HomeMy WebLinkAbout2008-01-22 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: January 22, 2008
PLACE: Hilo Operations Center Conference Room; 889 Leilani Street, Hilo, Hawaii
TIME: 10:00 a.m.
1) CALL TO ORDER - 10:00 a.m. (please turn cell phones off or set to silent)
2) STATEMENTS FROM THE PUBLIC
3) APPROVAL OF MINUTES - Minutes of the December 18, 2007, Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) NORTH KONA:
A. QUEEN KAAHUMANU WIDENING PROJECT:
DWS is proposing to participate with the State and its Contractor to replace and relocate
approximately 4,700 lineal feet of existing 16" waterline with new 16" waterline along Queen
Kaahumanu Highway. This request was brought to DWS by the State and the Contractor after
it was discovered that the existing 16" waterline was not installed per "as- built" drawings.
The current project is a design build project and is midway through construction.
Should DWS participate in the project, attached is the breakdown itemizing the costs. Under
these provisions, DWS would end up contributing $389,029.00 which is just an estimate. Due
to the option for the State to require the contractor to do the work by Force Account, there is
an uncertainty as to the exact figures. A 15 percent contingency will likely cover the potential
difference in cost no matter which way the State chooses to proceed with this work. DWS will
benefit from this as the existing line is near 40 years old (installed in 1969). There is also the
"do- nothing" concept in which case, our existing waterline will remain and the contractor
would choose to work around it. This would leave the line in a non - desirable location in
relation to the new widened highway as well as remain where we do not have accurate
"as- built" plans.
DWS has reviewed the cost estimate as well as the itemized breakdown and finds it
acceptable.
RECOMMENDATION: It is recommended that the Water Board approve $389,029.00 as
well as a contingency amount of $58,355.00 (15 %) for a total of $447,384.00 to be used for
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the replacement and relocation of approximately 4,700 feet of 16" waterline for the Queen
Kaahumanu Widening project.
B. JOB NO. 2002 -806, MAMALAHOA HIGHWAY WATERLINE IMPROVEMENTS —
PHASE 2:
The contractor, Isemoto Contracting Co., Ltd., has requested a contract time extension of 90
calendar days. The time extension is requested due to valve control additions at the Holualoa
(Hawaiian Tel) and Kaumalumalu (Doris) booster pump stations that were not identified in the
original project scope of work. The contractor also requests additional time for the start up
and testing of the control valves at each site, which cannot be done until the valve control
additions are installed. Also, an additional gate valve must be installed at the Doris booster
pump station that was not shown on the plans. The installation of the gate valve requires
shutdown of a portion of the system and must be advertised in the local newspapers.
This would be the fourth time extension to the contract. The previously approved time
extensions are listed below:
• Time Extension #1: Project extended 180 calendar days to allow for revisions to the plans
and specifications.
• Time Extension #2: Project extended 180 calendar days due to change in scope of work,
project scheduling, and revisions to the plans.
• Time Extension #3: Project extended 90 days due to unforeseen site conditions at
Holualoa Well and Reservoir site requiring redesign.
Engineering staff has reviewed the fourth time extension request and finds that the 90 calendar
days are justified. If approved, the contract completion date will be extended from January 29,
2008 to April 28, 2008.
RECOMMENDATION: It is recommended that the Board grant this extension of contract
time of 90 calendar days to Isemoto Contracting Co., Ltd., for JOB NO. 2002 -806,
MAMALAHOA HIGHWAY WATERLINE IMPROVEMENTS — PHASE 2.
C. PALANI ROAD TRANSMISSION WATERLINE PROJECT RESOLUTION 08 -01:
This resolution is being introduced for the condemnation of a portion of Tax Map Key
7 -4- 009:072 for the purpose of creating an access and utility easement for a transmission
waterline and related access road. This transmission line is to be a key component of the
overall plan to bring source water from wells located above Mamalahoa Highway down to the
high- demand service areas of North Kona below the highway.
