HomeMy WebLinkAbout2016-09-27 Water Board Agenda
DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAI‘I
WATER BOARD MEETING
AGENDA
MEETING DATE: September 27, 2016
TIME: 10:00 a.m.
PLACE: Department of Water Supply, Hilo Operations Center Conference Room,
889 Leilani Street, Hilo, Hawai‘i
1) CALL TO ORDER – 10:00 a.m. (please turn cell phones off or set to silent)
2) STATEMENTS FROM THE PUBLIC
3) APPROVAL OF MINUTES – Minutes of the August 23, 2016, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) HĀMĀKUA:
A. LICENSE AGREEMENT - GRANTING ACCESS ON A PORTION OF
TAX MAP KEY (3) 4-5-019:020 TO TAX MAP KEY (3) 4-5-019:019:
The proposed “Licensees,” Wendell Hisaka, Lloyd Hisaka, and Carol Hisaka, owners of Tax
Map Key (3) 4-5-019:019, and successors in interest to Ms. Masako Hisaka, are requesting a
License Agreement continuing to allow the use of the existing access road for the sole purpose
of ingress and egress from Plumeria Road across the Water Board’s property identified as Tax
Map Key (3) 4-5-019:020 (Honoka‘a Well and Reservoir Site). Prior to this, a License
Agreement for the same purpose existed between the Water Commission (Water Board) and
Ms. Masako Hisaka. The previous License Agreement was non-transferrable.
RECOMMENDATION: It is recommended that the Water Board approve a License Agreement
to Wendell Hisaka, Lloyd Hisaka, and Carol Hisaka for the sole purpose of ingress and egress
across Tax Map Key (3) 4-5-019:020, subject to the approval of the Corporation Counsel, and
that either the Chairperson or the Vice-Chairperson be authorized to sign the document.
6) NORTH KONA:
A. JOB NO. 2015-1042, KALOKO MAUKA #1 STATION BOOSTERS B & D REPAIR –
REQUEST FOR ADDITIONAL FUNDS AND TIME EXTENSION:
The contractor, Derrick’s Well Drilling and Pump Services, LLC, is requesting a contract
change order for the Kaloko Mauka #1 Station Boosters B & D Repair. The contract change
order is to cover costs associated with the change in the scope of work associated with
replacement of the discharge head for Booster B. It was discovered upon the extraction work
that the existing discharge head had a longitudinal crack along the length of the discharge flow
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tube within the discharge head, making it inaccessible and repair unfeasible. The additional fees
are as follows:
Original Contract Amount: $80,000.00
Original Contingency amount: 8,000.00
st
1 Additional Contingency request: $10,055.00
Total Contract Amount $98,055.00
The contractor is also requesting a contract time extension of 90 calendar days. Staff has
reviewed the request and is recommending approval of 90 calendar days, based on the fact that
this additional work exceeds the scope of the original contract and was beyond the control of the
contractor.
RECOMMENDATION: It is recommended that the Board approve an increase in contingency
of $10,055.00 for a total contract amount of $98,055.00 and a contract time extension of 90
calendar days to Derrick’s Well Drilling and Pump Services, LLC, for JOB NO. 2015-1042,
KALOKO MAUKA #1 STATION BOOSTERS B & D REPAIR. If approved, the contract
completion date will be revised from September 30, 2016, to December 28, 2016.
B. JOB NO. 2016-1053, KALOKO MAUKA #1 BOOSTERS A & B REPAIR:
This project consists of the replacement of the existing booster pumps, discharge heads, motors,
and all appurtenant materials, such as mechanical seals, pre-lube tubing, etc; chlorination and
testing of the pumping assemblies; and selective reconfiguration and replacement of
above-ground discharge piping assemblies.
Bids for this project were opened on September 15, 2016, at 2:00 p.m., and the following are the
bid results:
Bidder Bid Amount
Beylik Drilling & Pump Service, Inc. $120,900.00
Derrick’s Well Drilling and Pump Services, LLC $125,000.00
Project Costs:
1) Low Bidder (Beylik Drilling & Pump Service, Inc.) $ 120,900.00
2) Construction Contingency (~10%) $ 12,100.00
Total Cost: $ 133,000.00
Funding for this project will be from DWS’s CIP Budget under Pump Replacement. The
contractor will have 240 calendar days to complete this project. The Engineering estimate for this
project was $170,000.00.
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2016-1053, KALOKO MAUKA #1 BOOSTERS A & B REPAIR, to the lowest responsible
bidder, Beylik Drilling & Pump Service, Inc., for their bid amount of $120,900.00, plus
$12,100.00 for construction contingency, for a total contract amount of $133,000.00. 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 of the contract by Corporation Counsel.
