HomeMy WebLinkAbout2013-02-26 Water Board Agenda
DEPARTMENT OF WATER SUPPLY
COUNTY OF HAWAIÒI
WATER BOARD MEETING
AMENDED AGENDA
(Revises Item 5 B. JOB NO. 2012-985, HUALLAI DEEPWELL REPAIR, and Adds Item 5 D. FIRST
AMENDMENT TO AMENDED AND RESTATED AGREEMENT REGARDING DEVELOPMEN
SOUTH WAIÒAHA WATER SYSTEM AND TERMINATION OF AGREEMENT REGARDIN
DEVELOPMENT OF NORTH WAIÒAHA WATER SYSTEM.)
MEETING DATE: February 26, 2013
TIME: 10:00 a.m.
PLACE: West HawaiÒi Civic Center, Community Center, Bldg. G, 74-5044 An
Hwy, Kailua-Kona, HI
(please turn cell phones off or set to silent)
1) CALL TO ORDER Î 10:00 a.m.
2) STATEMENTS FROM THE PUBLIC
3) APPROVAL OF MINUTES
Minutes of the January 22, 2013,Water Board meeting
4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA
(Note: Addendum requires Roll Call Vote)
5) NORTH KONA:
A. ASSIGNMENT AND ASSUMPTION; CONSENT:
(This Item was deferred at the January 22, 2013, Board meeting.)
Palamanui Global Holdings LLC and Kohanaiki Shores LLC, develope
Kohanaiki projects, respectively, in North Kona and current parties with the Board to a June 15, 1999
Water Agreement, as amended, seek the BoardÓs consent to the assignment by Kohanaiki to Palamanui
and the assumption by Palamanui from Kohanaiki of all of KohanaikiÓs rights and obligations under the
agreement, and the BoardÓs release of Kohanaiki from any further obligations under the agreement.
RECOMMENDATION: It is recommended that the Board accept this document, subject
Corporation Counsel as to form and legality, and that either the Chairperson or the Vice-Chairperson be
authorized to sign the document.
B. JOB NO. 2012-985, HUALLAI DEEPWELL REPAIR:
(This Item was deferred at the January 22, 2013, Board meeting.)
This project generally consists of the replacement of the existing deep well submersible motor, pump,
power cable, column pipe and appurtenances and chlorination of the well and pumping assembly, in
accordance with the plans and specifications.
Bids for this project were opened on January 15, 2013, at 2:30 p
results:
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Bidder Bid Amount
Beylik Drilling and Pump Service, Inc. $79,223.00
DerrickÓs Well Drilling and Pump Services, LLC $93,000.00
Project Costs:
1) Low Bidder (Beylik Drilling and Pump Service, Inc.) $ 79,2
2) Contingencies (~10%) $ 7,922.00
Total Cost: $ 87,145.00
Funding for this project will be from DWSÓs CIP Budget. The contractor will have 180 calendar days to
complete this project. The engineering estimate for this project
RECOMMENDATION: It is recommended that the Board award the contract for JOB N
HUALLAI DEEPWELL REPAIR, to the lowest responsible bidder, Beylik Drilling and Pump
Services, Inc., for their bid amount of $79,223.00 plus $7,922.00 for contingencies, for a total contract
amount of $87,145.00. 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.
C. JOB NO. 2008-934, CONSTRUCTION OF THE KONA OCEAN VIEW PROPERTIES WATER
SYSTEM IMPROVEMENTS:
Bids were opened on February 7, 2013 at 2:00 p.m.; and the following are the bid results:
Adjusted Bid Amount*
Bidder Bid Amount (for purposes of bid
award)
Koga Engineering & Construction, Inc. $1,121,544.90 $1,057,017.66
Isemoto Contracting Co., Ltd $1,274,964.00 $1,211,215.80
Kona Kau Construction Services & Supplies, Inc. $1,352,345.64 $1,276,328.36
Nan, Inc. $1,945,943.56 $1,945,910.08
Goodfellow Bros., Inc. $2,389,274.00 $2,248,200.30
*Bids were adjusted (for the purposes of award) to provide credits for use of Hawaii Products and
participation in the State Apprenticeship Program. There was also a minor correction to one of the bids.