This condemnation is required because the landowner was requesting a selling price that was
250% of the assessed value determined during a recent appraisal of the affected property.
RECOMMENDATION: It is recommended that the Board approve this resolution and
authorize the Department and Corporation Counsel to continue with the condemnation
process.
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D. MAKAPALA BACK -UP WELL AND SITE FOR REPLACEMENT RESERVOIR
RESOLUTION 08 -02:
This resolution is being introduced for the condemnation of a portion of Tax Map Key
5- 2- 005:Portion 014, Lot 78, for the purpose of acquiring the property surrounding an existing
USGS well which was funded by DWS. This site is adjacent to our existing tank and well
site. Even though the new DWS well recently went on -line to support the Makapala system,
this USGS well is now needed as the back -up source for the Makapala system due to the loss
of the spring that was previously the primary source for the Makapala Water System. In
addition, it is necessary to condemn enough land at the same location to provide a site for a
replacement tank for the existing Makapala Reservoir because it was damaged during the
earthquake.
This condemnation is required because the new landowner was unwilling to sell the necessary
portion of land to DWS.
RECOMMENDATION: It is recommended that the Board approve this resolution and
authorize the Department and Corporation Counsel to continue with the condemnation
process.
6) SOUTH KONA:
A. HOOKENA STANDPIPE INTERIM LETTER AGREEMENT:
The Department is in negotiations to purchase or enter into a long term lease for the piece of
property that our Hookena Standpipe facility is located on. A previous short term letter
agreement was entered between the owners and DWS from September 1, 2007, through
December 31, 2007, for DWS to continue utilizing the property for "rent" of $1,500.00 per
month. DWS encountered problems with the surveying of the property and therefore
requested, and the owners have graciously agreed, to extend the letter agreement through
June 30, 2008, upon the same terms. Payment would be required to be made in a lump sum of
$9,000.00 by January 31, 2008.
RECOMMENDATION: It is recommended that the Water Board approve the monthly rent
payment of $1,500.00 payable in a lump sum of $9,000.00 by January 31, 2008, for the period
from January 1, 2008, through June 30, 2008, and that the Manager be authorized to execute a
final interim agreement letter, subject to review and approval by Corporation Counsel.
7) KA`U:
A. JOB NO. 2002 -809, CONSTRUCTION OF THE PAHALA PRODUCTION
WELL AND SUPPORTING FACILITIES:
Bids were opened on January 3, 2008, at 2:00 p.m.; and following are the bid results:
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Bidder Total Sum Bid
Isemoto Contracting Co., Ltd. $1,624,430.00
William C. Loeffler Construction, Inc. $2,478,740.00
Bolton, Inc. $3,082,680.00
Project Scope:
This project consists of all labor, materials, tools, and equipment necessary for constructing
the Pahala Production Well and Supporting Facilities, including construction of waterlines,
drainage structures, electrical enclosure, control /chlorination building, asphalt pavement,
electrical and SCADA equipment at the well site, SCADA upgrade at the Kau Baseyard,
mechanical work, electrical work, structural work, and repairing the existing well ready for
operation.
Project Cost:
1) Low Bidder (Isemoto Contracting Co., Ltd.) $1,624,430.00
2) Construction Contingency ( —11 %) 175,570.00
Total Construction Cost: = 1- 800 - 000.00
Funding for this project will be from the Department of Water Supply Capital Improvement
Project (C.I.P.) Budget. Engineer's estimated cost - $2,489,209.00.
The contractor will have 270 calendar days to complete this project.
RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2002 -809, CONSTRUCTION OF THE PAHALA PRODUCTION WELL AND
SUPPORTING FACILITIES, to the lowest responsible bidder, Isemoto Contracting Co., Ltd.,
for their bid amount of $1,624,430.00 plus $175,570.00 in construction contingency for a total
contract amount of $1,800,000.00, subject to review as to form and legality of the contract by
Corporation Counsel.
8) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEMS:
The Department has 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: Jan Andrade Joaquin and Jody Theriot
TMK: (3) 4 -6- 010:005 portion
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2. GRANT OF EASEMENT
For Water Meter Purposes
Subdivision Application No. 2004 -0086
Grantors: Eliahu E. Pessah and Emma C. Pessah, husband and wife
Albert Pessah and Sylvia E. Pessah, husband and wife
TMK: (3) 6 -5- 002:055 portion
E.W.O.: 2007 -102
3. GRANT OF EASEMENT
Water Meter and Access Easement
Grantors: William Napua Cantor and Gail Satsu Cantor, husband and wife
TMK: (3) 7 -3- 007:058
4. GRANT OF EASEMENT AND BILL OF SALE
Subdivision Application No. 99 -129
Grantor: Banyan Bluff, LLC, a Hawaii limited liability company
TMK: (3) 3 -5- 008:019 portion
E.W.O.: 2005 -074
Lots: 6 Zoning: RS -15
Facilities Charge: $33,000.00 Paid: 11/21/05
Final Inspection Date: 8/23/05
Water System Cost: $40,500.00
5. GRANT OF EASEMENT AND BILL OF SALE
Grantor: Thomas C. Rosenbaum, a married man
TMK: (3) 8 -1- 025:021
E.W.O.: 2007 -093
Lots: 6 Zoning: RS -15
Facilities Charge: $27,500.00 Paid: 01/11/08
Final Inspection Date: 12/26/07
Water System Cost: $33,467.40
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. BANKING AND CASH MANAGEMENT:
This item was deferred by the Board at its December 18, 2007, meeting.
Executive Session
The Board anticipates convening an Executive Session for the purpose consulting with the
Board's attorney on questions and issues pertaining to the Board's powers, duties, privileges,
immunities and liabilities as per HRS 92- 5(a)(4).
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C. MONTHLY PROGRESS REPORT:
Submission of Progress Report of Projects by the Department (see attached). Department
personnel will be available to respond to questions by the Board regarding the status /progress
of any project.
D. 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.
E. WATER RATE STUDY:
For discussion by the Water Board on results of the final report.
F. WAIAKEA OFFICE PLAZA MACADAMIA NUT TREE REMOVAL:
The initial owners of the Waiakea Office Plaza planted four test Macadamia Nut trees on the
mauka - Hamakua side of the property. The trees are currently old, disease - ridden, and dying.
The trees pose a safety hazard and an obstacle for our groundkeepers. In the best interests of
the Department, the trees should be removed. The cost for removal is expected to be less than
$25,000.00; therefore, the informal bid process can be utilized.
RECOMMENDATION: It is recommended that the Board approve the removal of the four
Macadamia Nut trees on the Waiakea Office Plaza grounds through appropriate procurement
procedures and that either the Chairman or the Vice - Chairman be authorized to sign the
contract subject to review and approval of Corporation Counsel.
G. MANAGER'S REPORT:
1) The Manager will provide the status of the Palani Road Transmission Waterline project.
2) The Manager will provide a status of the Hawaiian Ocean View exploratory well.
3) The Manager will provide a status of the Kona Water Quality.
4) The Manager will provide an update on negotiations with Kamehameha Investment
Corporation.
5) Ms. Kim to brief the Board on the Hawaii 2050 Sustainability Task Force's final draft plan
as it relates to water sustainability.
6) Employee of the Quarter (4th quarter of 2007)
H. CHAIRMAN'S REPORT:
Chairman to provide comments and /or information relating to matters of concern to the Water
Board.
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9) ANNOUNCEMENTS:
Next Meeting:
The next meeting of the Water Board will be held on February 26, 2008, 10:00 a.m., in the
Royal Kona Resort, Resolution Room, 75 -5852 Alii Drive, Kailua -Kona, Hawaii
10) STATEMENTS FROM THE PUBLIC
11) 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), Hawaii
County Code} Registration forms and expenditure report documents are available at the
Office of the County Clerk - Council, Hilo, Hawai `i.
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