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HePS Vendor FAQ

Frequently asked questions about HePS by Vendors, Contractors and Service Providers
  1. What is HePS?
  2. What are some of the benefits of utilizing HePS?
  3. Is HePS being used for all solicitations? Can vendors stop checking the procurement notices website?
  4. Are most government agencies using HePS?
  5. What are the benefits to HePS for vendors?
  6. What is SicommNet?
  7. Where do I register for HePS and how much does it cost?
  8. What is the cost to using HePS?
  9. If a vendor is in HePS does that mean the vendor is compliant?
  10. When do State agencies have to use HePS?
  11. What happens if a price quote is less than $15,000?
  12. Is HePS being used for SPO price and vendor list contracts?
  13. Is there some way to see what is being procured on HePS without having an account?
  14. What are commodity codes and what is my commodity code profile?
  15. How do vendors view all solicitations on HePS?  Does a vendor have to include all commodity codes in their commodity profile?
  16. What is proof of compliance/compliance documentation?
  17. Do vendors located outside of the state of Hawaii have to meet the requirement for proof of compliance?
  18. I receive email notifications from the mainland but not from Hawaii.  Is something wrong?
  19. What are some statutes and regulations with which vendors mast be in compliance prior to being awarded?
  20. Can vendors access the abstract for a solicitation and see the quotes and vendors who submitted them? If so, when are they available?
  21. What do I do if I forget my password to access HePS?
  22. Where can I find the answers to solicitation questions (Q&A) asked on HePS?
  23. Who can I call to ask questions?

 

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What is HePS?

HePS is the electronic procurement system for the State of Hawaii, a system for issuing solicitations, receiving responses, and issuing notices of award.  While the PNS could be considered part of an eProcurement system, eProcurement, and HePS is much more and has several elements. 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.

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What are some of the benefits of utilizing HePS?

Some benefits of HePS are:

  • Open access: Vendors have more opportunities to submit quotes for small purchases.  Vendors who have submitted quotes are notified via e-mail when the solicitation is awarded and have access to an abstract listing all vendor names and their quotes.
  • Record keeping/Search Function: All solicitations are kept in one place on HePS.  HePS buyers can search HePS for all solicitations;   vendors can search the solicitations for which they have submitted quotes for a year.
  • Sharing Information/Streamlining: Solicitations that have been issued in the past may be searched, restaged, amended as necessary and reissued when new needs arise.  HePS buyers can search for and restage any solicitation issued on HePS, not just their own.  This allows a sharing of knowledge and keeps state agencies from having to “reinvent the wheel.”
  • pCard enabled.  The purchasing agency may utilize a pCard (similar to a credit card) on HePS rather than issuing a purchase order thus speeding up payment to vendors.

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Is HePS being used for all solicitations? Can vendors stop checking the procurement notices website?

Currently, HePS is being used for small purchase requests for quotes for goods, services and construction pursuant to HRS Chapter 103D, by the executive branch, the Judiciary and Hawaii Health Systems Corporation. HePS is required to be used for small purchases from $15,000 to and above  for the executive branch.  For other juridsdictions the requirement is for small purchase request for quotes from $25,000 and above.  Some state agencies are also using HePS for Invitation for Bids, larger purchases.

All procurements issued by the State Procurement Office (SPO) are conducted on HePS, including Invitation for Bids (IFBs) and Requests for Proposals (RFPs). Other departments will begin using HePS for IFBs and and then RFPs as they are trained.

Vendors should continue to check the procurement notices website for procurement notices of:

  • (Invitations for Bids) IFBs,
  • (Requests for Proposals) RFPs, and
  • Professional service method of source selection pursuant HRS Section 103D-304 and HAR 3-122, Subchapter 7.

See also: Are most government agencies using HePS?

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Are most government agencies using HePS?

State agencies are using HePS for small purchases of $15,000 and above.  
Many state agencies, the Legislature and the Judiciary are using HePS for small purchases below $15,000 and for larger purchases utilizing the Invitation for Bid method of procurement.

