HomeMy WebLinkAbout2024-04-23 Water Board Agenda 1 VA 11,48
Stephen Kawena Lopez , �� � Kea Keolanui,Dist. 1,Board Member
Chairperson' �r,. ''w James Kimo Lee,Dist.2,Board Member
Dist.8 Thomas Brown,Dist. 3,Board Member
u9R Vacant,Dist. 5,Board Member
Michael Pono Kekela r ,h Keith Unger,Dist.6,Board Member
Vice Chairperson ri�°��t �� � Michael Bell,Dist.7,Board Member
'
Dist.4i a� � w' ,t� Benjamin Ney,Dist.9 Board Member
DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAI`I
WATER BOARD MEETING
AGENDA
MEETING DATE: April 23,2024
TIME: 10:00 a.m.
IN-PERSON LOCATION: Department of Water Supply, Hilo Operations;
889 Leilani Street, Hilo,Hawaii
REMOTE MEETING LINK:
https://www.laceboonc.com/awawaiiDWS/live videos/
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 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.
Remote Oral Testimony:
Telephone testimony may be presented by calling 1(669)254-5252 and entering meeting 1D 161 753 3818.
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: April 24,2024, 10:00 a.m.
Board shall reconvene at: DWS, Hilo Operations, 889 Leilani 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 March 19, 2024,Public Hearing on the 2025 Operating Budget and 5-year
Capital Improvement Budget
• Minutes of the March 19, 2024,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 increased since the last Power Cost Charge rate was
determined. The Department proposes to increase the Power Cost Charge from $2.37 to $2.77 per
thousand gallons as a result of this increase. Power cost charges over the past year were as follows:
Effective PCC
February 1,2024 $2.37
September 1, 2023 $2.64
April 1, 2023 $2.70
January 1, 2023 $3.04
A Public Hearing will be held prior to this Board meeting to accept public testimony on this change.
RECOMMENDATION: It is recommended that the Board approve the increase of the Power Cost
Charge from$2.37 to $2.77, effective May 1, 2024.
6) SOUTH HILO:
A. BID NO. 2023-18, FURNISHING AND DELIVERING EQUIPMENT TO THE DEPARTMENT
OF WATER SUPPLY:
Chair: Is there any testimony for this item?
This project generally consists of furnishing and delivering equipment to the Department of Water
Supply in accordance with the specifications.
Bids for this project were opened on April 4,2024, at 1:30 p.m., and the following are the bid
results.
GP Roadway Safety Systems and
Solutions, Inc. Signs Hawaii, Inc.
Part A—One (1) Only Mid-Size,Full Matrix, $29,880.62 $32,831.70
Portable, Changeable Message Sign 120 calendar days 120 calendar days
Page 2 of 9 April 23,2024, Water Board Agenda
RECOMMENDATION: : It is recommended the Board award the contract for BID NO. 2023-18,
FURNISHING AND DELIVERING EQUIPMENT TO THE DEPARTMENT OF WATER
SUPPLY,to the lowest responsible bidder, GP Roadway Solutions, Inc. for their bid amount of
$29,880.62, 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.
B. BID NO. 2024-03, FURNISHING LIQUID CHLORINE(ON AN AS-NEEDED BASIS)FOR THE
DEPARTMENT OF WATER SUPPLY:
Chair: Is there any testimony for this item?
This project consists of furnishing all materials, labor,transportation,tools,taxes,machinery, and
equipment necessary for the furnishing and delivery of liquid chlorine in accordance with the
specifications. The bidder will provide services on an as-needed basis, for a period not to exceed
two years.
Bids for this project were opened on April 4,2024, at 2:00 p.m., and the following are the bid
results:
JCl Jones Chemicals,Inc.
Item 1 — 150 lb. Cylinder $575.00
Item 2— 1,000 lb. Cylinder $4,750.00
Estimated contract use:
150 lb. Cylinder: $575.00/cylinder X 585 cylinder/year X 2 years= $ 672,750.00
1,000 lb. Cylinder: $4,750.00/cylinder X 1 cylinder/year X 2 years= $ 9,500.00
Total: $ 682,250.00
Staff has determined that the bid price submitted is fair and reasonable.
