HomeMy WebLinkAbout2005-08-23 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: August 23, 2005
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 - Minutes of the July 26, 2005, Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) NORTH KONA:
A. JOB NO. 2001-790, CONSTRUCTION OF KONA COASTVIEW/WONDER
VIEW SUBDIVISION WATER SYSTEM IMPROVEMENTS:
Attached is Change Order No. 2 in the amount of $331,012.00, dated August 11, 2005,
requesting for an extension of contract time by the contractor, Isemoto Contracting Co., Ltd.
The additional calendar days (92) are caused by a change order to overexcavate and place
additional structural backfill for the lava tubes encountered at Reservoir Sites No. 1 and
No. 2, in addition to the collapse and backfill of a lava tube in Ahikawa Street. The
additional funding is covered under the contract contingency, and the remaining balance after
Change Order No. 2 is $137,205.00.
This is the first time extension request. Staff has reviewed the request and finds that the 92
calendar days are justifiable.
RECOMMENDATION: It is recommended that the Board grant Isemoto Contracting Co.,
Ltd., this extension of contract time for JOB NO. 2001 -790, CONSTRUCTION OF KONA
COASTVIEW/WONDER VIEW SUBDIVISION WATER SYSTEM IMPROVEMENTS,
from March 29, 2006, to June 29, 2006.
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B. JOB NO. 2003-02, REPAIR AND MAINTENANCE OF KAHALU`U SHAFT
HIL- A- VATOR:
The Contractor, Kone, Inc., is presently involved in the repair of the control panels at the
Kahalu`u Shaft Hil- A- Vator. They sent the modules that need to be repaired to the factory
for refurbishing. It is unfeasible to hire another Contractor to perform the maintenance of the
Hil- A -Vator at this time.
Staff is recommending that the present Contractor, Kone, Inc., be granted a 3 -month contract
time extension to September 30, 2005, to complete the repairs on the control panels and to
continue maintenance on the Hil -A- Vator.
The cost for the extended maintenance will be at the present unit price of $1,700.00 /month.
The funding for this extension will be from the Operations Division's Contractual Services
budget.
RECOMMENDATION: It is recommended that the Board approve a contract time extension
of 92 calendar days at the present unit cost of $1,700.00 /month to Kone, Inc., from July 1,
2005, to September 30, 2005, for JOB NO. 2003-02, REPAIR AND MAINTENANCE OF
KAHALU`U SHAFT HIL- A- VATOR.
6) KAU:
A. JOB NO. 95-634, CONSTRUCTION OF THE PAHALA DEEP WELL #2
EXPLORATORY WELL DRILLING
Due to unforeseen problems, completion of this project will require additional time and money.
During drilling operations, water was found to be at an approximate depth of 784' below
ground (ground elev. 1,113'). However, prior to commencing the pump test, the water level
had dropped. The open hole was partially backfilled and the water level rose. However, when
an attempt to pump was made, the well offered no yield (water did not make it to the surface).
Based on discussion with the consultant and driller, the plan is to perforate the installed casing
using a perforator. The contractor, Wai`ele Drilling & Development, has already experienced
delays as well as additional work estimated at $23,000.00. Additional work to perform the
perforating is estimated at $26,000.00 for a total of $49,000.00. Contingency for this project
is $32,258.00. Therefore, it is requested that the total contingency amount be increased by
$20,000.00 to $52,258.00. Contract completion date is August 14, 2005.
RECOMMENDATION: It is recommended that the Board approve an increase in the
contingency amount of $20,000.00 for Wai`ele Drilling & Development for JOB NO. 95 -634,
PAHALA DEEP WELL #2 EXPLORATORY WELL DRILLING, to allow the additional
work as well as a time extension of 60 calendar days to account for shipping of the perforator
and work time required for perforator as well as other work items that still need to be done per
contract such as pump testing, plumbness and alignment, and demobilization. This would
extend the contract completion date to October 13, 2005.
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7) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEMS:
The Department 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. CANCELLATION AND SURRENDER OF GRANT OF EASEMENT
PUAKO WATER SYSTEM (Old system)
Grantor: Mauna Kea Development Corp., et al.
