DEPARTMENT OF WATER SUPPLY

COUNTY OF HAWAI‘I

WATER BOARD MEETING

MEETING DATE: May 28, 2013

TIME: 10:00 a.m.

PLACE: West Hawai‘i Civic Center, Community Center, Bldg. G, 74-5044 Ane Keohokalole Hwy, Kailua-Kona, Hilo, HI

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 April 23, 2013, Water Board meeting

4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA

(Note: Addendum requires Roll Call Vote)

5) SOUTH HILO:

A. JOB NO. 2008-940, KULAI‘MANO PRODUCTION WELL AND SUPPORTING FACILITIES:

The contractor, Isemoto Contracting Company, Ltd., is requesting a contract time extension of 37 calendar days. This is the first time extension request for this project.

Ext. #

From (Date)

To (Date)

Days (Calendar)

Reason

1

5/20/13

6/26/13

37

Additional work (not in original scope) requested or required by DWS and HELCO (13 working days). Inclement and unworkable weather conditions (12 working days).

Total Days (including this request)

37

The contractor’s time extension request originally requested a 78 working-day extension. Staff has reviewed the request and finds that a 37 calendar (25 working) day extension is justified.

RECOMMENDATION: It is recommended that the Board grant this contract time extension of 37 calendar days to Isemoto Contracting Company, Ltd., for JOB NO. 2008-940, KULAI‘MANO PRODUCTION WELL AND SUPPORTING FACILITIES. If approved, the contract completion date will be extended from May 20, 2013 to June 26, 2013.

6) NORTH KONA:

A. MAINTENANCE BID NO. 2013-04, REPAIR AND MAINTENANCE OF KAHALU‘U SHAFT HIL-A-VATOR, KONA:

Bids for this contract will be opened on May 23, 2013, at 2:00 p.m., and the results will be reported at the meeting.

B. QUEEN KA‘AHUMANU HIGHWAY WIDENING – PHASE 2 PROJECT UPDATE:

(This Item was deferred from the April 23, 2013, Water Board meeting.)

The State Department of Transportation, Highways Division (DOT) has submitted a letter requesting the participation by the Department of Water Supply (DWS) to fund an additional $195,865.00 for the redesign of a portion of the Queen Ka‘ahumanu Highway Widening – Phase 2 project by May 15, 2013, as well as an estimated amount of $200,000.00 for added construction costs based on the redesign.

The letter reiterates the importance of meeting their deadline, so as to not affect the contract schedule any further. There is an existing Memorandum of Agreement (MOA) that was entered into between DWS and DOT in the amount of $3,744,000.00, but this additional work is considered to be over and beyond that original scope, due to DOT’s directive to re-align a portion of the highway to avoid archeological sites.

It is the Department’s understanding that DWS’s commitment to fund the redesign is needed, or else the proposed water system will be removed from the contract. The Department has been in discussion with DOT regarding this matter, and this matter is being placed on the Agenda for discussion and possible action.

7) 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. BILL OF SALE

Subdivision Application No.: N/A

Seller: Kyong Sung

Tax Map Key: (3) 1-6-003:018 and 023

E.W.O.: 2010-015

No. of Lots: Not Applicable Zoning: ML-1a

Facilities Charge: N/A

Final Inspection Date: 4/6/2011

Water System Cost: $89,000.00

2. GRANT OF EASEMENT

Grantor: Kyong Suk Sung and Christine Sung

Tax Map Key: (3) 1-6-003:022 portion

E.W.O.: 2010-015

Facilities Charge: N/A

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.

B. MATERIAL BID NO. 2013-06, FURNISHING AND DELIVERING WATER METERS, BRASS GOODS, FIRE HYDRANTS, VALVES, CHLORINATORS, PUMPS, PIPES, FITTINGS, SCADA, MOTORS AND MISCELLANEOUS ITEMS FOR THE DEPARTMENT OF WATER SUPPLY STOCK:

Bids for this contract will be opened on May 22, 2013, at 2:00 p.m., and the results will be reported at the meeting.

