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Home My WebLink About2004-06-22 Water Board AgendaDEPARTMENT OF WATER SUPPLY COUNTY OF HAWAII AGENDA WATER BOARD MEETING MEETING DATE: June 22, 2004 PLACE: Hilo Operations Center Conference Room; 889 Leilani Street, Hilo, Hawaii TIME: 10:00 a.m. 1) CALL TO ORDER - 10:00 a.m. 2) STATEMENTS FROM THE PUBLIC 3) APPROVAL OF MINUTES - May 25, 2004, Water Board Meeting 4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary) (Note: Addendum requires Roll Call Vote) 5) SOUTH HILO: A. RISK MANAGEMENT — GENERAL LIABILITY COVERAGE: At the request of the Water Board at its May 25, 2004, meeting, Business Insurance Services, Inc., has provided 2 additional general liability coverage options for the Board's consideration. A summary of all options available along with corresponding annual premiums are as follows: For Board discussion and /or action. B. JOB NO. 2004 -843, JANITORIAL SERVICES AT THE WAIAKEA OFFICE PLAZA: Bids for this project were opened on June 8, 2004, at 2:00 p.m.; and following are the bid results: Page 1 of 6 C: \DOCUME— l \tmoore \LOCALS -1 \Temp \6- 22- 04Agn.doc Approved May 25, 2004 Option 1 Option 2 Limit $1,000,000.00 $2,000,000.00 $4,000,000.00 Retained Limit $150,000.00 $150,000.00 $150,000.00 Premium* $123,103.68 $213,103.68 $259,103.68 *Adjustment Factor per $1,000 of payroll $21.28 $16.29 $24.62 For Board discussion and /or action. B. JOB NO. 2004 -843, JANITORIAL SERVICES AT THE WAIAKEA OFFICE PLAZA: Bids for this project were opened on June 8, 2004, at 2:00 p.m.; and following are the bid results: Page 1 of 6 C: \DOCUME— l \tmoore \LOCALS -1 \Temp \6- 22- 04Agn.doc 6) BIDDER BID AMOUNT The Arc of Hilo $4,453.46 /month Pacific Facility Services, Inc. $4,666.80 /month C. W. Maintenance $4,714.12 /month Funds are available from our DWS Operating Budget. The contract period is from July 1, 2004, to June 30, 2005, for a total of 12 months. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2004 -843, JANITORIAL SERVICES AT THE WAIAKEA OFFICE PLAZA, to the lowest responsible bidder, The Arc of Hilo, for the contract bid amount of $53,441.52, and that either the Chairman or the Vice - Chairman be authorized to sign the contract, subject to review as to form and legality by Corporation Counsel. NORTH KONA: A. IRRIGATION AGREEMENT, D.R. HORTON - SCHULER HOMES, LLC: D.R. Horton- Schuler Homes, LLC, submitted an Irrigation Agreement to irrigate the park site within the Pualani Estates Subdivision, Tax Map Key 7 -5- 041:052. The park site will eventually be dedicated to the County. The Agreement specifies the terms and conditions for a Master Landscape Water Meter. RECOMMENDATION: It is recommended that the Board approve this Agreement, subject to the approval of the Corporation Counsel and that either the Chairman or the Vice - Chairman be authorized to sign the document. 7) KA`U: A. JOB NO. 95 -634, CONSTRUCTION OF THE PAHALA DEEP WELL #2 EXPLORATORY WELL DRILLING (WELL NO. 1229 -02): Bids for this project were opened on May 27, 2004, at 2:00 p.m.; and following are the bid results: Bidder Amount Wai`eli Milling & Development $460,242.00 Water Resources International, Inc. $473,700.00 Be lik Milling, Inc. $672,000.00 Project Scope: This project consists of the redrilling of an exploratory well in Pahala. Project Cost: 1) Low Bidder (Wai`eli Drilling & Development) $460,242.00 2) Construction Contingency (7 %) $ 32,258.00 Total Construction Cost: $492,500.00 Page 2 of 6 C: \DOCUME— l \tmoore \LOCALS -1\Temp \6- 22- 04Agn.doc Funding for this project will be from the Facilities Charge fund. The contractor will have 270 calendar days to complete this project. RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 95 -634, CONSTRUCTION OF THE PAHALA DEEPWELL NO. 2 EXPLORATORY WELL DRILLING, to the lowest responsible bidder, Wai`eli Drilling & Development, for their bid amount of $460,242.00 plus $32,258.00 in construction contingency for a total contract amount of $492,500.00, and that either the Chairman or the Vice - Chairman be authorized to sign the contract, subject to review as to form and legality by Corporation Counsel. 