Grantee: State of Hawaii, Department of Land and Natural Resources
TMK: (3) 6 -2- 013:002, 004, 005, 007, 013, 014, 017 & 026
2. GRANT OF EASEMENT
KIKIAO STREET 6" WATERLINE
Subdivision Application No. 2000 -153
Grantor: Vacationland Hawaii Community Association
E.W.O.: 2005 -041
TMK: (3) 1 -4- 072:035
Lots: 1 Existing plus 6 Additional Zoning: A -la
Facilities Charge: $34,190.00 Paid: June 21, 2004
Final Inspection Date: February 16, 2005
BILL OF SALE - KIKIAO STREET 6" WATERLINE
Seller: Ms. Benjamas Seungsiri Water System Cost: $56,000.00
3. GRANT OF EASEMENT AND BILL OF SALE
HUA `AINA SUBDIVISION
Subdivision Application No. 2004 -107
Grantor: Charles P. & Gina Y. Whitney and Yu -Shang Wiebers
E.W.O.: 2005 -081
TMK: (3) 7 -9- 004:032
Lots: 5 plus 1 roadway lot Zoning: A -Ia
Facilities Charge: $23,190.00 Paid: August 12, 2005
Water System Cost: $74,715.00
Final Inspection Date: August 9, 2005
4. GRANT OF EASEMENT AND BILL OF SALE
KONA HILLS SUBDIVISION — UNITS I & II
Subdivision Application No. 73 -106 & 90 -134
Grantor: The Kona Hills Estates Community Association
E.W.O.: Unit I — #80 -10
TMK: (3) 7 -3- 050:037 (Unit I) and 7 -3- 055:037 (Unit 11)
Lots: Unit I - 36 and Unit II - 35 Zoning: A -Ia
Water commitment: Unit I - to be provided Paid: December 17, 1974
Facilities charge: Unit II - $64,800.00 Paid: December 20, 1990
Water System Cost: To be provided
Final Inspection Date: Unit I — July 14, 1981, and Unit II — January 9, 1997
IRRIGATION AGREEMENT - Kona Hills Subdivision
Master Landscape Water Meter
INDEMNIFICATION AGREEMENT - Kona Hills Subdivision
Locked gate at entrance
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.
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B. RESOLUTION NO. 05-02, DRINKING WATER STATE REVOLVING FUND:
Attached is Resolution No. 05 -02, amending Resolution No. 2001 -02 to approve an increase
in the receipt and expenditure of monies for Kaieie Mauka Exploratory Well of which we
have submitted a request for a loan under the Drinking Water State Revolving Fund. As part
of the requirements, a Resolution is required by the Water Board. The documents have been
prepared by our Corporation Counsel's office.
RECOMMENDATION: It is recommended that the Water Board adopt Resolution
No. 05 -02.
C. SUPPLEMENTAL AGREEMENT NO. 1 MODIFYING AN AGREEMENT WITH
THE WATER BOARD, COUNTY OF HAWAII, FOR STATE REVOLVING FUND
LOAN - KAIEIE MAUKA EXPLORATORY WELL:
The attached Supplemental Agreement addresses the actual contract amount from the Kaieie
Mauka Exploratory Well (Job No. 98 -711).
RECOMMENDATION: It is recommended that the Board approve the Agreement and that
either the Chairman or the Vice - Chairman be authorized to sign the document.
D. MEMORANDUM OF UNDERSTANDING WITH STATE OF HAWAII
RESOLUTION NO. 05-03:
Attached is Resolution No. 05 -03 authorizing the Manager to enter into a memorandum of
understanding with the State of Hawaii, Department of Finance, to coordinate the application
to the U.S. Department of Health and Human Services' Center for Medicare & Medicaid
Services (CMS) to receive the Medicare Part D Retiree Drug Subsidies (RDS). As part of the
requirements, a Resolution is required by the Water Board. The documents have been
prepared by our Corporation Counsel's office.
RECOMMENDATION: It is recommended that the Water Board adopt Resolution
No. 05 -03.
E. SUPPLEMENTAL LOAN AGREEMENT NO. 1 MODIFYING AN AGREEMENT
WITH THE WATER BOARD, COUNTY OF HAWAII, FOR STATE REVOLVING
FUND LOAN - MAKAPALA WELL:
The attached Supplemental Loan Agreement addresses the actual contract amount from the
recently awarded Makapala Production Well and Supporting Facilities project (Job
No. 2002 -805). The previous agreement used an estimate.
RECOMMENDATION: It is recommended that the Board approve the Agreement and that
either the Chairman or the Vice - Chairman be authorized to sign the document.
