HomeMy WebLinkAbout2006-02-28 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: February 28, 2006
PLACE: Waimea Community Center (next to Waimea Ball Park), Kamuela, 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 January 24, 2006, Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) PUNA:
A. JOB NO. 2003-833, OLA`A NO.3 DEEP WELL REPAIR:
Bids for this project were opened on February 10, 2006, at 2:00 p.m.; and following are the
bid results:
Bidder
Beylik Drilling & Pump Service, Inc.
Mel's Water Works Hawaii, Inc.
Bid Amount
$225,819.50
No Bid
Project Scope: This project consists of replacement of submersible pump, motor, column
pipe, power cable, and appurtenances at Olaa #3 Deep Well.
Project Cost:
1) Low Bidder ( Beylik Drilling & Pump Service, Inc.) $225,819.50
2) Construction Contingency ( -10 %) 22,680.50
Total Construction Cost: $248,500.00
The bid amount is considered reasonable for the scope of work.
Funding for this project will be from the Deep Well Pump Replacement budget. The
contractor will have 180 calendar days to complete this project.
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RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2003 -833, OLA `A NO. 3 DEEP WELL REPAIR, to the lowest responsible bidder,
Beylik Drilling & Pump Service, Inc., for their bid amount of $225,819.50 plus $22,680.50 in
construction contingency for a total contract amount of $248,500.00, and that either the
Chairman or the Vice - Chairman be authorized to sign the contract, subject to review as to
form and legality of the contract by Corporation Counsel.
6) SOUTH HILO:
A. JOB NO. 2004-840, HAAHEO WATER SYSTEM IMPROVEMENTS:
The contractor, Inaba Engineering, Inc., has requested a contract time extension of 120
calendar days due to delays in completing the field survey of the pipeline route and
alignment. This would be the second time extension to the contract. Engineering staff has
reviewed the request and finds that the 120 calendar days are justified.
RECOMMENDATION: It is recommended that the Board grant this extension of contract
time of 120 calendar days to Inaba Engineering, Inc., for JOB NO. 2004 -840, HAAHEO
WATER SYSTEM IMPROVEMENTS. If approved, the contract completion date will be
extended from January 29, 2006, to May 29, 2006.
7) HAMAKUA:
A. JOB NO. 2005-866, AHUALOA WELL DEVELOPMENT — PHASE 1:
The contractor, Tom Nance Water Resource Engineering, Inc. ( TNWRE), has requested that
their total contract price for consultant services be amended to include funding for
reimbursable expenses (airfare and car rental). Their total estimate for reimbursable expenses
is $1,750.00. TNWRE included this estimate for reimbursable expenses in their original
proposal, but these costs were not included in the "Payment to Consultant" section of the
consultant agreement. Engineering staff has reviewed the request and finds that $1,750.00
for reimbursable expenses is justified. This project is NOT on the Department's 5 -year
C.I.P. list.
RECOMMENDATION: It is recommended that the Board grant the addition of $1,750.00 to
Tom Nance Water Resource Engineering, Inc.'s, total contract price for JOB NO. 2005 -866,
AHUALOA WELL DEVELOPMENT — PHASE 1. If approved, the total contract price will
be changed from $73,421.00 to $75,171.00.
B. KUKUIHAELE WELL "A" (REPLACE WAIULILI SPRING), PROJECT NO.
DW133 -0001; DRINKING WATER TREATMENT REVOLVING LOAN FUND:
The Department intends to utilize the State Drinking Water Treatment Revolving Loan Fund
program administered by the State of Hawaii, Department of Health, to fund this project.
Supplemental Loan Agreement No. 1 outlines the conditions of the loan program specific to
this project (see attached).
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RECOMMENDATION: It is recommended that the Board approve Supplemental Loan
Agreement No. 1 for Kukuihaele Well "A" (Replace Waiulili Spring), Project
No. DW 133 -0001, and that either the Chairman the Vice - Chairman be authorized to sign the
Agreement, subject to review and approval by Corporation Counsel.
8) NORTH KOHALA:
A. JOB NO. 2003-815, AGREEMENT FOR CONSULTANT SERVICES -
CONSTRUCTION OF THE KOKOIKI 0.1 -M.G. CONCRETE RESERVOIR:
(Refer to attached Change Order No. 1.) Mitsunaga & Associates, Inc., has submitted a
change order proposal for additional work. The additional work involves providing the
necessary professional services (engineering design and field survey) to construct 4,800 lineal
feet of 6 -inch diameter waterline along the Akoni Pule Highway to transmit water from the
proposed Kokoiki 0.1 -M.G. Concrete Reservoir to the Puakea Bay Ranch Subdivision. The
6 -inch waterline was found to be a feasible solution to eliminate the anticipated reduction in
water pressure and flow capability of the existing Hawi - Kokoiki water system, should the
existing water system have been connected to the proposed 0.1 -M.G. concrete reservoir. The
reservoir will be located at a lower elevation than the reservoir that is currently servicing the
Hawi - Kokoiki water system. Staff has reviewed the proposal and recommends acceptance of
the items, in the amount of $28,100.00. Funds for the additional work are available the
Department's C.I.P. funds.
