General FAQ - Vendors, Contractors, Service Providers
- What do I need to do to sell my products or services to the State?
- What is HePS?
- What is Hawaii Compliance Express?
- Is Hawaii centralized in its procurements?
- How do I register as a vendor or bidder?
- How can I be notified of solicitations?
- Where can I obtain a Certificate of Compliance?
- Where can I get information on contracts and vendors awarded?
- How can I get on a Price List or Vendor List?
- What is the difference between a Price List and a Vendor List?
- Where can I find requests for proposals to provide health and human services?
- Where online are the Hawaii Revised Statutes 103D and 103F and the Administrative Rules for procurement?
In order to do business with the State vendors, contractors and service providers must:
respond to procurements issued by the various departments in a timely fashion and as dictated by the solicitation; and
- comply with all applicable laws.
Register with Hawaii Compliance Express (HCE)
(an online, efficient method for providing documentation of compliance with laws)
Register in HePS (Hawaii eProcurement System)
Check Procurement Notices for Solicitations regularly.
(This includes notices of solicitations not conducted in HePS as well as HePS solicitations procured using the competitive sealed bidding method of procurement (IFB).)
When responding to a solicitation, vendors should:
- read the requirements, specifications, instructions and special and general conditions or provisions carefully.
- respond in accordance with the instructions.
- If something is not clear, it is the vendors responsibility to ask questions of the personnel conducting the solicitation.
HePS is the Hawaii electronic Procurement System for the State of Hawaii, a system for issuing solicitations, receiving responses, and issuing notices of award. Our eProcurement system is hosted by SicommNet and has the following elements:
Vendor registration: Vendors register on HePS by enter standard information such as company name and address, and create a profile identifying the categories of goods, services or construction the vendor provides. Government purchasers can search HePS prior to solicitation to ensure vendors are registered for the goods, services or construction they need to procure.
Electronic Solicitations: Government purchasers (called buyers in HePS) enter their solicitation on electronic forms and may attach files, if needed. Once released, posted on the internet via HePS the electronic solicitations are available in a standard format to vendors registered on HePS.
E-mail notification: Each evening e-mails are sent to vendors registered for the categories of goods and services being procured, providing a link directly to the solicitation. Amendments are also issued electronically with e-mail notifications sent to vendors.
Submission of electronic quotes. Vendors submit quotes electronically in as few as three clicks and may also add comments or attach files as appropriate. A vendor may amend the quote electronically as many times as necessary up to the submission due date and time.
Electronic award: Once a solicitation closes, the HePS buyer reviews the submissions. When a decision is made, the buyer notifies the vendor on HePS and the awarded vendor receives a notice of award in an e-mail. Non-selected offerors are also notified.
- Searchable: Because the solicitations, responses, and notices of award are electronic, data is kept in a database and is searchable. Vendors and buyers may search awards and solicitations.
For more information on HePS see HePS for Vendors, Contractors and Service Providers and the HePS FAQ for Vendors, Contractors and Service Providers.
Vendors, contractors and service providers must be compliant with statutes and administrative rules. State agencies are required to verify compliance. Acceptable documentation of compliance is through Hawaii Compliance Express. The HCE is an electronic system that provides vendors, contractors and service providers doing business with state or county agencies to quickly and easily document that they are compliant with applicable laws.
The HCE certificate, "Certificate of Vendor Compliance," allows this single electronic certificate as required in) and Hawaii Administrative Rules, Section 3-122-112.
Registered HCE vendors receive a full year of service, automatic submission of information to pertinent government certifying agencies, automatic e-mail notification of status changes, and unlimited access by state and county government entities to print the certificate for their use.
For providers with contracts for health and human services pursuant to HRS chapter 103F, this certificate of compliance is also utilized as proof of tax clearance and good standing as a vendor/provider doing business in the State of Hawaii.
For more information see the Hawaii Compliance Express FAQ (Frequently Asked Questions)
No. Hawaii is organized under the Hawaii Public Procurement Code, Chapter 103D, Hawaii Revised Statutes (HRS), for procurements of goods, services and construction, and Chapter 103F, HRS, for purchases of health and human services.
The Procurement Policy Board has the authority to adopt Hawaii Administrative Rules (HAR) for all procurements, and designated chief procurement officers (CPO) serve as the central procurement officer for its jurisdictions. There are currently twenty CPOs for the various jurisdictions, including the counties.
Numerous procurements are conducted each year, and the CPO may not personally conduct each and every procurement. A procurement officer has the delegated authority from the CPO to conduct a particular procurement or all procurements for units within a jurisdiction, such as a department or division.
The Administrator of the State Procurement Office (SPO) is the CPO for the Executive Branch departments, providing support for the procurement of goods and services to the various departments. The SPO also serves as the central point for the distribution of procurement circulars, guidance, and directives to all jurisdictions.
Vendors, contractors and service providers should register in the following systems:
- to demonstate compliance pursuant to and HAR Section 3-122-112.
- HePS, Hawaii eProcurement System to be able to respond to solicitations conducted on HePS and to receive courtesy notices of procurements on HePS.
For solicitations not conducted in HePS , vendors should check the Procurement Notices for Solicitations system regularly.
