HomeMy WebLinkAbout2024-03-19 Water Board Agenda 1 VA 11,48
Stephen Kawena Lopez , �� Kea Keolanui,Dist. 1,Board Member
Chairperson James Kimo Lee,Dist.2,Board Member
Dist.8 1 e?, Thomas Brown,Dist. 3,Board Member
R Steven Hirakami,Dist. 5,Board Member
Michael Pono Kekela �,. Keith Unger,Dist.6,Board Member
Vice Chairperson ri�°��t � � Michael Bell,Dist.7,Board Member
Dist.41�0� Benjamin Ney,Dist.9'Board Member
DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAVI
WATER BOARD MEETING
AGENDA
MEETING DATE: March 19, 2024
TIME: 10:00 a.m.
IN-PERSON LOCATION: West Hawaii Civic Center;
Building G, 74-5044 Ane Keohokalole Highway
Kailua-Kona, Hawaii
REMOTE MEETING LINK:
https://www.zoomgov.com/j/1613 014929?pwd=UFFVZHdybmIwRIVJTCtOU2Z3 MFJFdzO9
STATEMENTS FROM THE PUBLIC:
Public testimony may be done in person or in writing by email (dws@hawaiidws.org), fax (808-961-8657),
or by mail: 345 Kek5ana6`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.
Remote Oral Testimony:
Telephone testimony may be presented by calling 1(669)254-5252 and entering meeting ID 161 301 4929.
Please wait for the Chair to ask for testimony on the item you are interested in. The Chair will unmute
testifiers who call in, one phone number at a time.
Optional Alternative to Present Remote Oral Testimony:
If you would like to testify via an online video link, please email dws@hawaiidws.org at least 24 hours
before the meeting to request the link. You may also email to pre-register to present telephone testimony
if you wish to be called on by name or before those who have not pre-registered. Testifiers who wish to
remain anonymous or have not pre-registered may still call the testimony phone number and follow the
instructions listed above.
ADDITIONAL INFORMATION:
Information about all the board's meetings is available here General information about the board is available
at About the Water Board.
In the event the online remote connection is interrupted during the Water Board meeting, the Board shall
recess for up to 30 minutes to allow for reestablishing the online remote connections. If the online remote
connection cannot be reestablished after 30 minutes the meeting shall be adjourned and then reconvene per
the following contingency plans:
Board shall reconvene on: March 20, 2024, 10:00 a.m.
Board shall reconvene at: DWS, Hilo Operations, 889 Leilam Street.
If you would like to testify via an online video link,please email dws@hawaiidws.org before the meeting to
request the weblink or phone number to testify.
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 February 27, 2024, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Roll Call Required)
5) SOUTH HILO:
A. VEHICLE BID 2023-16,FURNISHING AND DELIVERING VEHICLES TO THE
DEPARTMENT OF WATER SUPPLY:
Chair: Is there any testimony for this item?
This project generally consists of furnishing and delivering vehicles to the Department of Water
Supply in accordance with the specifications.
Bids for this project were opened on March 7, 2024, at 1:30 p.m., and no responsive bids were
received. Staff will seek alternative procurement pursuant to HAR 3-122-35 to procure the required
equipment.
PARTS Kama`aina Nissan
A. Two (2) Only Mid-Size, Crew Cab Pick-Up, 4-Wheel Drive NON-RESPONSIVE
B. One (1) Only 4-Door, Compact Cross-Over Wagon/SUV,
NON-RESPONSIVE
w/All-Wheel Drive
C. Three(3) Only Passenger Van,with 2-Wheel Drive NO BID
RECOMMENDATION: It is recommended that this vehicle bid go out for Alternative Procurement
pursuant to HAR 3-122-35 as no responsive bids were received and it would not be advantageous to
the Department to issue a new solicitation.
6) SOUTH KOHALA:
A. JOB NO, 2023-1223, WAIMEA WATER TREATMENT PLANT SLUDGE REMOVAL:
Chair: Is there any testimony for this item?
The Department is requesting a contract change order to increase the existing contract Not to
Exceed(NTE)limit of$350,000.00 due to the increased frequency of sludge removal from
November 2023 to February 2024 by the Contractor, 2B Environmental,Inc., at the Department's
request. The current contract specified NTE was an estimate that assumed other sludge mitigation
methods would be completed before the end of this contract's term. Increased sludge removal is
needed to ensure continued sufficient sludge mitigation.