Agencies using HePS include:

State Procurement Office

State Department of Accounting and General Services (DAGS) - Accounting, Archives, Automotive Management, Central Services, Information & Communication Services, Public Works, Hawaii District Office, Kauai District Office, Maui District Office,  Aloha Stadium Authority, Hawaii State Foundation on Culture and the Arts, Office of Elections

State Office of the Attorney General (AG) - Crime Prevention and Justice Assistance, Hawaii Criminal Justice Data Center,

State Department of Agriculture (HDOA) - Administrative Services Office, Animal Industry, Agricultural Resource Management, Plant Industry, Quality Assurance

State Department of Budget and Finance (B & F), Administrative Resources Office, Hawaii Employee Retirement System, Hawaii Employer-Union Health Benefits Trust Fund, Public Utility Commission

State Department of Business, Economic Development and Tourism (DBEDT) - Foreign Trade Zone, Research and Economic Analysis, Hawaii Community Development Authority, Hawaii Housing and Development Corporation, High Technology Development Corporation

State Department of Commerce and Consumer Affairs (DCCA) - Information Systems & Communication Office, Professional  & Vocational Licensing, Regulated Industries and Complaints Office

State Department of Defense (DOD) - State Civil Defence, Facilities Management Office, Hawaii Army National Guard, Office Of Veteran Services,

State Department of  Education (DOE) - Office of School Facilities and Support Services

State Department of Hawaiian Home Lands (DHHL) - Land Management, West Hawaii District Office

State Department of Health (DOH) - Adult Mental Health, Child and Adolescent Mental Health, Communications Office, Community Health, Communicable Diseases, Developmental Disabilities, Disease Outbreak and Control, Environmental Management, Environmental Health Service, Environmental Planning Office, Family Health Services, Hawaii State Hospital, Hazard Evaluation & Emergency Response Office, Health Informations System Office, Office of Health Care Assurance, State Laboratories, Kauai District Office, Disability & Communication Access Board, State Executive Office on Aging

State Department of Human Resources and Development (DHRD)

Hawaii State Public Library System (HSPLS)

State Department of Human Services (DHS), Benefit, Employment and Support Services, Med-Quest, Office of Information Technology Project Management & Planning, Social Services, Vocational Rehabilitation and Services to the Blind, State Office of Youth Services, Hawaii Youth Correctional Facilitiy, State of Hawaii Public Housing Authority

State Department Labor and Industrial Relations (DLIR), State Office of Community Services

State Department of Land and Natural Resources (DLNR) -Administrative Services Office, Boating and Ocean Recreation, Conservation and Resource Enforcement, Forestry and Wildlife, Aquatic Resources, Land Division, Commission on Water Resource Management, Kaho'olawe Island Reserve Commission,

State Department of Public Safety (PSD), Hawaii Correctional Industries, Management Information Systems, Correctional Services Division, State Paroling Authority

State Department of Taxation (DOTAX)

State Department of Transportation (DOT), Airports Division, Harbors Division, Highways Division, Administrative

Office of Hawaiian Affairs (OHA)

Hawaii Health Systems Corporation

Hawaii State Legislature - Office of the Legislative Auditor, The House of Representatives, The Senate

Hawaii State Judiciary

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What are the benefits of HePS for vendors?

  • By registering on HePS the vendor has access to small purchase request for quotes that were not available before.  Prior to HePS, small purchases were procured by requesting quotes from three vendors.  With HePS, registered vendors receive e-mail notifications of requests for quotes and may submit quotes for solicitations they would have previously had no knowledge of.  It is a more efficient and fair way to do business.
  • Vendors are sent email notifications of solicitations whose commodity code categories they have included in their commodity profile.  Vendors may also log in to see all solicitations.
  • Vendors have access to their history of awards in HePS for 1 year all in one place.
  • Vendors have access to the outcome of solicitations. Once a small purchase request for quote (RFQ) closes, vendors may access an abstract of all quotes submitted, including the vendor names and prices.
  • Vendors are sent an email when a solicitation is awarded.
  • Vendors may search HePS solicitations/awards for the last 2 years.


