HomeMy WebLinkAbout2004-07-27 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
AGENDA
WATER BOARD MEETING
MEETING DATE: July 27, 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 -June 22, 2004, Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) SOUTH HILO:
A. AUDIT REPORT FOR THE YEAR ENDED JUNE 30,20031:
Ralph Kanetoku, Partner, from the accounting firm of KPMG LLP is here to present their
audit report of the Department for the year ended June 30, 2003, and to answer any questions
of the Board regarding the audit.
B. JOB NO. 99-737, CONSTRUCTION OF THE AKAKA FALLS ROAD
WATERLINE REPLACEMENT:
Bids for this project were opened on July 15, 2004, at 2:00 p.m.; and following are the bid
results:
Bidder
Amount
Willocks Construction Corporation
$326,410.96
William C. Loeffler Construction, Inc.
$327,931.00
Yamada & Sons, Inc.
$365,845.10
Ed Hi a General Contracting
$422,438.00
Big Island Excavating, LLC
$427,729.00
Isemoto Contracting Co., ,Ltd.
$446,996.00
Jas W. Glover, Ltd.
$507,578.00
Project Scope: This project consists of furnishing and paying for all labor, materials, tools,
and equipment necessary for installing 2,200 feet of 8 -inch and 150 feet of 6 -inch double poly-
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wrap DI waterline, fire hydrants, related service laterals, and road resurfacing within Stable
Camp Road in Honomu.
Project Cost:
1) Low Bidder (Willocks Construction Corporation) $326,410.96
2) Construction Contingency (15 %) $ 48,961.64
Total Construction Cost: $ 375,372.60
Funding for this project will be from the CIP funds.
The contractor will have 120 calendar days to complete this project.
RECOMMENDATION: It is recommended that the Board award the contract for JOB NO.
99 -737, CONSTRUCTION OF THE AKAKA FALLS ROAD WATERLINE
REPLACEMENT to the lowest responsible bidder, Willocks Construction Corporation, for
their bid amount of $326,410.96 plus $48,961.64 in construction contingency for a total
contract amount of $375,372.60, 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.
C. JOB NO. 98-705, HONOMU EXPLORATORY WELL:
Staff requests a 90- calendar day time extension. This request is due to the lack of a Well
Construction Permit for the well drilling. Due to a misunderstanding between staff and the
State Commission on Water Resource Management (CWRM), the Well Construction permit
wwas not fully executed. Staff, via the consultant submitted the Well Construction application
in mid -2002 to CWRM. However, unknown to staff CWRM did not process the permit due to
the project's pending Environmental Assessment (EA) and Finding of No Significant Impact
(FONSI).
In April 2004, staff discovered that the Well Construction Permit was not executed and
informed the contractor. Staff contacted CWRM for the status, at which time they informed us
that it was not executed due to EA /FONSI issue. Staff informed CWRM that EA /FONSI was
complete and published in the September 8, 2002 QEQC Bulletin and forwarded copies as
CWRM requested. CWRM stated they would process the permit. To this date, we have not
received an executed Well Construction Permit.
This is the second time extension request for the project. A previous request for a 59- working
day extension was granted at the April 27, 2004, Water Board meeting.
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of ninety (90) calendar days from August 12, 2004 to November 10, 2004 for JOB NO. 98-
705, HONOMU EXPLORATORY WELL.
D. RESOLUTION NO. 04-03:
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6)
7)
This resolution is being introduced for the condemnation of a portion of Tax Map key 2 -5-
008:024 for the purpose of constructing a 2.0 mg reservoir, transmission waterline, and related
road. This storage is to replace an existing reservoir in Chong Subdivision that has no
practical storage and be able to transmit water to the Hilo service area.
This condemnation is necessitated because the landowner has not been responsive to our
repeated inquiries as to the purchase of affected real property.
RECOMMENDATION: It is recommended that the Board approve this resolution and
authorize the Department and Corporation Counsel to continue with the condemnation
process.
SOUTH KOHALA:
A. JOB NO. 97-684, CONSTRUCTION OF THE PUUKAPU- NIENIE BOOSTER
PUMP STATION NO. 1 & NO.2 REPLACEMENT:
Attached is a copy of a letter dated June 14, 2004, from Dick Pacific Construction
Company, Ltd., requesting an extension of contract time.
This would be the second time extension to the contract. Staff has evaluated this request
and finds that the 31- calendar day extension is justified.
RECOMMENDATION: It is recommended that the Board grant Dick Pacific Construction
Company, Ltd., a 31- calendar day extension for JOB NO. 97 -684, CONSTRUCTION OF
THE PUUKAPU - NIENIE BOOSTER PUMP STATION NO. 1 & NO. 2
REPLACEMENT, from July 30, 2004, to August 31, 2004.
NORTH KONA:
A. WAIAHA WATER SYTEM MEMORANDUM OF AGREEMENT:
The Department has been in negotiations with the Waiaha Water System LLC, Dan
Bolton, as their Managing Member, to forge a formal agreement memorializing respective
responsibilities of each party for the construction of a water transmission and storage
system from the new Waiaha Well to service portions of Kailua. Despite these
negotiations, there are several remaining items that need to be more clearly defined or
quantified, such as the exact number of participants in the LLC, total cost of the water
system, respective water units and pro -rata cost allocation to all parties.
