HomeMy WebLinkAbout2023-03-28 Water Board Agenda DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAI`I
WATER BOARD MEETING
AGENDA
MEETING DATE: March 28,2023
A) TIME: 10:00 a.m.
PLACE: West Hawaii Civic Center,Building G, 74-5044 Ane Keohokalole Highway,
Kailua-Kona, Hawaii
B) TIME: Site Visit Immediately Following Recess of Regular Board Meeting
PLACE: Assemble at, for site visit to Kahalu`u Shaft, 78-6793 Kamehameha III Road,
Kailua-Kona,HI,to view the Kahalu`u Shaft operations. Members of the public must
have their own transportation to the site. Meeting will recess during transit and
reconvene in front of the Kahalu`u Shaft site. Staff will be present to allow access.
(For directions,see Announcements item below.)
Public testimony may be done in person or in writing by email (dws@hawaiidws.org),
fax(808-961-8657), or by mail: 345 Kekuanao`a Street, Suite 20, Hilo, HI 96720.
Please indicate agenda item submitting for. All testimony,regardless of time of receipt,
will be part of the permanent record.
1) CALL TO ORDER— 10:00 a.m. (please turn cell phones off or set to silent)
2) STATEMENTS FROM THE PUBLIC—Pursuant to HRS §92-3, oral testimony may be provided entirely
at the beginning of the meeting, or immediately preceding the agenda item.
3) APPROVAL OF MINUTES:
• Minutes of the February 28, 2023,Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA(if necessary)
(Note: Roll Call Required)
5) PRESENTATION OF AUDITED FINANCIAL STATEMENTS—JUNE 30,2022:
Chair.- Is there any testimony for this item?
Copies of the Department's Audited Financial Statements for the fiscal year ended June 30, 2022,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.
Page 1 of 6 March 28,2023,Water Board Agenda
6) POWER COST CHARGE:
Chair: Is there any testimony for this item?
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$3.04 to $2.70 per
thousand gallons as a result of this decrease. Power cost charges over the past two years were as follows:
Effective PCC
January 1, 2023 $3.04
November 1,2022 $2.87
September 1,2022 $2.75
July 1, 2022 $2.48
May 1,2022 $2.34
March 1, 2022 $2.02
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 decrease of the Power Cost
Charge from$3.04 to $2.70, effective April 1,2023.
7) DEPARTMENT OF WATER SUPPLY PROPOSED OPERATING AND 5-YEAR
CAPITAL IMPROVEMENT PROJECTS (C.I.P.)BUDGETS FOR FISCAL YEAR 2024:
Chair: Is there any testimony for this item?
The Department's Fiscal Year 2024 Operating Budget,totaling $65,596,744.00, and 5-Year C.I.P. Budget
for Fiscal Year 2024-2028, totaling $185,835,000.00 have been distributed for the Board's review. A
public hearing was held prior to this meeting to accept testimony. The Board may change either Budget
or adopt them as presented over two readings.
RECOMMENDATION: It is recommended that the Board approve the Department's Fiscal Year 2024
Operating and C.I.P. Budgets on this first of two readings.
8) SOUTH HILO:
A. VEHICLE BID NO. 2022-12,FURNISHING AND DELIVERING VEHICLES TO THE
DEPARTMENT OF WATER SUPPLY:
Chair: Is there any testimony for this item?
This project generally consists of furnishing and delivering vehicles to the Department of Water
Supply in accordance with the specifications.
Bids for this project were opened on March 9, 2023, at 2:00 p.m., and no bids were received. Staff
will utilize alternative procurement pursuant to Hawaii Administrative Rules (HAR) §3-122-35 to
secure pricing in the best interests of the Department.
Page 2 of 6 March 28,2023,Water Board Agenda
PARTS: BIDDERS:
Part A—One(1) Only Full-Size, Crew Cab Pick-Up, with Service NO BIDS
Body,4-Wheel Drive
Part B—One(1) Only Full-Size,Regular Cab Pick-Up,with NO BIDS
Service Body,4-Wheel Drive, Mud Tires
Part C—One(1) Only Full-Size, Regular Cab Pick-Up, with NO BIDS
Service Body,Lift Gate, 4-Wheel Drive,Mud Tires
Part D—One(1) Only Full-Size, Crew Cab Pick-Up,with 4-Wheel NO BIDS
Drive
Part E—One(1) Only Full-Size, Crew Cab Pick-Up, with Service NO BIDS
Body, Lift Gate,2-Wheel Drive
Part F—One (1) Only Mid-Size, Crew Cab Pick-Up, with 4-Wheel NO BIDS
Drive
Part G—One(1) Only Mid-Size, Crew Cab Pick-Up, with 4-Wheel NO BIDS
Drive,Mud Tires
Part H—Two (2) Only 4-Door, Compact Cross-Over Wagon/SUV, NO BIDS
with 4-Wheel Drive
Part I—Three(3) Only Passenger Van, with 2-Wheel Drive NO BIDS
Part J—One (1) Only Cargo Van, with 4-Wheel Drive NO BIDS
9) NORTH HILO:
A. JOB NO.2021-1162 (REBID),LAUPAHOEHOE DEEPWELL B REPAIR—REQUEST FOR
TIME EXTENSION:
Chair: Is there any testimony for this item?
The Contractor,Derrick's Well Drilling and Pump Services, LLC., is requesting a contract time
extension of 77 calendar days, due to delays by the motor manufacturer. These setbacks were
beyond the control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation
and found the 77 calendar days to be justified. Note: There are no additional costs associated with
this time extension.
