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Home My WebLink About2017-03-28 Water Board Agenda DEPARTMENT OF WATER SUPPLY COUNTY OF HAWAI‘I WATER BOARD MEETING AGENDA MEETING DATE: March 28, 2017 TIME: 10:00 a.m. PLACE: Department of Water Supply, 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 February 28, 2017, Water Board Meeting 4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary) (Note: Addendum requires Roll Call Vote) 5) SOUTH KOHALA: A. JOB NO. 2015-1031, PARKER RANCH DEEPWELL REPAIR – REQUEST FOR ADDITIONAL FUNDS: The contractor, Derrick’s Well Drilling & Pump Services, LLC, is requesting a contract change order for the Parker Ranch Deepwell Repair. The contract change order is to cover costs associated with the change in the scope of work for rewind of the submersible motor and associated well extraction and installation caused by the failure of the well starting equipment. Staff is recommending approval of this change order work over the rebidding of this project as it would be the most expeditious method for returning this well to service. It is estimated that approval of a change order could save 1 to 1½ months over rebidding. Any delays to the completion of this project will in turn cause delays to the completion of ongoing construction upgrades at the Waimea Water Treatment Plant and further delay proceeding with Job No. 2015-1025 to replace the water treatment plant’s flocculation system. The additional fees are as follows: Original Contract Amount: $444,000.00 Original Contingency amount: 44,400.00 st 1 Change Order: -$ 1,235.00 st 1 Additional Contingency request: $ 34,251.00 ndst 2 Change Order (inclusive of 1 Additional Contingency Request): $ 78,651.00 Total Contract Amount $521,416.00 RECOMMENDATION: It is recommended that the Board approve an increase in contingency of $34,251.00 for a total contract amount of $521,416.00 to Derrick’s Well Drilling & Pump Services, LLC, for JOB NO. 2015-1031, PARKER RANCH DEEPWELL REPAIR. Page 1 of 4 20170328 Agenda.docx 6) NORTH KONA: A. JOB NO. 2017-1059, KĒOPŪ DEEPWELL REPAIR: This project consists of furnishing all labor, materials, tools and equipment necessary to remove the existing pump, motor, and column assembly; install a submersible pump and motor, column assembly, power cable, sounding tubes, well level transducer, and all appurtenant materials; chlorinate the well and pumping assembly; and complete an efficiency test; in accordance with the specifications. Bids for this project were opened on March 16, 2017, at 2:30 p.m., and the following are the bid results: Bidder Bid Amount Beylik Drilling & Pump Service, Inc. Non-Responsive Derrick’s Well Drilling & Pump Services, LLC $219,000.00 Project Costs: 1) Low Bidder (Derrick’s Well Drilling & Pump Services, LLC) $ 219,000.00 2) Contingencies (10.0%) $ 21,900.00 Total Cost: $ 240,900.00 Funding for this project will be from DWS’s C.I.P. Budget under Deepwell Pump Replacement. The contractor will have 210 calendar days to complete this project. The Engineering estimate for this project was $325,600.00. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2017-1059, KĒOPŪ DEEPWELL REPAIR, to the lowest responsible bidder, Derrick’s Well Drilling & Pump Services, LLC, for their bid amount of $219,000.00, plus $21,900.00 for contingencies, for a total contract amount of $240,900.00. 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. 2017-1060, HUALĀLAI DEEPWELL REPAIR: This project consists of paying for all labor, materials, tools and equipment necessary for the replacement of the existing deep well submersible pump and motor, power cable and all appurtenant materials, such as cable guards, strapping, etc; chlorination and testing of the well and pumping assembly; electrical work and reconfiguration and replacement of well discharge piping assembly; in accordance with the specifications. Bids for this project were opened on March 16, 2017, at 3:00 p.m., and the following are the bid results: Bidder Bid Amount Beylik Drilling & Pump Service, Inc. $377,475.00 Derrick’s Well Drilling & Pump Services, LLC $327,000.00 Project Costs: 1) Low Bidder (Derrick’s Well Drilling & Pump Services, LLC) $ 327,000.00 2) Contingencies (10.0%) $ 32,700.00 Total Cost: $ 359,700.00 Page 2 of 4 20170328 Agenda.docx Funding for this project will be from DWS’s C.I.P. Budget under Deepwell Pump Replacement. The contractor will have 210 calendar days to complete this project. The Engineering estimate for this project was $566,000.00. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2017-1060, HUALĀLAI DEEPWELL REPAIR, to the lowest responsible bidder, Derrick’s Well Drilling & Pump Services, LLC, for their bid amount of $327,000.00, plus $32,700.00 for contingencies, for a total contract amount of $359,700.00. 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. 2017-1058, PALANI DEEPWELL A REPAIR: Bids for this project will be opened on March 23, 2017, at 2:00 p.m. A report and recommendation will be provided at the meeting. 7) MISCELLANEOUS: A. WATER USE AND DEVELOPMENT PLAN - UPDATE: The Commission on Water Resource Management (CWRM) at its February 14, 2017, meeting approved Phase 2 of the Water Use and Development Plan Update and authorized the Department of Water Supply to proceed with the compiled Phase 1 and 2 plan for further approval by the Water Board and, subsequently, the County Council. The compiled plans have been completed and are being submitted for approval to hold public hearings, prior or subsequent to the Water Board meetings in April and May. The public hearings are required by the Board (one each in Hilo and Kona) before the Board can approve the plan. RECOMMENDATION: It is recommended that the Water Board approve the compiled Phase 1 and Phase 2 Water Use and Development Plan Update for public hearings in April and May of 2017. B. JOB NO. 2005-870, LAUPĀHOEHOE (MANOWAI‘ŌPAE) 0.5 MG RESERVOIR: The contractor, Yamada Paint Contracting, Inc., dba GW Construction, requests additional consideration for a time extension due to issues experienced by their subcontractor. For discussion and possible action. C. UPDATE RE: NATIONAL PARKS SERVICE’S PETITION TO DESIGNATE KEAUHOU AQUIFER AS A GROUND WATER MANAGEMENT AREA: For discussion and possible action. D. 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) 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. Page 3 of 4 20170328 Agenda.docx E. WATERSHED PROTECTION FUND: For discussion and possible action. F. 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. G. 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. H. DEPARTMENT OF WATER SUPPLY PROPOSED OPERATING AND 5-YEAR CAPITAL IMPROVEMENT PROJECTS (C.I.P.) BUDGETS FOR FISCAL YEAR 2018: The Department’s Fiscal Year 2018 Operating Budget, totaling $54,178,000 and 5-Year C.I.P. Budget for Fiscal Year 2018-2022, totaling $72,200,000, have been distributed for the Board’s review. A public hearing was held prior to this meeting to accept testimony. The Board may change either Budget, or adopt them as presented over two readings. RECOMMENDATION: It is recommended that the Water Board approve the Department’s Fiscal Year 2018 Operating and 5-year C.I.P. budgets for Fiscal Years 2018-2022 on this first of two readings. 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 April 25, 2017, at the Department of Water Supply, Operations Center Conference Room; 889 Leilani Street, Hilo, Hawai‘i 2. Following Meeting: The following meeting of the Water Board is scheduled for May 23, 2017, at the West Hawai‘i Civic Center, Community Center (Building G); 74-5044 Ane Keohokalole Highway, Kailua-Kona, Hawai‘i 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. Page 4 of 4 20170328 Agenda.docx