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Home My WebLink About2018-12-18 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII WATER BOARD MEETING AGENDA MEETING DATE: December 18, 2018 TIME: 10:00 a.m. PLACE: Department of Water Supply, Hilo Operations Center Conference Room, 889 Leilam 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 November 27, 2018, Water Board Meeting 4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA (if necessary) (Note: Roll Call Required) 5) POWER COST CHARGE: Departmental power costs from all power sources decreased since the last Power Cost Charge rate was determined. The Department proposes to decrease the Power Cost Charge from 51.94 to $1.89 per thousand gallons as a result of this decline. Power cost charges over the past sixteen months were as follows: Effective August 1, 2018 PCC $1.94 Effective April 1, 2018 PCC $1.88 Effective December 1, 2017 PCC $1.62 Effective August 1, 2017 PCC $1.73 Before the Power Cost Charge is changed, a Public Hearing should be scheduled to accept public testimony. RECOMMENDATION: It is recommended that the Board approve holding a Public Hearing on January 22, 2019, at 9:45 a.m., to receive testimony on decreasing the Power Cost Charge from $1.94 to $1.89, effective February 1, 2019. 6) SOUTH HILO: A. VEHICLE BID NO. 2018-16, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY: Bids were opened on December 6, 2018, at 2:00 p.m. and following are the bid results: Page 1 of 6 December 18, 2018, Water Board Agenda Inter Pacific IK Motors Inc. Big Island Motors,Inc., dba dba Kamaaina Motors,Inc., Kamaaina Orchid Isle Auto dba Hilo Kona Nissan,Inc. Center Motors Mazda Subaru Part "A" One (1) only 2018 or later,mid-size regular cab pickup, 4-wheel drive Total delivery price: $34,263.00 $31,135.40 No Bid No Bid Delivery Time (calendar days) 320 120 Part "B" Two (2) only 2018 or later, compact extended cab pickup, 4-wheel drive, lift gate Total delivery price: $82,003.00 No Bid No Bid $70,981.53 Delivery Time (calendar days) 320 90 Part "C" One (1) only 2018 or later,mid-size extended cab pickup with lockable camper, 4-wheel drive Total delivery price: $34,299.00 $32,682.21 No Bid No Bid Delivery Time (calendar days) 320 120 Part "D" One (1) only 2018 or later, 1-ton crew cab with service body pickup, 4-wheel drive Total delivery price: $57,928.00 No Bid No Bid No Bid Delivery Time (calendar days) 320 Part "E" Page 2 of 6 December 18,2018,Water Board Agenda Inter Pacific IK Motors Inc. Big Island Motors,Inc., dba dba Kamaaina Motors,Inc., Kamaaina Orchid Isle Auto dba Hilo Kona Nissan,Inc. Center Motors Mazda Subaru One (1) only 2018 or later,mid-size extended cab pickup, 4-wheel drive Total delivery price: $31,532.00 $28,489.77 No Bid No Bid Delivery Time (calendar days) 240 120 Part "F" One (1) only 2018 or later, all-wheel drive compact cross-over wagon or SUV, 4-door Total delivery price: $27,588.00 No Bid $27,806.51 $27,382.68 Delivery Time (calendar days) 240 90 90 Part "G" Three (3) only 2018 or later, 1-ton dump truck, 4-wheel drive Total delivery price: $159,617.00 No Bid No Bid No Bid Delivery Time (calendar days) 320 Part "H" One (1) only 2018 or later, compact extended cab pickup, 4-wheel drive Total delivery price: $38,465.00 No Bid No Bid $31,251.43 Delivery Time (calendar days) 240 90 The Manager-Chief Engineer recommended that the Board award VEHICLE BID NO. 2018-16, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT OF WATER SUPPLY, to: Page 3 of 6 December 18,2018,Water Board Agenda • Inter Pacific Motors, Inc., dba Orchid Isle Auto Center, for Parts D and G at a total cost of $217,545.00; • Kamaaina Motors, for Parts A, C, and Eat a total cost of $92,307.38; • Kamaaina Nissan, Inc., for Parts B, F, and Hat a total cost of $129,615.64; and that either the Chairperson or the Vice -Chairperson be authorized to sign the contracts subject to approval of the contracts as to form and legality by Corporation Counsel. B. JOB NO. 2018-1099, PANA`EWA WELLS B & C REPAIR: Bids will be opened on December 13, 2018, and a report and recommendation will be provided at the meeting. 