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F. ENGINEERING DIVISION, ELECTRICAL ENGINEERING BRANCH:
To date, the design /review of plans and the inspection for the installation of electrical
components for both our projects and private developments has been relegated to our
civil /mechanical engineers and waterworks inspectors in both our Engineering and
Operations divisions. Inasmuch as their educational background and experience do not
provide for this expertise, they have relied on assistance from the electrical mechanical plant
operators within the Operations Division. More critically, at times, the electricians and
mechanics have been requested to actually work on the electrical design with consultants for
private developers.
Further, with the advent of the Department becoming Supervisory Control and Data
Acquisition (SCADA) compliant, our engineers, inspectors, and electricians are also being
asked to review plans and inspect construction for these components. These duties again
require a special knowledge of electrical and electronic components.
All this has created an untenable and uncomfortable responsibility for our civil /mechanical
engineers, inspectors, as well as our Operations personnel. They are working beyond their
duties as provided for in their job descriptions.
Based on this, there is an immediate need to recruit an electrical engineer to fill this critical
shortage of technical ability. In support of this, the draft "Staffing Recommendations" within
the "Personnel Needs Assessment" done by R.W. Beck, Inc., proposed an electrical engineer.
These recommendations, if realized, would allow the Department to effectively implement its
Strategic and Business Plan and the 20 -year Water Master Plan.
Therefore, it is proposed to create an Electrical Engineering series consisting of an Electrical
Engineer I (SR -18), Electrical Engineer II (SR -20), Electrical Engineer III (SR -22) and
Electrical Engineer IV (SR -24) within the Engineering Division. Although these positions
will be under the direct supervision of the Engineering Division Head (see attached revised
Table of Organization), they will provide any needed electrical assistance to the Operations
Division also.
Initially, if this is approved, the intent is to fill the Electrical Engineer IV position in Fiscal
Year 2007.
RECOMMENDATION: It is recommended that the Water Board approve the creation of an
Electrical Engineering series within a new Electrical Engineering Branch of the Engineering
Division as depicted in the corresponding Table of Organization.
G. WATER DEVELOPMENT AGREEMENT — SEASCAPE DEVELOPMENT, LLC
Seascape Development, LLC (Seascape), is the fee simple owner of, and is desirous of
developing, that certain parcel of real property situate at O `oma, District of North Kona,
Island and County of Hawaii, State of Hawaii, commonly known as a portion of Lot 13 -A
of the "Kalaoa -O`oma Homesteads," Tax Map Key Number (3) 7- 3- 010:portion of 003, and
containing an area of approximately ten (10) acres (the "Land "). The DWS' existing system,
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including the Kalaoa Well outfitted with a 300 -gpm pump, transmission lines and related
facilities are in the vicinity of the Land, but do not have the capacity to satisfy the
requirements of the proposed development of the Land by Seascape.
Seascape is desirous of entering into an Agreement with the Water Board to provide
additional capacity to the existing water system so that it may develop the land pursuant to
Ordinance 04 -106 and obtain final plan approval or final subdivision approval of Seascape's
proposed development of the Land. In order to facilitate the development of the Land as
proposed by Seascape, Seascape is willing, upon the terms and conditions set forth in this
Agreement, to design, construct, replace, and otherwise create and establish additional
capacity within DWS' existing water system which would provide water service to the Land,
and to construct and install the transmission, storage and distribution facilities required in
connection with such increased capacity.
Upon the execution of this Agreement and submittal of the bonds described herein, including
bonds for the completion of Wainani's Improvements, the DWS shall forward the appropriate
letter to the Planning Department, necessary for Seascape to obtain Final Plan Approval or
Final Subdivision Approval to proceed with the design and construction of the 108 -unit
"Seascape Condominium Project" ( "Project ") on the Land, it being acknowledged and agreed
by Seascape that further and final approval of any residential structures or water meters and
water service for any structures or for irrigation shall not be issued until the 700 -gpm pump
and motor with controls (throttled back to 500 gpm) is fully operational, and all of Wainani's
Improvements have been constructed and accepted for dedication by the Water Board. The
installation of the 700 -gpm water pump and motor with controls will provide only the
allocation of Equivalent Units for the first 108 residential units and their appurtenant common
elements for the Project on the Land, as well as 17 units for Phase V of the Lokahi Makai
Project.
RECOMMENDATION: It is recommended that the Water Board accept the terms and
conditions of the Agreement and authorize either the Chairman or the Vice - Chairman to
execute the Agreement subject to review and acceptance by the Office of the Corporation
Counsel as to form and legality.
