HomeMy WebLinkAbout2009-01-27 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: January 27, 2009
PLACE: Hilo Operations Center Conference Room, 889 Leilam 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
1) Minutes of the December 16, 2008, Public Hearing on the Proposed Amendment to the Frequency
and Method of Calculating the Power Cost Charge
2) Minutes of the December 16, 2008, regular Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA
(Note: Addendum requires Roll Call Vote)
5) PUNA:
A. WATER CREDITS AGREEMENT, MAKUU HAWAII:
Na Kupa`a O Kuhio (NKK), a non - profit entity, is proposing to construct and provide water for the
Department of Hawaiian Home Lands' Makuu subdivision in the district of Puna.
The proposed agreement specifies the number of water credits and percentage of Facility Charges
credits they will receive for the construction of the water system. The water system will consist of
a deepwell, pump and meter, reservoir, and transmission mains.
RECOMMENDATION: It is recommended that the Water Board approve the "Water Credits
Agreement, Makuu Hawaii," and that either the Chairperson or the Vice - Chairperson be
authorized to execute the Agreement subject to review and approval by Corporation Counsel.
B. FOSTER KERN, LLC — PETITION FOR CANCELLATION OF EASEMENT 378
AND DESIGNATION OF EASEMENT (TBD) FOR WATERLINE PURPOSES:
The existing Easement 378 had a leak on the waterline that was buried too deep (approximately
11 feet) for DWS equipment and personnel to fix. The existing waterline is transite as well as cast
iron (lead joint) pipe, that makes repair of leaks more difficult and usually temporary (leaks occur
elsewhere). DWS, as well as the owner, Foster Kern, LLC, agreed to utilize the 12" waterline that
was dedicated to DWS at the December 2007 Water Board Meeting. This new 12" waterline was
to replace the existing 10" transite and cast iron pipeline in their next phase. A temporary line was
installed between the old line and the 12" waterline that eliminated the portion of waterline that
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was leaking and causing additional pumping from the existing DWS wells. Thus, DWS and
Foster Kern, LLC, are in agreement that the easement over the abandoned portion of waterline
should be cancelled and that a new easement shall be designated over the temporary line.
RECOMMENDATION: It is recommended that the Water Board approve the PETITION FOR
CANCELLATION OF EASEMENT 378 AND DESIGNATION OF EASEMENT (TBD) FOR
WATERLINE PURPOSES and that either the Chairperson or Vice - Chairperson be authorized to
sign the documents.
6) SOUTH HILO:
7)
A. DRINKING WATER STATE REVOLVING FUND RESOLUTION NO. 09-01:
Attached is Resolution No. 09 -01 for the project of which we have submitted request for loans
under the Drinking Water State Revolving Fund (DWSRF). As part of the requirements, a
Resolution is required by the Water Board. This Resolution is specifically identified for the
following project: JOB NO. 2007 -926, HAKALAU IKI SPRING REMEDIATION, and authorizes
the Manager or the Deputy Manager to execute loans with the DWSRF for up to $606,167.00.
RECOMMENDATION: It is recommended that the Water Board adopt Resolution No. 09 -01
subject to the approval of Corporation Counsel.
B. JOB NO. 2007-926, HAKALAU IKI SPRING REMEDIATION:
The Contractor, Ed Higa General Contracting, has requested a 62- calendar day time extension.
This request is due to delays beyond the control of the contractor, and consists of 13 rain -out days,
five unworkable days due to inclement conditions after the floods of December 2008 and January
2009, and 44 calendar days to do additional work to help mitigate future storm water runoff
damage through the project site.
Staff has reviewed the request and finds that the 62 calendar days are justified. This is the first
time extension request.
RECOMMENDATION: It is recommended that the Board approve a contract time extension of
62 calendar days for this project. The contract completion date will be revised from January 27,
2009, to March 30, 2009.
