HomeMy WebLinkAbout2009-12-15 Water Board AgendaDEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAII
WATER BOARD MEETING
AGENDA
MEETING DATE: December 15, 2009
TIME: 10:00 a.m.
PLACE: Department of Water Supply, Operations Conference Room, 889 Leilam Street, Hilo
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 November 24, 2009, regular Water Board Meeting
4) APPROVAL OF ADDENDUM AND /OR SUPPLEMENTAL AGENDA
(Note: Addendum requires Roll Call Vote)
5) HAMAKUA:
A. JOB NO. 2006 -905, CONSTRUCTION OF THE KAPULENA WELL DEVELOPMENT —
PHASE I (WELL NO. ):
Bids for this project were opened on December 3, 2009, at 2:00 p.m., and the following are the bid
results:
Engineer's Construction Cost Estimate: $1,152,595.00.
Construction Contract Duration: Two hundred seventy (270) calendar days.
Project Scope: This project consists of providing all labor, materials, tools, and equipment necessary
to drill, case, and pump test the 18 -inch Kapulena Well at 1,033 -foot elevation, all in accordance with
the plans and specifications. The scope of work generally includes: 1) improvements to the existing
access road to the drill construction site; 2) construction of the well drilling pad; and 3) construction,
disinfection, and pump testing of the Kapulena well.
The project cost will be as follows
Project Cost:
1) Low Bidder (Water Resources International, Inc.) $857,741.00
2) Construction Contingency ( -10 %) $ 86,259.00
Total Construction Cost: X944,000.00
Funding for this project will initially be from DWS C.I.P. budget; however, DWS will be pursuing a
loan under the Drinking Water State Revolving Fund (DWSRF).
Department Staff has reviewed the bids, and finds the bid from Water Resources International, Inc.,
acceptable as submitted.
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Bidder
Amount
Water Resources International, Inc. (Lowest Responsible Bidder)
$857,741.00
Beylik Drilling & Pump Service, Inc.
$996,487.00
Engineer's Construction Cost Estimate: $1,152,595.00.
Construction Contract Duration: Two hundred seventy (270) calendar days.
Project Scope: This project consists of providing all labor, materials, tools, and equipment necessary
to drill, case, and pump test the 18 -inch Kapulena Well at 1,033 -foot elevation, all in accordance with
the plans and specifications. The scope of work generally includes: 1) improvements to the existing
access road to the drill construction site; 2) construction of the well drilling pad; and 3) construction,
disinfection, and pump testing of the Kapulena well.
The project cost will be as follows
Project Cost:
1) Low Bidder (Water Resources International, Inc.) $857,741.00
2) Construction Contingency ( -10 %) $ 86,259.00
Total Construction Cost: X944,000.00
Funding for this project will initially be from DWS C.I.P. budget; however, DWS will be pursuing a
loan under the Drinking Water State Revolving Fund (DWSRF).
Department Staff has reviewed the bids, and finds the bid from Water Resources International, Inc.,
acceptable as submitted.
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6)
RECOMMENDATION: It is recommended that the Board award the contract for JOB NO. 2006 -905,
CONSTRUCTION OF THE KAPULENA WELL DEVELOPMENT — PHASE 1 (WELL NO. __), to
the lowest responsible bidder, Water Resources International, Inc., for their bid amount of
$857,741.00, plus $86,259.00 for construction contingency, for a total contract amount of $944,000.00.
It is further recommended that either the Chairperson or the Vice - Chairperson be authorized to sign the
contract, subject to review as to form and legality by Corporation Counsel.
NORTH KONA:
A. JOB NO. 2009 -954, KAHALU`U SHAFT PUMP NO. 1 REPAIR:
The contractor, Derrick's Well Drilling and Pump Services, LLC, has requested a contract time
extension of 91 calendar days. This is due to unavoidable material and manufacturing delays in the
delivery of the pump. The contractor's supplier has changed the scheduled arrival date to mid -April,
2010, which is beyond the control of the contractor.
Note: There is no additional cost associated with this time extension.
Staff has reviewed the request and finds that the 91 calendar days are justified. This is the first time
extension request.
• 1st time extension — 91 calendar days
RECOMMENDATION: It is recommended that the Board approve a contract time extension to
Derrick's Well Drilling and Pump Services, LLC, of 91 calendar days for JOB NO. 2009 -954,
KAHALU`U SHAFT PUMP NO. 1 REPAIR. If so approved, the contract completion date will be
revised from January 29, 2010 to Apri130, 2010.