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What is SicommNet?

SicommNet is the company contracted to provide HePS for the State of Hawaii. SicommNet is an application service provider, which means there is no software to download to use HePS.  With your login/password you can access HePS from anywhere you have access to the internet.

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Where do I register for HePS and how much does it cost?

Vendors can register for HePS by going to the SPO website at  http://hawaii.gov/spo , click Hawaii Electronic Procurement System (HePS) and then HePS for Vendors, Contractors and Service Providers.

Vendors can register for HePS at any time.  We recommend vendors read Heps registration instructions (HePS Vendor Registration Walkthough) prior to registering as it describes all the information needed and provides step-by-step instructions on how to register.  The registration process takes about 15 minutes.

It is also recommended vendors read Vendor Instructions for HePS and the HePS Quick reference for Vendors located on HePS for Vendors, Contractors and Service Providers page.  Once registered, vendors will begin receiving e-mail notifications.  Note e-mail notifications are often batched and sent in the evening.  If a vendor wishes to see a solicitation prior to receiving evening e-mail notifications, the vendor can log in.

There is no cost to register in HePS.  There is a fee to vendors who are awarded. See  What is the cost to using HePS.

Note: Upon registering for HePS vendors should also register for Hawaii Compliance Express (HCE), a program separate from HePS, if they have not already done so.

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Is there a fee to HePS?

HePS is an unfunded initiative which means that no funds have been appropriated for the program.  There is no cost for vendors to register or to submit quotes or bids.  However, when a vendor is awarded, the vendor will pay SicommNet .85% of the award, (or $8.50 for every $1,000).

The fee is due upon delivery. When the vendor receives a notice of award in HePS there will be a delivery date (entered by the buyer). HePS will automatically generate and send an invoice to the vendor.  The vendor will have 30 days to pay SicommNet.

For instance, a buyer may send a notice of award on January 1 for delivery of goods on March 1. On March 1, SicommNet will generate an invoice, it will be sent to the vendor and the vendor will have 30 days to pay.

If the award is an indefinite quantity to be delivered over time, the vendor will report sales to SicommNet each quarter with a copy to the buyer.  SicommNet will bill based on the report and the vendor will have 30 days to pay.  Lastly, there is a cap of $5,000 for the fee for each award.  The fee for awards of $588,00 and above will be $5,000. Vendors may pay SicommNet upon award.

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If a vendor is in HePS does that mean the vendor is compliant?

No it does not.  This is because vendor compliance can change from day to day.   HePS connects with Hawaii Compliance Express at the time a buyer is awarding the solicitation to verify proof of compliance.

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When do State agencies have to use HePS?

Most executive branch agencies are required to use HePS for all small purchase requests for quotes from $15,000 to lthe current threshold for small purchases pursuant to Act 175 SLH 2009, section 2* and Procurement Circular 2009-15.

  • less than $100,000 for goods and services and
  • less than $250,000 for construction**.

Other Chief Procurement Officer jurisdictions must use an eProcurement system for all small purchase requests for quotes from $25,000 to $100,000*. The small purchase thresholds are lthe same for other jurisdictions (less than $100,000 for goods and services and less than $250,000 for construction**.)

Reference: Procurement Circular 2009-14

Note:

*Act 175, SLH 2009, Section 2, is repealed effective 7/1/12 at which time the threshold for small purchases will return to less than $50,000.
**Small purchase contstuction awards of $25,000 and above require a performance bond. See  HRS Section 103D-305 and Act 175 SLH 2009 for more details.

(See Are most government agencies using HePS?)

Reference:  HRS Section 103D-305


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What happens if a price quote is less than $15,000?

Agencies may solicit quotes using when it is known the cost will be less than $15,000 and it is permissible to award for less than $15,000 on HePS. There are a number of solicitations on HePS for less than $15,000.