NORTH KOHALA:
A. CONSTRUCTION RIGHT -OF -ENTRY AGREEMENT FOR THE HALAULA
EXPLORATORY WELL SITE:
The Department of Water Supply (DWS) is seeking to construct an exploratory well in the Halaula
area of the North Kohala district. DWS intends to develop and test the well prior to acquisition of
the property. If the well proves to be productive in terms of quantity and quality of water, then
DWS will acquire the site to fully develop the well and to locate a storage reservoir at the site. In
order to enter the site to construct and test the exploratory well, DWS has arranged to enter into a
Construction Right -of -Entry Agreement with the current landowner, Surety Kohala Corporation.
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Surety Kohala Corporation has approved the Agreement and signed it on their behalf. Corporation
Counsel has reviewed the document.
The well is to be located at the upper end of Halaula Road at approximately the 785' elevation.
The reservoir overflow elevation will beat the 810' elevation to match the Hawi Tank. Once
constructed, the new Halaula well and 810' reservoir maybe connected to the Hawi water system
such that either system can provide backup for the other system. The additional water from the
new well will allow increased water availability in the area. Current water policy allows only one
equivalent unit of water per pre - existing lot of record.
RECOMMENDATION: It is recommended that the Water Board approve the execution of the
Construction Right -of -Entry Agreement, and further that either the Chairperson or the
Vice - Chairperson be authorized to execute the Agreement.
8) SOUTH KOHALA:
A. JOB NO. 2007-919, EARTHQUAKE DAMAGED TANK REPAIRS, GROUP 42
(N. KONA/S. KOHALA), COUNTY OF HAWAII, STATE OF HAWAII,
FEMA- 1664- DR -HI, FIPS NO.001- UVKJ8 -00:
This project involves the repair and seismic retrofit of six (6) concrete water tanks that were
damaged in the October 15, 2006, Kiholo Bay Earthquake. (Note: This project involves sites in
South Kohala, as well as two sites in North Kona.)
Bids for this project will be opened on January 22, 2009, at 2:00 p.m.; and a report and
recommendation will be provided at the meeting.
B. JOB NO. 2007-043, CONSTRUCTION OF THE WAIKOLOA RESERVOIR NO.2
EARTHQUAKE REPAIRS, KAMUELA, HAWAII, COUNTY OF HAWAII, STATE OF
HAWAII, FEMA- 1664- DR -HI, FIPS NO.001- UVKJ8 -00, PW NO. 638:
1) The present consultant agreement with Kleinfelder West, Inc., is in need of a change order to
include construction services. These construction services will include the following tasks and
their associated fees:
ITEM
TASK DESCRIPTION
FEE AMOUNT
1.
Attendance of Preconstruction Meeting by Design
$ 5,450.00
Engineer.
2.
Provide review, comments, and recommendations to
$ 11,578.00
Contractor's Submittals (including, but not limited to,
shop drawings, Requests for Information, Change Orders,
Request for Price Proposals, laboratory test results, etc. ).
3.
Site visits and report preparation by Design Engineer.
$ 68,148.00
Each site visit to be five days duration. Anticipating six
site visits.
4.
Site visits and report preparation by Synthetic Liner
$ 36,216.00
Specialist. Each site visit to be five days duration.
Anticipating two site visits.
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5.
Coordination work with Construction Manager,
Geotechnical Engineer, and the Department.
$ 20,332.00
6.
Project Close Out Services.
$ 46,945.00
2.
a. Final site visit by Design Engineer (two days
$ 14,500.00
3.
duration).
$ 32,000.00
b. Prepare Project Close Out Report / Construction
$ 205,670.00
Summary Report.
c. Prepare First Filling Plan for reservoir leak test.
d. Prepare Record Drawings.
TOTAL
$188,669.00
Original Contract Amount
Change Orders to Date:
Requested Amount:
Revised Contract Amount:
$ 190,700.00
$ 41,727.00
$ 188,669.00 (NOT TO EXCEED)
$ 421,096.00
The amount for construction services will be paid on a "time and material" basis.
