HomeMy WebLinkAbout2018-07-24 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: July 24, 2018
TIME: 10:00 a.m.
PLACE: Department of Water Supply, Hilo Operations Center Conference Room;
889 Leilani Street, Hilo, Hawaii
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 June 26, 2018, Water Board Meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) SOUTH HILO:
A. REQUEST FOR EXECUTIVE SESSION PERTAINING TO STATUS OF
FILING OF FIRST AMENDED COMPLAINT IN HAWAII CONFERENCE OF
THE UNITED CHURCH OF CHRIST v. WATER BOARD OF THE COUNTY OF
HAWAII, Civ. No. 18-1-111:
Plaintiff Hawaii Conference of the United Church of Christ ("HCUCC") filed its first
amended complaint against the Water Board on May 18, 2018 alleging breach of a
lease agreement between the Water Board and HCUCC entered into on January 7,
1977. The Department and Deputy Corporation Counsel, Jessica Yeh, would like to
provide an update as to the status of this matter.
The Water Board anticipates convening an executive meeting, closed to the public,
pursuant to Hawaii Revised Statutes, Sections 92-4 and 92-5(a)(4), 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 with regards to the
civil suit filed above.
6)
SOUTH KOHALA:
A. FOLLOW-UP PRESENTATION TO JUNE 26, 2018 STATUS UPDATE FOR
LALAMILO WINDFARM OPERATIONS BY DEPARMENT AND REQUEST
FOR EXECUTIVE SESSION RE: STATUS UPDATE AND LALAMILO WIND
COMPANY'S REQUEST FOR ANNUAL COMMITMENT TO PURCHASE:
Per the Board's request, the Department will provide follow up information to some of
the remarks made by Lalamilo Wind Company LLC ("LWC") at the June 26, 2018,
Board meeting pertaining to the status of Lalamilo Windfarm operations and the
request made by LWC for the Board's commitment to purchase 8,000 kwH per
calendar year. The Department is available to comment and/or to answer any questions
that the Board may have.
The Water Board anticipates convening an executive meeting, closed to the public,
pursuant to Hawaii Revised Statutes, Sections 92-4 and 92-5(a)(4), 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 with regards to the
request made by LWC and its obligations under the Power Purchase Agreement.
7) MISCELLANEOUS:
A. DEDICATIONS:
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
(For Guy Wire Purposes)
Grantor: Water Board of the County of Hawaii
Grantee: Hawaiian Electric Light Company, Inc. and Hawaiian Telcom, Inc.
Tax Map Key: (3) 4-5-010:121 (portion)
2. GRANT OF EASEMENT AND BILL OF SALE
SUB. No. 16-001596
Grantor: W. H. Shipman, Limited, a Hawaii corporation
Tax Map Keys: (3) 1-6-002:Portions 019, 020, 021, 022 and 099
Facilities Charge: $12,560.00 Date Paid: 4/26/2018
Final Inspection Date: 7/13/2018
Water System Cost: $101,422.00
3. GRANT OF EASEMENT AND BILL OF SALE
Ninole View Estates
SUB. No. 11-001109
Grantor: Shropshire Group, LLC
2
Tax Map Keys: (3) 3-2-005 003, 004, 006, 007, and 011
Facilities Charge: $2,380.00 Date Paid: 7/2/2015
Final Inspection Date: 5/18/2018
Water System Cost: $50,500.00
RECOMMENDATION: It is recommended that the Water Board accept these
documents subject to the approval of the Corporation Counsel and that either the
Chairperson or the Vice -Chairperson be authorized to sign the documents.
B. MATERIAL BID NO. 2018-13, FURNISHING AND DELIVERING 750kVA
STEP-DOWN TRANSFORMER FOR LALAMILO D DEEPWELL FOR THE
DEPARTMENT OF WATER SUPPLY, DISTRICT OF SOUTH KOHALA,
COUNTY OF HAWAII, STATE OF HAWAI`L•
This bid consists of paying for all equipment, materials, taxes, and shipping necessary
to furnish and deliver a 750kVA step-down, pad -mounted transformer for Lalamilo D
Deepwell, to the Department of Water Supply's Pana`ewa Warehouse at 23 Makalika
Street, Hilo, Hawaii.
