HomeMy WebLinkAbout2005-09-27 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: September 27, 2005
PLACE: Royal Kona Resort (Discovery Room); 75 -5852 Alii Drive; Kailua -Kona, HI
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 August 23, 2005, Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) NORTH KONA:
A. MAINTENANCE BID NO. 2005 -06, REPAIR AND MAINTENANCE
OF KAHALU`U SHAFT HIL- A- VATOR, KONA:
One bid was received and opened on September 16, 2005.
KONE, Inc., bid $2,000.00 /month to perform the repair and maintenance on the hil -a -vator
for 21 months with a call -out cost of $250.00 /hour.
1. Cost of contract for 21 months ($2,000.00 x 21 months) $42,000.00
2. Contingency 8,000.00
TOTAL $50,000.00
The last two -year contract price was for $1,700.00 /month, at a total cost of $40,800.00, with a
call -out cost of $227.34/hour.
RECOMMENDATION: It is recommended that the Board award the contract for
MAINTENANCE BID NO. 2005 -06, REPAIR AND MAINTENANCE OF KAHALU`U
SHAFT HIL- A- VATOR, KONA, to KONE, Inc., for their bid amount of $42,000.00, plus
$8,000.00 in contingency, for a total contract price of $50,000.00 and that either the
Chairman or the Vice - Chairman be authorized to sign the documents, subject to review and
approval by Corporation Counsel. The contract period shall be from October 1, 2005, to
June 30, 2007.
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6) 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 OF EASEMENT
GRANT OF EASEMENT
KEAAU ELDERLY HOUSING
Grantor: Kea`au Housing Foundation, Inc.
TMK: (3) 1 -6- 143:039
COMMENTS FROM MS. KATHERINE A. GARSON, DEPUTY
CORPORATION COUNSEL
These documents are intended to replace the Grant of Easement previously recorded on
December 15, 2003, as Document No. 2003 - 275834, as the U. S. Department of
Housing and Urban Development is refusing to close on their loan to Kea` au Housing
Foundation with the language as contained in the original easement document.
2. GRANT OF EASEMENT AND BILL OF SALE
KAHA`OLINO SUBDIVISION (fka Matsumoto Subdivision)
Subdivision Application No. 2003 -004
Grantor: Kaha`olino Partners, LLC
E.W.O.: 2004 -082
TMK: (3) 7 -3- 005:085 & 095
Lots: 36, plus 3 roadway lots Zoning: RS -20, A -5A
Facilities Charge: $183,880.00 Paid: August 31, 2005
Capital Assessment Fee: $16,500.00 Paid: August 31, 2005
Final Inspection Date: August 9, 2005
Water System Cost: $166,075.00
3. DEED
HONOMU TANK AND WELL SITE
Grantor: C. Brewer and Company, Limited
TMK: (3) 2 -8- 013:059 por.
4. RIGHT -OF -ENTRY AGREEMENT
HONOKOHAU TANK SITE AND EASEMENT
Parties to Document: Water Board of the County of Hawaii
Stanford Carr Development, LLC
TMK: (3) 7- 4- 008:047: portion & 7 -4- 008:067
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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. JOB NO. 2004 -841, ENVIRONMENTAL ASSESSMENT FOR THE
CONSTRUCTION OF THE ISLAND -WIDE SPIGOTS FACILITIES:
Attached is a copy of the cost proposal for M & E Pacific, Inc., dated August 17, 2005, to
perform the Environmental Assessment for Tax Map Key 9- 5- 006:Portion 1 and Portion 2 --
an alternate spigot site in the Waiohinu, Kau area. The County of Hawaii recommended the
Department add this site to the scope of work under the executed Agreement with M & E
Pacific, Inc. Under the terms of the Agreement, M & E Pacific, Inc., is required to prepare an
Environmental Assessment of the ten (10) potential spigot sites located around the island of
Hawaii. Adding an alternate site in the Waiohinu area will serve as a precautionary measure
to ensure a spigot site will be available in the Waiohinu area, should the Waiohinu Transfer
Station site be deemed unsuitable through the Environmental Assessment process.
The United States Environmental Protection Agency is providing the funds for the
Environmental Assessment and has approved the addition of the alternate site in Waiohinu,
under a contract change order (Contract Change Order No. 2), to the original Agreement
scope of work. The additional cost to assess the alternate site, TMK 9- 5- 006:Portion 1 and
Portion 2, is $9,300.00. The Department of Water Supply staff has reviewed the consultant's
cost proposal and finds it to be acceptable.