C. MATERIAL BID NO. 2013-03, FURNISH BASE COURSE, SAND, COLD MIX, HOT MIX, PORTLAND CEMENT AND NO. 3F ROCK TO THE DEPARTMENT OF WATER SUPPLY:

Bids for this contract were opened on May 16, 2013, at 1:30 p.m., and the following are the bid results.

Yamada & Sons, Inc.

WHC LTD dba West Hawai‘i Concrete

Grace Pacific Corp.

Jas. W. Glover, Ltd.

DISTRICT I:

A.

3/4-Inch Base Course (Cost per ton)

$17.00

No Bid

No Bid

$33.00

B.

1½-Inch Base Course (Cost per ton)

$16.00

No Bid

No Bid

$31.00

C.

No. 3F Rock (Cost per ton)

$25.00

No Bid

No Bid

$41.00

D.

#4 Sand (Cost per ton)

$50.00

No Bid

No Bid

$40.00

E.

Mortar Sand - ASTM C144 (Cost per ton)

No Bid

No Bid

No Bid

$64.00

F.

Portland Cement 94 lb. bags (Cost per bag)

No Bid

No Bid

No Bid

$32.00

G.

Cold Mix- ASTM D4215-87 (Cost per ton)

$149.00

No Bid

No Bid

$145.00

H.

Blended Material 60% #4 Sand and 40% No. 3F Rock (Cost per ton)

$52.10

No Bid

No Bid

$57.00

I.

Hot Mix – County Mix IV

$153.00

No Bid

No Bid

$143.00

DISTRICT II:

Yamada& Sons, Inc.

WHC LTD dba West Hawai‘i Concrete

Grace Pacific Corp.

Jas. W. Glover, Ltd.

A.

3/4-Inch Base Course (Cost per ton)

No Bid

$12.22

No Bid

No Bid

B.

1½-Inch Base Course (Cost per ton)

No Bid

$11.06

No Bid

No Bid

C.

No. 3F Rock (Cost per ton)

No Bid

$17.00

No Bid

No Bid

D.

#4 Sand (Cost per ton)

No Bid

$21.34

No Bid

No Bid

E.

Mortar Sand - ASTM C144 (Cost per ton)

No Bid

$40.54

No Bid

No Bid

F.

Portland Cement 94 lb. bags (Cost per bag)

No Bid

No Bid

No Bid

No Bid

G.

Cold Mix- ASTM D4215-87 (Cost per ton)

No Bid

No Bid

No Bid

No Bid

DISTRICT III:

Yamada & Sons, Inc.

WHC LTD dba West Hawai‘i Concrete

Grace Pacific Corp.

Jas. W. Glover, Ltd.

A.

3/4-Inch Base Course (Cost per ton)

No Bid

$17.17

No Bid

No Bid

B.

1½-Inch Base Course (Cost per ton)

No Bid

$15.82

No Bid

No Bid

C.

No. 3F Rock (Cost per ton)

No Bid

$22.73

No Bid

$60.00

D.

#4 Sand (Cost per ton)

No Bid

$27.79

No Bid

$56.00

E.

Mortar Sand - ASTM C144 (Cost per ton)

No Bid

$53.93

No Bid

No Bid

F.

Portland Cement 94 lb. bags (Cost per bag)

No Bid

No Bid

No Bid

No Bid

G.

Cold Mix–ASTM D4215-87 (Cost per ton)

No Bid

No Bid

$146.00

No Bid

H.

Hot Mix - County Mix IV (Cost per ton)

No Bid

No Bid

$145.10

No Bid

RECOMMENDATION: It is recommended that the Board award the contract for MATERIAL BID NO. 2013-03, FURNISH BASE COURSE, SAND, COLD MIX, HOT MIX, PORTLAND CEMENT, AND NO. 3F ROCK TO THE DEPARTMENT OF WATER SUPPLY, by Parts to the following for the amounts shown above, 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.

District IParts A, B, C, and H to Yamada & Sons, Inc.

Parts D, E, F, G and I to Jas. W. Glover, Inc.