RECOMMENDATION: It is recommended that the Board approve Change Order No. 1, as
submitted by Mitsunaga & Associates, Inc., for a total amount of $28,100.00 for JOB
NO. 2003 -815 AGREEMENT FOR CONSULTANT SERVICES - CONSTRUCTION OF
THE KOKOIKI 0.1 -M.G. CONCRETE RESERVOIR, and further that the contract
completion date be extended by 77 calendar days to July 31, 2007.
9) NORTH KONA:
A. JOB NO. 2001-785, CONSTRUCTION OF THE WAIAHA PRODUCTION
WELL AND 2.0 -MG RESERVOIR:
Attached is a copy of a letter dated January 26, 2006, from the contractor, Isemoto
Contracting Company, Ltd., requesting an extension of contract time. The contractor is
requesting a 31- calendar day extension to allow for acquiring the Supervisory Control and
Data Acquisition (SCADA) program from the Department of Water Supply and for the
additional time to correct the discrepancy in the contract documents concerning the pump
control equipment. This is the contractor's fifth time extension request. Staff has evaluated
this request and finds that the 31- calendar day extension is justified. Previous extensions are
listed below:
• 1" time extension July 5, 2005, to September 11, 2005 (Lava tube probing and
backfilling).
• 2nd time extension September 11, 2005, to November 2, 2005 (Gaging and video logging
the well casing).
• 3rd time extension November 2, 2005, to November 30, 2005 (Delay due to late shipment
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of equipment from supplier).
• 4 1 time extension November 30, 2005, to January 28, 2006 (Delay due to late provision
of electrical power to operate deepwell pump to the site and redesign, fabrication, and
shipping of booster pump control panel).
RECOMMENDATION: It is recommended that the Board grant Isemoto Contracting
Company, Ltd., a 31- calendar day extension for JOB NO. 2001 -785, CONSTRUCTION OF
THE WAIAHA PRODUCTION WELL AND 2.0 -MG RESERVOIR, from January 28, 2006,
to February 28, 2006.
10) 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.
GRANT OF EASEMENT AND BILL OF SALE
HAKALAU PLANTATION VILLAGE, LLC
Subdivision Application No. 2004 -042
Grantor: Hakalau Plantation Village, LLC
TMK: (3) 2 -9- 002:024
E.W.O.: 2005 -079
Lots: 21 - plus 1 Road Lot Zoning: RS 7.5
Facilities Charge: $116,690.00 Paid: 2/11/2005
(1 -Lot @ $1,190.00)
(21 -Lots @ $5,500.00)
Final Inspection Date: 01/04/2006
Water System Cost: $103,950.00
2. GRANT OF EASEMENT AND BILL OF SALE
SUBDIVISION OF LOT 8
Subdivision Application No. 2004 -050
Grantor: Hart of Kona Realty, Inc.
TMK: (3) 8 -2- 015:006
E.W.O.: 2005 -082
Lots: 4 Zoning: RS 10
Facilities Charge: $7,200.00 (1 -inch meter Paid 4- units) Paid: 6/17/91
(4 -Units @ $1,800.00)
Final Inspection Date: 12/21/2005
Water System Cost: $33,302.00
3. GRANT OF EASEMENT AND BILL OF SALE
SUGAR CANE LANE SUBDIVISION
Subdivision Application No. 2004 -070
Grantor: Uluwehi Properties, LLC
TMK: (3) 7 -5- 017:021
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E.W.O.: 2005 -078
Lots: 21 Zoning: RS - 15
Facilities Charge: $110,000.00 (20 -Lots @ $5,500.00) Paid: May 2, 2005
Capital Assessment Fee: $10,000.00 (20 -Lots @ $500.00) Paid: May 2, 2005
Final Inspection Date: 02/07/2006
Water System Cost: $198,421.00
4. GRANT OF EASEMENT AND BILL OF SALE
LUALAI SUBDIVISION AT PARKER RANCH, PHASE 2
Subdivision Application No. 2003 -046
Grantor: Kaomalo LLC
TMK: (3) 6 -7 -021: portion 061
E.W.O.: 2005 -021
Lots: 87 (Phase 2 - 84; Phase 3 - 3) Zoning: RM - 5; RS - 7.5
Facilities Charge: $186,615.00 (87 units @ $5,500.00 less 61% credit)
Final Inspection Date: 2/16/2006
Water System Cost: $281,911.40
5. PARTIAL WITHDRAWAL FROM GENERAL LEASE NO. S -5539
PROPOSED KOKOIKI RESERVOIR SITE
Lessor: State of Hawaii, by its Board of Land and Natural Resources
Lessee: William T. S. Wong
TMK: (3) 5- 5- 004:portion 051
This document withdraws approximately 0.50 acre portion of land from General Lease
No. S -5539 to William T. S. Wong, which in turn will be set aside through a Governor's
Executive Order to the Water Board of the County of Hawaii.