RECOMMENDATION: It is recommended the Board award the contract for BID NO, 2024-03,
FURNSIHING LIQUID CHLORINE (ON AN AS-NEEDED BASIS) FOR THE DEPARTMENT
OF WATER SUPPLY,to the lowest responsible bidder,JCI Jones Chemicals Inc. for the unit prices
listed above, for the period from July 1,2024,through June 30,2026, 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.
C. SERVICE BID NO. 2024-04, HAUL&DELIVER ONE-TON CHLORINE CYLINDERS AND
150 LB. CHLORINE CYLINDERS TO VARIOUS LOCATIONS ISALNDWIDE(ON AN
AS-NEEDED BASIS):
Chair: Is there any testimony,for this item?
This project consists of furnishing all materials, labor,transportation,tools,taxes,machinery, and
equipment necessary to collect 20-ft. containers from harbor; offload chlorine gas cylinders from
the container; and deliver chlorine gas cylinders to various locations in accordance with the
specifications. The bidder will provide services on an as-needed basis for a period from July 1,2024
to June 30, 2026.
Page 3 of 9 April 23,2024,Water Board Agenda
Bids for this project were opened on April 4,2024, at 2:30 p.m., and no bids were received. Staff
will seek alternative procurement pursuant to HAR 3-122-35 to procure the required services.
Part I—Pick Up from Harbor& Item I—Hilo Harbor(14 Ea.) NO BIDS
Delivery Preparation Item lb—Kawaihae Harbor(4 Ea.) NO BIDS
Part II—Hourly Rate to Haul& Item 2a—Islandwide(350 Ea.) NO BIDS
Deliver
Part III—Delivery,Preparation& Item 3a—Hilo Harbor(14 Ea.) NO BIDS
Shipment of Empty Cylinders Item 3b—Kawaihae Harbor(4 Ea.) NO BIDS
RECOMMENDATION: It is recommended that these services go out for Alternative Procurement
pursuant to HAR 3-122-35 as no bids were received, and it would not be advantageous to the
Department to issue a new solicitation.
D. SERVICE BID NO. 2024-08, REPAIR&MAINTENANCE OF EMERGENCY STANDBY
GENERATOR SETS:
Chair: Is there any testimony for this item?
This maintenance contract consists of furnishing all labor,materials,tools and equipment necessary
to inspect,maintain, test, and repair fifteen (15) emergency back-up generator sets for a two-year
term, from July 1,2024 to June 30,2026.
This contract includes as-needed allowances for call-out repairs:
• Material allowance: $65,000.00
• Labor allowance: 64 regular hours, 32 emergency hours, and 32 overtime hours, at the
Contractor's hourly rate provided in its bid.
Bids were opened on April 4,2024, at 3:00 p.m., and the following are the bid results:
Bidder Bid Amount(including Allowances)
Power Generation Services, Inc. $249,824.32*
*A mistake in the bid was corrected in accordance with Hawaii Administrative Rules 3-122-
31(c)(1)(C)
Project Costs:
1) Low Bidder(Power Generation Services,Inc.) $ 249,824.32
Funding for this project will be from DWS's Operations Budget. Staff has determined that the bid
price submitted is fair and reasonable.
RECOMMENDATION: It is recommended that the Board award the contract for
MAINTENANCE BID NO. 2024-08, REPAIR&MAINTENANCE OF EMERGENCY BACK-UP
GENERATOR SETS to the lowest responsible bidder,Power Generation Services,Inc.,for a total
contract amount of$249,824.32. It is further recommended that either the Chairperson or the Vice-
Page 4 of 9 April 23,2024,Water Board Agenda
Chairperson be authorized to sign the contract, subject to review as to form and legality by
Corporation Counsel.
