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Home My WebLink About2004-01-27 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII AGENDA WATER BOARD MEETING MEETING DATE: January 27, 2004 PLACE: Department of Water Supply, Operations Center Conference Room, 889 Leilani Street, Hilo, Hawaii TIME: 10:00 a.m. (Note: Please turn cell phones, pagers, and other mobile communication devices on silent mode.) 1) CALL TO ORDER - 10:00 a.m. 2) STATEMENTS FROM THE PUBLIC 3) APPROVAL OF MINUTES — December 16, 2003, Water Board Meeting 4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary) (Note: Addendum requires Roll Call Vote) 5) PUNA: A. JOB NO. 2001 -783, CONSTRUCTION OF THE KEONEPOKO NUI STANDPIPE FACILITY: Bids for this project were opened on January 15, 2004, at 2:30 p.m.; and the following are the bid results: Bidder Amount Ludwig Construction $ 235,248.25 William C. Loeffler Construction, Inc. $ 237,113.00 Island Contracting $ 254,407.00 Willocks Construction Corporation $ 264,261.00 Ed Hi a General Contracting $ 274,068.00 Site Engineering, Inc. $ 476,261.00 Project Scope: This project consists of retrofitting the existing Keonepoko Nui Standpipe facilities with two standpipes and six spigots, related paving, and site improvements. Page 1 of 7 Water Board Agenda, January 27, 2004 6) Project Cost: Low Bidder (Ludwig Construction) $ 235,248.25 Contingency ( -10 %) $ 23,500.00 Total Contract Amount $ 258,748.25 Funds are available from our DWS C.I.P. Budget. The contractor will have 180 calendar days to complete this project. RECOMMENDATION: It is recommended that the Board award for JOB NO. 2001 -783, CONSTRUCTION OF THE KEONEPOKO NUI STANDPIPE FACILILTY, to the low bidder, Ludwig Construction, for the contract bid amount of $235,248.25 with a contingency of $23,500.00 for a total contract amount of $258,748.25. SOUTH HILO: A. 2003 TABLE OF ORGANIZATION CHANGES — FINANCE DIVISION: 1) Management Accounting Branch Move Account Clerk, HC No. 4185, from the "Payroll and Cost Distribution" section to the "Purchasing and Budgetary Control" section to work under the supervision of the Buyer- Purchasing Clerk. The table of organization for the Payroll and Cost Distribution section currently includes 2 account clerks in the section while the Purchasing and Budgetary Control section has none. In actual practice, each section utilizes the services of a single account clerk. This move would align the table of organization with the way each section actually operates. 2) Customer Service Branch Creation of a new position called the Credit and Collections Clerk, SR -13, for inclusion in the "Collections and Delinquent Accounts" section. Funding for this position was included in the FY04 operating budget. This position will centralize credit and collection efforts on delinquent accounts where we have neglected sufficient attention in the past as indicated by previous management letter comments by our auditors. RECOMMENDATION: It is recommended that the Water Board approve the changes to the 2003 Table of Organization for the Finance Division. B. PROJECT NO. DW105 -0001, DRINKING WATER TREATMENT REVOLVING LOAN FUND - HONOMU WELL "A" (REPLACE AKAKA FALLS SPRING): The Department intends to utilize the DWSRF loan program administered by the State Department of Health to fund this project. The Interim Loan Agreement outlines the conditions of the loan program specific to this project (copy attached). Page 2 of 7 Water Board Agenda, January 27, 2004 RECOMMENDATION: It is recommended that the Board approve the Interim Loan Agreement and that either the Chairman or the Vice - Chairman be authorized to sign the Agreement. 7) SOUTH KOHALA: A. JOB NO. 2003 -817, CONSTRUCTION OF THE IRONWOOD SUBDIVISION G.I. WATERLINE REPLACEMENT: Bids for this project were opened on January 15, 2004, at 2:00 p.m.; and the following are the bid results: Bidder Amount William C. Loeffler Construction, Inc. $ 69,720.00 Ludwig Construction $ 75,641.00 Willocks Construction Corporation $ 78,650.00 Isemoto Contracting Company, Ltd. $ 165,820.00 Site Engineering, Inc. $ 172,300.00 Project Scope: This project consists of replacing 810 feet of galvanized iron waterline with 6- and 8 -inch ductile iron pipe, together with fire hydrants, along Ironwood Lane in Waimea. Project Cost: Low Bidder (William C. Loeffler Construction, Inc.) $ 69,720.00 Contingency ( -8 %) $ 5,500.00 Total Contract Amount $ 75,220.00 Funds are available from our DWS C.I.P. Budget. The contractor has 60 calendar days to complete this project. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2003 -817, CONSTRUCTION OF THE IRONWOOD SUBDIVISION G.I. WATERLINE REPLACEMENT, to the low bidder, William C. Loeffler Construction, Inc., for the contract bid amount of $69,720.00 with a contingency of $5,500.00 for a total contract amount of $75,220.00. 