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7) MISCELLANEOUS:
A. DEEPWELL AND BOOSTER OVERVIEW:
Educational presentation providing general information on the Department’s deepwell and
booster equipment. Department personnel will be available to respond to questions from the
Board relating to the Department’s deepwell and booster equipment.
B. POWER COST CHARGE:
The Department proposes reducing the Power Cost Charge from $1.70 to $1.61 per thousand
gallons, to reflect a decline in power costs for the Department’s wells and pumps. A Public
Hearing will have been held prior to this Board meeting to accept public testimony on this
change.
RECOMMENDATION: It is recommended that the Board approve the reduction of the Power
Cost Charge from $1.70 to $1.61, effective October 1, 2016.
C. AWARD FOR SERVICES TO PROVIDE BILL PAYMENT BY PHONE AND INTERNET:
The Department issued a request for proposal (RFP) in February 2016 to select a vendor that
could provide website and interactive voice response (IVR) bill payment services for customers
using a credit card, debit card, or electronic check. The Department received 11 proposals; and
after the initial evaluation, narrowed the potential vendors down to three (3) finalists. The three
finalists were allowed to conduct a demonstration of their products and then submit a Best and
Final offer (BAFO). The BAFOs were then evaluated, and a vendor was selected.
The Department anticipates absorbing a portion or all of the proposed transaction fees, on bills
up to a maximum bill amount, in order to encourage the use of these payment options.
RECOMMENDATION: It is recommended that the Board award the contract for RFP
No. 2015-09, ELECTRONIC CREDIT CARD PAYMENT PROCESSING SERVICES, to
Paymentus. It is further recommended that the either the Chairperson or the Vice-Chairperson
be authorized to sign the contract, subject to review as to form and legality by Corporation
Counsel.
D. DEDICATION OF WATER SYSTEM:
The Department received the following document for action by the Water Board. The water
system has been constructed in accordance with the Department’s standards and is in acceptable
condition for dedication.
1. Bill of Sale
Seller: Waiakea Uka Bible Church
Tax Map Key: (3) 2-4-056:030
Final Inspection Date: August 10, 2016
Water System Cost: $62,120.00
RECOMMENDATION: It is recommended that the Water Board accept this document subject
to the approval of the Corporation Counsel and that either the Chairperson or the
Vice-Chairperson be authorized to sign the document.
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E. UPDATE RE: NATIONAL PARKS SERVICE’S PETITION TO DESIGNATE KEAUHOU
AQUIFER AS A GROUND WATER MANAGEMENT AREA:
For discussion and possible action.
F. EXECUTIVE SESSION RE: NATIONAL PARKS SERVICE’S PETITION TO
DESIGNATE KEAUHOU AQUIFER AS A GROUND WATER MANAGEMENT AREA:
The Water Board anticipates convening an executive meeting, closed to the public, pursuant to
Hawai‘i Revised Statutes, Sections 92-4, 92-5(a)(2), to discuss mediation as directed by the
Commission on Water Resource Management regarding the National Park Service’s petition to
designate Keauhou Aquifer as a Ground Water Management Area, and for the purpose of
consulting with the Water Board’s attorney on questions and issues pertaining to the Water
Board’s powers, duties, privileges, immunities and liabilities.
G. MONTHLY PROGRESS REPORT:
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:
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.
I. MANAGER-CHIEF ENGINEER’S REPORT:
The Manager-Chief Engineer will provide an update on the following:
1) Matters of interest to the Board
J. CHAIRPERSON’S REPORT:
Chairperson to report on matters of interest to the Board.
8) ANNOUNCEMENTS:
1. Next Regular Meeting:
The next meeting of the Water Board is scheduled for 10:00 a.m. on October 25, 2016, at the
Department of Water Supply, Operations Center Conference Room, 889 Leilani Street, Hilo, HI.
2. Following Meeting:
The following meeting of the Water Board will be held at the West Hawai‘i Civic Center,
Community Center (Building G), 74-5044 Ane Keohokalole Highway, Kailua-Kona, Hawai‘i, on
November 22, 2016, at 10:00 a.m.
9) ADJOURNMENT
Anyone who requires an auxiliary aid or service for effective communication or a modification of policies or procedures to
participate in this Water Board Meeting should contact Doreen Jollimore, Secretary, at 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
Hawai‘i County Clerk within five days of becoming a lobbyist. {Article 15, Section 2-91.3(b), Hawai‘i 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), Hawai‘i County
Code} Registration forms and expenditure report documents are available at the Office of the County Clerk-Council, Hilo,
Hawai‘i.
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