The Department is desirous of completing such a water system which would allow the
transmission of water to Kailua in order to responsibly meet the water needs of the area.
Collaterally, participants in the LLC, as developers, are seeking additional water for their
respective developments. As such, it is in the best interest of the Department, the
community, and the LLC to be able to continue these negotiations such that a definitive
formal agreement can be finalized.
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Therefore, it has been decided to prepare and execute a memorandum of agreement to
memorialize prior agreed to items; to enable the LLC to continue the design, engineering;
an acquisition of property rights, title and interests such that a Final Agreement can be
prepared with the mutual satisfaction of all parties.
RECOMMENDATION: It is recommended that the Board approve the Memorandum of
Agreement, subject to the approval of the Corporation Counsel as to form and legality and
that either the Chairman or the Vice - Chairman be authorized to sign the document.
B. GREENWELL WATERLINE EASEMENT:
This item is being listed for discussion and possible Board action, contingent on resolution
of pending real estate transaction.
More information will be distributed at meeting.
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. GRANT OF EASEMENT AND BILL OF SALE
Miyamoto Lots (Subdivision Application No. 2002 -012)
E.W.O. NO.: 2004 -042
Grantor: Michael M. Miyamoto, et al.
TMK: (3) 2- 2- 048:por. 014 and 091
Lots: 6
Zoning: FA-IA
Facilities Charge: $22,000.00
Final Inspection Date: 01/05/2004
Water System Cost: $18,550.00
3. GRANT OF EASEMENT AND BILL OF SALE
Moana Vista, Phase 2 (Subdivision Application No. 2002 -124)
E.W.O. NO.: 2004 -036, 2004 -039
Grantor: Keven H. and Patricia D. Rinkenbach and Charles Adams
TMK: (3) 7 -3- 005:098
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Lots: 8
Zoning: RS -15
Facilities Charge: $25,850.00
Capital Assessment Fee: $4,000.00
Final Inspection Date: 07/01/2004
Water System Cost: $115,000.00
4. GRANT OF EASEMENT AND BILL OF SALE
Kuakini Self Storage Facility
E.W.O. NO.: 2004 -035
Grantor: Kuakini Self Storage, LLC
TMK: (3) 7 -6- 024:034
Final Inspection Date: 07/06/2004
Water System Cost: $15,309.33
5. GRANT OF EASEMENT AND BILL OF SALE
Laupahoehoe Seacliffs (Subdivision Application No. 95 -062)
E.W.O. No.: 2001 -082
Grantor: James Randall Herold
TMK: (3) 3 -5- 004:002
Lots: 6
Zoning: A -1 a
Facilities Charge: $28,690.00
Final Inspection Date: 11/25/2003
Water System Cost: $55,025.00
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. STRATEGIC PLAN /ANNUAL BUSINESS PLAN:
Informational presentation to be made by the "champions" of the first three Strategic
Initiatives and Tactics listed in the 2004 -2005 Annual Business Plan.
1) Wanda Kapahu — Identify core competencies for current and future needs.
2) Keith Okamoto — Review /revise /create /adhere to business processes to efficiently utilize
human resources and proactively address standards and regulations.
3) Daryl Ikeda — Review and revise annual job performance evaluation process to best utilize
human resources and achieve goals.
C. WATER BOARD GOVERNANCE POLICIES:
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A draft set of water board policies was given to Board members at the June 22, 2004, Water
Board meeting. These are up for review, discussion, and/or revisions.
D. SPECIAL ATTORNEY — FOR DISCUSSION AND APPROPRIATE ACTION:
This is a continuing discussion from the previous meeting. Corporation Counsel was to
determine whether the contract for the Special Attorney included a provision for a contract time
extension. Also, briefly discussed was the process in procuring the services of a Special
Attorney.
E. PROFESSIONAL SERVICES AGREEMENT:
Professional Services Agreement contracts for the following Department of Water Supply
projects are currently being processed. However, the projects are not listed on the
Department's current 5 -year Capital Improvement Projects list.
1) Kahaluu Shaft Water Quality Enhancement. Part I (consists of a feasibility study to assess
treatment alternatives and costs)
Consultant: Brown and Caldwell
Fee: $70,000.00 (estimate, subject to negotiation)
RECOMMENDATION: It is recommended that the Board award the consultant contract to
Brown and Caldwell for an estimated fee of $70,000.00, and that either the Chairman or Vice -
Chairman be authorized to sign the documents, subject to approval of Corporation Counsel.
F. MONTHLY PROGRESS REPORT:
Review of progress report of projects.
G. REVIEW OF MONTHLY FINANCIAL STATEMENTS:
Review of financial statements and information.
H. 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.
I. MANAGER'S REPORT:
1. Employee of the Quarter presentation - Mr. Richard Sumada
2. Kona Coastview/Wonderview status
3. USGS Drilling Program
4. Proposed Improvement District, Andrade Camp
5. Kona Water Quality Progress
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J. CHAIRMAN'S REPORT:
9) ANNOUNCEMENTS:
10)
Next Meeting:
The next meeting of the Water Board will be August 24, 2004, in the Royal Kona Resort,
Discovery Room; 75 -5852 Ali`i Drive, Kailua -Kona, 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
STATEMENTS FROM THE PUBLIC
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.
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, 14th and Independence Avenue, SW, Washington DC 20250 -9410. Or
call (202) 720 -5964 (voice and TDD)
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