Project Cost:
1.Low Bidder (Koga Engineering & Construction, Inc.) $1,121,544.90
2.Construction Contingency (~10%) 112,155.10
Total Construction Cost: $1,233,700.00
Funding for this project will be from the USDAÓs Rural Utilities Service Water and Waste Water Loan
and Grant program and County G.O. Bonds (Loan - $1,169,000, Gran
$1,522,369). The consultant contract amount is $151,750.00. There are other fees that will be
reimbursable by the loan/grant funds.
The contractor will have 270 calendar days to complete this proj
Pursuant to the HawaiÒi County Code, Section 12-24, the award of contract is subject to the creation of
the improvement district.
RECOMMENDATION: It is recommended that the Board award the contract for JOB NO
CONSTRUCTION OF KONA OCEAN VIEW PROPERTIES WATER SYSTEM IMPROVEMENTS,
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to the lowest responsible bidder, Koga Engineering & Construction, Inc., for their bid amount of
$1,121,544.90 plus $112,155.10 in construction contingency, for a total contract amount of
$1,233,700.00, subject to review as to form and legality of the contract by Corporation Counsel and the
acceptance by the USDA Rural Development, HawaiÒi County Council and homeowners of the
Improvement District Assessment amount.
D. FIRST AMENDMENT TO AMENDED AND RESTATED AGREEMENT REGARDING
DEVELOPMENT OF SOUTH WAIÒAHA WATER SYSTEM AND TERMINATION OF
AGREEMENT REGARDING DEVELOPMENT OF NORTH WAIÒAHA WATER SYSTEM:
The Developer, WaiÒaha System, LLC has requested to amend the subject agreement and transfer 120
units from Tax Map Key (TMK) 7-5-017:031 (Kona Coffee & Tea Comp
024:011, 012 and 017 (McClean Honokhau Properties). The amended agreement shall include the
revised language to incorporate the new property being served by the WaiÒaha Water System. It shall
also include the necessary exhibits as well as a revised hydraulic analysis approved by the Department
of Water Supply (DWS) showing that the subject property can be adequately served by the WaiÒaha
Water System as well as the existing DWS system. Any improvements required shall also be outlined
in the analysis and shall be the responsibility of the developer to receive water service to the property
from this agreement.
Recommendation to be made at the meeting.
6) MISCELLANEOUS:
A. DEDICATION OF WATER SYSTEMS:
The Department has received the following documents for action b
systems have been constructed in accordance with the DepartmentÓs standards and are in acceptable
condition for dedication.
1. GRANT OF EASEMENT AND BILL OF SALE
Subdivision Application No. 2007-000665
Grantors/Sellers: Charlotte Chiung-Chiao Cheng, Michael Hirosh
Florine KuÒualoha Paro
Tax Map Keys: (3) 2-4-009: 099, 058 and 096
Facilities Charge: $45,190.00 Date Paid: 2/14/2013
Final Inspection Date: 2/15/2013
TBA
Water System Cost: $
RECOMMENDATION: It is recommended that the Water Board accepts these documents
approval of the Corporation Counsel, and that either the Chairman or the Vice-Chairman be authorized
to sign the documents.
B. DEPARTMENT OF WATER SUPPLY PROPOSED OPERATING BUDGET FOR FISCAL
YEAR 2014 AND 5-YEAR CAPITAL IMPROVEMENT BUDGET FOR FISCAL YEARS
2018:
FY 2014 Operating revenues were computed based on a 3.3% consumption increase, plus a 4.3%
increase in water rates that were determined in a rate study by RW Beck. The DepartmentÓs largest
expense remains purchased power totaling $23,600,000 for the year. Salaries totaling $9,442,500 were
not adjusted for furloughs or pay increases, and include 189 positions, 23 of which are currently vacant,
and 6 of which are new.
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The C.I.P. budget is presented in a new 5-year format in order t
what the DepartmentÓs infrastructure needs are.
RECOMMENDATION: It is recommended that the Water Board approve the DepartmentÓs FY 2014
Operating budget and 5-year C.I.P. budgets for Fiscal Years 2014-2018 on this first of two readings.
