HomeMy WebLinkAbout2021-09-28 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAI`I
WATER BOARD MEETING
AGENDA
DATE: September 28, 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 r11ps.//www.Gaceboolc.com/HawaiiDWS
Written Testimony: Anyone wishing to provide testimony on an agenda item may also do so by
email to�s..ghawanidws.or r, 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, September 27, 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
dll s. (a),hawaiidws.org, no later than 12 noon, Monday, September 27, 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 August 24, 2021, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
5) POWER COST CHARGE:
Departmental power costs from all power sources increased since the last Power Cost Charge rate was
determined. The Department proposes to increase the Power Cost Charge from $1.85 to $2.15 per
thousand gallons as a result of this increase. Power cost charges over the past two years were as follows:
Effective
PCC
June 1, 2021
$1.85
December 1, 2020
$1.71
August 1, 2020
$2.01
February 1, 2020
$1.90
October 1, 2019
$2.00
June 1, 2019
$1.96
Before the Power Cost Charge is changed, a Public Hearing should be scheduled to accept public
testimony.
RECOMMENDATION: It is recommended that the Board approve holding a Public Hearing on
October 26, 2021, at 9:45 a.m., to receive testimony on increasing the Power Cost Charge from
$1.85 to $2.15.
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6)
WATER RATE STUDY:
The consulting firm of Harris & Associates was contracted to determine water rates for the Department for
the 5-year period, July 1, 2022, through June 30, 2027. The consultant team will be attending this meeting
to provide a presentation and start the dialogue on rate development and financial policies for the next
5-year rate implementation period.
7) SOUTH KOHALA:
A. JOB NO. 2021-1171, LALAMILO B DEEPWELL REPAIR:
This project consists of furnishing all labor, materials, tools and equipment necessary to remove the
existing pumping assembly; furnish and install new pump, motor, column assembly, and all
appurtenant materials; complete an efficiency test; and refurbish the existing equipment for spare
inventory; in accordance with the specifications.
Bids for this project were opened on September 9, 2024, at 2:00 p.m., and the following are the bid
results:
Bidder
Bid Amount
Derrick's Well Drilling and Pump Services, LLC
$1,250,000.00
Be lik Drilling and Pump Service, Inc.
$1,438,476.34
The engineering estimate for this project was $416,900.00.
The Department has elected to cancel the solicitation pursuant to Hawai `i Revised Statues (HRS)
§ 103D-308 and Hawaii Administrative Rules (HAR) §3-122-95 and §3-122-95, as the bid prices
received exceeds the available monetary funds appropriated for the project.
RECOMMENDATION: It is recommended that the Board not award the contract for
JOB NO. 2021-1171, LALAMILO B DEEPWELL REPAIR, due to the high cost of the bids.
Staff will re-evaluate the scope of work and will procure the necessary services according to
procurement rules.
8) SOUTH HILO:
A. VEHICLE BID NO. 2020-04, FURNISHING AND DELIVERING VEHICLES TO THE
DEPARTMENT OF WATER SUPPLY — REQUEST FOR ADDITIONAL FUNDS:
The vendor, Inter Pacific Motors, Inc., dba Orchid Isle Auto Center, is requesting a contract change
order for the additional work of wiring the vehicles for DWS' mobile radios. The Department has
requested this work be done to expedite the radio installation, ensuring that staff are able to
communicate while servicing remote locations. The description of the additional work and associated
fees are as follows:
UNIT
ITEM
QUANTITY
DESCRIPTION
AMOUNT
AMOUNT
Wiring for installation of a Motorola
1
8
APX4500 radio located atop the
$494.24
$3,953.92
dashboard tray including fused battery line
and ignition sensor to radio location, and
Page 2 of 6 September 29, 2021, Water Board Agenda
external speakers installed and enabled
with connection at radio location.
TOTAL I $3,953.92
Staff reviewed the request for the additional funds and found that the $3,953.92 can be considered
justified. Note: Payment of this work shall be performed by force account.
Original Contract Amount: $569,303.00
lst Additional Funds Request: $3,953.92
Total Revised Contract Amount: $573,256.92
RECOMMENDATION: It is recommended that the Board approve an increase in funds of $3,953.92
to Inter Pacific Motors, Inc., dba Orchid Isle Auto Center, for VEHICLE BID NO. 2020-04. If
approved, the total revised contract amount shall be $573,256.92.
9) NORTH HILO:
A. JOB NO.2021-1162, LAUPAHOEHOE DEEPWELL B REPAIR:
This project consists of furnishing all labor, materials, tools, and equipment necessary to remove the
existing pumping assembly; furnish and install a new submersible pump, motor, power cable, column
assembly, and all appurtenant materials; well rehabilitation; borehole alignment survey; electrical
work; and complete an efficiency test; in accordance with the specifications.