7) MISCELLANEOUS:
A. LEGISLATIVE AUDIT OF DWS:
Discussion /Action on the Board's recommended focus areas for the Legislative Auditor's audit of
DWS.
B. 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. BILL OF SALE
Seller: Hospice of Hilo
E.W.O. 2009 -026
Lots: 2
Facilities Charge: $50,690.00
Final Inspection Date: 4/28/2009
Water System Cost: $72,729.00
TMK: (3) 2 -4- 001:179)
Zoning: RS -10
Paid: 4/28/2009
RECOMMENDATION: It is recommended that the Water Board accepts 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.
C. REPORT OF AD HOC FINANCE COMMITTEE:
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The Water Board's Ad Hoc Finance Committee Chairperson, Mr. Art Taniguchi, is investigating the
following areas, which encompass the scope of the Committee's work. At this meeting, the Committee
may do the following:
1. Report/discussion on vehicle take -home policy;
2. Report/discussion on procedures regarding cash control. (Discussion was deferred from the
November 24, 2009 Board meeting, pending input from the Legislative Auditor.)
Note: At the November 24, 2009 Board meeting, Mr. Taniguchi reported that the Committee
concurred with DWS's policy on credit card use.
D. ENERGY MANAGEMENT ANALYST UPDATE:
The following areas will be covered:
1. Report on the Ldlamilo Windfarm
2. Mayor's Energy Advisory Commission
E. MONTHLY PROGRESS REPORT:
Submission of Progress Report of Projects by the Department. Department personnel will be available
to respond to questions by the Board regarding the status /progress of any project.
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. POWER COST CHARGE:
The Power Cost Adjustment will be discussed, with possible action by the Board. (Currently, the
Power Cost Charge is $1.68 per 1,000 gallons.)
H. WATER RATE STUDY:
Discussion on the new water rate study that the Department is planning to conduct, to address the
shortage of funds being generated from water sales.
RW Beck is planning to make their presentation to the Water Board at the January 26, 2010, Board
Meeting. RW Beck plans to show what DWS's revenue requirements will be over the next 5 years
based on our cost of service over the same period.
The Board will need to provide input as to:
1. When rate increases, if any, are to become effective beginning July 1, 2010;
2. Percentage increases for the water rates; and
3. How the agricultural rate will be adjusted, if at all.
I. MANAGER'S REPORT:
The Manager will provide an update or status on the following:
1. Update on use agreement on KIC wells
2. Palam Road Transmission Project
3. Announcement of DWS service retirements
4. Ainaloa Pipeline update
5. Meeting Schedule/Venues for Water Board meetings in 2010
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J. BOARD MEMBERS' SERVICE:
Section 134(d) of the County Charter allows a Board Member whose term has expired to serve an
additional 90 days or until a successor is appointed and confirmed, whichever comes first.
RECOMMENDATION: Pursuant to Section 134(d) of the County Charter, expired term Board
Members will be allowed to serve an additional 90 days or until their successor is appointed and
confirmed, whichever comes first, if so desired.
K. ELECTION OF CHAIRPERSON AND VICE - CHAIRPERSON FOR 2010:
Board to elect Chairperson and Vice - Chairperson for the 2010 term.
L. EXECUTIVE SESSION:
The Board anticipates convening an executive meeting to consider the evaluations of the Manager, as
authorized by Hawaii Revised Statutes, Sections 92 -4 and 92- 5(a)(2). A two - thirds vote, pursuant to
HRS Section 92 -4, is necessary to hold an executive meeting.
M. MANAGER'S EVALUATION:
Discussion /Action on Manager's evaluation and compensation.
N. CHAIRPERSON'S REPORT:
Chairperson to provide comments and /or information relating to matters of concern to the Water
Board.
8) ANNOUNCEMENTS:
1. Next Meeting:
The next meeting of the Water Board will be held on January 26, 2010, at 10:00 a.m. at the Department
of Water Supply, Operations Center, Conference Room, 889 Leilam Street, Hilo.
9) STATEMENTS FROM THE PUBLIC:
10) ADJOURNMENT
Anyone who requires an auxiliary aid or service for effective communication or a modification ofpolicies or procedures to participate in this Water Board
Meeting should contact Doreen Shirota, Secretary, at 961 -8050 as soon as possible, but no later than five days before the scheduled 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 ofattempting 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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