Page 2 of 7 March 19,2024,Water Board Agenda
ITEM QUANTITY DESCRIPTION UNIT AMOUNT
AMOUNT
Increase the contract NTE to
1. Lump Sum allow for an increase in sludge N/A $ 49,595.00
removal frequency as requested
by the Department.
TOTAL $ 49,595.00
Original Contract Amount: $ 350,000.00
Original Contingency Amount: $ 0.00
lit Additional Funds Request: $ 49,595.00
Total Revised Contract Amount: $ 399,595.00
RECOMMENDATION: It is recommended that the Board approve an increase in the contract NTE
limit of$49,595.00 to 2B Environmental,Inc.,for JOB NO. 2023-1223,WAIMEA WATER
TREATMENT PLANT SLUDGE REMOVAL. If approved,the total revised contract amount shall
be $399,595.00.
7) NORTH KONA:
A. JOB NO, 2023-20, FURNISHING AND DELIVERING KAHALU `U SHAFT DISCHARGE
PIPING MATERIALS—PHASE 1:
Chair: Is there any testimony for this item?
Bids were opened on March 7, 2024 at 2:00 p.m., and the following are the bid results:
PART DESCRIPTION BIDDER AMOUNT
NO.
DUCTILE IRON PIPE, SPOOLS & Core&Main LP dba
I ADAPTERS Pacific Pipe Company $ 37,200.00
2 DUCTILE IRON FITTINGS Core&Main LP dba $ 21,100.00
Pacific Pipe Company
3 FLANGE GASKETS No Bids
NUTS,BOLTS,AND
4 No Bids
THREADED RODS
5 COPPER PIPE &FITTINGS Core&Main LP dba $ 1,638.40
Pacific Pipe Company
6 BRASS PIPE &FITTINGS No Bids
Page 3 of 7 March 19,2024,Water Board Agenda
PART DESCRIPTION BIDDER AMOUNT
NO.
7 STAINLESS STEEL PIPE & No Bids
FITTINGS
8 BUTTERFLY VALVES, 250# No Bids
CLASS
9 AUTOMATIC CONTROL No Bids
VALVES
NOZZLE CHECK VALVE—
10 RADIAL GUIDED RING DISC No Bids
TYPE
11 FLOW SWITCH No Bids
ELECTROMAGNETIC FLOW
12 No Bids
METER—INSERTION TYPE
For the Sections where no bids were received, staff shall seek alternative procurement pursuant to
HAR 3-122-35 to procure the required materials in the best interests of the Department.
RECOMMENDATION: It is recommended that the Board award the contract to the following
bidders for MATERIAL BID NO. 2023-20, FURNISHING AND DELIVERING FURNISHING
AND KAHALU`U SHAFT DISCHARGE PIPING MATERIALS—PHASE 1 FOR THE
DEPARTMENT OF WATER SUPPLY, on an as-needed basis, as listed below, and that either the
Chairperson of the Vice-Chairperson be authorized to sign the contract(s), subject to review as to
form and legality of the contract(s)by Corporation Counsel.
Core&Main LP dba Pacific Pipe Co., Inc. for Parts 1,2, and 5
B. JOB NO. 2024-07, REPAIR AND MAINTENANCE OF KAHALU`U SHAFT INCLINED LIFT:
Chair: Is there any testimony for this item?
This project consists of furnishing all transportation, labor, equipment,tools and consumable
materials necessary to provide quarterly maintenance and repair services to the inclined lift system
and its related appurtenances at the Department of Water Supply's Kahalu`u Shaft facility for a
period beginning July 1,2024,through June 30,2026.
Bids for this project were opened on March 7, 2024, at 2:30 p.m., and the following are the bid
results:
Bidder Bid Amount
Centric Elevator Corporation $447,500.00
Heide& Cook,LLC $385,000.00
KONE,Inc. $299,000.00*
*NOTE: Bid amount shown for bidder has been corrected.
Page 4 of 7 March 19,2024,Water Board Agenda
RECOMMENDATION: It is recommended the Board award the contract for MAINTENANCE
BID NO. 2024-07, REPAIR AND MAINTENANCE OF KAHALUU SHAFT INCLINED LIFT,
to the lowest responsible bidder,KONE Inc., for their bid amount of$299,000.00.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.
