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Home My WebLink About2023-12-19 Water Board Agenda DEPARTMENT OF WATER SUPPLY COUNTY OF HAWAI`I WATER BOARD MEETING AGENDA MEETING DATE: December 19, 2023 TIME: 10:00 a.m. PLACE: Department of Water Supply, Hilo Operations; 889 Leilam 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. 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—November 28, 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 $2.64 to $2.37 per thousand gallons as a result of this decrease. Power cost charges over the past year were as follows: Effective PCC September 1,2023 $2.64 April 1, 2023 $2.70 January 1, 2023 $3.04 November 1,2022 $2.87 September 1,2022 $2.75 Before the Power Cost Charge is changed, a Public Hearing shall be scheduled to accept public testimony. RECOMMENDATION: It is recommended that the Board approve holding a Public Hearing on January 23, 2024, at 9:45 a.m., to receive testimony on decreasing the Power Cost Charge from $2.64 to $2.37, effective February 1, 2024. Page 1 of 4 December 19,2023,Water Board Agenda 6) SOUTH HILO: A. JOB NO. 2022-1193,PI`IHONUA 92 BOOSTER A REPAIR: Chair: Is there any testimony for this item? This project generally consists of furnishing all labor, materials, tools and equipment necessary to replace the booster pump assembly and ancillary equipment in accordance with the specifications. Bids for this project were opened on December 7,2023, at 2:00 p.m., and the following are the bid results: Bidder Bid Amount Derrick's Well Drilling and Pump Services, LLC $138,000.00 Project Costs: 1) Low Bidder(Derrick's Well Drilling and Pump Services, LLC) $ 138,000.00 2) Contingencies (-10%) $ 13,800.00 Total Cost: S 151,800.00 Funding for this project will be from DWS's CIP Budget under Repair and Agreement. The contractor will have 270 calendar days to complete the well repair with the Contractor's furnished equipment. The Engineering estimate for this project was $123,000.00. Well History: Pi`ihonua 92 Booster A: Original Installation: July,2012 RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2022-1193, PI`IHONUA 92 BOOSTER A REPAIR, to the lowest responsible bidder, Derrick's Well Drilling and Pump Services, LLC, for their bid amount of$138,000.00,plus $13,800.00 for contingencies, for a total contract amount of$151,800.00. 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. B. JOB NO. 2023-1238, KILAUEA AVENUE AND KEAWE STREET WATERLINE REPLACEMENT FROM PONAHAWAI STREET TO WAIANUENUE AVENUE—REQUEST FOR ADDITIONAL FUNDS: Chair: Is there any testimony for this item? The Department entered into a Memorandum of Understanding (MOU)with the County of Hawaii, Department of Public Works, to replace an aging 6"waterline along Kilauea Avenue and Keawe Street with new 12"waterline during their road restoration project. The Department agreed to set up an escrow account with$1,000,000.00 to cover the anticipated costs of installing the new waterline to be billed under force account with the Department reviewing and approving the costs. Page 2 of 4 December 19,2023,Water Board Agenda Due to the necessity of nighttime work,numerous conflicts with existing utilities, and the amount and complexity of connections an additional $200,000.00 will be required to complete the project. Original Escrow Amount: $ 1,000,000.00 Additional Funds Request: $ 200,000.00 Total Revised Amount: $ 1,200,000.00 Staff reviewed the current construction costs and material invoices and requests additional funds in the amount of$200,000.00. Note: This is force account work and there is no contingency for the project. RECOMMENDATION: It is recommended that the Board approve additional funding of $200,000.00 to add to the escrow account between the Department of Water Supply and the Department of Public Works for a total projected cost of$1,200,000.00 for JOB NO. 2023-1328, KILAUEA AVENUE AND KEAWE STREET WATER REPLACEMENT FROM PONAHAWAI TO WAIANUENUE AVENUE. 7) MISCELLANEOUS: A. DISCUSSION REGARDING HYBRID TYPE MEETINGS WITH VIRTUAL PARTICIPATION: Chair: Is there any testimony for this item? The Department is preparing to hold hybrid(remote meeting using interactive conference technology) Water Board meetings by the Ist quarter of 2024. The Department will update the board on the meeting requirements and be available for questions. For discussion and possible action. B. 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. C. 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. D. 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. Retiree(s) of the Department Page 3 of 4 December 19,2023,Water Board Agenda E. EXECUTIVE SESSION: MANAGER-CHIEF ENGINEER AND DEPUTY EVALUATION AND COMPENSATION 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. F. MANAGER-CHIEF ENGINEER AND DEPUTY EVALUATION AND COMPENSATION FOR CALENDAR YEAR 2023: Chair:Is there any testimony for this item? Discussion/action on Manager-Chief Engineer and Deputy evaluation and compensation. G. CHAIRPERSON'S REPORT 1. Blessing and groundbreaking for Lalamilo 1 OMG Reservoir- Report by Board Members who attended the event on December 7, 2023. 2. Chairperson Hirakami and Board Member Hugo term is ending December 31, 2023. 3. Chairperson to report on matters of interest to the Board. 8) ANNOUNCEMENTS: 9) Next Meeting: - January 23, 2024, 10:00 a.m., at the Department of Water Supply, Hilo Operations Baseyard, 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, 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 4 of 4 December 19,2023,Water Board Agenda