HomeMy WebLinkAbout2023-11-28 Water Board Agenda DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAI`I
WATER BOARD MEETING
AGENDA
MEETING DATE: November 28, 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 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—October 24, 2023,Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA(if necessary)
(Note: Roll Call Required)
5) SOUTH HILO:
A. JOB NO.2022-1185,FURNISHING AND INSTALLATION OF THE HILO OPERATIONS
BASEYARD SERVER ROOM AIR CONDITIONING SYSTEMS—REQUEST FOR
ADDITIONAL FUNDS:
Chair:Is there any testimony for this item?
The Contractor,Hawaii Air Conditioning Corporation,is requesting a contract change order for the
additional work for labor for installation of interior portions of work separate from the installation of
exterior work. The need for this additional work is attributed to challenges by the Department to secure
County inspection work,which will permit progress with enclosing the completed rough framing. The
description of the additional work and associated fees are as follows:
ITEM DESCRIPTION AMOUNT
1. Additional labor for separate trip for the installation $ 3,800.00
of interior work, inclusive of installation of air
handling units; connection of linesets; connection of
electrical; charging and balancing A/C system; and
programming and training.
TOTAL $ 3,800.00
Page 1 of 7 November 28,2023,Water Board Agenda
Original Contract Amount: $ 32,550.00
Original Contingency Amount: $ 3,250.00
1 st Additional Funds Request: $ 550.00
Total Revised Contract Amount: $ 36,350.00
Staff reviewed the request for the additional funds and found that the $550.00 can be considered justified.
Note: There is$3,250.00 remaining in the original project contingency.
RECOMMENDATION: It is recommended that the Board approve an increase in contingency of$550.00
to Hawaii Air Conditioning Corporation,for JOB NO. 2022-1185,FURNISHING AND INSTALLATION
OF THE HILO OPERATIONS BASEYARD SERVER ROOM AIR CONDITIONING SYSTEMS. If
approved,the total revised contract amount shall be $36,350.00.
6) SOUTH KOHALA:
A. JOB NO.2022-13 (ALT),F&D WAIMEA WATER TREATMENT PLANT RESERVOIR#3
SLUDGE PUMPS—REQUEST FOR TIME EXTENSION:
Chair:Is there any testimony for this item?
The Vendor, Optimal Controls LLC,is requesting a contract time extension of 35 calendar days, due to
delays from the pump manufacturer with providing the trailer manufacturer the pump for assembly and due
to delays from the trailer manufacturer with obtaining the necessary paint for the assembled unit. This was
beyond the control of the Vendor.
Staff reviewed the request for the time extension and the accompanying supporting documentation and
found the 35 calendar days to be justified. Note: There are no additional costs associated with this time
extension.
Days
Ext. From(Date) To (Date) (Calendar) Reason
Delays from pump manufacturer with
1 12/31/2023 02/04/2024 35 shipping the unit and from the trailer
manufacturer with painting the assembled
unit.
Total Days (including this request) 35
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
35 calendar days to Optimal Controls LLC, for JOB NO. 2022-13 (ALT),F&D WAIMEA WATER
TREATMENT PLANT RESERVOIR#3 SLUDGE PUMPS. If approved, the contract completion date
will be revised from December 31,2023 to February 4,2024.
7) NORTH KONA:
A. JOB NO.2016-1056,WAI`AHA DEEPWELL REPAIR—REOUEST FOR ADDITIONAL FUNDS:
Chair:Is there any testimony for this item?
Page 2 of 7 November 28,2023,Water Board Agenda
The Department is requesting a contract change order for the additional work as part of a negotiated
settlement agreement with the Contractor, Derrick's Well Drilling and Pump Services, LLC to complete
the repair of Wai`aha Deepwell A. The description of the additional work and associated fees are as
follows:
ITEM DESCRIPTION AMOUNT
1. 50% cost sharing for mobilization/de-mobilization $ 40,000.00
and well extraction/installation labor costs.