C. JOB NO. 2023-08 (MAT),F&D SPARE PUMP AND MOTOR SET FOR KALAOA#1
DEEPWELL—REQUEST FOR ADDITIONAL FUNDS AND TIME EXTENSION:
Chair: Is there any testimony for this item?
The Contractor, Derrick's Well Drilling and Pump Services, LLC. is requesting a contract change
order for the additional costs to perform a wire-to-water test of the complete pumping assembly at
the pump manufacturer's facility. The description of the additional work and associated fees are as
follows:
ITEM DESCRIPTION AMOUNT
Motor lead extension for Summit 738 motor to conduct
the wire-to-water testing. Motor lead shall also be kept as
1' a spare motor lead for other Department owned Summit 3,805.26
738 motors. Inclusive of,shipping and other related costs.
2 De-staged Pump Bowl Test performed by Simflo to $ 3,360.00
obtain certified pump bowl performance data.
TOTAL $ 7,165.26
Original Contract Amount: $ 67,916.25
Original Contingency Amount: $ 0.00
1st Additional Funds Request: $ 7,165.26
Total Revised Contract Amount: $ 75,081.51
The Contractor, Derrick's Well Drilling and Pump Services, LLC. is requesting a contract time
extension of 23 calendar days for this additional work.
Ext.# From(Date) To (Date) (Calendar)ays Reason
1 03/31/2024 04/23/2024 23 Additional work noted above
Total Days(including this request) 23
Staff reviewed the request for additional funds and found that the $7,165.26 can be considered
justified.Payment of this work shall be performed by force accounting.
1st time extension—23 calendar days
Page 5 of 7 March 19,2024,Water Board Agenda
RECOMMENDATION: It is recommended that the Board approve an increase in the contract
funds of$7,165.26 to Derrick's Well Drilling and Pump Services, LLC,for a total project cost of
$75,081.51, and approve a contract time extension of 23 calendar days for JOB NO. 2023-08
(MAT),F&D SPARE PUMP AND MOTOR SET FOR KALAOA 41 DEEPWELL. If approved,
the contract completion date will be revised from March 31, 2024 to April 23,2024.
8) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEMS:
Chair:Is there any testimony for this item?
The following is a dedication for action by the Water Board. The water system has been
constructed in accordance with the Department's standards and are in acceptable condition for
dedication.
1. Bill of Sale
Kaloko Heights Apartments
Grantor: Kaloko Heights Affordable Housing LLLP
Tax Map Key(3) 7-3-009:032
Puapua`a 2nd,North Kona, Island of Hawaii,Hawaii
Facilities Charge: $405,000.00 Date Paid: 6/27/2013
Final Inspection Date: 2/14/2024
Water System Cost: $99,000.00
RECOMMENDATION: It is recommended that the Water Board accepts this dedication subject to
the approval of the Corporation Counsel and that either the Chairman or the Vice-Chairman be
authorized to sign the documents.
B. DEPARTMENT OF WATER SUPPLY COLLECTION AND DELINQUENCY POLICIES:
Chair: Is there any testimony for this item?
Information will be provided to the Board on status updates on collection efforts due to delinquent
balances for water service charges with information on current policies and procedures in place for
collection and water shut-offs. Discussion will follow along with any recommendations that should
be considered for future action.
C. FINAL REPORT ON PERMITTED INTERACTIVE GROUP (PIG)
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.
Page 6 of 7 March 19,2024,Water Board Agenda
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:
The Manager-Chief Engineer to provide an update on the following:
1. North Kona Wells
2. AWWA ACE24—June 10-14, 2024
G. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
2. Retiree of the Department of Water Supply—Donn S.Ushijima
9) ANNOUNCEMENTS:
• Next Meeting-April 23,2024, 10:00 a.m., Hilo Operations, 889 Leilani Street,Hilo,Hawaii
• Public Hearing—Presentation on Final 3-year Rates—April 23, 2024, 6:00 p.m., Liquor Control
Conference Room,Hilo Lagoon Centre, 101 Aupuni Street,Room 230,Hilo, Hawaii
• Public Hearing—Presentation on Final 3-year Rates—April 24, 2024, 6:00 p.m., West Hawaii
Civic Center,Building G, 74-5044 Ane Keohokalole Highway, Kailua-Kona,Highway
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 Lobby: 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 March 19,2024,Water Board Agenda