(The Procurement Notices System does not have the capacity to provide notification of solicitations.)
You may receive courtesy emails for solicitations in HePS, the Hawaii eProcurement System, by registering in HePS.
For solicitations not conducted on HePS, you will need to check the Procurement Notices for Solicitations System regularly as the system does not have the capacity to provide notifications.
All vendors doing business with the State are required to comply with all applicable statutes, administrative rules and procedures. State agencies must verify compliance prior to award. Acceptable verification for the State is through Hawaii Compliance Express. Vendors wishing to do business with the state must register in Hawaii Compliance Express.
Once a vendor is registered, Hawaii Compliance express (HCE) provides the following proof of compliance/compliance documentation:
- Certificate of Good Standing (Department of Commerce and Consumer Affairs Business Registration Division ) from the
- Tax clearances (federal and state) from the Department of Taxation
- Compliance with HRS Chapters 383, Hawaii Employment Security Law (Unemployment Insurance) 386, (Worker's Compensation law) 392 Temporary Disability Insurance and 393 Prepaid Healthcare Act, from the Department of Labor and Industrial Relations
Hawaii Compliance Express
When vendors subscribe to Hawaii Compliance Express, they have a simple one-stop online procedure for providing documentation and may manage their compliance for a nominal cost of $12/year. State agency procurement personnel may view compliance status eliminating the need to supply hard copies of the Certificate of Compliance. For more information and registration seePlease note that it may take two or more weeks to establish a vendor account in Hawaii Compliance Express and it is recommended vendors register in Hawaii Compliance Express as soon as possible and prior to responding to a a solicitation.
Vendors should subscribe to Hawaii Compliance Express upon deciding they are interested in competing for state awards for goods, services or construction. If a vendor is not registered and compliant in Hawaii Compliance Express (HCE) upon notification or intent to award, another vendor may be awarded.
Having trouble with your Hawaii Compliance Express standing or need to contact the departments directly? See the above Departmental websites check or check the appropriate HCE contact information.
Vendors should subscribe to Hawaii Compliance Express and submit all required documentation. Once processed, and providing you are compliant with the certifying state and federal agencies, your Certificate of Compliance will be in Hawaii Compliance Express. Note it usually takes about 2 weeks to process your application.
On the State Procurement Office Awards website, the following are reported by the awarding agency:
Goods, services and construction awards for:
- bids and requests for proposals;
- small purchase request for quotes of $15,000 and greater;
- sole source, emergency and awards exempt from HRS Chapter 103D of $2,500 and greater;
All awards for Health and Human Services.
Information for each award includes:
- State agency issuing the award and personnel contact information for additional information on the award;
- description of goods, services, construction or health and human services;
- amount of award;
- vendor awarded;
- date of notice of award and term of contract;
- geographic area, target population and possible extensions of the contract (for awards of health and human services).
- Executive Branch Agencies
- Department of Education
- Hawaii Health Systems Corporation Administration
- The Judiciary (Health and Human Services only)
Price Lists and Vendor Lists are procured in a manner similar to other goods or services. They are issued as Invitation/Requests for Bids (IFB/RFB) or as Requests for Proposals (RFP).
If your company is not already registered in HePS, Hawaii eProcurement System you should register and also check the Procurement Notices for Solicitations website regularly.
A price list (PL) is a group of common items or services competitively bid to set the prices contractually for a specified time period. A vendor awarded a price list contract is obligated to provide the specified goods or services, at the contracted price and terms, to all purchasing agencies committed to the contract.
A vendor list (VL) is comprised of qualified vendors that were competitively solicited to provide specified goods and/or services (i.e. Copiers and Facsimile Equipment, WSCA Computer Equipment and Services, etc.) for a specified period and usually at discount rates from a vendor's established catalog or product lists.
Check both the Request for Proposals for Health and Human Services website and Procurement Notices for Solicitations.
The Procurement Notices for Solicitations website includes notices of Requests for Proposals (RFP) and Requests for Information (RFI), an invitation to private providers and other interested parties to provide input in planning for health and human service solicitations. RFIs also give advance notice of upcoming solicitations.
Surplus property is available to eligible participants (educational, health and human services organizations) through the Surplus Property Management program. A service and handling charge is assessed to a recipient for any item acquired from the program. For additional information on this program, contact the Surplus Property Management manager at 808 831-6757.
State property, after offering excess state property to other state agencies (SPO Excess State Property List), may be donated to non-profit tax-exempt charitable organizations, after the disposing agency receives an approved disposal application from the appropriate Chief Procurement Officer. For additional information on this program contact 586-0554.
For more information, see SPO Programs Available to Qualifying Nonprofits.
WSCA is the Western States Contracting Alliance. It is comprised of 15 western states of which Hawaii is a participating member. The purpose of WSCA is to achieve price discounts by combining the requirements of multi-state governmental agencies and cost effective and efficient acquisition of quality products and services through cooperative procurement. The lead-state model is used for procurements.
Notices of WSCA procurements in which Hawaii may participate are advertised on the Procurement Notices for Solicitations website.
For more information visit the WSCA website.
The statutes and rules relating to procurement are located on the State Procurement Office website on the Statutes and Rules webpage.