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. GASOLINE BID NO. 2004-04, FURNISHING AND DELIVERING GASOLINE
AND DIESEL TO THE DEPARTMENT OF WATER SUPPLY - PARTS A, B, AND C:
Due to the increase in gas prices, which is allowed by contract, the Department of Water
Supply will be experiencing a shortage in the contract amount with Hawaii Petroleum, Inc.
The gas prices have risen from the contract amount of $1.8167 /gallon for Part A (Hilo
Baseyard), Part B (Kona Baseyard), and Part C (Waimea Baseyard) to $2.2250 /gallon for
Hilo Baseyard and $2.2440 /gallon for the Kona and Waimea Baseyards. The price for diesel
has risen from the contract amount of $1.6995 /gallon to $1.9431 at the Kona Baseyard.
At the present rate of usage, which will be projected until the end of the fiscal year (June 30,
2006), it is estimated that the Department will require an additional $50,000.00 to provide
gasoline and diesel for the Department's vehicles.
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RECOMMENDATION: It is recommended that the Board award an additional $50,000.00 to
Hawaii Petroleum, Inc., for GASOLINE BID NO. 2004 -04, FURNISHING AND
DELIVERING GASOLINE AND DIESEL TO THE DEPARTMENT OF WATER SUPPLY -
PARTS A, B, AND C. The contract will increase from $315,637.00 to $365,637.00.
C. PUBLIC RELATIONS SPECIALIST, PUBLIC RELATIONS BRANCH -
ADMINISTRATION DIVISION:
The Department proposes to amend its Table of Organization to create a Public Relations
Branch with a Public Relations Specialist position. The branch and position are necessary
in light of increasing issues that require interaction with the public and internally. The Water
Board and the Department adopted its Strategic and Business Plan in 2004. The plan needs to
be implemented, tracked, and updated.
Generally, the duties of the position are summarized as follows: plans, develops, and
conducts a comprehensive public information program, that includes a variety of
informational, educational, and interpretive activities, for a major operating department;
maintains effective working relationships with members of the media, community groups,
and other individuals in the public and private sectors; and performs other related duties as
required. Sample duties will include public relations and strategic and business plan
responsibilities.
Subject to consultation with Civil Service and the affected Union, the position is proposed to
have a salary rating of SR -24 in Bargaining Unit 13. The salary range is $45,840.00 to
$65,256.00. The intent is to recruit the position as soon as approvals from Civil Service and
the Union are received.
RECOMMENDATION: It is recommended that the Water Board approve the amendment to
the Table of Organization to create the Public Relations Branch and the Public Relations
Specialist.
D. GROUND RENT FOR LALAMILO WIND -FARM, SOUTH KOHALA,
HAWAII (G.L. NO. S- 5240), TAX MAP KEY 6- 6- 01:02(PORTION):
General Lease S -5240 provides for re- determining the annual rent for the next five years
beginning December 14, 2005. The Land Division of the State of Hawaii, Department of
Land and Natural Resources, has determined that the fair market rent should be $6,400.00 per
year. The previous amount was $3,878.00. Inasmuch as Hawaii Electric Light Company,
Inc. (HELLO), operates and maintains the windfarm, HELCO will be reimbursing the
Department the full amount of the rent.
RECOMMENDATION: It is recommended that the Water Board accept the rent amount of
$6,400.00 per year, payable to the Land Division of the State of Hawaii, Department of Land
and Natural Resources (DLNR), for the next five years beginning December 14, 2005, and
ending December 13, 2010, and that the Water Board authorize either the Chairman or the
Vice - Chairman to execute DLNR's form indicating same.
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E. NATIONAL RAINWATER CONFERENCE - 2007:
At the January 24, 2006, Water Board Meeting, a request for funding of $28,000.00 to
$29,000.00 was made by the organizers of the National Rainwater Conference. This item is
for discussion and/or action.
F. PROFESSIONAL SERVICES AGREEMENT:
Professional Services Agreement contracts for the following Department of Water Supply
projects are being considered. However, the projects are not listed on the Department's
current 5 -year Capital Improvement Projects list.
1) Kukuihaele Treatment Plant and Supporting Facilities, consists of installing treatment
processes, controls, building to house analyzers and appurtenances to treat the Waiulili
Spring water. The spring has been classified as ground water under the influence of
surface water, thus placing the Department in violation of the Surface Water Treatment
Rule.
