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Home My WebLink About2023-09-26 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAPI WATER BOARD MEETING AGENDA MEETING DATE: September 26, 2023 TIME: 10:00 a.m. PLACE: Department of Water Supply, Hilo Operations; 899 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 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 August 22, 2023, Public Hearing on the Power Cost Charge • Minutes of the August 22, 2023, Water Board Meeting 4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary) (Note: Roll Call Required) 5) PUNA: A. JOB NO. 2023-1227, KEONEPOKO NUI BOOSTER A & B REPAIR: Chair: Is there any testimony for this item? This project consists of furnishing all labor, materials, tools, and equipment necessary to replace the existing booster pump, motor, discharge head and all appurtenant materials; provide discharge piping work; and complete an efficiency test; in accordance with the specifications. Bids for this project were opened on September 7, 2023, at 2:00 p.m., and the following are the bid results: Bidder Bid Amount Adjusted Bid Amount w/ Preferences* Beylik/Energetic A JV $473,200.00 $449,540.00 Derrick's Well Drilling and Pump Services, LLC. $351,000.00 $351,000.00 *Bids were adjusted (for purposes of award) to provide credits for participation in the State Apprenticeship Program, in accordance with Hawai `i Administrative Rules. Page 1 of 6 September 26, 2023, Water Board Agenda Project Costs: 1) Low Bidder (Derrick's Well Drilling and Pump Services, LLC.) $ 351,000.00 2) Contingencies (-10.0%) $ 35,000.00 Total Cost: $ 386,000.00 Funding for this project will be from DWS's Energy CIP and the C1P Budget under Repair and Maintenance. The contractor will have 270 calendar days to complete this project. The Engineering estimate for this project was $320,000. Booster History: Keonepoko Nui Booster A: Original Installation: June, 1980 Keonepoko Nui Booser B: Original Installation: June, 1997 RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2023- 1227, KEONEPOKO NUI BOOSTER A & B REPAIR, to the lowest responsible bidder, Derrick's Well Drilling and Pump Services, LLC., for their bid amount of $351,000.00, plus $35,000.00 for contingencies, for a total contract amount of $386,000.00. 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_ 6) NORTH HILO: A. JOB NO. 2021-1162 (REBID), LAUPAHOEHOE DEEPWELL B REPAIR — REQUEST FOR TIME EXTENTION: Chair: Is there any testimony for this item? The Department of Water Supply (DWS) is requesting a contract time extension of 21 calendar days, due to delays associated with scheduling a power shutdown with Hawaiian Electric Company (HECO). The power shutdown is being coordinated by DWS to ensure safe working conditions for the Contractor, as the rig will be operated near active power lines. This additional time is necessary to allow HECO to cut off power to the line above Deepwell B, while maintaining power to Deepwell A so DWS may continue providing water to the Laupahoehoe community. Note: There are no additional costs associated with this time extension. Ext. From (Date) To (Date) Reason (Ca ens 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 Vendor staffing challenges. 5 9/30/2023 10/14/2023 21 HECO power shutdown. Total Days (including this request) 355 Page 2 of 6 September 26, 2023, Water Board Agenda RECOMMENDATION: It is recommended that the Board approve a contract time extension of 21 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 September 30, 2023, to October 21, 2023. 7) SOUTH KOHALA: A. JOB NO. 2023-1223, WAIMEA WATER TREATMENT PLANT 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. 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. 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. Bill of Sale Luiki Subdivision Subdivision No. SUB-2019-001909 Seller: Coastal Land Company, LLC Tax Map Key (3) 6-2-024:000 and 6-4-007: 086 (Kahilu Road portion) Pu`ukapu, Waimea, South Kohala, Island of Hawaii, Hawaii Facilities Charge: $12,190.00 Date Paid: 8/05/2021 Final Inspection Date: 10/18/2021 Water System Cost: $143,000.00 Page 3 of 6 September 26, 2023, Water Board Agenda 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. RESOLUTION NO. 2023-01, APPROVING RECEIPT AND EXPENDITURE OF MONIES FOR THE DEPARTMENT OF WATER SUPPLY CAPITAL IMPROVEMENT PROJECTS FUNDED BY THE DRINKING WATER STATE REVOLVING FUND (DWSRF); AND, AUTHORIZING THE MANAGER -CHIEF ENGINEER OR DEPUTY TO REDUCE, REPLACE, AND ALLOCATE UP TO $25,000,000.00 IN MONIES FOR SAID PROJECTS, IN THE FORM OF A LOAN AGREEMENT OR GRANT BETWEEN THE STATE OF HAWAPI AND DEPARTMENT OF WATER SUPPLY, COUNTY OF HAWAI`I Chair: Is there any testimony for this item? DWS is submitting a loan application to fund Capital Improvement Projects with the Drinking Water State Revolving Funds (DWSRF). One of the prerequisites for the loan is a Resolution approved by the Water Board. This Resolution authorizes the Manager -Chief Engineer or the Deputy to execute loans and/or grants with the State Department of Health for up to $25,000,000.00. RECOMMENDATION: It is recommended that the Water Board adopt DRINKING WATER STATE REVOLVING FUND RESOLUTION NO. 2023-01, subject to the approval of Corporation Counsel. C. DEPARTMENT OF WATER SUPPLY LEASE FOR SCANNER/COPIERS Chair: Is there any testimony for this item? The Department of Water Supply requested quotations for leasing six (6) full -function copy machines for a four-year period in accordance with the State Procurement Office (SPO) Price List Contract No. 20-07 for NASPO ValuePoint Copiers & Managed Print Services (RFP NP-18-001). The copy machines will replace existing leased machines in Hilo (4 machines), Waimea and Kona. The quotations are listed below: • Canon Solutions America No Bid • Toshiba Business Solutions - Hilo $1,609.53/mo. Plus imprints • Xerox Corporation $1,370.34/mo. Plus imprints Staff has reviewed the quotations and finds the quotations/lease agreements acceptable, and recommends award to the low bidder, Xerox Corporation. RECOMMENDATION: It is recommended that the Board award the lease to Xerox Corporation for six scanner/copy machines at $1,370.34/mo. plus additional costs per imprint and authorize the Manager -Chief Engineer to execute the lease agreement, subject to the approval of Corporation Counsel. D. POWER COST CHARGE ADJUSTMENT CRITERIA For discussion and possible action. Page 4 of 6 September 26, 2023, Water Board Agenda E. EMPLOYMENT CONTRACT FOR OPERATIONS DIVISION Chair: Is there any testimony for this item? Due to the shortage of staff and recruitment efforts for the Water Treatment Plant Operator II, the Department wishes to execute an employment contract for assistance. RECOMMENDATION: It is recommended that the Water Board approve this contract subject to the approval of the Corporation Counsel and that either the Chairperson or the Vice -Chairperson be authorized to sign the contract. F. 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. G. 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. H. 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. 2023 Hawaii Water Works Association Conference — October 25-27, 2023 I. CHAIRPERSON'S REPORT Chairperson to report on matters of interest to the Board. 9) ANNOUNCEMENTS: 10) Next Meeting: -October 24, 2023, 10:00 a.m., at the Department of Water Supply, Hilo Operations Baseyard, Hilo, Hawaii. Page 5 of 6 September 26, 2023, Water Board Agenda 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 6 of 6 September 26, 2023, Water Board Agenda