2. Freight charges for pumping assembly equipment, $ 40,000.00 est.
sounding tubing and power cable materials.
3. Material and services for surface plate assembly; 8" $ 346,323.30
column pipe assembly; 8" positive seal check valve;
motor shroud assembly; pre-filling water column;
and general site clean-up.
TOTAL $ 426,323.30
Original Contract Amount: $ 650,000.00
Original Contingency Amount: $ 65,000.00
1"Additional Funds Request: $ 380,080.50
Total Revised Contract Amount: $ 1,095,080.50
Staff reviewed the request for additional funds and found that the$426,323.30 can be considered
justified. Note: There is$46,242.80 remaining in the original project contingency.
RECOMMENDATION: It is recommended that the Board approve an increase in contingency of
$380,080.50 to Derrick's Well Drilling&Pump Services, LLC, for a total project cost of$1,095,080.50
for JOB NO. 2016-1056,WAI`AHA DEEPWELL REPAIR.
B. JOB NO.2023-08 (MAT),F&D SPARE PUMP & MOTOR SET FOR KALAOA#1 DEEPWELL:
Chair:Is there any testimony for this item?
This project consists of furnishing all labor,materials,tools and equipment necessary to furnish a new
submersible pump and all appurtenant materials; test assembly of complete pumping assembly; and
delivery of submersible pump and all appurtenant materials, and Summit seal, submersible slim-line
motor, and adapter equipment, to the Department in accordance with the specifications.
Bids for this project were opened on November 16, 2023, at 2:00 p.m., and the following are the bid
results:
The Engineering estimate for this project was $46,000.00.
Bidder Bid Amount
Derrick's Well Drilling and Pump Services, LLC $67,916.25
Page 3 of 7 November 28,2023,Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve the contract for JOB NO. 2023-08
(MAT),F&D SPARE PUMP &MOTOR SET FOR KALAOA#1 DEEPWELL,to the sole responsible
bidder, Derrick's Well Drilling and Pump Services, LLC, for their bid amount of$67,916.25. 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. MAINTENANCE BID NO. 2023-14,REPAIR AND MAINTENANCE OF KAHALU`U SHAFT
INCLINED LIFT:
Chair: Is there any testimony for this item?
Bids were opened on November 2, 2023, at 2:00 p.m., and the following are the bid results:
The engineering estimate for this project was $150,000.00.
Bidder Bid Amount
Centric Elevator Corporation $432,500.00
RECOMMENDATION: It is recommended that the Board not approve the price agreement for
MAINTENANCE BID NO. 2023-14,REPAIR AND MAINTENANCE OF KAHALU`U SHAFT
INCLINED LIFT,to the sole bidder, Centric Elevator Corporation,for their bid amount of$432,500.00.
Staff will seek alternative procurement pursuant to HAR 3-122-35 for the the required services in the
best interest of the Department.
8) SOUTH KONA:
A. JOB NO. 2021-1179,KE`EI#2AB BOOSTER 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 31 calendar days, due
to delays from the motor manufacturer with providing the motor to the pump manufacturer for fitment
and shipping. This was beyond the control of the Contractor.
Staff reviewed the request for the time extension and the accompanying supporting documentation and
found the 31 calendar days to be justified. Note: There are no additional costs associated with this
time extension.
Ext. # From(Date) To (Date) (CaDlens Reason
Delays from manufacturer regarding
1 01/13/2023 07/07/2023 175 recommended material and design
changes.
Delays from manufacturer for equipment
2 07/07/2023 12/31/2023 177 and material substitution requests.
Delays from motor manufacturer with
3 12/31/2023 01/31/2024 31 providing the motor to the pump
manufacturer for fitment and shipping.
Total Days (including this request) 383
Page 4 of 7 November 28,2023,Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
31 calendar days to Beylik/Energetic A JV, for JOB NO. 2021-1179, KE`EI#2AĹ BOOSTER
REPAIR, if approved,the contract completion date will be revised from December 31,2023 to
January 31,2024.
