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HomeMy WebLinkAbout2018-10-31 Standardization Committee MinutesMINUTES COUNTY OF HAWAII STANDARDIZATION COMMITTEE Wednesday, October 31, 2018 County Building Finance Conference Room 25 Aupuni Street, Suite 2103 Hilo, Hawaii CALL TO ORDER The meeting was called to order by Chairperson Deanna Sako at 2:01 p.m. ATTENDANCE There was a quorum with the following committee members and staff in attendance: Deanna Sako, Director of Finance Joseph Kamelamela, Corporation Counsel Allan Simeon, Director of Public Works Grant Nagata, Accountant III of Office of the Prosecuting Attorney Reid Sewake, Business Manager of Parks & Recreation Also present: Sebastian Calaway, Purchasing Agent - Finance Department Crystallene Pacheco, Private Secretary - Finance Department Mitchell Roth, Prosecuting Attorney Kelvin Ono, Information Systems Analyst V, Office of the Prosecuting Attorney Aaron Takaba, Civil Engineer V, Department of Public Works Rizalino Mangaoang, Civil Engineer IV, Department of Public Works Absent: Lee Lord INTRODUCTION Those present at the meeting were introduced by Ms. Sako. MINUTES OF MAY 25, 2018 MEETING Mr. Kamelamela moved to approve the minutes of the May 25, 2018 meeting. Mr. Sewake seconded. Motion carried. STATEMENTS FROM THE PUBLIC (AGENDA ITEMS ONLY) There were no statements from the public. NEW BUSINESS Agenda Item 1: Standardize the purchase of the Shortel brand phone system hardware and software. Mr. Kamelamela made a motion to approve the item and it was seconded by Mr. Simeon. According to Mr. Ono, the new phone system is for their Kona office. They are currently using Hawaiian Tel and paying a monthly fee. Hawaiian Tel doesn't give the same benefits as the Shortel system they have in the Hilo office. By standardizing the Shortel brand, they would put items for out for bid and make sure they get this particular brand which is directly compatible with the Hilo system. Ms. Sako clarified the two offices would be all the same system and staff can just dial the 4 -digit extension. Mr. Ono replied, yes. Mr. Kamelamela asked if the cost of this brand is cheaper. Mr. Ono replied saying it wasn't necessarily cheaper but there would be no recurring monthly fees, the department would be able to budget exactly for what they need in equipment, and not worry about servicing because they would be managing the system themselves. Ms. Sako said once the system is paid off, it will be cheaper. Mr. Kamelamela questioned if they would be doing the maintaining. Mr. Ono said he and another IT analyst, James would be doing all the maintaining and managing of the phone systems. Ms. Sako questioned if they worked with IT to be on the same VOID system county wide. Mr. Ono said they could however it would be costly. The department would have to change all the networking gear and equipment. Mr. Kamelamela asked if they consulted with the IT department in any way and Ms. Sako stated they were separate. Mr. Ono said that their department was the first to be on VOID in the county. When they moved in, they were planning on going with CISCO but their bid came in at $200,000. It was more than Alcatel. The initial plan was to house all of Aupuni's phone system but the county decided to go with CISCO so it was incompatible with the Alcatel system they had at that time. Mr. Sewake asked if the Shortel phone system integrates with Outlook and provides a phone log history. Mr. Ono replied, yes. Mr. Ono explained that Alcatel required them to be certified on all of their equipment and the only certification you could get was on the mainland. It was too costly therefore they switched to Shortel. Shortel has a little bit more features than Alcatel. Ms. Sako asked if there were any other questions. No other questions. The Committee voted and motion was carried. Agenda Item 2: Remove the Chips & Wafers Energy Solutions CWES HIB Series LED roadway luminaries. Mr. Kamelamela made a motion to approve the item and it was seconded by Mr. Simeon. Mr. Takaba wants to open up the process primarily to see what other options they have. They have been encountering some problems with the existing lights, many failures and high maintenance. Also, Department of Public Works (DPW) and Mayor's office have been receiving complaints from the public. Ms. Sako explained to the members this removal request is for the street lights. DPW replaced all the LED's and previously