Bids for this project were opened on September 9, 2021, at 1:30 p.m., and the following are the bid
results:
Bidder
Bid Amount
ALPHA, Inc.
No Bid
Be lik Drilling & Pump Service, Inc.
$618,700.00
Derrick's Well Drilling & Pump Services, LLC
Non -Responsive
Water Resources International, Inc.
No Bid
Project Costs:
1) Low Bidder (Beylik Drilling & Pump Service, Inc.) $618,700.00
2) Contingencies (10%) $61,870.00
Total Cost: �680,570.00
Funding for this project will be from DWS' CIP Budget under Deepwell Pump Replacement. The
contractor will have 210 calendar days to complete the well repair with the contractor's furnished
equipment and refurbish the existing pump and motor set for the Department's future use. The
Engineering estimate for this project was $500,000.00.
Well Histo
Laupahoehoe Deepwell B:
Original Installation: June 1984
Repaired: August 1999 — Final Contract Amount $75,849.86 (replacement of pump,
portions of the column assembly, brush and bail)
Repaired: December 2004 — Final Contract Amount $144,253.00 (replacement of pump,
portions of the column assembly, brush and bail)
Page 3 of 6 September 29, 2021, water Board Agenda
10)
Lasted Repaired: March 2011— Final Contract Amount $64,648.98 (conversion of well from
water lubricated line shaft to submersible, inclusive of pump, motor,
power cable, column assembly, brush, bail, and video survey)
Mitigation Measures:
This project will conduct a borehole alignment survey and pre -fill column assembly prior to initial
start-up.
RECOMMENDATION: It is recommended that the Board award the contract for
JOB NO.2021-1162, LAUPAHOEHOE DEEPWELL B REPAIR, to the lowest responsible bidder,
Beylik Drilling & Pump Service, Inc., for their bid amount of $618,700.00, plus $61,870.00 for
contingencies, for a total contract amount of $680,570.00. 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.
MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEIVIN:
We received the following documents for action by the Water Board. The water systems have been
constructed in accordance with the Department's standards and are in acceptable condition for
dedication:
1. Bill of Sale
Transferor: Geo Investment Company, Inc.
Subdivision No. SUB 17-001713
Tax Map Key: (3) 2-2-038:031
Facilities Charge: $16,500.00 Date Paid: 5/8/2019
Final Inspection Date: 4/26/2019
Water System Cost: $12,500.00
2. Grant of Easement and Bill of Sale
Grantor: 1250 Oceanside, LLC
Subdivision No. 1998-000124 (portion)
2007-000577 (portion)
2007-000589 (portion)
Tax Map Key: (3) 8-1-004:070 (Lots 11-A-I & 12-A), 8-1-032:054 (por.) (Lot R-7-A),
and 8-1-004:064 (por.)(Easement "A- I")
Facilities Charge: $70,875.00 Date Paid: November 2000
Final Inspection Date: 5/6/2021
Water System Cost: $3,644,100.00
3. Deed
Grantor: 1250 Oceanside, LLC
Lot 4 of SUB 19-001936
Tax Map Key: (3) 8-1-004:064
RECOMMENDATION: It is recommended that the Water Board accept these documents subject to
the approval of the Corporation Counsel and that either the Chairperson or the Vice -Chairperson be
authorized to sign the documents.
Page 4 of 6 September 29, 2021, Water Board Agenda
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. Retiree of the Department of Water Supply
E. EXECUTIVE SESSION REGARDING OPEN LITIGATION:
The Board anticipates convening an executive meeting for the purposes of discussing the legal rights,
duties and liabilities of the Board concerning open litigation against the Board, as authorized by
Hawaii County Charter Section 74.6 and Hawaii Revised Statutes ("HRS"), Section 92-4 and
92-5(a)(4). 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. EXECUTIVE SESSION: MANAGER -CHIEF ENGINEER AND DEPUTY EVALUATION
FOR CALENDAR YEAR 2021:
The Board anticipates convening an executive meeting to consider the evaluations of the
Manager -Chief Engineer and Deputy 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.
G. MANAGER -CHIEF ENGINEER AND DEPUTY EVALUATION FOR CALENDAR YEAR2021:
Discussion/action on Manager -Chief Engineer and Deputy evaluation and compensation.
H. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
Page 5 of 6 September 29, 2021, water Board Agenda
11)
ANNOUNCEMENTS:
Next Meeting: - October 26, 2021, 10:00 a.m., via Web Conferencing
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.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 6 of 6 September 29, 2021, Water Board Agenda