DEPARTMENT OF WATER SUPPLY

COUNTY OF HAWAI‘I

WATER BOARD MEETING

MEETING DATE: June 24, 2014

TIME: 10:00 a.m.

PLACE: Department of Water Supply, Operations Center Conference Room, 889 Leilani Street, 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 May 27, 2014, Water Board meeting

4) APPROVAL OF ADDENDUM AND/OR SUPPLEMENTAL AGENDA

(Note: Addendum requires Roll Call Vote)

5) HĀMĀKUA:

A. HONOKA‘A PLANTATION RESERVOIR SITE:

The owner of Tax Map Keys (3) 4-5-010:001 and 121, Honokaa Plantation Cottages LLC (HPC), and the DWS wishes to enter into a Water Development Agreement that would ultimately get DWS an approximate 1-acre lot for a 0.5 MG reservoir (on TMK 4-5-010:121) and HPC 100 equivalent units of water. With the Āhualoa-Honokaa Transmission Waterline Project, Phase 2 improvements, the reservoir desired will greatly improve DWS’s ability to supply additional water to the main town of Honoka‘a for potable use and fire protection. Currently, the transmission line serving the existing storage for the area is only a 6” waterline and the 12” transmission line from the Āhualoa Well does not feed the existing reservoir. The desired reservoir site is adjacent to the proposed 12” transmission line and at the same elevation as the existing reservoir. With the new Āhualoa Well and new 12” transmission line (Phase 1) in service, the system will be able to support the additional units proposed in the Agreement.

RECOMMENDATION : It is recommended that the Water Board approve the Water Development Agreement between DWS and HPC and that either the Chairperson or Vice-Chairperson be authorized to sign the documents, subject to approval by Corporation Counsel as to form and legality.

7) NORTH KONA:

A. JOB NO. 2014-1011, KALALU‘U B DEEPWELL REPAIR:

Bids for this project were opened on June 19, 2014, at 2:30 p.m., and the results will be reported at the meeting.

B. JOB NO. 2012-985 HUALĀLAI DEEPWELL REPAIR – TIME EXTENSION REQUEST:

The contractor, Beylik Drilling and Pump Service, Inc is requesting a contract time extension of October 31, 2014. This is due to unforeseen events involving continuous high amps with the well attributing to the damage of the column check valves and submersible motor. This request is to cover the time expended on troubleshooting, well extraction and repair of damaged equipment; and the necessary time required to procure replacement materials and for reinstallation work. This event was beyond the control of the Contractor and the original scope of the repair.

Note: There are additional costs associated with this time extension. Material and labor costs for replacement materials and repaired equipment to be conducted by Change Order request.

1st time extension – 123 calendar days

2nd time extension – 273 calendar days

RECOMMENDATION : It is recommended that the Board approve a contract time extension to Beylik Drilling and Pump Service, Inc, of 273 calendar days for JOB NO. 2012-985, Hualālai Deepwell Repair. If so approved, the contract completion date will be revised from January 31, 2014 to October 31, 2014.

C. JOB NO. 2012-985 HUALĀLAI DEEPWELL REPAIR – CHANGE ORDER:

The contractor, Beylik Drilling and Pump Service, Inc is requesting a contract change order for the replacement and repair of damage materials and equipment, and troubleshooting services for Hualalai Deepwell. Due to high amps tripping off the well damage was incurred to the column check valves and submersible motor. Total project costs shall not exceed $235,256.72. The description of additional materials and associated fees are as follows:

ITEM

DESCRIPTION

AMOUNT

1.

Additional funds required for replacement and repair of damaged materials and equipment.

$ 53,611.72

TOTAL

$ 53,611.72

Original Contract Amount: $ 79,223.00

Original Contingency amount: $ 7,922.00

1st Additional Contingency request: $ 94,500.00

2nd Additional Contingency request: $ 53,611.72

RECOMMENDATION: It is recommended that the Board approve an increase in contingency of $53,611.72 to Beylik Drilling and Pump Service, Inc., for JOB NO. 2012-985, HUALĀLAI DEEPWELL REPAIR.

D. FIRST SUPPLEMENTAL WELL DEVELOPMENT AGREEMENT DATED AUGUST 12, 2009; PALANI WELL (TMK: 7-4-002:008):

The developers Lanihau Properties, LLC, West Hawaii Business Park, LLC, and Palani Ranch Company, Inc. (“Owners”) request an extension of the “Completion Deadline” identified in Section 1(b) of the First Supplemental Well Development Agreement dated August 12, 2009 (“Agreement”), due to circumstances beyond the control of the Owners. The original “Completion Deadline” as specified in the Agreement was December 31, 2011. An extension of the “Completion Deadline” to June 30, 2014 was given by the Board on December 18, 2012.

The present request would extend the completion deadline to December 31, 2014.

DWS Staff has been kept apprised of the situation and has no objections to the extension request. All other requirements and conditions of the Agreement will remain unchanged.

RECOMMENDATION: It is recommended that the Board approve the extension request to change the “Completion Deadline” as defined in the First Supplemental Well Development Agreement from June 30, 2014 to December 31, 2014.

8) 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

Grantor: EWM Enterprises, LP

Tax Map Key: (3) 5-9-024:069

RECOMMENDATION: It is recommended that the Water Board accepts 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. 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.

C. 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.

D. MANAGER-CHIEF ENGINEER’S REPORT:

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

1) Pu‘ukala/Kona Ocean View Properties Subdivision Improvement District Update
2) Waikoloa Reservoir No. 1 Update
3) Kawailani Tank Update
4) Kahalu‘u D Deepwell Repair & Improvements Project Update
5) Material Bid No. 2014-02, Section 20 – Solid State Reduced Voltage Soft Starter
6) Public Information and Education Specialist Update

E. CHAIRPERSON’S REPORT:

Chairperson to report on matters of interest to the Board, including the American Water Works Association (AWWA) Conference which took place from June 9 to June 11.

9) ANNOUNCEMENTS :

1. Next Regular Meeting:

The next meeting of the Water Board will be held at 10:00 a.m. on July 22, 2014, 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 is scheduled for August 26, 2014, at 10:00 a.m. at the West Hawai‘i Civic Center, Community Center, Bldg. G, 74-5044 Ane Keohokalole Hwy, Kailua-Kona, HI.

10) 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.