HomeMy WebLinkAbout2008-09-23 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: September 23, 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 August 26, 2008, Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA (if necessary)
(Note: Addendum requires Roll Call Vote)
5) SOUTH HILO:
A. JOB NO. 2005 -862, CONSTRUCTION OF THE WAIAKEA OFFICE PLAZA AIR
CONDITIONING REPLACEMENT:
Bids were opened on September 12, 2008; and following are the bid results:
Bidder
Amount
Isemoto Contracting Company, Ltd.
$4,728,600.00
Central Construction, Inc.
$4,970,824.00
Constructors Hawaii, Inc.
$5,600,000.00
Project Scope: This project consists of replacing the existing air conditioning system,
constructing a new mechanical equipment building, and performing incidental architectural,
electrical, civil, and structural work.
Project Cost:
1) Low Bidder ( Isemoto Contracting Company, Ltd.) $4,728,600.00
2) Construction Contingency (8 %) 378,288.00
Total Construction Cost: 5 -106- 888.00
Funding for this project will be from the 2006 General Obligation Bond. The contractor will
have 180 calendar days to complete this project. The Engineering estimate was
$3,000,000.00.
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RECOMMENDATION: It is recommended that the Board award the contract for JOB
NO. 2005 -862, CONSTRUCTION OF THE WAIAKEA OFFICE PLAZA AIR
CONDITIONING REPLACEMENT, to the lowest responsible bidder, Isemoto Contracting
Company, Ltd., for their bid amount of $4,728,600.00 plus $378,288.00 in construction
contingency for a total contract amount of $5,106,888.00, and that either the Chairperson or
the Vice - Chairperson be authorized to sign the contract(s), subject to review as to form and
legality of the contract(s) by Corporation Counsel.
B. JOB NO. 2006 -893, CONSTRUCTION OF THE WAIAKEA OFFICE PLAZA
COVERED WALKWAY:
Contractor is requesting additional compensation beyond the contingency. This additional
compensation is due to price escalation of materials and labor for delays beyond the control of
the contractor as well as additional work requested by the Department. Additional funds
requested by the contractor is $20,541.00 of which staff has reviewed and found that
$11,062.00 are justified.
Original contract amount is $166,000.00 and original contingency amount is $14,000.00.
Change order no. 1 processed for $13,300.00
Additional funds required: $11,062.00 — ($14,000.00 - $13,300.00) = $10,362.00
RECOMMENDATION: It is recommended that the Board allocate additional funds in the
amount of $10,362.00 for JOB NO. 2006 -893, CONSTRUCTION OF THE WAIAKEA
OFFICE PLAZA COVERED WALKWAY.
C. WAIAKEA OFFICE PLAZA LEASE AMENDMENT - STATE OF HAWAII,
DEPARTMENT OF COMMERCE AND CONSUMER AFFAIRS (DCCA):
The State of Hawaii, Department of Commerce and Consumer Affairs (DCCA), is a tenant at
the Waiakea Office Plaza, leasing 546 square feet of office space in the upper level of the
Kapoho wing. This lease amendment extends the term of their lease through December 31,
2008, when DCCA is expected to vacate the building. Lease rent is being increased from
$2.50 to $3.00 per square foot as follows:
July 1, 2008, to December 31, 2008 (month to month) - $1,638.00 per month
Common area maintenance comprises $1.30 of the square foot rate with office rent making up
the remaining $1.70.
RECOMMENDATION: It is recommended that the Board approve the State of Hawaii,
Department of Accounting and General Services, Amendment No. 2 of Lease Agreement
No. 91 -30 -0011, subject to the approval of Corporation Counsel, and authorizes either the
Chairperson or the Vice - Chairperson to sign the lease amendment.
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D. KAWAILANI 0.50- MILLION GALLON RESERVOIR:
Executive Session
The Board anticipates convening an Executive Session for the purpose conferring with the
Board's attorney per Hawaii Revised Statutes (HRS) Sections 92 -4 and 92 -5(4) to consult with
the Board's attorney on questions and issues pertaining to the Board's powers, duties,
privileges, immunities, and liabilities relating to this project.
