HomeMy WebLinkAbout2023-06-27 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAVI
WATER BOARD MEETING
AGENDA
MEETING DATE: June 27, 2023
TIME: 10:00 a.m.
PLACE: Department of Water Supply, Hilo Operations Baseyard, 889 Leilani Street,
Hilo, Hawaii
Public testimony may be done in person or in writing by email (dws@hawaiidws.org),
fax (808-961-8657), or by mail: 345 Kekuana6`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.
CALL TO ORDER — 10:00 a.m. (please turn cell phones off or set to silent)
2. STATEMENTS FROM THE PUBLIC
Pursuant to FIRS §92-3, oral testimony may be provided entirely at the beginning of the meeting, or
immediately preceding the agenda item.
APPROVAL OF MINUTES
• Minutes of the May 23, 2023, Water Board Meeting
4. APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Roll Call Required)
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 60 calendar days, due to delays by the motor manufacturer. Due to the motor's poor
performance test results the manufacturer has requested to provide a substitute equal motor. 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 60 calendar days to be justified. Note: There are no additional costs associated withh this
time extension.
Page 1 of 7 June 27, 2023, Water Board Agenda
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.
3
6/16/2023
8/15/2023
60
Manufacturer requests motor substitution,
delaying shipment.
Total Days (including this request)
288
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
60 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 June 16, 2023 to August 15, 2023.
6. SOUTH KOHALA
A. JOB NO.2019-1107, LALAMILO 10 MG RESERVOIR— This matter was deferred at the
Water Board's May 23, 2023 meeting.
Chair: Is there any testimony for this item?
The landowner of Tax Map Key (TMK) (3) 6-8-001:001, PR PUU PA, and the Department of Water
Supply (DWS), have negotiated a proposed acquisition of the proposed Reservoir Lot which, upon
execution of this Purchase and Sale Agreement, would include the execution of the Construction Right
of Entry (previously approved by the Water Board at its meeting on August 23, 2022) that also includes
the Staging Area for construction. The proposed Limited Warranty Deed would be granted in fee to
DWS, and the proposed Water Agreement is included, which allocates 50 water units to the main parcel
(TMK (3) 6-8-001:001). The basic terms of this Purchase and Sale Agreement, Limited Warranty
Deed, and Water Agreement are as follows:
DWS to:
- Purchase Reservoir Lot at the Purchase Price of $400,000.00; and
- Grant 50 equivalent water units to TMK (3) 6-8-001:001 subject to the proposed Water Agreement
including a Facilities Charge Credit of $150,000.00.
PR PUU PA to:
- Subdivide the Reservoir Lot;
- Provide immediate access to the Reservoir Lot (2.9-acre portion of TMK (3) 6-8-001:001) and
Staging area (2.6-acre portion of TMK (3) 6-8-001:001 adjacent to "Reservoir Lot") via
Construction Right of Entry; and
- Grant the Reservoir Lot via a Limited Warranty Deed to DWS upon completion of the Subdivision.
Staff has reviewed the proposed Purchase and Sale Agreement as well as the Limited Warranty Deed
and finds that the terms above, along with the proposed Water Agreement for the 50 equivalent water
units, are acceptable.
Page 2 of 7 June 27, 2023, Water Board Agenda
RECOMMENDATION: It is recommended that the Water Board approve the Purchase and Sale
Agreement, Limited Warranty Deed, and the Water Agreement and authorizes the Chairperson or
Vice -Chairperson to execute the documents subject to the review and approval of the Corporation
Counsel.
B. JOB NO. 2021-1171 (REBID), LALAMILO B DEEPWELL 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 47 calendar days, due to delays from the Manufacturer. This was beyond the control of the
Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation and
found the 47 calendar days to be justified. Note: There are no additional costs associated with this time
extension.
Ext. #
From (Date)
To (Date)
(Calendar) ays
Reason
Delays from Manufacturer.
1
02/28/2023
05/15/2023
76
Delays from Manufacturer.
2
05/15/2023
06/14/2023
30
Delays from Manufacturer and Department
3
06/14/2023
07/31/2023
47
requested modifications.
Total Days(including this request)
153
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
47 calendar days to Derrick's Well Drilling and Pump Services, LLC, for JOB NO. 2021-1171
(REBID), LALAMILO B DEEPWELL REPAIR. If approved, the contract completion date will be
revised from June 14, 2023 to July 31, 2023.
C. JOB NO. 2023-1223, WAIMEA WATER TREATMENT PLANT (WWTP) SLUDGE REMOVAL
Chair: Is there any testimony for this item?
This project generally consists of furnishing all labor, materials, tools, and equipment necessary to
remove and dispose of settled sludge from the Waimea Water Treatment Plant 2.7 MG reservoir, for a
period not to exceed one year.
Page 3 of 7 June 27, 2023, Water Board Agenda
Bids for this project were opened on June 8, 2023, at 2:00 p.m., and the following is the bid result:
Bidder Bid Amount
2B Environmental, Inc. $0.29125/Gallon
RECOMMENDATION: It is recommended that the Board award the contract for WAIMEA WATER
TREATMENT PLANT SLUDGE REMOVAL, JOB NO. 2023-1223 to the lowest responsible bidder,
2B Environmental, Inc., for a unit price of $0.29125 per gallon, on an as -needed basis with a total
contract amount not to exceed $350,000.00, and 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. The
sludge removal contract shall be from July 1, 2023 to June 30, 2024.
7. 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 104 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 only 98 calendar days to be justified. Six (6) days were deducted from the Contractor's request
as these were attributed to the Department reviewing the submittals, and there shall be at least fourteen
(14) days allowed for the Department to review. Note: There are no additional costs associated with
this time extension.