7) NORTH KONA:
A. JOB NO. 2023-08 (MAT),F&D SPARE PUMP AND MOTOR SET FOR KALAOA#1
DEEPWELL—REQUEST FOR TIME EXTENSION:
The Department is requesting a contract time extension of 15 calendar days, due to the delays from
reviewing and approving pump submittals. The 15 calendar days was assessed from the date the
Department received the submittals from the Contractor on 03/20/2024 to the date submittals were
approved on 04/03/2024. Note: There are no additional costs associated with this time extension.
Days
#t' From (Date) To (Date) (Calendar) Reason
1 03/31/2024 04/23/2024 23 Delay due to need for additional
funding.
2 04/23/2024 05/08/2024 15 Delay due to DWS submittal review.
Total Days(including this request) 38
1st time extension—23 calendar days
2"d time extension— 15 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension of 15
calendar days for JOB NO. 2023-08 (MAT), F&D SPARE PUMP AND MOTOR SET FOR
KALAOA#1 DEEPWELL. If approved,the contract completion date will be revised from April 23,
2024 to May 8, 2024.
8) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEMS:
Chair:Is there any testimony for this item?
We 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
Ali`i Palms Subdivision
Grantor: Ali`i Partners LP
Tax Map Key(3) 7-5-045:059 (por.)formerly(3) 7-5-020:071 &072
Puapua'a 2nd,North Kona,Island of Hawai`i, Hawai`i
Page 5 of 9 April 23,2024,Water Board Agenda
2. Bill of Sale(Phase 1)
Ali`i Palms Subdivision
Seller: Ali`i Partners LP
Tax Map Key(3) 7-5-045:059 (portion)
Puapua`a 2nd,North Kona,Island of Hawaii, Hawaii
Facilities Charge: $276,913.00 Date Paid: 8/18/2021
Final Inspection Date: 4/03/2024(Phase 1)
Water System Cost: $335,212.00 (Phase 1)
3. Grant of Easement and Bill of Sale
Hale Na Koa `O Hanakahi
Grantor: County of Hawaii
Tax Map Key(3)2-4-057:032(portion) and 2-4-057:031 (portion)
Waiakea, South Hilo, Island of Hawaii, Hawaii
Facilities Charge: $531,949.00 Date Paid: 11/29/2023
Final Inspection Date: 4/03/2024
Water System Cost: $43,300.00
4. Grant of Easement
Grantor: Queen Lili`uokalani Trust
Tax Map Key(3) 6-4-018:095 (portion)
Pu`ukapu Homesteads, 2nd Series,North Kona, Island of Hawaii, Hawaii
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 TABLE OF ORGANIZATION—PROPOSED
REVISIONS:
The Department recognizes the need to revise and update its current table of organization to align
with current needs and future goals. As such, the Department proposes the following revisions:
1. ENGINEERING
a. Add"CIP Branch"to the Engineering Division. (Chart Ill)
b. Add one (1)Program Manager position to the CIP Branch. (Chart III-A)
c. Add two (2)Project Coordinator positions to the CIP Branch. (Chart III-A)
2. FINANCE
a. Rename the "Purchasing and Budgetary Control Section"to the"Procurement and
Purchasing Section"under the Management Accounting Branch. (Chart IV)
b. Reorganize Accountant III to under the Accountant IV in the Management Accounting
Branch. (Chart IV-B)
c. Add one(1)Accountant I to the Management Accounting Branch. (Chart IV-B)
3. OPERATIONS DIVISION
a. Add one(1) Water Treatment Plant Operator I(Temporary as needed)to the Plant
Operations Section in District I(Puna, South Hilo,Portion of North Hilo and assist other
districts). (Chart VI-A).
Page 6 of 9 April 23,2024,Water Board Agenda
b. Add one(1)Equipment Operator II(Temporary as needed)to the Auto and Equipment Unit
of the Field Operations Section in District 1(Puna, South Hilo,Portion of North Hilo and
assist other districts). (Chart VI-B).
c. Add one(1)Water Treatment Plant Operator I(Temporary as needed)to the Electrical,
Mechanical, and Treatment Section in District H(Portion of North Hilo,Hamakua,North
and South Kohala). (Chart VII-C)
The proposed revisions in the Engineering Division is also due to the large number of CIP as well as
other agencies and private projects that are not only in progress but also planned in the near future.