6) SOUTH KOHALA:
A. WATER TREATMENT PROPOSAL NO. 2008 -09, FURNISHING AND DELIVERING
C -9 POLYPHOSPHATE TO WAIMEA WATER TREATMENT PLANT, DISTRICT
OF SOUTH KOHALA (ON AN AS- NEEDED BASIS):
Bids were opened on September 11, 2008; and following are the bid results:
RECOMMENDATION: It is recommended that the Board award the contract for WATER
TREATMENT PROPOSAL NO. 2008 -09, FURNISHING AND DELIVERING C -9
POLYPHOSPHATE TO WAIMEA WATER TREATMENT PLANT, DISTRICT OF
SOUTH KOHALA (ON AN AS- NEEDED BASIS), to Phoenix V LLC dba BEI Hawaii at the
unit price of $693.50 for the period beginning October 1, 2008, and ending June 30, 2010, and
that either the Chairperson or the Vice - Chairperson be authorized to sign the contract(s),
subject to review as to form and legality of the contract(s) by Corporation Counsel.
B. WAIKOLOA RESERVOIR NO. 2 EARTHQUAKE REPAIRS
JOB NO. 2007- 043/ENGINEERING WORK ORDER NO. 43 -001:
A draft copy of the terms and conditions for right -of -entry to State lands was received from
the Department of Land and Natural Resources for action by the Water Board. The right -of-
entry is needed for construction of this project.
RECOMMENDATION: It is recommended that the Water Board accept this document
subject to the approval of the Corporation Counsel and that either the Chairperson or the
Vice - Chairperson be authorized to sign the final document.
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C -9 POLYPHOSPHATE
(ON AN AS- NEEDED BASIS)
DELIVERY POINT:
WAIMEA WATER TREATMENT PLANT
BIDDERS
DELIVERY TO BE MADE ABOUT ONCE EVERY
THREE (3) TO FOUR (4) WEEKS
ESTIMATED 5 DRUMS AT A TIME
Phoenix V LLC dba BEI Hawaii
Unit Price $ 693.50 per 30-gallon drum
F2 Industries, LLC
Unit Price $830.30 per 30-gallon drum
Shannon Chemical Corporation
Unit Price $ 1,359.28 per 30- gallon drum
RECOMMENDATION: It is recommended that the Board award the contract for WATER
TREATMENT PROPOSAL NO. 2008 -09, FURNISHING AND DELIVERING C -9
POLYPHOSPHATE TO WAIMEA WATER TREATMENT PLANT, DISTRICT OF
SOUTH KOHALA (ON AN AS- NEEDED BASIS), to Phoenix V LLC dba BEI Hawaii at the
unit price of $693.50 for the period beginning October 1, 2008, and ending June 30, 2010, and
that either the Chairperson or the Vice - Chairperson be authorized to sign the contract(s),
subject to review as to form and legality of the contract(s) by Corporation Counsel.
B. WAIKOLOA RESERVOIR NO. 2 EARTHQUAKE REPAIRS
JOB NO. 2007- 043/ENGINEERING WORK ORDER NO. 43 -001:
A draft copy of the terms and conditions for right -of -entry to State lands was received from
the Department of Land and Natural Resources for action by the Water Board. The right -of-
entry is needed for construction of this project.
RECOMMENDATION: It is recommended that the Water Board accept this document
subject to the approval of the Corporation Counsel and that either the Chairperson or the
Vice - Chairperson be authorized to sign the final document.
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7)
C. PARKER WELLS 3 AND 4, SECOND AMENDMENT OF AGREEMENT (TRI-
PARTY WATER DEVELOPMENT AGREEMENT — MAUNA LANI SERVICES,
INC., MAUNA KEA PROPERTIES, AND DEPARTMENT OF WATER SUPPLY):
At its March 25, 2008, meeting, the Water Board approved the First Amendment of
Agreement that extended the completion date from April 6, 2008, to August 31, 2008. Due to
delays beyond their control, Mauna Lani Services, Inc. (MLS), and Mauna Kea Properties
(MKP) are proposing to amend the agreement again to allow them an extension of time to
complete their required improvements. They have been proceeding in an acceptable manner
and have been delayed due to reasons beyond their control. DWS has been kept informed and
feels that they and their contractor have been doing what they can to complete the project as
expeditiously as possible.
