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Home My WebLink About2021-08-24 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAVI WATER BOARD MEETING AGENDA DATE: August 24, 2021 TIME: 10:00 a.m. PLACE: Via web conferencing. Host location: 345 Kekuanao`a Street, #20, Hilo, Hawaii. The public may view the meeting via live stream at HTTPS://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, August 23, 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, August 23, 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. (Secretary will take roll call of Board Members in attendance) 2) STATEMENTS FROM THE PUBLIC 3) APPROVAL OF MINUTES - Minutes of the July 27, 2021, Water Board Meeting 4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary) 5) SOUTH HILO: A. VEHICLE BID NO. 2020-04, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY — REQUEST FOR TIME EXTENSION: The vendor, IK Motors, Inc. dba Kama`aina Motors, is requesting a contract time extension of 63 calendar days for Parts A & G. The construction of the vehicles is being delayed due to the global micro -chip shortage brought on by the COVID-19 pandemic. The shipment of the vehicles is also expected to be delayed due to more infrequent barge sails. These delays are beyond the control of the vendor. Note: There are no additional costs associated with this time extension. 1st time extension — 63 calendar days Parts A & G RECOMMENDATION: It is recommended that the Board approve a contract time extension of 63 calendar days for Parts A & G to IK Motors, Inc. dba Kama`aina Motors, for VEHICLE BID NO. 2020-04. If approved, the contract completion date will be revised from September 14, 2021, to November 16, 2021, for Parts A & G. Page 1 of 4 August 24, 2021, Water Board Agenda 6) NORTH KONA: A. JOB NO.2017-1069, WAI`AHA SOURCE DEVELOPMENT - SITE SELECTION AND EXPLORATORY PHASE: This project generally consists of furnishing all labor, materials, tools, and equipment necessary for constructing the Wai`aha Source Well, including site grading work, well drilling pad, new chain -link fence and drilling and testing the source well, in accordance with the plans and specifications. Bids for this project were opened on August 12, 2021, at 3:00 p.m., and following are the bid results: Bidder Bid Amount Adjusted Bid Amount w/Preferences* Beylik Drilling & Pump Service, Inc. $2,900,000.00 $2,900,000.00 Alpha Inc. $3,661,072.00 $3,478,018.40 *Bids were adjusted (for purposes of award) to provide credits for use of Hawaii Products and participation in the State Apprenticeship Program, in accordance with Hawaii Administrative Rules. Project Costs: 1) Low Bidder (Beylik Drilling & Pump Service, Inc.) $2,900,000.00 2) Construction Contingency (5%) 145,000.00 Total Cost: S3,045,000.00 Funding for this project will be from a DWSRF Loan. The contractor will have 270 calendar days to complete this project. The engineering estimate is $2,917,100.00. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2017-1069, WAI`AHA SOURCE DEVELOPMENT — SITE SELECTION AND EXPLORATORY PHASE, to the lowest responsible bidder, Beylik Drilling & Pump Service, Inc., for their bid amount of $2,900,000.00, plus $145,000.00 for construction contingency, for a total contract amount of $3,045,000.00. 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) MISCELLANEOUS: A. 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 114 calendar days due to delays in receiving the building permits to start construction. 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 114 calendar days justified. Note: There are no additional costs associated with this time extension. 1 sr time extension — 68 calendar days (due to statewide "stay at home" order and associated suspension of on -site work) approved at the June 2020 Water Board Meeting. 2nd time extension — 15 calendar days (due to statewide "stay at home" order) approved at the July 2020 Water Board Meeting. 3`d time extension — 114 calendar days Page 2 of 4 August 24, 2021, Water Board Agenda RECOMMENDATION: It is recommended that the Board approve a contract time extension of 114 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 September 23, 2021, to January 15, 2022. 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. 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. Claim history and processes 4. Department of Water Supply Energy Report E. EXECUTIVE SESSION: MANAGER -CHIEF ENGINEER'S EVALUATION FOR CALENDAR YEAR 2021: 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. F. MANAGER -CHIEF ENGINEER'S EVALUATION FOR CALENDAR YEAR 2021: Discussion/action on Manager -Chief Engineer's evaluation and compensation. G. CHAIRPERSON'S REPORT: 1. Chairperson to report on matters of interest to the Board. 8) ANNOUNCEMENTS: Next Meeting: - September 28, 2021, 10:00 a.m., via Web Conferencing Page 3 of 4 August 24, 2021, Water Board Agenda 9) 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 4 of 4 August 24, 2021, Water Board Agenda