Ext. #
(From
To (Date)
(Calendar) ays
(Cal
Reason
1
3/31/2023
6/13/2023
74
Manufacturer delays in providing submittals.
2
6/13/2023
9/19/2023
98
Manufacturer delays in providing submittals.
Total Days (including this request)
172
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
98 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 June 13, 2023 to
September 19, 2023.
B. JOB NO, 2022-1204, HUALALAI DEEPWELL 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 105 calendar days, due to delays by the pump Manufacturer. The soonest available spot
Page 4 of 7 June 27, 2023, Water Board Agenda
the pump Manufacturer has available to conduct the pump assembly performance test is July 17, 2023.
These setbacks were beyond the control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation and
found only 75 calendar days to be justified. Note: There are no additional costs associated with this
time extension.
Ext. #
To (Date)
ays
Reason
(Doa e)
(Calendar)
7/2/2023
9/15/2023
755 (Parts
Manufacturer delays in pump assembly testing.
1
8/31/2023
11/14/2023
75D(Part
Manufacturer delays in pump assembly testing.
Total Days (including this request)
75
Chair: Is there any testimony for this item?
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
75 calendar days to Derrick's Well Drilling and Pump Services, LLC., for JOB NO. 2022-1204,
HUALALAI DEEPWELL REPAIR. If approved, the contract completion date will be revised from
July 2, 2023 to September 15, 2023 for Parts A — C, and from August 31, 2023 to November 14, 2023
for Part D.
C. JOB NO. 2022-1205. PALANI DEEPWELL A REPAIR — REOUEST 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 120 calendar days for Parts A — D and Part E, due to delays in the receipt of the executed
contract, and additionally for Parts A — D due to unavailability of the specified coating materials for the
discharge head. These delays were beyond the control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation and
found only 90 calendar days to be justified for Parts A — D, and only 30 calendar days to be justified for
Part E. Note: There are no additional costs associated with this time extension.
Ext. #
From
To (Date)
(CDe s
Reason
90 (Parts
Delay in receipt of executed contract
6/1/2023
8/30/2023
A — D )
documents, and unavailability of specified
1
coatings for discharge head.
7/31/2023
8/30/2023
30 (Part
Delay in receipt of executed contract
E)
documents.
Total Days (including this request)
90 & 30
Page 5 of 7 June 27, 2023, Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
90 calendar days for Parts A — D, and 30 calendar days for Part E to Derrick's Well Drilling and Pump
Services, LLC., for JOB NO.2022-1205, PALANI DEEPWELL A REPAIR. If approved, the contract
completion dates will be revised from June 1, 2023, to August 30, 2023 for Parts A — D, and from
July 31, 2023 to August 30, 2023 for Part E.
MISCELLANEOUS
A. KEAUKAHA COMMUNITY ASSOCIATION PRESIDENT PATRICK KAHAWAIOLA`A, ON
BEHALF OF CLAYMENT AND KEIKI KAWAPAE`A, RESIDENTS AT 344 LYMAN AVE., HILO,
HAWAI`I. DISCUSSION ON WATER METER PLACEMENT AND HISTORY OF INSTALLATION
Chair: Is there any testimony for this item?
B. MATERIAL BID NO. 2023-07, FURNISHING AND DELIVERING STRUCTURAL TUBULAR
PALLET RACKING FOR THE DEPARTMENT OF WATER SUPPLY
Chair: Is there any testimony for this item?
Bids were opened on June 8, 2023, at 1:30 p.m., and the following is the bid results:
Bidder Bid Amount
Barbarian USA, Inc. $69,605.00
RECOMMENDATION: It is recommended that the Board approve the price agreement for
MATERIAL BID NO. 2023-07, FURNISHING AND DELIVERING STRUCTURAL TUBULAR
PALLET RACKING FOR THE DEPARTMENT OF WATER SUPPLY, to the lowest responsible
bidder, Barbarian USA, Inc., for their bid amount of $69,605.00. 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.
C. SENATE CONCURRENT RESOLUTION NO. 35 AND HOUSE RESOLUTION NO. 56
Chair: Is there any testimony for this item?
Requests the Hawaii County Department of Water Supply to convene a working group to examine
opportunities for increasing water access and strengthening water infrastructure for underserved
communities on Hawaii Island.
For discussion and possible action.
D. DEPARTMENT OF WATER SUPPLY COLLECTION AND DELINQUENCY POLICIES
Chair: Is there any testimony for this item?
Information will be provided to the Board on current policies and procedures in place for collection and
water shut -offs due to delinquent balances for water service charges. Discussion will follow along with
any recommendations that should be considered for future action.
Page 6 of 7 June 27, 2023, Water Board Agenda
E. MONTHLY PROGRESS REPORT
Chain: 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.
F. 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.
G. 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
2. Retirees of the Department of Water Supply — Michael Omija and Milton H. Hughes -Okada
3. 2023 Annual Keiki Water Conservation Poster Contest
4. 2023 Hawaii Water Works Association Conference — October 25 — 27, 2023
H. CHAIRPERSON'S REPORT
Chairperson to report on matters of interest to the Board.
9. ANNOUNCEMENTS
Next Meeting: - July 25, 2023, 10:00 a.m., at the Department of Water Supply, Hilo Operations,
899 Leilam Street, Hilo, Hawaii.
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 (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, Hawai `i.
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 Kekuana6'a Street, Suite 20, Hilo, Hawaii.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 7 of 7 June 27, 2023, Water Board Agenda