Ext. From To (Date) Days Reason
# (Date) (Calendar)
1 10/31/2022 3/31/2023 151 Manufacturer delays in providing submittals
and receiving materials for pump production.
2 3/31/2023 6/16/2023 77 Manufacturer delays in motor production.
Total Days(including this request) 228
Page 3 of 6 March 28,2023,Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
77 calendar days to Derrick's Well Drilling and Pump Services, LLC., for JOB NO. 2021-1162
(REBID), LAUPAHOEHOE DEEPWELL B REPAIR. If approved,the contract completion date
will be revised from March 31, 2023,to June 16, 2023.
10) SOUTH KOHALA:
A. EQUIPMENT BID NO. 2022-13,FURNISHING AND DELIVERING WAIMEA WATER
TREATMENT PLANT RESERVOIR#3 SLUDGE PUMPS:
Chair: Is there any testimony for this item?
This project generally consists of paying for all transportation,machinery, labor,materials,tools,
equipment, and taxes necessary to furnish and deliver the diesel power pump assembly and
appurtenant materials listed.
Bids for this project were opened on March 16, 2023, at 1:30 p.m., and no responsive bids were
received. Staff will seek alternative procurement pursuant to Hawaii Administrative Rules (HAR)
§3-122-35 to secure pricing in the best interests of the Department.
Bidder Bid Amount
Optimal Controls, LLC NON-RESPONSIVE
B. JOB NO.2022-1187,WAIMEA WATER TREATMENT PLANT SLUDGE REMOVAL:
Chair: Is there any testimony for this item?
The Department is requesting a contract change order to increase the existing contract Not to Exceed
(NTE) limit of$100,000.00 due to the increased frequency of sludge removal from February to
June 2023 by the Contractor, 213 Environmental, Inc., at the Department's request. The current
contract specified NTE was an estimate that assumed other sludge mitigation methods would be
completed before the end of this contract's term. Increased sludge removal is needed to ensure
continued sufficient sludge mitigation.
ITEM QUANTITY DESCRIPTION UNIT AMOUNT
AMOUNT
Increase the contract NTE to allow for an
1. Lump Sum increase in sludge removal frequency as N/A $ 65,000.00
requested by the Department.
TOTAL $ 65,000.00
Original Contract Amount: S 100,000.00
Original Contingency Amount: S 0.00
1 st Additional Funds Request: $ 65,000.00
Total Revised Contract Amount: $ 165,000.00
Page 4 of 6 March 28,2023,Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve an increase in the contract NTE
limit of$65,000.00 to 213 Environmental, Inc., for JOB NO. 2022-1187, WAIMEA WATER
TREATMENT PLANT SLUDGE REMOVAL. If approved,the total revised contract amount shall
be $165,000.00.
11) NORTH KONA:
A. JOB NO.2021-1181,KEAUHOU BOOSTER A REPAIR—REQUEST FOR TIME
EXTENSION:
Chair: Is there any testimony for this item?
The Contractor,Beylik/Energetic A JV, is requesting a contract time extension of 88 calendar days,
due to delays by the pump manufacturer providing submittals. These setbacks were beyond the
control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation
and found 74 calendar days to be justified. Fourteen(14) days were deducted from the Contractor's
request to account for the number of days initially scheduled for the submittal process. Note: There
are no additional costs associated with this time extension.
Ext. From To (Date) Days Reason
# (Date) (Calendar)
1 3/31/2023 6/13/2023 74 Manufacturer delays in providing submittals.
Total Days (including this request) 74
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
74 calendar days to Beylik/Energetic A JV,for JOB NO. 2021-1181, KEAUHOU BOOSTER A
REPAIR. If approved, the contract completion date will be revised from March 31, 2023, to
June 13,2023.
12) MISCELLANEOUS:
A. MONTHLY PROGRESS REPORT:
Chair: Is there any testimony for this item?
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.
Page 5 of 6 March 28,2023,water Board Agenda
B. REVIEW OF MONTHLY FINANCIAL STATEMENTS:
Chair: Is there any testimony for this item?
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'S REPORT:
Chair: Is there any testimony for this item?
The Manager-Chief Engineer to provide an update on the following:
1. North Kona Wells
D. CHAIRPERSON'S REPORT:
Chairperson to report on matters of interest to the Board.
13) ANNOUNCEMENTS:
1. Next Meeting: April 25, 2023, 10:00 a.m., at the Department of Water Supply,Hilo Operations,
899 Leilam Street, Hilo,Hawaii
2. Site Visit Today: Site visit to the Kahalu`u Shaft, 78-6793 Kamehameha III Road,Kailua-Kona, HI,
to view and discuss its operations. Directions: From the West Hawaii Civic Center travel south on
Ane Keohokalole Highway, then onto Henry Street. Turn left(south) on Highway 11 and travel
approximately 4.5 miles to the Kamehameha III Road junction,in Keauhou, and turn right(west) onto
Kamehameha III Road. Travel downhill on Kamehameha III Road approximately 0.4 miles and look
for DWS on left-hand side of road. Meeting will reconvene and take place at the Kahalu`u Shaft site.
14) 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(808) 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.
Board Packet Pursuant to Hawaii Revised Statutes, Section 92-7.5,the board packet provided to
members of the board for this meeting is available for public inspection during regular business hours at
the Department of Water Supply office, 345 Kek ianao`a Street, Suite 20, Hilo, Hawaii.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 6 or 6 March 28,2023,water Board Agenda