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Home My WebLink About2021-10-26 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAI`I WATER BOARD MEETING AGENDA DATE: October 26, 2021 TIME: 10:00 a.m. PLACE: Via web conferencing. Host location: 345 Kekuana6`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@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, October 25, 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, October 25, 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 September 28, 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 A Public Hearing will have been held prior to this Board meeting to accept public testimony on this change. RECOMMENDATION: It is recommended that the Board approve the increase of the Power Cost Charge from $1.85 to $2.15, effective November 1, 2021. Page 1 of 4 October 26, 2021, Water Board Agenda 6) 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 45 calendar days for Parts A & G. The delivery of the vehicles is being delayed due to shipping issues brought on by the COVID-19 pandemic. Declined production in the industry resulted in more infrequent barge sails from San Diego, California, to Hilo, Hawaii. These delays are beyond the control of the vendor. Note: There are no additional costs associated with this time extension. I" time extension — 63 calendar days Parts A & G (Building delay due to micro -chip shortage) 2°d time extension — 45 calendar days Parts A & G (Shipping delays caused by pandemic) RECOMMENDATION: It is recommended that the Board approve a contract time extension of an additional 45 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 November 16, 2021, to December 30, 2021, for Parts A & G. 7) NORTH KOHALA: A. JOB NO.2021-1177, HAW! #2 BOOSTER C REPAIR: This project consists of furnishing all labor, materials, tools and equipment necessary to replace one (1) booster pump assembly; replace selected portions discharge piping, chlorinate the pumping assembly; and complete an efficiency test; in accordance with the specifications. Bids for this project were opened on October 7, 2021, at 2:00 p.m., and the following are the bid results: Bidder Bid Amount Be lik Drilling & Pump Services, Inc. Non -Responsive Derrick's Well Drilling & Pump Services, LLC $89,000.00 Jas. W. Glover, Ltd. No Bid Water Resources International, Inc. $122,450.00 Project Costs: 1) Low Bidder (Derrick's Well Drilling & Pump Services, LLC) $89,000.00 2) Contingencies (10.0%) $8,900.00 Total Cost: 97,900.00 Funding for this project will be from DWS' Energy CIP. The contractor will have 240 calendar days to complete this project. The Engineering estimate for this project was $125,000.00. Booster History: Hawi #2 Booster C: Original Installation: March 1997 Page 2 of 4 October 26, 2021, Water Board Agenda RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2021-1177, HAW! #2 BOOSTER C REPAIR, to the lowest responsible bidder, Derrick's Well Drilling & Pump Services, LLC, for their bid amount of $89,000.00, plus $8,900.00 for contingencies, for a total contract amount of $97,900.00. 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. 8) MISCELLANEOUS: A. 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. B. 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. C. MANAGER -CHIEF ENGINEER -CHIEF ENGINEER'S REPORT: The Manager -Chief Engineer to provide an update on the following: 1. North Kona Wells 2. COVID-19 Update 3. Assignment of Contracts 4. Laupahoehoe Deepwell B Repair (Job No. 2021-1162) — Cancellation of Bid 5. Employee of the Quarter - 3' Quarter of 2021 D. ELECTION OF CHAIRPERSON AND VICE -CHAIRPERSON FOR 2022: Board to elect Chairperson and Vice -Chairperson for the 2022 term. 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 Page 3 of 4 October 26, 2021, Water Board Agenda 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 CALENDARYEAR2021: 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. 9) ANNOUNCEMENTS: 1. Next Meeting: - November 23, 2021, 10:00 a.m., via Web Conferencing 10) 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 Lobby: 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 October 26, 2021, Water Board Agenda