District IIParts A, B, C, D and E to WHC LTD dba West Hawai‘i Concrete

District III – Parts A, B, C, D and E to WHC LTD dba West Hawai‘i Concrete

Parts G and H to Grace Pacific Corporation

For the Parts where no bids were received, staff shall obtain quotations in the best interest of the Department. The contract period shall be from July 1, 2013, to June 30, 2014.

D. WATER HAULING BID NO. 2013-05, PRICE AGREEMENT TO PROVIDE WATER HAULING SERVICES TO VARIOUS LOCATIONS ISLAND-WIDE (ON AN AS-NEEDED BASIS) FOR THE DEPARTMENT OF WATER SUPPLY:

Bids for this contract were opened on May 16, 2013, at 2:30 p.m., and the following are the bid results.

1. Carnor Sumida dba ACR Water Hauling

4,000-, and 5,000-gallon water trucks (price for all districts):

Regular Hours $85.35/hr.

Overtime Hours $97.09/hr.

2.

Kea‘au Service Station, Inc.

4,200-, and 5, 000-gallon water truck (price for all districts):

Regular Hours $129.42

Overtime Hours $145.41

6,000-gallon water truck (price for all districts):

Regular Hours $142.36

Overtime Hours $158.35

RECOMMENDATION: It is recommended that the Board approve the price agreement for WATER HAULING BID NO. 2013-05, PRICE AGREEMENT TO PROVIDE WATER HAULING SERVICES TO VARIOUS LOCATIONS ISLAND-WIDE (ON AN AS-NEEDED BASIS) FOR THE DEPARTMENT OF WATER SUPPLY at the prices listed above, 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. The price agreement shall be from July 1, 2013 to June 30, 2015.

E. AD HOC FINANCE COMMITTEE REPORT:

The Water Board’s Ad Hoc Finance Committee Chairperson, Mr. Art Taniguchi, has been investigating the three focus areas (DWS’s policies on credit card use, cash control and vehicle take-home), which encompass the scope of the Committee’s work. At this meeting, the Committee may do the following:

Discussion of DWS’s cash handling procedures and proposed changes.

F. ENERGY MANAGEMENT ANALYST UPDATE:

The Energy Management Analyst will provide an update on significant changes or noteworthy areas relating to energy use and the Department’s Green Initiatives.

G. 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.

H. 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.

I. MANAGER-CHIEF ENGINEER’S REPORT:

The Manager-Chief Engineer will provide an update or status on the following:

1)

Kawailani Tank update

2)

Pu‘ukala/Kona Ocean View Properties Subdivision Improvement District Update

3)

Public Information and Education Specialist Update

J. CHAIRPERSON’S REPORT:

Chairperson will raise issues of interest to the Board.

8) EXECUTIVE SESSION RE: KALAOA WELL AND RESERVOIR SITE AND ACCESS:

The Water Board is expected to convene an executive meeting, closed to the public, pursuant to Hawai‘i Revised Statutes, Sections 92-4, 92-5(a)(4), for the purpose of consulting with the Water Board’s attorney on questions and issues pertaining to the Water Board’s powers, duties, privileges, immunities and liabilities. A two-thirds vote pursuant to HRS Section 92-4 is necessary to hold an executive meeting.

9) EXECUTIVE SESSION RE: QUEEN KA‘AHUMANU HIGHWAY WIDENING – PHASE 2 PROJECT:

The Water Board is expected to convene an executive meeting, closed to the public, pursuant to Hawai‘i Revised Statutes, Sections 92-4, 92-5(a)(4), for the purpose of consulting with the Water Board’s attorney on questions and issues pertaining to the Water Board’s powers, duties, privileges, immunities and liabilities. A two-thirds vote pursuant to HRS Section 92-4 is necessary to hold an executive meeting.

10) ANNOUNCEMENTS:

1. Next Regular Meeting:

The next meeting of the Water Board will be held at 10:00 a.m. on June 25, 2013, at the Department of Water Supply, Operations Center Conference Room, 889 Leilani Street, Hilo, HI.

2. Following Meeting:

The following meeting of the Water Board will be held at 10:00 a.m. on July 23, 2013, at the Department of Water Supply, Operations Center Conference Room, 889 Leilani Street, Hilo, HI.

11) 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 soon 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 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.