting, as authorized by Hawaii Revised Statutes, Section 92-5(a)(4) for the purpose of consulting with the Board's attorney on questions and issues pertaining to the Board's powers, duties, privileges, immunities, and liabilities regarding proposed legislation with potential impact on the Department of Water Supply and the Water Board. 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. Department of Water Supply Energy Report F. CHAIRPERSON'S REPORT: Chairperson to report on matters of interest to the Board. ANNOUNCEMENTS: Next Meeting: - March 23, 2021, 10:00 a.m., via Web Conferencing Page 4 of 5 February 23, 2021, Water Board Agenda 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. Page 5 of 5 February 23, 2021, Water Board Agenda