There are numerous projects that these positions would help manage for both DWS and non-DWS
funded projects that require experienced project coordination and management from planning to
design and through construction.
These proposed revisions will help the department in operational efficiency,provide career
progression opportunities and allow DWS to continue fulfilling its Strategic Vision and daily
Mission of providing an adequate and continuous supply of safe drinking water.
RECOMMENDATION: It is recommended that the Water Board approve the proposed revision to
the Table of Organization.
C. RENEWAL OF CONTRACT FOR MAINTENANCE AGREEMENT—SOUTH KOHALA,
HAMAKUA,AND LAUPAHOEHOE SITES (BRANTLEY CENTER, INC.):
Chair: Is there any testimony.for this item?
Brantley Center,Inc.,presently has a Maintenance Agreement for site maintenance for the Department's
South Kohala,Hamakua, and Laupahoehoe tank and pump sites. We are requesting to renew this
Agreement from July 1,2024, to June 30,2025. The rates would be as follows:
South Kohala $4,392.35/month x 12 months(23 sites) $ 52,708.20
Hamakua $2,944.16/month x 12months(15 sites)= $ 35,329.92
Laupahoehoe $738.48/month x 12 months(3 sites)_ $ 8,861.76
Total: $ 96,899.88
The Department has the right to award the contract to Brantley Center,Inc.,without advertising or
calling for bids, according to Subsection 10313-1010 of the Hawaii Public Procurement Code.Brantley
Center,Inc.,has submitted the necessary documents to meet the requirements as a qualified
rehabilitation facility. There is no increase from their proposal for Fiscal Year 2023-2024.Brantley
Center's performance has been satisfactory,and the costs are reasonable.A total of 41 sites are covered
by this agreement.
RECOMMENDATION: It is recommended that the Board award the contract for the RENEWAL OF
CONTRACT FOR MAINTENANCE AGREEMENT- SOUTH KOHALA,HAMAKUA,AND
LAUPAHOEHOE SITES,to Brantley Center,Inc., for a period from July 1,2024, to June 30,2025, at a
total cost of$96,899.88,and that either the Chairperson or Vice-Chairperson be authorized to sign the
documents, subject to approval by Corporation Counsel.
D. DISCUSSION ON PERMITTED INTERACTION GROUP (PIG)FINAL REPORT:
Chair: Is there any testimony for this item?
Page 7 of 9 April 23,2024,Water Board Agenda
E. 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.
F. ESTABLISHMENT OF PERMITTED INTERACTION GROUP REGARDING
DELINQUENCIES AND UNPAID DEBTS:
The Water Board intends to discuss and deliberate the creation of a Permitted Interaction Group
(PIG) to investigate matters related to the goal of reducing,in alignment with industry performance
benchmarks, delinquent payments and/or unpaid debts to the Department of Water
Supply. Pursuant to Hawaii Revised Statutes, Section 92-2.5(b)(1),the Board may select
participating members to participate in the PIG,which must be less than a quorum, define the scope
of its investigation, and delineate the scope of each member's authority.
Chair: Is there any testimony for this item?
For discussion and action.
G. 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.
H. 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.
L MANAGER-CHIEF ENGINEER'S REPORT:
The Manager-Chief Engineer to provide an update on the following:
1. North Kona Wells
2. Report on Alternative Procurement summary.
3. Online lookup of Water Board documents
4. AWWA ACE24—June 10-14, 2024
5. Employee of the Quarter(1st Quarter 2024)
J. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
Page 8 of 9 April 23,2024,Water Board Agenda
9) ANNOUNCEMENTS:
• Next Meeting—May 28,2024, 10:00 a.m., at the West Hawaii Civic Center,Building G,
74-5044 Ane Keohokalole Highway,Kailua-Kona, 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 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 9 of 9 April 23,2024,Water Board Agenda