DWS Staff has reviewed this Second Amendment of Agreement and finds it acceptable as
submitted. If approved, it will change their required completion date from August 31, 2008, to
December 31, 2008.
RECOMMENDATION: It is recommended that the Water Board accept the terms and
conditions of the Second Amendment of Agreement and authorize either the Chairperson or
the Vice - Chairperson to execute the Agreement subject to review and approval of the
Corporation Counsel.
NORTH KONA:
A. MATERIAL BID NO. 2008 -04, FURNISHING AND DELIVERING SPARE DEEPWELL
PUMP AND MOTOR SETS FOR PA`AUILO DEEPWELL, HONOKOHAU
DEEPWELL, HAWI DEEPWELL NO. 1, AND KE`EI DEEPWELL A; FURNISHING
AND DELIVERING SPARE DEEPWELL PUMPS FOR SADDLE ROAD DEEPWELL,
HAINA DEEPWELL, HALEKI`I DEEPWELL, AND `O`OKALA DEEPWELL:
The contractor, Beylik Drilling and Pump Service, Inc., has requested a contract time
extension of 30 calendar days (see attached), due to a delay from the pump manufacturer.
This will be the first time extension to the contract. Engineering staff has reviewed the request
and finds that the 30 calendar days are justified.
RECOMMENDATION: It is recommended that the Board grant this extension of contract
time of 30 calendar days to Beylik Drilling and Pump Service, Inc., for MATERIAL BID
NO. 2008 -04, FURNISHING AND DELIVERING SPARE DEEPWELL PUMP AND
MOTOR SETS FOR PA`AUILO DEEPWELL, HONOKOHAU DEEPWELL, HAWI
DEEPWELL NO. 1 AND KE`EI DEEPWELL A, FURNISHING AND DELIVERING
SPARE DEEPWELL PUMPS FOR SADDLE ROAD DEEPWELL, HAINA DEEPWELL,
HALEKI`I DEEPWELL AND `O`OKALA DEEPWELL FOR THE DEPARTMENT OF
WATER SUPPLY. If approved, the contract completion date will be extended from
October 15, 2008, to November 15, 2008.
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B. JOB NO. 2002 -806, MAMALAHOA HIGHWAY WATERLINE IMPROVEMENTS —
PHASE 2:
The contractor, Isemoto Contracting Co., Ltd., has requested a contract time extension of 130
days due to ongoing complications with the Kona SCADA system, causing delays in the
contractor's electrical work for this project. The contractor has been informed by DWS staff
that no work may be done on the SCADA system until approximately December 2008 while
modifications are being done to the system.
This would be the sixth 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.
• Time Extension #4: Project extended 90 days due to valve control additions that were not
shown on the plans and the installation of an additional valve at the Holualoa Well site,
also not shown on the plans.
• Time Extension #5: Project extended 180 days due to unexpected problems interfacing
with the Kona SCADA system.
Engineering staff has reviewed this time extension request and finds that the 130 calendar days
are justified.
RECOMMENDATION: It is recommended that the Board grant this extension of contract
time of 130 calendar days to Isemoto Contracting Co., Ltd., for JOB NO. 2002 -806,
MAMALAHOA HIGHWAY WATERLINE IMPROVEMENTS — PHASE 2. If approved,
the contract completion date will be extended from October 25, 2008, to May 4, 2009.
C. SEASCAPE DEVELOPMENT, LLC — WATER FACILITIES AGREEMENT:
The developer, Seascape Development, LLC (Seascape), through an earlier agreement,
replaced the existing 300 gallons per minute (gpm) to 500 gpm pump with a new 500 gpm to
700 gpm pump and appurtenances to allow the Department of Water Supply (DWS) to pump
from the Kalaoa Well at 500 gpm based on the existing well permit and power at the well site.