Funding will be from CIP Reserves.
The original contract had a completion date of June 30, 2008. The construction services are
anticipated to extend about two months beyond the project completion date of November 9,
2009. This extension is needed to accomplish items 6b and 6d of the Project Close -Out
Services (see chart above). Completion of these construction services will be scheduled for
January 9, 2010. Therefore, it is requested to extend the contract completion date from
June 30, 2008, to January 9, 2010, or an extension of 558 calendar days.
RECOMMENDATION: It is recommended that the Board grant this request for additional
funds of $188,669.00 and the extension of contract time of 558 calendar days to Kleinfelder
West, Inc., and that either the Chairperson or the Vice - Chairperson be authorized to sign the
documents, subject to approval by Corporation Counsel.
2) PROFESSIONAL SERVICES AGREEMENT:
A Professional Services Agreement contract for Construction Management for this project is
currently being processed. From the Department's procurement procedure, SSFM
International, Inc. (SSFM), was selected to provide the construction management services.
DWS staff recommends the services of a construction management firm, due to the inspection
and engineering services required during construction, as set forth by the State Department of
Land and Natural Resources' permitting requirements (including daily reports).
A fee proposal was requested and received from SSFM. These construction management
services will include the following tasks and their associated fees:
ITEM
TASK DESCRIPTION
FEE AMOUNT
1.
Provide Resident Construction Management Services
$ 159,170.00
2.
Provide Field Geotechnical Engineering Services
$ 14,500.00
3.
Provide Laboratory and In -Situ Testing Services
$ 32,000.00
TOTAL NOT TO EXCEED
$ 205,670.00
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The amount for construction management services will be paid on a "time and material" basis.
The contract time will be for the duration of the project construction, or 270 calendar days. This
project has a Notice to Proceed date of February 12, 2009, and a completion date of November 9,
2009.
Funding for the construction management services will be from G.O. Bond.
RECOMMENDATION: It is recommended that the Board approve the professional services
contract with SSFM International, Inc., and that either the Chairperson or the Vice - Chairperson be
authorized to sign the documents, subject to approval by Corporation Counsel.
9) KA`U:
A. JOB NO. 2000-765, PAHALA 0.5 MG CONCRETE RESERVOIR:
The contractor, Isemoto Contracting Co., Ltd., has submitted the costs associated with the
excavation and backfill of the lava tube as well as other miscellaneous changes in the project. The
total cost associated with the lava tube was $157,155.00, and $47,780.63 was associated to other
changes in the contract for a total of $204,935.63. The existing contingency amount was
$125,000.00; therefore, an additional $79,935.63 is being requested at this time to close out the
contract. Also, an additional 77 calendar days is being requested to cover the time that was
required to await the chain of custody document from the designated facility on the mainland,
which confirmed that the requirements of the hazardous materials (lead based paint on the steel
reservoir) were disposed of per the contract.
DWS staff has reviewed the proposals for the additional costs as well as extension of time, and
find it acceptable. This would be the fourth time extension.
First extension — 280 calendar days (discovery and recording of petroglyphs)
Second extension — 298 calendar days (excavation/backfill of lava tube and change to
seismic reinforcing)
Third extension — 28 calendar days (rescheduling of waterline connection)
RECOMMENDATION: It is recommended that the Board approve the additional $79,935.63 for
the construction contract and a contract time extension of 77 calendar days for this project. If
approved, the total cost of the construction project will be $1,836,319.63 and the contract
completion date will be revised from November 3, 2006, to January 19, 2007.
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.