8) PUNA: A. JOB NO. 2003 -820, CONSTRUCTION OF OLAA NO. 7 & 8 BOOSTER STATION IMPROVEMENTS: The contractor, Isemoto Contracting Company, Ltd., has requested for a contract time extension of 120 calendar days due to material delays beyond their control. See attached letter for details. This would be the first time extension to the contract. Staff has reviewed the request and finds that the 90 calendar days are justified. Thirty (30) days are needed to get the parts, and sixty (60) days to complete the project. RECOMMENDATION: It is recommended that the Board grant this extension of contract time of 90 calendar days to Isemoto Contracting Company, Ltd., for JOB NO. 2003 -820, CONSTRUCTION OF OLAA NO. 7 & 8 BOOSTER STATION IMPROVEMENTS. If approved, the contract completion date will be extended from June 26, 2004, to September 25, 2004. 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 EASEMENT (For Waterline Purposes) Grantors: Robert Kelshaw Greenwell TMK: (3) 7 -4 -008: Portion 047 2. BILL OF SALE Ka Palani Kula Subdivision E.W.O. NO.: 2001 -052 Grantor: Frank DeLuz, III TMK: (3) 2 -3 -037 Page 3 of 6 C: \DOCUME— l \tmoore \LOCALS -1\Temp \6- 22- 04Agn.doc Lots: 13 Zoning: RS -7.5 Facilities Charge: $37,125.00 Final Inspection Date: 01/31/2002 Water System Cost: $56,695.00 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. MAINTENANCE BID NO. 2004 -06, MAINTENANCE OF RESERVOIR SITES AND PUMP STATIONS SITES IN THE DISTRICTS OF PUNA, NORTH AND SOUTH HILO, NORTH AND SOUTH KONA, AND NORTH KOHALA FOR THE DEPARTMENT OF WATER SUPPLY: For Part F (North and South Kona) of the award made by the Board at its meeting on May 25, 2004, there was a mathematical error that was previously overlooked. The unit price per month is $1,480.00 instead of the previously calculated price of $1,430.00. The new contract amount is $35,520.00 instead of $34,320.00, which was approved at the May 2004 meeting. RECOMMENDATION: It is recommended that the Board approve Part F, North and South Kona, of MAINTENANCE BID NO. 2004 -06, MAINTENANCE OF RESERVOIR SITES AND PUMP STATIONS SITES IN THE DISTRICTS OF PUNA, NORTH AND SOUTH HILO, NORTH AND SOUTH KONA, AND NORTH KOHALA FOR THE DEPARTMENT OF WATER SUPPLY, to Frank Mizoshiri for the contract price of $35,520.00 and that either the Chairman or the Vice - Chairman be authorized to sign the contract, subject to review as to form and legality of the contract by Corporation Counsel. C. PROPOSED AMENDMENT TO RULES AND REGULATIONS: Comments from the Board and Special Counsel, Sherman Hee, at the May 25, 2004, meeting on the proposed Draft New Rule, "Section 4 -13, Acceptance of Existing Private Water Systems," have been incorporated; and public hearings, for consideration, will be scheduled in Hilo on July 27, 2004, and in Kona on August 24, 2004. D. MONTHLY PROGRESS REPORT: Review of progress report of projects. E. REVIEW OF MONTHLY FINANCIAL STATEMENTS: Review of financial statements and information. F. DEPARTMENT OF WATER SUPPLY PROPOSED OPERATING AND CAPITAL IMPROVEMENT BUDGETS FOR FISCAL YEAR 2004 -2005: The proposed Operating and Capital Improvement Budgets for Fiscal Year 2004 -2005 were published in the newspapers for presentation at the Public Hearing held on June 22, 2004, at 9:30 a.m. Page 4 of 6 C: \DOCUME— l \tmoore \LOCALS -1\Temp \6- 22- 04Agn.doc RECOMMENDATION: It is recommended that the Board approve the proposed Operating and Capital Improvement Budgets for the Fiscal Year 2004 -2005. G. REFERRAL FOR EXECUTIVE SESSION: The purpose of this Executive Session is to consult with the Board's attorney on questions and issues pertaining to the Board's powers, duties, privileges; immunities, and liabilities pursuant to H.R.S. 92 -4 and 92- 5(a)(4) regarding Harris Computer Systems. H. MANAGER'S REPORT: 1. Kona Coastview/Wonderview status 2. USGS Drilling Program 3. C.I.P. Descriptions 4. Special Attorney I. CHAIRMAN'S REPORT: J. STRATEGIC PLAN — 2004 - 2009 /ANNUAL BUSINESS PLAN — 2004 -2005: During the months of January through May 2004, the Board and staff of the County of Hawaii, Department of Water Supply (DWS), jointly developed a five -year Strategic Plan and Annual Business Plan. The Strategic Plan identifies issues, strategies, and goals that must be addressed to bring strategic direction, established by the Board, to fruition. The Strategic Plan identifies Key Performance Indicators (KPIs) for use in measuring progress related to solving Issues and accomplishing Goals. The Annual Business Plan (Business Plan) is a companion document to the Strategic Plan. It identifies prioritized activities, or tactics, that must be completed to achieve the goals identified in the Strategic Plan. Status of these activities will be reviewed with the Board on a regular basis, and the Business Plan, itself, will be revised and updated each year. The Business Plan has been organized to present tactical activities that the DWS will complete during the last half of 2004 and first half of 2005. It includes associated budgets, schedules, milestones, and staff responsibilities aligned with each tactic. RECOMMENDATION: It is recommended that the Water Board accept the Strategic and Annual Business Plans. K. WATER BOARD GOVERNANCE POLICIES: A draft set of Water Board policies will be presented to the Water Board for review and discussion. The draft policies will cover four policy areas: 1. Governance Process - Water Board Governance Policies - Governing Style - Water Board Job Description - Agenda Planning - Chairperson's Role - Water Board Members' Code of Conduct Page 5 of 6 C: \DOCUME— l \tmoore \LOCALS -1\Temp \6- 22- 04Agn.doc Values Statement Water Board Committee Principles Water Board Committees Cost of Governance Equal Employment Opportunity 2. Water Board — Manager Linkage - Global Governance - Unity of Control - Accountability of the Manager - Delegation to the Manager - Monitoring Manager Performance 3. Manager Limitations - Manager Constraint - Treatment of Consumers - Treatment of Staff - Financial Planning/Budgeting - Financial Condition and Activities - Emergency Manager Succession - Asset Protection - Compensation and Benefits - Communication and Support to the Board - Equal Employment Opportunity 4. Strategic Direction - Water Board Direction to the Manager - Staff Core Competencies - Funding Sources/ Management of Financial Resources - Implementation of CIP - Utilization of Human Resources - Development of Source Water and Facilities - Water System Regulations - Non - Potable Water Strategies 10) ANNOUNCEMENTS: A. Next Meeting: The next Water Board Meeting will be held on July 27, 2004, at the Hilo Operations Center; 889 Leilani Street; Hilo, Hawaii, as follows: 1. 9:30 a.m. - Public Hearing on the proposed amendment to the Rules and Regulations 2. 10:00 a.m. - Regular Water Board Meeting 11) STATEMENTS FROM THE PUBLIC 12) 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. The Department of Water Supply is an Equal Opportunity provider and employer. To file a complaint of discrimination, write: USDA, Director, Office of Civil Rights, Room 326 -W, Whitten Building, 14a` and Independence Avenue, SW, Washington DC 20250 -9410. Or call (202) 720 -5964 (voice and TDD) Page 6 of 6 C: \DOCUME— l \tmoore \LOCALS -1\Temp \6- 22- 04Agn.doc