In order to obtain water units for their development, Seascape is proposing to enter into this
Water Facilities Agreement requiring them to obtain CWRM approval to utilize the pump
above the original permitted 500 gpm use. Seascape also upsized controls and equipment
necessary to allow pumping up to 700 gpm. To better utilize the pump at 700 gpm, DWS is
requiring Seascape to provide the land necessary to place a 1.0- million gallon (MG) reservoir
and supporting facilities on. Seascape is in the process of obtaining this parcel and will
provide DWS with approved construction plans with the design that allows DWS to utilize the
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proposed 1.0 -MG reservoir with the 700 gpm pump. The Water Facilities Agreement is
attached for review.
RECOMMENDATION: It is recommended that the Water Board approve the Water Facilities
Agreement and that either the Chairperson or the Vice - Chairperson be authorized to execute
the Agreement subject to the review and approval by Corporation Counsel.
D. PALANI TRANSMISSION PROJECT:
Status of easements for the project to be presented.
8) KAU:
A. JOB NO. 2002 -809, PAHALA PRODUCTION WELL AND SUPPORTING FACILITIES:
The contractor, Isemoto Contracting Co., Ltd., requests a 97- calendar day time extension.
This request is due to delays beyond the control of the contractor with processing the building
permit (see attached request from the contractor). This is the first time extension request.
Engineering staff has reviewed this time extension request and finds that the 97 calendar days
are justified.
RECOMMENDATION: It is recommended that the Board approve a contract time extension
to Isemoto Contracting Co., Ltd., of 97 calendar days from January 6, 2009, to April 13, 2009,
for JOB NO. 2002 -809, PAHALA PRODUCTION WELL AND SUPPORTING
FACILITIES.
9) 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.
GRANT OF EASEMENT AND BILL OF SALE (deferred at 8/26/08 meeting)
Subdivision Application No. 91- 000203
Grantor /Seller: W. H. SHIPMAN, LIMITED
TMK: (3) 1 -6- 151:022
E.W.O.: 2009 -012
Lots: 22 Zoning: MG 20
Facilities Charge: $302,500.00 Paid: 9/08/2006
Final Inspection Date:
Water System Cost: $
2. DEED (Reservoir Lot)
Hualalai Vistas Subdivision, File Plan 2444
Page 6 of 8 9- 23- 08— Agenda.doc
Grantor: HV Associates, LLC
TMK: (3) 7- 3- 007:089, (Lot 9)
E.W.O.: 2006 -071
RECOMMENDATION: It is recommended that the Water Board accept these documents
subject to the approval of the Corporation Counsel and that either the Chairperson or the
Vice - Chairperson be authorized to sign the documents.
B. UNACCOUNTED WATER PROGRAM UPDATE AND ENERGY RECOVERY:
A second presentation will be given by Department personnel, followed by discussion.
C. POWER COST ADJUSTMENT CLAUSE:
Report to be given followed by discussion.
D. 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.
E. 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.
F. WATER RATE STUDY:
For discussion by the Water Board on results of the final report.
G. MANAGER'S REPORT:
1) The Manager will provide a status of the Hawaiian Ocean View exploratory well.
2) The Manager will provide an update on negotiations with Kamehameha Investment
Corporation.
3) The Manager will provide a report of the Hamakua Community Meeting.
H. STATE REVOLVING FUND PROGRAM AWARD:
The Department of Water Supply won a national award for its Honomu and Pahala State
Revolving Fund projects. Details of the award to be given.
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I. CHAIRPERSON'S REPORT:
Chairperson to provide comments and /or information relating to matters of concern to the
Water Board.
10) ANNOUNCEMENTS:
Next Meeting:
The next meeting of the Water Board will be held on October 28, 2008, 10:00 a.m., in the Hilo
Operations Center Conference Room, 889 Leilani Street, Hilo, Hawaii.
11) STATEMENTS FROM THE PUBLIC
12) 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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