9) MISCELLANEOUS:
A. WATER RATE STUDY—VIRTUAL PRESENTATION BY HARRIS &ASSOCIATES:
As requested by the Water Board, Harris&Associates, DWS' Water Rate consultant based in
Seattle, WA will be providing a virtual presentation to the Water Board on the Water Rates
"True-up"results.
The True-Up Analyses compares DWS' financial performance over FYs 2022 through FY 2024, and
indicates a strategy for planned rate adjustments in the last 3 years of the 5-year rate plan(FYs 2025,
2026, and 2027). The consultant and department staff will be available for questions.
B. ELECTION OF CHAIRPERSON AND VICE-CHAIRPERSON FOR 2024:
Chair: Is there any testimony for this item?
Board to elect Chairperson and Vice-Chairperson for the 2024 term.
C. MONTHLY PROGRESS REPORT:
Chair: A 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. Department of Water Supply Energy Report
3. 2024 Pacific Water Conference—February 20 to 22, 2024—Hawai`i Convention Center,
Honolulu,Hawaii
4. Groundbreaking for Lalamilo IOMG Reservoir
5. Funding Opportunity Announcement: Hawaii Community Foundation Fresh Water Initiative
Page 5 of 7 November 28,2023,Water Board Agenda
F. EXECUTIVE SESSION REGARDING OPEN LITIGATION FOR CIVIL NO.3CCV-20-0000007,
LALAMILO WIND COMPANY,LLC:
The Board anticipates convening an executive meeting for the purposes of discussing the legal rights,
duties and liabilities of the Board concerning open litigation against the Board, as authorized by Hawaii
County Charter Section 8-2 and Hawaii Revised Statutes("HRS"), Sections 92-4 and 92-5(a)(4). The
Board wishes to have its attorney present,in order to consult with the Board's attorney on its questions
and issues pertaining to the Board's powers, duties, privileges,immunities, and liabilities pursuant to
HRS Section 92-5(a)(4). A two-thirds vote of the members present,pursuant to HRS Section 92-4,is
necessary to hold an executive meeting,provided the affirmative vote constitutes a majority of the Board.
G. EXECUTIVE SESSION: MANAGER-CHIEF ENGINEER AND DEPUTY EVALUATION
FOR CALENDAR YEAR 2023:
The Board anticipates convening an executive meeting to consider the evaluations of the
Manager-Chief Engineer and Deputy for its annual performance review, as authorized by
Hawaii County Charter Section 7-4.6(d) and Hawaii Revised Statutes ("HRS"), Sections 92-4 and
92-5(a)(2). The Board wishes to have its attorney present,in order to consult with the Board's attorney
on its questions and issues pertaining to the Board's powers, duties,privileges, immunities, and
liabilities pursuant to HRS Section 92-5(a)(4). A two-thirds vote of the members present,pursuant to
HRS Section 92-4, is necessary to hold an executive meeting,provided that the affirmative vote
constitutes a majority of the board.
H. MANAGER-CHIEF ENGINEER AND DEPUTY EVALUATION FOR CALENDAR YEAR 2023:
Chair:A there any testimony for this item?
Discussion/action on Manager-Chief Engineer and Deputy evaluation and compensation.
L CHAIRPERSON'S REPORT:
1. Discussion on upcoming Water Board schedule.
2. Chairperson to report on matters of interest to the Board.
10) ANNOUNCEMENTS:
11) Next Meeting: -December 19, 2023, 10:00 a.m., at the Department of Water Supply, Hilo Operations
Baseyard, Hilo,Hawaii.
12) 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 S275 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
Page 6 of 7 November 28,2023,Water Board Agenda
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 Kekuanao`a Street, Suite 20, Hilo,Hawaii.
"The Department of Water Supply is an Equal Opportunity provider and employer."
Page 7 of 7 November 28,2023,Water Board Agenda