H. AUTOMATIC METER READING PROGRAM:
The Department has been investigating the radio read technology for meter reading for
several years. We have found it to be extremely beneficial for areas with hard -to- get -to
meters and areas with meters along high- traffic routes. We have identified approximately
2,200 meters that fall into the categories above. The estimated cost to retrofit 2,200 services
so they can be read via radio waves, including two drive -by receivers and necessary training,
is $750,000.00. These 2,200 services represent approximately 6% of our entire accounts. It
is the Department's intent to eventually retrofit all of our meters to utilize the radio -read
technology. Since this proposed expenditure is not listed on our C.I.P., Water Board approval
is necessary. Proposed funding is from our Water Commitment Deposit Fund.
RECOMMENDATION: It is recommended that the Water Board approve this proposed
project to retrofit approximately 2,200 accounts so that the radio -read technology can be
utilized, for an approximate project cost of $750,000.00.
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I. USGS DRILL RIG PROGRAM, REIMBURSEMENT REQUEST FROM MAUI:
See attached letter from Mr. George Y. Tengan, Director, Department of Water Supply,
County of Maui. The initial request for reimbursement, dated May 23, 2005, was denied by
our letter dated June 6, 2005 (see attached copies of letters).
This item is for discussion and/or action.
J. REQUEST BY COMMISSION ON WATER RESOURCE MANAGEMENT FOR
FUNDING ASSISTANCE:
See attached letter dated April 1, 2005, from Mr. Dean A. Nakano, Acting Deputy Director,
State of Hawaii, Department of Land and Natural Resources, Commission on Water
Resource Management.
Request is for assistance in funding the collection of groundwater data for wells owned by
DWS or on County property, in the amount of $13,204.00. This amount represents 55% of
the total cost. The remaining 45% of the total cost is paid for by USGS. The data collected is
valuable in making informed decisions regarding resource infrastructure and also benefits all
the citizens of Hawaii by providing invaluable information of our island's aquifers.
RECOMMENDATION: It is recommended that the Water Board approve the request by the
Commission on Water Resource Management for funding assistance in the amount of
$13,204.00 and that either the Chairman or the Vice - Chairman be authorized to execute a
Memorandum of Agreement subject to review by our Corporation Council as to form and
legality.
K. RIGHT -OF -ENTRY AGREEMENT - STANFORD CARR DEVELOPMENT, LLC:
Stanford Carr Development, LLC, owner and developer of approximately 1,500 residential
units within Tax Map Key 7 -3- 009:019, is required to constructed certain water system
improvements, including a 1.0 -MG reservoir (1,200' OF elevation) and related transmission
waterline. When constructed, these improvements will be dedicated to the Water Board for
operation and maintenance by the Department.
The Board had previously negotiated and procured a suitable 1.0 -acre site for this reservoir,
specifically Tax Map Key 7 -4- 008:067, and an easement over a portion of Tax Map Key
7 -4- 008:046 for access purposes, such that this reservoir could be constructed by the
developer. As such, Stanford Carr, LLC, is desirous of obtaining a right -of -entry into this site
for the limited purposes of clearing, grubbing, conducting soils investigations, and
constructing a 1.0 -MG reservoir and related improvements.
RECOMMENDATION: It is recommended that the Water Board accept this document
subject to the approval of the Corporation Counsel and the either the Chairman or the
Vice - Chairman be authorized to sign the document.
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L. REINFORCED CONCRETE RESERVOIR DESIGN:
This item was placed on the Agenda, by request, for discussion and/or action.
M. MONTHLY PROGRESS REPORT:
Review of progress report of projects.
N. REVIEW OF MONTHLY FINANCIAL STATEMENTS:
Review of financial statements and information.
O. MANAGER'S REPORT:
1) Kona Coastview/Wonderview status
2) USGS Drilling Program
3) Kona Water Quality
4) Employee of the Quarter
P. CHAIRMAN'S REPORT:
1) Report to be made on cost to send out Ms. Scarr's survey of 1,000 residences in South
Kona.
8) ANNOUNCEMENTS:
Next Meeting:
The next meeting of the Water Board will be held on September 27, 2005, 10:00 a.m., in the
Royal Kona Resort, Discovery Room, 75 -5852 Ali`i Drive, Kailua -Kona, Hawaii.
9) STATEMENTS FROM THE PUBLIC
10) 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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