HomeMy WebLinkAbout2023-07-25 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAVI
WATER BOARD MEETING
AGENDA
MEETING DATE: July 25, 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(Ohawaiidws.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 June 27, 2023, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Roll Call Required)
5) 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 $2.70 to $2.64 per
thousand gallons as a result of this decrease. Power cost charges over the past two years were as follows:
Effective
PCC
April 1, 2023
$2.70
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
Before the Power Cost Charge is changed, a Public Hearing should be scheduled to accept public
testimony.
Page 1 of 7 July 25, 2023, Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve holding a Public Hearing on
August 22, 2023, at 9:45 a..m., to receive testimony on decreasing the Power Cost Charge from
$2.70 to $2.64, effective September 1, 2023.
6) 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 46 calendar days, due to delays by the vendor supplying components for the discharge
piping. The vendor has been experiencing short staffing and a change of management through the
duration of the project. 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 46 calendar days to be justified. Note: There are no additional costs associated with
this time extension.
Ext.
From (Date)
To (Date)
(CaDlens
Reason
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.
4
8/15/2023
9/30/2023
46
Manufacturer delays in valve production.
Total Days (including this request)
334
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
46 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 August 15, 2023, to September 30, 2023.
7) SOUTH KONA
A. JOB NO. 2021-1179, KE`EI #2A & #313 BOOSTER REPAIR — REQUEST FOR TIME
EXTENSION
Chair: Is there any testimony for this item?
Page 2 of 7 July 25, 2023, Water Board Agenda
The Contractor, Beylik/Energetic A JV is requesting a contract time extension of 177 calendar days,
due to delays from the Manufa-cturer with responding to and addressing Department comments and
concerns regarding equipment submittals, and due to delays from Manufacturer recommended
material changes and mechanical seal design change. This was beyond the control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation
and found the 177 calendar days to be justified. Note: There are no additional costs associated with
this time extension.
Ext.
From (Date)
To (Date)
Reason
(Calendar)a
Delays from Manufacturer regarding
Department comments and concerns for
1
01/13/2023
07/07/2023
175
equipment submittals and Manufacturer
recommended material and design
changes.
Delays from Manufacturer with addressing
2
07/07/2023
12/31/2023
177
comments from the Department for
equipment and material substitution
requests.
Total Days(including this request)
352
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
177 calendar days to Beylik/Energetic A JV, for JOB NO. 2021-1179, KE`EI #2A & #3B
BOOSTER REPAIR. If approved, the contract completion date will be revised from July 7, 2023
to December 31, 2023.
8) SOUTH KOHALA
A. JOB NO. 2023-1223, WAIMEA WATER TREATMENT PLANT (WWTP) SLUDGE
REMOVAL (Note: This matter was deferred on June 27, 2023. There was no motion made to
approve the recommendation.)
Chair: Is there aniv 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.
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
Page 3 of 7 July 25, 2023, Water Board Agenda
form and legality by Corporation Counsel. The sludge removal contract shall be from July 1, 2023
to June 30, 2024,
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 30 calendar days, due to delays from staff shortages at the Manufacturer's facility.
This was beyond the control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation
and found the 30 calendar days to be justified. Note: There are no additional costs associated
with this time extension.
Ext
From (Date)
To (Date)
(CDa s
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
3
06/14/2023
07/31/2023
47
Department requested modifications.
Delays from Manufacturer.
4
07/31/2023
08/30/2023
30
Total Days including this
request)
183
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
30 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 July 31, 2023 to August 30, 2023.
9) MISCELLANEOUS
A. DEDICATIONS:
1) Grant of Easement and Bill of Sale
Grantor: Hope Services Hawaii, Inc.
Tax Map Key (3) 1-5-006:017
Wa`iak5'hiula, Puna, Island of Hawaii, Hawaii
Facilities Charge: $79,235.00 Date Paid: 5/19/2023
Final Inspection Date: 5/23/2023
Water System Cost: $125,874.85
Page 4 of 7 July 25, 2023, Water Board Agenda
Chair: Is there any testimony for this item?
2) Grant of Easement and Bill of Sale
(SUB-19-001925)
Grantor: Mailani Development LLC
Tax Map Key (3) 2-4-080:013 (portion)
Waiakea, South Hilo, Island of Hawaii, Hawaii
Facilities Charge: $158,470.00 Date Paid: 11/7/2022
Final Inspection Date: 6/15/2023
Water System Cost: $169,125.00
Chair: Is there any testimony for this item?
3) Grant of Easement and Bill of Sale
Grantor: Absolute Builders LLC and Kahealani K. Kaaihili
Tax Map Key (3) 4-5-004:148 (Roadway) (3) 4-5-004:025
Kaao, Hamakua, Island of Hawaii, Hawaii
Facilities Charge: $24,380.00 Date Paid: 7/10/2023
Final Inspection Date: 5/2/2023
Water System Cost: $56,000.00
Chair: Is there any testimony for this item?
RECOMMENDATION: It is recommended that the Water Board accepts these documents subject to
the approval of the Corporation Counsel and that either the Chainnan or the Vice -Chairman be
authorized to sign the documents.