RECOMMENDATION: It is recommended that the Board approve Contract Change Order
No. 2, for JOB NO. 2004 -841, ENVIRONMENTAL ASSESSMENT FOR THE
CONSTRUCTION OF THE ISLAND -WIDE SPIGOTS FACILITIES, adding the work to
perform an Environmental Assessment of Tax Map Key 9- 5- 006:Portion 1 and Portion 2 to
the ten sites to be assessed by the consultant.
C. PROFESSIONAL SERVICES AGREEMENT:
Professional Services Agreement contract for the following Department of Water Supply
project is currently being processed. However, the project is not listed on the Department's
current 5 -year Capital Improvement Projects list.
Kahaluu Shaft Water Quality Enhancement, Part I (consists of a feasibility study to
assess treatment alternatives and costs)
Consultant: Brown and Caldwell
Original Contract Amount: $68,400.00 (previously approved)
Additional Fee: $29,700.00
This project was initially approved by the Water Board at its July 2004, meeting for an
estimated fee amount of $70,000.00. The Department subsequently executed a contract
with Brown and Caldwell for $68,400.00. Since the project was started, another option
to desalination treatment was brought up. This option is to investigate the possibility of
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physical modifications or operational adjustments to reduce chloride and sodium levels
(see attached proposal from Brown and Caldwell).
RECOMMENDATION: It is recommended that the Board approve the additional funds in
the amount of $29,700.00 to execute this amendment to the contract, and that either the
Chairman or the Vice - Chairman be authorized to sign the documents, subject to approval of
Corporation Counsel.
D. VEHICLE BID NO. 2005 -07, FURNISHING AND DELIVERING
VEHICLES TO THE DEPARTMENT OF WATER SUPPLY:
Two (2) bids were received and opened on September 19, 2005, with the following results:
Clark Automotive
Group, Inc., dba
Island Chevrolet
Inter Pacific
Motors, Inc., dba
Orchid Isle Auto
Center
Part "A"
1. One (1) only 3/4 -ton full-size
pick -up with regular cab,
$32,518.00
$28,525.00
service body 4 -wheel drive
2. Trade -in
($200.00)
($100.00)
3. Applicable taxes and fees
$1,346.37
$1,184.47
4. Total delivery price
$33,664.37
$29,609.47
5. Delivery time (calendar days)
180
180
Part `B"
1. One (1) only 1/2-ton compact
$14,995.00
$15,780.00
pickup 2 -wheel drive
2. Applicable taxes and fees
$624.69
$657.55
3. Total delivery price
$15,619.69
$16,437.55
4. Delivery time (calendar days)
180
180
Part "C"
1. One (1) only 1 -ton crew cab
with service body pickup
$36,875.00
$35,525.00
4 -wheel drive
2. Applicable taxes and fees
$1,536.21
$1,480.33
3. Total delivery price
$38,441.21
$37,005.33
4. Delivery time (calendar days)
180
180
Part "D"
1. Two (2) only '/z -ton compact
extended cab pick -up with
$44,976.00
$45,252.00
lift gate 4 -wheel drive
2. Trade -in
($200.00)
($100.00)
3. Applicable taxes and fees
$1,865.37
$1,881.03
4. Total delivery price
$46,641.37
$47,133.03
5. Delivery time (calendar days)
180
180
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E
Part "E"
1. Two (2) only 4 -door mid-
sized 4x4 sport utility vehicle
2. Trade -in
3. Applicable taxes and fees
4. Total delivery price
5. Delivery time (calendar days)
Part "F"
1. One (1) only 3/4 -ton full-size
pick -up with regular cab
service body 4 -wheel drive
2. Trade -in
3. Applicable taxes and fees
4. Total delivery price
5. Delivery time (calendar days)
Part "G"
1. One (1) only 4 -door
full -sized sedan
2. Trade -in
3. Applicable taxes and fees
4. Total delivery price
5. Delivery time (calendar days)
Clark Automotive Inter Pacific Motors
$49,990.00 $55,682.00
($200.00) ($100.00)
$2,074.25 $2,315.55
$51,864.25 $57,897.55
180 180
$30,500.00 $28,475.00
($200.00) ($100.00)
$1,262.30 $1,182.39
$31,562.30 $29,557.39
180 180
$18,195.00 $21,213.00
($200.00) ($100.00)
$749.67 $879.78
$18,744.67 $21,992.78
180 180
RECOMMENDATION: It is recommended that the Board award VEHICLE BID
NO. 2005 -07, FURNISHING AND DELIVERING VEHICLES TO THE DEPARTMENT
OF WATER SUPPLY, to the following:
Clark Automotive Group, Inc., dba Island Chevrolet - Parts B, D, E, and G, for a total
contract price of $132,869.98, and
Inter Pacific Motors, Inc., dba Orchid Isle Auto Center, - Parts A, C, and F, for a total
contract price of $96,172.19,
and that either the Chairman or the Vice - Chairman be authorized to sign the documents,
subject to approval of Corporation Counsel.