Staff also recommends that a public hearing on the proposed Operating Budget for FY 2014 and 5-Year
Capital Improvement Budget for Fiscal Years 2014-2018 be held at 9:45 a.m. on March 19, 2013, just
prior to the regular Water Board meeting.
C. DEPARTMENT OF WATER SUPPLY PROPOSED TABLE OF ORGANIZATION:
The Department recognizes the need to revise its current table of organization to align with current and
future needs as identified in the Strategic Plan. As such, the Department proposes the following
changes:
1)REVISED POSITION ORGANIZATION CHART -- ADMINISTRATION DIVISION -
INFORMATION SYSTEMS BRANCH
The Department proposes to amend its Table of Organization, Position Organization Chart to create
a Network and Systems Section and an Applications and Database Section, in addition to the
existing Geographic Information Systems (GIS) and Information Technology Support Sections.
The proposed Network and Systems Section will provide hardware and software support for
network and systems. The proposed newly-created table of organization positions will include five
Information Systems Analyst (I SR-16, II SR-18, III SR-20, IV SR
The proposed Applications and Database Section will provide applications, database and web
support. The proposed newly created table of organization positions will include five Information
Systems Analyst (I SR-16, II SR-18, III SR-20, IV SR-22, V SR-24) and one Information Systems
Support Technician (II SR-15) positions.
The existing Information Technology Support Section will also be more accurately renamed to the
Information Systems Support Section.
The proposed changes will provide the Department the ability to meet its goals of improved
efficiency, through the appropriate use of technology (integrated information management:
centralized data, Intranet communication, electronic bidding, GI
numerous positions appear on the organization chart, positions will only be filled as needed.
2)REVISED POSITION ORGANIZATION CHART -- ADMINISTRATION DIVISION -
RESOURCES BRANCH
The Department proposes to amend its Table of Organization, Position Organization Chart to create
a new Safety Trainer position, as well add Human Resources Techn
Specialist I and II positions.
The proposed Safety and Driver Coordinator will oversee departme
comprehensive driver improvement programs. The Safety Trainer will conduct annual safety and
equipment training to comply with all OSHA and HIOSH regulations, legislation, standards and
practices.
The proposed Human Resources Technician II, Human Resources Spec
Resources Specialist II positions will provide the ability to meet the increasing requirements in the
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human resources/personnel field. There have been increasing duties as a result of Federal and State
legislation, as well as revised procedures at the County of Hawaii Department of Human Resources.
3)REVISED POSITION ORGANIZATION CHART -- ENGINEERING DIVISION
The Department proposes to amend its Table of Organization, Position Organization Chart, to add
the Engineering Drafting Technician I through IV positions to th
more appropriately renaming that branch the Drafting Services Branch, while eliminating one of the
Engineering Drafting Technician V positions. In addition, the D
Support Services Section to the Engineering Branch which include
Support Technician I, II and III. The Department is also adding an Engineering Support Technician
I to the Technical Support Section of the Water Resources and Pl
Records Section of the Water Quality Assurance and Control Branc
Creating the Engineering Drafting Technician series allows the Department to hire an entry-level
drafting technician who could eventually progress to higher drafting technician levels as the need
arises. The Engineering Drafting Technicians will be supporting
with drafting needs, as well as organization and maintenance of As-Built plans. Responsibilities of
the positions will also include the support and maintenance of major drafting equipment within the
Engineering Division, and coordinating the inclusion of water systems with the DepartmentÓs GIS
system.
Creation of the Technical Support Services Section in the Engine
sections in the Water Quality Assurance and Control Branch, as well as the Water Resources and
Planning Branch. Besides assisting the engineers and inspectors
Engineering Support Technicians will log, track, file and distri
submittal to completion of As-Built plans. Being able to keep u
of plans whether for review or processing of As-Built plans, all
and respond to inquiries more efficiently.
Rename the Civil Engineer VII (EM07) position to Chief of Engine
among division heads.