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Is HePS being used for SPO price and vendor lists?

Price and vendor list contracts are not on HePS.  State and county agencies continue following the instructions of the particular price/vendor list contract.

As new price and vendor lists are solicited they may be placed on HePS as applicable.  Vendors will know at the time of solicitation/award and will be trained.  Departments will be notified and buyers will be trained.  Some lists will be in a catalog, (somewhat like amazon.com).  Buyers will log on to the catalog, place an order and an e-mail will be sent to the vendor. The vendor will send a responding e-mail acknowledging receipt.  Normal procedures will then occur for the vendor to fill the order.

 

Note: Solicitations to create statewide price or vendor list contacts conducted by SPO are conducted on HePS.

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What are commodity codes and what is my commodity code profile?

When you register in HePS, you will create a profile of your company including selecting from a list the categories of the goods, services and construction your company is interested in providing.  When you log in to HePS, the solicitations on HePS that fall within your profile are displayed rather than having to search through a long list of all solicitations.  You can also view all HePS solicitations simply by clicking the show all button.  See the HePS Quick Reference for Vendors for more information.

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How do vendors view solicitations on HePS? Do vendors have to include all commodity codes in their profile?

No, as a vendor, you do nott have to include all commodity codes in the vendor commodity profile.  The followi g information and more is available in the HePS Quick Reference for Vendors.

  1. Log in to your account on the State Procurement Office website on the HePS webpage: http://hawaii.gov/spo click HePS (Hawaii eProcurement System), then Vendor log-in. Remember, the login/password are case sensitive.
  2. From the top row of tabs, select Agency Opportunities,
  3. Select Quotation (or Bid, Proposal or Information, as appropriate) from the row of subtabs below it. You will see a list of all current requests for quotes (or bids, proposals or requests for information) on HePS for the commodity codes in your profile. To see all the requests for quotations (bids, Proposals, etc.), select the Show all Solicitations button at the top of the list.
  4. Click the radio button in the Respond column to see the details of a solicitation.
  5. To see all quotations including those not in the vendor commodity profile select the show all button.

Note:  This information is in the HePS Quick Reference for Vendors.

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Is there a way to see what is being procured on HePS without having an account/logging in?

Solicitations open to all registered vendors are on the HePS section of the procurement notices for solicitation site.

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What is proof of compliance/compliance documentation and how do I get it?

All vendors doing business with the State are required to comply with all applicable statutes, administrative rules and procedures.

Proof of vendor compliance (compliance documentation) is required. Acceptable proof/documentation for the State is obtained by subscribing to Hawaii Compliance Express (HCE).  Proof/documentation of compliance is required for awards of $2,500 and above and may be required for all awards at the discretion of the purchasing agency or Chief Procurement Officer.

Registration in Hawaii Compliance Express allows the vendor to submit applications for proof of compliance of compliance for the following:

Hawaii Compliance Express (HCE)

Vendors obtain proof of compliance by subscribing to Hawaii Compliance Express (HCE), a one-stop online program where vendors may verify and manage their compliance. HCE eliminates the need to provide paper documents for each award. The cost to subscribe to HCE is $12/year.  For more information and registration visit Hawaii Compliance Express. It is recommended vendors register in HCE as soon as possible and prior to responding to a a solicitation to allow time for processing.

Note: If a vendor cannot provide proof of compliance upon award, award may be delayed or may not be awarded.  It is recommended vendors register in HCE as soon as possible and prior to responding to a a solicitation to allow time for processing which may take up to 2 weeks.  Purchasing agencies may check Hawaii Compliance Express for compliance status at any time.

Having trouble with your Hawaii Compliance Express account or need to contact the departments directly? Visit the above department websites or the HCE contact information.

See also:

Is proof of compliance/compliance documentation required when using HePS?

Do vendors located outside of Hawaii have to meet the requirement for compliance documentation?