1. GRANT OF EASEMENT AND BILL OF SALE
Subdivision Application No. 2001 -125
Grantors: Carrie Ann Inaba, Craig Alan Inaba and Jeffrey Ming Lee
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TMK: (3) 6 -4- 001:170 (Road Lot, Area 0.577 acre)
E.W.O.: 2007 -081
Lots: 1- existing, 3- additional Zoning: A -3a
Facilities Charge: $16,500.00 Date Paid: 5/31/2007
Final Inspection Date: 12/12/2008
Water System Cost: $46,500.00
2. GRANT OF EASEMENT (For Waterline and Access Purposes)
Grantors: Frederick George Gilman and Thomas Blake Callaway
TMK: (3) 2 -5- 028:029
RECOMMENDATION: It is recommended that the Water Board accept these documents subj ect
to the approval of Corporation Counsel, and that either the Chairperson or the Vice - Chairperson be
authorized to sign the documents.
B. PROFESSIONAL SERVICES AGREEMENT:
1) LAB SERVICES CONTRACT:
The current contract to perform microbiological and chemical potable water quality testing
expired on December 31, 2008. However, Item III B of the contract provides for extensions to
the contract.
Staff is currently processing a new contract for calendar year 2009.
RECOMMENDATION: It is recommended that the Board approve extending the current
contract until execution of the new contract.
C. LEGISLATIVE C.I.P. FUNDING REQUEST:
Staff to provide project briefing on the following projects we are requesting Legislative funding
for:
1. North Kona Water System Improvements
2. Ahualoa Transmission Pipeline
3. Waimea Reservoir
These proj ect requests were also listed on the Mayor's request to the Legislature.
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. ISSUANCE OF GENERAL OBLIGATION BONDS:
The Department anticipates needing $35 million to fund construction projects in Fiscal Year 2010
(FY10). Some of the more costly projects requiring funding in FYI include:
1) Olaa No. 6 Well and Reservoir $7,000,000
2) Ahualoa Well and Reservoir $6,500,000
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3) Kulaimano Well and Facilities $3,000,000
4) Kukuihaele Well Improvement $2,000,000
5) Kapulena Well $1,345,000
6) Piihonua- Kukuau Reservoir and Transmission $4,600,000
7) Laupahoehoe Reservoir $2,000,000
8) Milo Street Waterline and Reservoir $3,000,000
TOTAL FYI $29,445,000
Currently, DWS has approximately $18,000,000 in funds available to fund construction, broken
down by source as follows:
2) Piihonua Reservoir
1) CIP Reserve
$4,660,000
2) Facilities Charges
$3,000,000
3) 2006 GO Bonds
$8,750,000
4) Kona Source Assessment Fee
$1,600,000
TOTAL AVAILABLE
$18,010,000
These funds are to be used to fund the following construction projects anticipated for the
remainder of Fiscal Year 2009 (FY09):
1) Earthquake Tank Repairs 92
$2,900,000
2) Piihonua Reservoir
$7,500,000
3) Palam Transmission
$17,000,000
4) Papaikou Pipeline
$2,200,000
5) Puakea Reservoir
$1,500,000
6) Earthquake Tank Repairs 93
$1,500,000
TOTAL FY09
$32,600,000
The County of Hawaii cannot say exactly when their next General Obligation Bond will be issued
but has indicated that Water Board approval is required in order for DWS to be included.
RECOMMENDATION: The Department recommends that the Water Board approve a request to
the County of Hawaii to be included in the County's next General Obligation Bond issue for a
$25 million share; that DWS reimburse the County of Hawaii for DWS' share of debt service and
costs of issuance; and that the Manager be authorized to execute the necessary documents to
complete the issuance.
F. 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.
G. WATER RATE STUDY:
For discussion by the Water Board on results of the final report.
H. MANAGER'S REPORT:
The Manager will provide an update or status on the following:
1. Hawaiian Ocean View Exploratory Well
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2. Negotiations with Kamehameha Investment Corporation
3. Recycling Program
4. Transportation Committee
5. Employee of the Quarter Award (4th quarter of 2008)
I. CHAIRPERSON'S REPORT:
Chairperson 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 February 24, 2009, 10:00 a.m., at 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, Hilo, Hawai `i.
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