4)REVISED POSITION ORGANIZATION CHART -- FINANCE DIVISION
The Department proposes to amend its Table of Organization, Position Organization Chart, to create
the Accountant I, Credit & Collections Supervisor, and Supervising Cashier positions. In addition,
the Department proposes to transfer the Billing Support section from the Support Services Branch to
the Customer Service Branch, transfer the Accountant III position from the Support Services Branch
to the Management Accounting Branch, and reallocate the Waterworks Controller, Customer
Service Supervisor, and Assistant Customer Service Supervisor positions.
The Accountant I (SR18) position will oversee the processing and reporting of Departmental payroll
which has consistently been under pressure to meet deadlines while also providing for normal
vacation and sick leave among staff.
The Credit & Collections Supervisor (SR17) will oversee the collection of delinquent accounts, both
active and closed, on a timely basis. Monitoring both active an
is not possible without additional manpower.
The Supervising Cashier (SR14) will oversee servicing of walk-in customers, processing of
incoming mail, and accounting and depositing of department funds on a daily basis, which have
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consistently been difficult to accomplish while also providing for normal vacation and sick leave
among staff.
Reallocate the Waterworks Controller (EM05) position to Chief of Finance (EM07) to make
compensation consistent with responsibilities and between division heads.
Reallocate Customer Service Supervisor position (SR18 to SR24) and Assistant Customer Service
Supervisor position (SR16 to SR22) to reflect additional responslating to supervision,
coordination between functions with other divisions, and advances in technology and equipment.
Consolidate accounting positions in the Management Accounting Branch under an Accounting
section. This will provide more flexibility to utilize accountinbetween functions and
provide a series for promotion within the Department.
Delete the existing Purchasing Agent position which has never been filled.
Please note that although numerous positions appear on the organization chart, positions will only be
filled as needed. The proposed changes will also help the Department achieve its Strategic vision
being an Òemployer of choice,Ó as the changes will provide caree
RECOMMENDATION: It is recommended that the Water Board approve the proposed r
of Organization.
D. AD HOC FINANCE COMMITTEE REPORT:
The Water BoardÓs Ad Hoc Finance Committee Chairperson, Mr. Art Taniguchi, has been investigating
the three focus areas (DWSÓs policies on credit card use, cash control and vehicle take-home), which
encompass the scope of the CommitteeÓs work. At this meeting, the Committee may do the following:
Discussion of DWSÓs cash handling procedures and proposed change
include a possible switchover to OahuÓs billing system.
E. ENERGY MANAGEMENT ANALYST UPDATE:
The Energy Management Analyst will provide an update on significant changes or noteworthy areas
relating to energy use and the DepartmentÓs Green Initiatives.
F. 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/progre
G. 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 financi
status of the Department.
H. MANAGER-CHIEF ENGINEERÓS REPORT:
The Manager-Chief Engineer will provide an update or status on the following:
1)Palani Road Transmission Waterline Project
2)Kawailani Tank update
3)PuÒukala/Kona Ocean View Properties Subdivision Improvement District Update
4)Public Information and Education Specialist Update
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I. CHAIRPERSONÓS REPORT:
Chairperson will raise issues of interest to the Board.
7) ANNOUNCEMENTS:
1. Next Regular Meeting:
The next meeting of the Water Board will be held at 10:00 a.m. on March 19, 2013, at the Department
of Water Supply, Operations Conference Room, 889 Leilani Street, Hilo, HI.
2. Following Meeting:
The following meeting of the Water Board will be held at 10:00 a
Department of Water Supply, Operations Conference Room, 889 Leil
8) ADJOURNMENT
Anyone who requires an auxiliary aid or service for effective communication or a modification of policies or procedures to participate in this Water Board
Meeting should contact Janet Snyder, Secretary, at 961-8050 as s as possible, but no later than five days before the scheduled meeting. Notice to
Lobbyists: If you are a lobbyist, you must register with the HawaiÒi County Clerk within five days of becoming a lobbyist. {Article 15, Section 2-91.3(b),
HawaiÒi County Code} A lobbyist means Ðany 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.Ñ {Article 15, Section 2-91.3(a)(6), Hawaforms and expenditure report documents are available at the
Office of the County Clerk-Council, Hilo, HawaiÒi.
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