7) NORTH KONA: 8) A. JOB NO. 2013-989, KAHALU`U SHAFT INCLINED LIFT REPLACEMENT — REQUEST FOR TIME EXTENSION: This time extension is to allow the inclined lift contractor to do repairs to the tracks for the inclined lift at the Kahalu`u Shaft. The track repair is not in the contractor's contract. The Hil-A-Vator, the existing inclined lift, started locking the emergency brakes in September 2018. The DWS, the contractor (Jas. W. Glover, Ltd.), and a welding company (Universal Welding), subsequently met to investigate; and with the concurrence of the cart manufacturer, found that the tracks are in need of some repair. The contractor and the welder have been working on the design for repair of the tracks. The contractor is asking for 90 calendar days to complete the design and installation. This would be the first time extension to the contract. Ext. # 1 From (Date) 1/19/2019 To (Date) 04/20/2019 Days (Calendar) 90 Reason: Repair existing tracks for cart. Total Days (including this request) 90 If approved, the contract completion date would be extended from January 19, 2019, to April 20, 2019. Engineering staff has reviewed the request and finds that the time extension request is justified to complete the repair work required for the project. RECOMMENDATION: It is recommended that the Board grant this extension of contract time of ninety (90) calendar days, to Jas. W. Glover, Ltd., for JOB NO. 2013-989, KAHALU`U SHAFT INCLINED LIFT REPLACEMENT. MISCELLANEOUS: A. 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. Page 4 of 6 December 18, 2018, Water Board Agenda B. 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. C. MANAGER -CHIEF ENGINEER'S REPORT: The Manager -Chief Engineer to provide an update on the following: 1. North Kona Wells 2. Retirees of the Department D. EXECUTIVE SESSION: MANAGER -CHIEF ENGINEER'S EVALUATION FOR CALENDAR YEAR 2018: The Board anticipates convening an executive meeting to consider the evaluations of the Manager for its annual performance review, as authorized by Hawaii Revised Statutes ("HRS"), Sections 92-4 and 92-5(a)(2). The Board wishes to have its attorney present, in order to consult with the board's attorney on its questions and issues pertaining to the board's powers, duties, privileges, immunities, and liabilities pursuant to HRS Section 92-5(a)(4). A two-thirds vote of the members present, pursuant to HRS Section 92-4, is necessary to hold an executive meeting, provided that the affirmative vote constitutes a majority of the board. E. MANAGER -CHIEF ENGINEER'S EVALUATION FOR CALENDAR YEAR 2018: Discussion/Action on Manager -Chief Engineer's Evaluation and on salaries of the Manager - Chief Engineer and Deputy. F. ELECTION OF CHAIRPERSON AND VICE -CHAIRPERSON FOR 2019: Board to elect Chairperson and Vice -Chairperson for the 2019 term. G. CHAIRPERSON'S REPORT: Chairperson to report on matters of interest to the Board. 9) ANNOUNCEMENTS: 1. Next Regular Meeting: The next meeting of the Water Board will be January 22, 2019, 10:00 a.m., at the Department of Water Supply, Operations Center, 889 Leilani Street, Hilo, Hawaii. 2. Followine Meetine: The following meeting of the Water Board will be February 26, 2019, 10:00 a.m., at the Department of Water Supply, Operations Center, 889 Leilani Street, Hilo, Hawaii. Page 5 of 6 December 18, 2018, Water Board Agenda 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 961-8050 as soon as possible, but no later than five days before the scheduled meeting. Notice to Lobb: 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. Page 6 of 6 December 18, 2018, Water Board Agenda