B. MATERIAL BID NO. 2021-04, FURNISHING AND DELIVERING SPARE PUMP AND MOTOR
SETS FOR PARKER RANCH DEEPWELL, WAIMEA DEEPWELL, AND KEOPC #1
DEEPWELL, AND REFURBISHING PUMP AND MOTOR SET FOR HALEKI`I DEEPWELL
FOR THE DEPARTMENT OF WATER SUPPLY — 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 306 calendar
days for Section 1 — Parker Ranch Deepwell, due to submittal and manufacturer scheduling delays;
300 calendar days for Section 2 — Waimea Deepwell, due to submittal and motor testing delays;
311 calendar days for Section 3 — Keopu #1 Deepwell, due to submittal and manufacturer scheduling
delays; and 340 calendar days for Section 4 — Haleki`i Deepwell, due to shipping and motor repair
delays. 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 248 calendar days to be justified for Section 1 — Parker Ranch Deepwell, only
263 calendar days to be justified for Section 2 — Waimea Deepwell, only 278 calendar days to
be justified for Section 3 — Ke6pu #1 Deepwell, and only 279 calendar days to be justified for
Section 4 — Haleki`i Deepwell. Note: There are no additional costs associated with these time
extensions.
Page 5 of 7 July 25, 2023, Water Board Agenda
Ext.
From (Date)
To (Date)
Days
(Calendar)
Reason
12/11/22
8/16/2023
248
Delay in receipt of equipment submittals, and
delays in manufacturer scheduling.
12/11/22
8/31/2023
263
Delay in receipt of equipment submittals, and
delays in motor testing.
1
11/11/22
8/16/2023
278
Delay in receipt of equipment submittals, and
delays in manufacturer scheduling.
Delay in shipping of equipment to
10/10/22
7/16/2023
279
manufacturer, and manufacturer delays with
motor refurbishment.
Total Days (including this request)
248, 263, 278 & 279
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
248 calendar days for Section I — Parker Ranch Deepwell, 263 calendar days for Section 2 — Waimea
Deepwell, 278 calendar days for Section 3 — Ke6pu #1 Deepwell, and 279 calendar days for Section 4
— Haleki`i Deepwell to Beylilc/Energetic A JV, for MATERIAL BID NO. 2021-04, FURNISHING
AND DELIVERING SPARE PUMP AND MOTOR SETS FOR PARKER RANCH DEEPWELL,
WAIMEA DEEPWELL, AND KEOPU #1 DEEPWELL, AND REFURBISHING PUMP
AND MOTOR SET FOR HALEKI`I DEEPWELL FOR THE DEPARTMENT OF WATER
SUPPLY. If approved, the contract completion dates will be revised from December 11, 2022, to
August 16, 2023 for Section 1 — Parker Ranch Deepwell; December It, 2022, to August 31, 2023 for
Section 2 — Waimea Deepwell; November 11, 2022, to August 16, 2023 for Section 3 — Ke6pu #I
Deepwell; and from October 10, 2022 to July 16, 2023 for Section 4 — Haleki`i Deepwell.
C. MEMORANDUM OF UNDERSTANDING (MOU) TO IMPLEMENT THE EMERGENCY
POWER FOR WATER INFRASTRUCTURE PROJECT IDENTIFIED WITHIN THE
COMMUNITY DEVELOPMENT BLOCK GRANT — MITIGATION PROGRAM
Chair: Is there any testimony for this item?
The Department of Water Supply (DWS) is proposing to enter into a MOU with the County of
Hawaii Planning Department and County of Hawaii Finance Department to facilitate the
Community Development Block Grant — Mitigation Program (CDBG-MIT) funds allocated to DWS'
Emergency Power for Water Infrastructure project. This project involves the installation of power
transfer switches and supporting infrastructure at Pi`ihonua #1, Pi`ihonua #3, `Ola`a #3 and `Ola`a #4.
The federal share will be 100% of the total project cost, not to exceed $835,000. DWS will be
responsible for the procurement of the professional services and construction, in accordance with the
MOU.
RECOMMENDATION: It is recommended that the Board approve the MOU with the County
of Hawaii Planning Department and County of Hawaii Finance Department to implement the
Emergency Power for Water Infrastructure project identified within the CDBG-MIT, and that either
the Chairperson or the Vice -Chairperson be authorized to sign the MOU, subject to review as to form
and legality by Corporation Counsel.
Page 6 of 7 July 25, 2023, Water Board Agenda
D. 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.
E. 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.
F. MANAGER -CHIEF ENGINEER'S REPORT
Chair: Is there any testimony for this item?
The Manager -Chief Engineer to provide an update on the following:
North Kona Wells
G. CHAIRPERSON'S REPORT
Chairperson to report on matters of interest to the Board.
10) ANNOUNCEMENTS
Next Meeting: - August 22, 2023, 10:00 a.m., at the West Hawaii Civic Center, Building G,
74-5044 Ane Keohokalole Highway, Kailua-Kona, Hawaii.
11) 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 Kekuana6`a Street, Suite 20, Hilo, Hawaii.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 7 of 7 July 25, 2023, Water Board Agenda