standardized this brand but now they want to remove it from standardization and take a look at what options are available. Mr. Takaba confirmed. Mr. Kamelamela inquired on the kinds of complaints received from the public. Mr. Takaba said the main complaints were the lights being too dark at Banyan Drive and Ainaola Drive (Waiakea Uka). You cannot see a pedestrian when he/she is under the light. Mr. Sewake questioned if the issue was the color or the output. Mr. Takaba said possibly both. Mr. Mangaoang said if you look at different streets and at different levels of light output some will be really bright and shine a whole intersection. Some places like Mohouli Street near the senior housing driving towards Ainako, those lights look like a lit candle. As part of the high maintenance issue with the design; frequently the LED's burn the plastic housing that covers the bulb. It blackens the plastic therefore the light output is very dim. The light is basically trying to shine through burnt black plastic. Mr. Kamelamela asked how often they have to maintain these lights. Mr. Mangaoang response was since January 2018, they averaged 50 work orders per month to switch out a light. Other causes could be the photo cell battery - somehow due to its design, water is getting trapped in the unit, shorting out the light and sometimes burning the plastic housing causing poor lighting. DPW started installing these particular lights at the end of 2014, beginning of 2015 until 2016. It's been only two years and they experiencing so many issues. DPW replaces a problem fixture with a completely new fixture each time. Ms. Sako asked if prior to these LED lights being standardized and installed did the department have another lighting system standardized? Mr. Takaba doesn't think so. Might have been similar system island -wide but it all had to be low pressure sodium lamps based on the Hawai'i County Code outdoor lighting ordinance. Mrs. Sako was thinking going forward, if the committee removed this from the standardization list, is the plan is to study more what might work better and standardize again or to keep it flexible because maybe different fixtures may be used in different areas around the island? Mr. Takaba said they are not quite sure but also not ready to anoint the Chips & Wafers brand. They are researching lights right now and currently testing several fixtures and working with several vendors. DPW is planning a road light test with CREE's fixtures, they will do a light study on a road, they will evaluate the current fixtures, and DPW will install their fixtures and do an evaluation as well. It's hard to say if they plan on standardizing island -wide, it depends on the outcome of their research studies. Mr. Sewake asked if the defective lights carry a warranty. Mr .Takaba is not sure on the type of warranty they have. For the hundreds of fixtures where the lights were dim due to the plastic burning, the vendor wanted DPW to purchase replacement parts and costs were several thousands of dollars. Vendor doesn't have a local representative here and it takes a while for servicing. Ms. Sako asked Mr. Takaba to check on the contract and if there were any warranties put in place, vendor may not realize there's one. Mr. Takaba said okay. Mr. Kamelamela stated prior to the conversion program, he's assuming DPW didn't experience this level of maintenance before. Mr. Takaba said that was correct especially with the discoloring lights. They've had trouble with lights going out and trouble with the photo cells but the discoloring issue is new. Mr. Simeon said they have some of the new fixtures being tested on Banyan Drive. Mr. Takaba also said they bumped up the wattage on some of the current fixtures as a quick fix because the Mayor wanted the area brighter. Some new fixtures they are testing are out in the Pahoa area too. Mr. Takaba said Mr. Simeon wants the department to address traffic safety first. Ms. Sako asked if there were any other questions. No other questions. The Committee voted and motion was carried. ANNOUNCEMENTS The Police department just submitted a request to standardize on Cisco Networking Equipment. It will be placed on the next Standardization Committee meeting agenda. ADJOURNMENT There was no further business. Mr. Kamelamela made a motion to adjourn the meeting and it was seconded by Mr. Simeon. The meeting adjourned at 2:20 p.m. Respectfully submitted, Crystallene Pacheco