8) KAU: A. CONSTRUCTION OF THE PAHALA 0.5 MG CONCRETE RESERVOIR: Bids for this project were opened on January 8, 2004, at 2:00 p.m.; and the following are the bid results: Page 3 of 7 Water Board Agenda, January 27, 2004 Bidder Amount Isemoto Contracting Company, Ltd. $1,631,384.00 Abhe & Svoboda, Inc. $1,906,287.00 Jas. W. Glover, Ltd. $2,081,080.00 Project Scope: The project consists of paying for all labor, materials, tools and equipment necessary for constructing a 0.5 MG reinforced concrete reservoir and appurtenances and the subsequent removal and disposal of the existing 0.5 MG steel tank including the possibility of proper hazardous waste handling, storage, transport and disposal of lead based paint and /or petroleum contaminated soil to an EPA approved site. Project Cost: Low Bidder (Isemoto Contracting Company, Ltd.) $ 1,631,384.00 Contingency ( -7.5 %) $ 125,000.00 Total Contract Amount $ 1,756,384.00 Funds are available from our DWS C.I.P. budget. The contractor will have 300 calendar days to complete this project. RECOMMENDATION: It is recommended that the Board award the contract for Job No. 2000 -765, CONSTRUCTION OF THE PAHALA 0.5 MG CONCRETE RESERVOIR, to the low bidder, Isemoto Contracting Company, Ltd., for the contract bid amount of $1,631,384.00 with a contingency of $125,000.00 for a total contract amount of $1,756,384.00. 9) MISCELLANEOUS: A. DEDICATION OF WATER SYSTEMS: 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 NON - EXCLUSIVE EASEMENT UNIVERSITY OF HAWAII AT HILO, UNIVERSITY PARK INFRASTRUCTURE IMPROVEMENTS, PHASE II -A E.W.O. NO: 97 -099 Grantor: State of Hawaii — by its Board of Land and Natural Resources TMK: (3) 2 -4- 001:007, 019 and 167; 2 -4- 056:017; and 2 -4- 057:025 and 026 Final Inspection Date: March 31, 2000 2) GRANT OF EASEMENT AND BILL OF SALE PUALANI ESTATES SUBDIVISION, PHASE 1 (Phased Construction Plans) E.W.O. NO.: 2003 -004 Grantor: D.R. Horton — Schuler Homes, LLC TMK: (3) 7- 5- 017:028 & 029 Lots: 127 Page 4 of 7 Water Board Agenda, January 27, 2004 Zoning: RS -7.5 Facilities Charge: $543,600.00 302 Units Final Inspection Date: December 8, 2003 Water System Cost: $231,083.00 RECOMMENDATION: It is recommended that the Water Board accept these documents subject to the approval of the Corporation Counsel and that either the Chairman or the Vice - Chairman be authorized to sign the documents. B. R. W. BECK, INC., PRESENTATION ON WATER MASTER PLAN: Informational presentation to be made. C. MONTHLY PROGRESS REPORT: Staff to review updates to the report. D. MONTHLY FINANCIAL REPORT: Review of monthly financial statements. E. SETTING WATER BOARD MEETING SCHEDULE FOR 2004: Attached tentative schedule for approval. F. RESOLUTION NO. 04- ; RESOLUTION AUTHORIZING THE COUNTY OF HAWAII DEPARTMENT OF WATER SUPPLY TO STREAMLINE AND IMPROVE THE EFFICIENCY OF THE PROCEDURE FOR THE DEPARTMENT TO PROCURE AND AWARD FORMAL CONTRACTS FOR SERVICES, EQUIPMENT, MATERIALS, AND CONSTRUCTION WHILE MAINTAINING WATER BOARD OVERSIGHT: Because the Department of Water Supply is bound by the procurement rules in the procurement of services, materials, equipment, and construction, there is very little discretion that can be asserted by the Water Board in the award of the contract to a particular contractor. However, the Department understands that the Water Board would like to be kept informed of all contracts of major importance. As an alternative to Resolution No. 03 -04, which has been deferred on numerous occasions by the Water Board, the Manager of the Department of Water Supply provides the attached Resolution 04- This Resolution gives the Chairman or Vice - Chairman the authority to sign contracts where the contract is for services, equipment, materials and supplies, or construction and must be procured immediately because of an emergency. It also gives the Chairman or Vice - Chairman the authority to sign contracts where the contract is for services, equipment, Page 5 of 7 Water Board Agenda, January 27, 2004 materials and supplies, or construction and is for under $25,000.00. Lastly, this Resolution gives the Chairman or Vice - Chairman the authority to sign contracts where the contract is for services, equipment, materials and supplies and the project to which the contract pertains is specifically itemized in DWS' Annual Operating and Capital Improvements Projects Budget. Thus, all construction contracts over $25,000.00 will come to the Water Board for approval regardless if it is specifically itemized in DWS' Annual Operating and Capital Improvements Projects Budget. RECOMMENDATION: It is recommended that the Board adopt Resolution No. 04- , and that it take effect upon adoption. G. STRATEGIC PLAN MEETING MEMORY NOTES Discussion as to distribution of Memory Notes. H. CAPITAL FINANCING OPTIONS Following is for discussion: 1) Use of all capital resources 2) Debt -to- earnings ratio (comparison to other utilities) 3) Raise Additional capital for unserved areas a) Bond Issue b) Mello -Roos Improvement Districts c) Other Financing 4) Costs and Benefits of Various Financing Options I. COMPARISON OF CIP LIST VS. PRIORITIES Following is for Discussion: 1) Are all projects listed of highest priority 2) Timing of projects vs. urgency of needs 3) Addition to list with currently available capital or additional capital to be raised 4) Additional human resources needed for additional projects and monitoring J. MANAGER'S REPORT: 1. Kona Coastview/Wonderview Status 2. USGS Drilling Program 3. AWWA National Conference, June 13 -17, 2004, Orlando, Florida K. CHAIRMAN'S REPORT: Page 6 of 7 Water Board Agenda, January 27, 2004 10) ANNOUNCEMENTS: A. Next Meeting: The next Water Board Meeting will be held on February 24, 2004, 10:00 a.m., at the King Kamehameha's Kona Beach Hotel (Ballroom #2) 75 -5660 Palani Road, Kailua -Kona, Hawaii. 11) ADJOURNMENT If you require an accommodation or auxiliary aid and /or services to participate in this meeting (i.e., sign language, interpreter, and large print), please call this number 961 -8050. Page 7 of 7 Water Board Agenda, January 27, 2004