REVISED TABLE OF ORGANIZATION FOR THE OPERATIONS DIVISION:
Due to the continuing growth in District III (North and South Kona) and District II (North
Hilo, Hamakua, North and South Kohala), the meter reading section is continually
rushing to meet deadlines and must rely on the field crew to perform some of their duties.
Adding a Meter Reader I position (SR -11) would give the districts the flexibility of
creating a second meter reading crew to better meet deadlines and performing other tasks
in their job descriptions.
Currently, the Kona District is temporarily borrowing the Meter Reader I position from
the Hilo District. The Department will not be able to extend the temporary appointment
after November 2005; therefore, the Kona District will be without a full crew to perform
their duties.
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2. Currently, the Equipment Operator II position is located in the Building and Reservoir
Section of the Table of Organization in Districts II and III. It would be more efficient and
practical to have this position under the direct supervision of the District Supervisor. It is
proposed to transfer the Equipment Operator II position from the Building and Reservoir
Section to the Trades Support Section. For future considerations, it is also proposed to
remove the temporary as- needed designation from the position to give the Department the
option of filling the position on a full -time basis, if required.
The Energy Engineer IV position that was approved by the Board at the January 2005
meeting required the applicant be a licensed Electrical Engineer. At last month's Board
meeting, and Electrical Engineering series was approved for the Engineering Division.
The requirement for a licensed Electrical Engineer for the Energy Engineer IV position
can now be eliminated. It is proposed to revise the position description by eliminating the
licensed Electrical Engineer requirement for the position and require that the position be
filled by a civil, mechanical, or electrical engineer. The title of the position will be
changed to Energy Analyst. This position is very similar to the County's "Energy
Coordinator" or Economic Development Specialist III (SR -24).
RECOMMENDATION: It is recommended that the Board approve the creation of the Meter
Reader I positions in Districts II and III, transfer the Equipment Operator II positions from
the Building and Reservoir Section to the Trades Support Section and to remove the
temporary as- needed designation from the position in Districts II and III, and the revision
from Energy Engineer IV to Energy Analyst.
F. MONTHLY PROGRESS REPORT:
Submission of Progress Report of Projects by Department (see attached). Department
personnel will be available to respond to questions by the Board regarding the status /progress
of any project.
G. 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.
H. MANAGER'S EVALUATION:
Attached is an evaluation form for Appointees/Managers, used by the Water Board for the
yearly evaluation of the Manager.
RECOMMENDATION: It is recommended that each Board Member use the attached form
to evaluate the Manager's past performance. Each Board Member shall then submit the
completed form to the Chairman, and the results discussed with the Manager under Executive
Session at the next Water Board Meeting.
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I. MANAGER'S REPORT:
1) The Manager will provide a report/update of the construction /status of the Kona
Coastview/Wonderview Improvement District project.
2) The Manager will provide an update on the status of the projects undertaken by the
USGS Drilling Program and will discuss participation in the Program in general.
3) The Manager will provide a report on Kona water quality and various steps being
undertaken to improve said water quality, including the obtaining of corridors from
various developers /private landowners.
J. CHAIRMAN'S REPORT:
Chairman to provide comments and /or information relating to matters of concern to the Water
Board.
7) ANNOUNCEMENTS:
Next Meeting:
The next meeting of the Water Board will be held on October 25, 2005, 10:00 a.m., in the Hilo
Operations Center Conference Room, 889 Leilani Street, Hilo, Hawaii.
8) STATEMENTS FROM THE PUBLIC
9) ADJOURNMENT
The meeting place is accessible to persons with disabilities. If you require use of an auxiliary aid
or other access accommodation, please contact Doreen Shirota at 961 -8050 as soon as possible or
at least 5 days prior to the meeting.
The Department of Water Supply is an Equal Opportunity provider and employer.
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