Bids for this project were opened on July 12, 2018, at 2:00 p.m., and the following are
the bid results:
Bidder Bid Amount
Al ha Electric Supply, Inc. Non -Responsive
American Electric Co., LLC $73,225.46
Project Costs:
1) Low Bidder (American Electric Co., LLC) $73,225.46
Total Cost: 73 225.46
Funding for this project will be from the Department of Water Supply's (DWS) Capital
Improvements Projects (CIP) Budget under Deepwell Pump Replacement. The
contractor will have 150 calendar days to complete this project.
RECOMMENDATION: It is recommended that the Board award the contract for
MATERIAL BID NO. 2018-13, FURNISHING AND DELIVERING 750kVA STEP-
DOWN TRANSFORMER FOR LALAMILO D DEEPWELL FOR THE
DEPARTMENT OF WATER SUPPLY, DISTRICT OF SOUTH KOHALA,
COUNTY OF HAWAII, STATE OF HAWAII, to the lowest responsible bidder,
American Electric Co., LLC, for their bid amount of $73,225.46. 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. MAINTENANCE BID NO. 2018-05, REPAIR & MAINTENANCE OF
EMERGENCY BACK-UP GENERATOR SETS, DEPARTMENT OF WATER
SUPPLY — CONTINGENCY ADDITION:
The Department is requesting to add a contingency amount to the original contract
amount to cover costs for materials associated with repairs, on an as -needed basis.
The contract (two-year term, from July 1, 2018 to June 30, 2020) includes provisions
for call -out repair services on an as -need basis. All materials required for repairs are to
be billed to the Department at cost-plus pricing, in accordance with the contract.
However, a budgetary amount for these materials were not included in the original
contract amount.
Project Costs:
Original Contract Amount: $ 82,890.56
Contingency Request (materials only): $ 22,109.44
Total Revised Contract Amount: $105,000.00
The additional funds will come from the Department of Water Supply's Operations
Budget.
RECOMMENDATION: It is recommended that the Board approve the contingency
amount of $22,109.44 for a total contract amount of $105,000.00 for MAINTENANCE
BID NO. 2018-05, REPAIR & MAINTENANCE OF EMERGENCY BACK-UP
GENERATOR SETS, DEPARTMENT OF WATER SUPPLY.
D. 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.
E. 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.
F. POWER COST CHARGE:
The Department proposes to increase the Power Cost Charge from $1.88 to $1.94
per thousand gallons, to reflect an increase as a result of Hawaii Electric Light
Company, Inc. (HELCO), billings. 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 increase of the
Power Cost Charge from $1.88 to $1.94, effective August 1, 2018.
M
G. MANAGER -CHIEF ENGINEER'S REPORT:
The Manager -Chief Engineer to provide an update on the following:
1. North Kona Wells
2. Hawaiian Ocean View Well
3. East Rift Zone Update
4. Employee of the Quarter
H. CHAIRPERSON'S REPORT:
1. Chairperson to report on matters of interest to the Board.
2. Site visit for August - per discussion at the May meeting, a site visit to Waimea
Treatment Plant would be a good experience for existing as well as new Board
members to see another larger scale project of the Department. As public
attendance of the visit to Waimea Water Treatment Plant in August would be
dangerous or impracticable due to its status as an active construction site, it is
recommended that the Board approve a limited meeting for a site visit for the
August meeting pursuant to Hawaii Revised Statutes § 92-3.1(a)(1).
3. Update on Board members' attendance at American Water Works Association
National Conference June 11 to 14, 2018
8) ANNOUNCEMENTS:
1. Next Regular Meeting:
The next meeting of the Water Board will be August 28, 2018, 10:00 a.m. at the West
Hawaii Civic Center, Liquor Control Conference Room (Building B); 74-5044 Ane
Keohokalole Highway, Kailua-Kona, Hawaii.
2. Following Meeting:
The following meeting of the Water Board will be September 25, 2018, 10:00 a.m., at
the Department of Water Supply, Hilo Operations Center Conference Room; 889 Leilani
Street, Hilo, Hawaii.
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 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.
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