Hawaii Compliance Express FAQ

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Is proof of compliance/compliance documentation required when using HePS?

Yes. Proof of compliance is required when a HePS solicitation is issued. Vendors should register in Hawaii Compliance Express (HCE) before responding to solicitations to allow time for their compliance applications to be reviewed by the various departments determining compliance.  See the Hawaii Compliance Express FAQ.

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Do vendors located outside of Hawaii have to meet the requirement for proof of compliance?

Yes.  Vendors should register in Hawaii Compliance Express (HCE), a program separate from HePS, if they wish to do business with the State of Hawaii.  See the Hawaii Compliance Express FAQ.

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I receive email notifications of solicitations from the mainland but not from Hawaii.  Is something wrong?

Your commodity code profile may simply not include any of the commodities being purchased by the State of Hawaii at this time.  
To verify, you may always log into your HePS account and  select the view all (solicitations) button at the top of the solicitation listing.  If you do see solicitations for which you want to respond you may do so and that commodity code will be added to your profile when you submit your quote/bid.

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What are some statutes and regulations with which vendors must be in compliance prior to being awarded?

All vendors doing business with the State are required to comply with all applicable statutes, administrative rules and procedures.

While applicable statutes will vary with the types of goods, services or construction, vendors doing business with the State must comply with the following Hawaii statutes, including but not limited to:

Vendors must also be registered and in compliance in Hawaii Compliance Express to show proof of compliance for:

  • Registration and in good standing to do business in the State of Hawaii from the Department of Commerce and Consumer Affairs Business Registration Division
  • Payment of federal and State taxes due -tax clearance- (State Department of Taxation and IRS),
  • Compliance with HRS Chapters 383, 386, 392 and 393 (Department of Labor and Industrial Relations).

Vendors may also be required to complete forms testifying they are in compliance with various statutes such as HRS section 103-55.

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Can vendors access the abstract for a solicitation and see the quotes and vendors who submitted them? If so, when are they available?

A vendor who submit an offer may access its' abstact for the following methods of procurement:

  • Small Purchase Request for Quotations (RFQ)
  • Invitation for Bids (IFBs /RFBs)

Abstracts are available on the evening of the submittal deadline.  This occurs after the evening batch, usually between 5:30 and 7:30 PM HST.

Details on How to access the abstract are in the HePS Quick Reference for Vendors, Contractors and Service Providers.

Questions on finding the abstract or on policy? Please contact the State Procurement Office:

Mara Smith at 808.587-4704 or mara.smith@hawaii.gov

Wendy Ebisui at 808 586-0563 or wendy.mo.ebisui@hawaii.gov

Bonnie Kahakui at 808 587-4702 or bonnie.a.kahakui@hawaii.gov

Questions about a specific solicitation or award?

Contact the buyer for the solicitation.

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What can I do if I forget my password to access HePS?

Go to the HePS log-in page .

Cick on the help button next to the login.

Enter your  e-mail and you will get an e-mail with your password in a few minutes.

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Where can I find the answers to solicitation questions asked on HePS?

On the answers due date, the answers to the questions are on HePS with the solicitation. Scroll to the Question and Answer section and click the link to review answers to the questions. The solicitation may be accessed by clicking on the email link or logging in.

See the HePS Quick Reference for more information on accessing solicitations.

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Who can I call to ask questions?

For general questions about HePS and policy questions contact SPO:

If you have a question relating to a specific solicitation, the following are the only authorized source for responses:

  • If the solicitation has a question and answer section, enter your question in that section. The answer will appear on the answer due date;
  • Contact the buyer or contact person as stated in the HePS solicitation.

For help in registering, how to use the HePS application, refining your vendor profile only, contact SicommNet:

  • Michael Matsumoto at 808-371-4274 or mmatsumoto@sicomm.net
  • Note that SicommNet is the vendor contracted by the State to provide the HePS application only and cannot to respond to any questions regarding procurement.  The state is not responsible for any advice vendors may seek from SicommNet.

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