Consultant: To be determined
Fee: $75,000.00 (estimate, subject to negotiation)
Construction cost estimate: $800,000.00
2) DWS Kona Baseyard Facilities Expansion, consists of constructing a new warehouse -
office building to provide additional office, workshop and storage space for use by
employees of the Field, Plant, Building Maintenance, and Engineering - Construction
sections. The additional space will help to relieve the crowded conditions of the existing
warehouse- office building and to provide for future office space needs.
Consultant: To be determined.
Fee: $25,000.00 (estimate, subject to negotiation)
Construction Cost Estimate: $300,000.00
RECOMMENDATION: It is recommended that the Board approve the new projects, the
professional services contracts subject to results of the procurement process and that either
the Chairman or the Vice - Chairman be authorized to sign the documents, subject to approval
of our Corporation Counsel.
G. JOB NO. 2003-829, WATER MASTER PLAN AND WATER RATE STUDY:
Consultant proposes to modify scope of work for the project and requests time extensions for
3 phases of the project as shown on the attached. Staff has reviewed the request and finds
that the proposal is justified.
RECOMMENDATION: It is recommended that the Board approve a change of scope at no
additional cost as well as the proposed time extensions to Phases 2, 3, and 4 of the project.
H. TRI -PARTY WATER DEVELOPMENT AGREEMENT - MAUNA LANI SERVICES,
INC., MAUNA KEA PROPERTIES, AND DEPARTMENT OF WATER SUPPLY:
Mauna Lani Services (MLS) and Mauna Kea Properties (MKP) desire to develop Parker 3
and 4 Wells and related infrastructure that will connect to the existing Department of Water
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Supply's (DWS) Lalamilo Water System. These improvements, critical to providing water to
the lands previously owned and assured of water commitments from MLS /MKP (Exhibits 1
and 2), include the following (Exhibit 3):
• Two (2) 1,250 gpm deep wells,
• Two (2) 2.0 -M.G. prestressed concrete tanks (1,103' and 610' elevations),
• 18,4001f ductile iron pipe, and
• other appurtenances.
These improvements, totaling approximately $15 million when completed, will be dedicated
to the Water Board and operated by DWS. As MLS /MKP are solely funding this, the
Agreement stipulates that they will be allocated ninety percent (90 %) and DWS ten percent
(10 %) of the water.
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.
L USGS MONITORING WELL AT HAWAIIAN OCEAN VIEW:
As requested during the January 24, 2006, Water Board Meeting, a discussion and decision
needs to be made regarding the casing of the USGS monitor well at Hawaiian Ocean View
Estates. The planned casing size is 4 inches. The residents want a 6 -inch casing installed to
be able to put a pump into the well. The status of the project will be given at the meeting.
J. HAWAIIAN OCEAN VIEW ESTATES $6 MILLION APPROPRIATION RELEASE:
See attached correspondence. An update will be provided, and the Department will seek
guidance from the Board.
K. CORPORATION COUNSEL'S SERVICES:
A description of services received by Corporation Counsel's Office will be given. Also,
input from the Board will be solicited for future services.
L. CELL TOWER SPACE RENTAL:
For discussion and exploration of income producing opportunities by renting space for cell
tower use on certain facility sites.
M. 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.
N. 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.
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O. 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.
4) Report on Councilman Safarik's concerns in Puna
5) Update on negotiations with Kamehameha Investment Corp.
6) Retirement of Glenn Ahuna, Engineering Division Head
7) Board to determine place to hold April 25, 2006, Water Board Meeting
P. CHAIRMAN'S REPORT:
Chairman to provide comments and/or information relating to matters of concern to the Water
Board.
11) ANNOUNCEMENTS:
1. Next Meeting:
The next meeting of the Water Board will be held on March 28, 2006, 10:00 a.m., in the Royal
Kona Resort, Resolution Room, 75 -5852 Ali`i Drive, Kailua -Kona, Hawaii.
12) STATEMENTS FROM THE PUBLIC
13) 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.
Notice to Lobbyists: If you are a lobbyist, you must register with the Hawai `i County
Clerk within five days of becoming a lobbyist. (Article 15, Section 2- 91.3(b), Hawai `i
County Code] A lobbyist means "any individual engaged for pay or other consideration
who spends more than five hours in any month or $275 in any six -month period for the
purpose of attempting to influence legislative or administrative action by communicating
or urging others to communicate with public officials. " (Article 15,
Section 2- 91.3(a)(6), Hawai `i County Code] Registration forms and expenditure report
documents are available at the Office of the County Clerk - Council, 25 Aupuni Street,
Hilo, Hawai `i 96720.
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