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Home My WebLink About2023-08-22 Water Board Agenda DEPARTMENT OF WATER SUPPLY COUNTY OF HAWAI`I WATER BOARD MEETING AGENDA MEETING DATE: August 22, 2023 TIME: 10:00 a.m. PLACE: West Hawaii Civic Center, Building G, 74-5044 Ane Keohokalole Highway, Kailua-Kona,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. 1) CALL TO ORDER— 10:00 a.m. (please turn cell phones off or set to silent)—Moment of silence for the tragedy on Maui. 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—July 25, 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 year 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 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$2.70 to $2.64 per thousand gallons, effective September 1, 2023. Page 1 of 5 August 22,2023,Water Board Agenda 6) POWER COST CHARGE ADJUSTMENT CRITERIA Chair: Is there any testimony for this item? For discussion and possible action. 7) SOUTH KOHALA A. 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 14 calendar days, due to a continuation of 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 14 calendar days to be justified. Note: There are no additional costs associated with this time extension. Ext. From(Date) To (Date) (Ca ens 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. Delays from staffing shortage at the 4 07/31/2023 08/30/2023 30 Manufacturer's facility. Continuation of delays from staffing 5 08/30/2023 09/13/2023 14 shortage at the Manufacturer's facility. Total Days (including this request) 197 RECOMMENDATION: It is recommended that the Board approve a contract time extension of 14 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 August 30,2023 to September 13, 2023, 8) NORTH KONA A. JOB NO. 2022-1204, HUALALAI DEEPWELL REPAIR—REQUEST FOR TIME EXTENSION Chair: Is there any testimony for this item? Page 2 of 5 August 22,2023,Water Board Agenda The Contractor, Derrick's Well Drilling and Pump Services,LLC.,is requesting a contract time extension of 75 calendar days, due to delays by the pump manufacturer. The pump did not meet the performance requirements upon the first round of testing and must be dismantled,reassembled, and retested prior to shipping to the Department. 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 75 calendar days to be justified. Note: There are no additional costs associated with this time extension. Ext. From(Date) To (Date) Days (Calendar) Reason 7/2/2023 9/15/2023 75 (Parts A—C) I Manufacturer delays in pump assembly testing. 8/31/2023 11/14/2023 75 (Part D) 2 9/15/2023 11/29/2023 75 (Parts A—C) Pump did not meet performance requirements, must be reworked. Total Days(including this request) 150 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 September 15,2023 to November 29, 2023 for Parts A—C. B. JOB NO. 2022-1205,PALANI DEEPWELL A 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 for Parts A—D and a contract time extension of 90 calendar days for Part E, due to communication challenges with their vendors, and additional time requested by their subcontractor. These delays were beyond the control of the Contractor. Staff reviewed the request for the time extension and the accompanying supporting documentation and found 60 calendar days to be justified for Parts A—D, and only 60 calendar days to be justified for Part E. Note: There are no additional costs associated with this time extension. Ext. From(Date) To (Date) (Calendar)ays Reason Delay in receipt of executed contract 6/l/2023 8/30/2023 90 documents, and unavailability of specified 1 coatings for discharge head. 7/31/2023 8/30/2023 30 Delay in receipt of executed contract documents. Page 3 of 5 August 22,2023,Water Board Agenda Communication challenges with vendors, and 8/30/23 10/29/2023 60 subcontractor still in process for securing 2 electrical permit. 8/30/23 10/29/2023 60 Communication challenges with vendors. Total Days(including this request) 150&90 RECOMMENDATION: It is recommended that the Board approve a contract time extension of 60 calendar days for Parts A—D, and 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 August 30, 2023,to October 29, 2023 for Parts A—D, and Part E. 9) MISCELLANEOUS A. DEDICATIONS: Chair: Is there any testimony for this item? The Department 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. Grant of Easement and Bill of Sale MK Parcel F Subdivision Grantor: MK Parcel F, LLC Tax Map Key(3) 6-2-013:018 (portion) `Ouli, Waimea, South Kohala,Island of Hawaii,Hawaii Facilities Charge: $22,680.00 Date Paid: 5/4/1998 Final Inspection Date: 7/17/2023 Water System Cost: $315,805.00 2. Grant of Easement and Bill of Sale SUB-17-001697 Grantors: Joseph Daniel Marsh and Kermit Johnson and Doris K. Johnson Tax Map Key(3) 2-5-047:030 and 031 Ponahawai, South Hilo, Island of Hawaii, Hawaii Facilities Charge: $18,285.00 Date Paid: 7/24/2023 Final Inspection Date: 5/22/2023 Water System Cost: $85,355.34 RECOMMENDATION: It is recommended that the Water Board accepts these documents subject to the approval of the Corporation Counsel and that either the Chairman or the Vice-Chairman be authorized to sign the documents. B. 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. Page 4 of 5 August 22,2023,Water Board Agenda Department to provide an update on this effort. C. 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. D. 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. E. 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. Island of Hawaii and Maui brushfires 3. Department of Water Supply Energy Report 4. Retiree of the Department of Water Supply—Anthony Tanodra F. CHAIRPERSON'S REPORT Chairperson to report on matters of interest to the Board. 10) ANNOUNCEMENTS Next Meeting: September 26, 2023, 10:00 a.m., at the Department of Water Supply, Hilo Operations Baseyard, Hilo,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 Kek5ana6`a Street, Suite 20,Hilo,Hawaii. "The Department of Water Supply is an Equal Opportunity provider and employer." Page 5 of 5 August 22,2023,Water Board Agenda