Workshop Descriptions for:
- General Workshops
- Goods, Services and Construction
- Health and Human Services
- Hawaii State eProcurement (HIePRO)
|Basics of Writing Specifications/Scope of Work||Learn the basics of writing specifications and scope of work for purchases of good, services and construction. Attendees will gain an understanding of what to include (and what not to include) in their solicitations. Workshop will provide general tips for writing thorough, clear/concise specifications/scope of work that apply to all methods of procurement.||2|
|Understanding, Detecting and Preventing Anti-Trust Violations||A basic training conducted by the State Department of the Attorney General on detecting and preventing these economic crimes to procurement personnel. Topics covered include general understanding of federal anti-trust laws and penalties; patterns and actions that constitute bid rigging, price fixing, market allocation; how to report suspicious conduct; and possible preventative action and steps to help law enforcement.||1|
|SPO 128||Information Session on Hawaii Compliance Express (HCE)||Hawaii Compliance Express (HCE) is an electronic system that allows vendors doing business with State or County agencies to quickly and easily obtain proof that they are compliant with applicable laws. The HCE certificate of vendor compliance is used to meet the requirements of HRS §103D-310(c) and HAR §3-122-112. This informational session is intended for State and County procurement personnel and will include topics such as: creating an account/registering as a buyer, navigating the system/checking vendor compliance, and understanding various compliance statuses.||1|
|SPO 135||Contract Administration||Designed for state personnel responsible for administering contracts, this workshop provides an overview of the necessary components in efficient and effective contract administration; identifies problematic areas of contract administration and mitigation of potential problems; and It also includes: review of the responsibilities of a contract administrator; monitoring and ensuring compliance to the terms and conditions of a contract; avoiding procurement violations by executing timely extensions.||2|
|SPO 136||Contract Processing Requirements||DAGS, Accounting Division conducts this workshop. An overview of requirements when ‘packaging’ or submitting a contract for certification and encumbrance, common errors in a pre-audited contract, requirements of multi-term contracts, forms used to accompany the contract package (i.e. transmittal C-40, A-47, C-41). Workshop discusses the documents and approvals required when submitting payment requests for travel.||1|
|SPO 137||Preparing Departmental Financial Statements in Accordance with Hawaii Revised Statutes||DAGS, Accounting Division, conducts this workshop. Provides information on the State’s accounting system and accounting records, which are maintained in accordance with the budgetary control basis of accounting. Attendees will be provided an overview of how to prepare department financial statements in accordance with Hawaii State statutes to meet State’s financial reporting requirements and management needs. To benefit from this workshop, attendees should already be familiar with DATA MART and MS Excel spreadsheet software.||1|
Overview of the SPO Website and
Posting Procurement Awards, Notices and Solicitations (PANS)
|This workshop is designed for state procurement personnel who conduct/assist with procurement, are delegated to post/report procurement notices, or are interested in learning about information/resources available on the SPO website. The workshop provides an overview of the SPO website and procedures for reporting/posting procurement awards, notices and solicitations (PANS). It includes a demonstration of the new/rebuilt portions of the website, procurement information available on the SPO website for both government employees and the public (data, manuals, training references, etc.) For reporting/posting procurement awards, notices and solicitations (PANS) includes requirements such as when and where and to report/post and view information. As time permits, a brief overview of Hawaii Compliance Express (HCE) is also provided.||1.75|
|SPO 141||Reporting/Posting Awards||This workshop is designed for personnel responsible for reporting and posting awards and Accounts Managers and covers information and demonstration of reporting/posting awards on the SPO Awards website. Includes: the logistics/mechanics of posting, review of the data fields, awards data entry form, awards that shall be reported, timelines for reporting, common mistakes. Workshop is recommended for personnel assigned user accounts for reporting/posting awards, Accounts Managers for posting Procurement Awards, Notices and Solicitations (PANS), and procurement personnel responsible for providing award information for reporting/posting.||1.5|
|SPO 150||Insurance Requirements for Contracts||DAGS, Risk Management, conducts this workshop. Learn the who, what, when, and why in requiring insurance in contracts and understand potential risks for contracting purposes. Discuss materials to understand the different types of policies and requirements for contracting purposes.||3|
|SPO 155||Intra and Out-of-State Travel Procedures||Acquire knowledge on the governing authorities such as union contracts and rules, and the procedures, forms and policies required for authorized travel. Travel procedures are designed to facilitate travel arrangements for per diem, air, hotel, car rental, and other ground transportation costs such as taxi fare, bus, shuttle, for official travel. Covers procedures and policies for intra-state car rental arrangements. Note: Additional requirements imposed by individual departments will not be covered.||1.5|
|SPO 160||Inventory Management||Provides a comprehensive understanding on the requirements of the State of Hawaii’s Inventory Management System. Understand property accountability, internal control procedures, recording of property and supplies, disposal process, and Quarterly Inventory Update Process including sample transactions to update your DAGS Inventory System account . Steps through the inventory System User Manual including the processes, procedures and forms.||2|
|SPO 171||Overview of Property Loss, Auto Accident and Tort Claims||DAGS, Risk Management conducts this workshop. Provides an overview of the Statewide insurance program and the claim procedures for property losses, auto accidents and tort claims. Presents an overview of the information available at the Program’s internet site at http://hawaii.gov/dags/rmo.||2.5|
|SPO 175||pCard Overview and Updates||An overview of the pCard Program and procedures, including cardholder responsibilities, restricted purchases and blocked merchant category codes, dispute procedures, emergency pCard program, and security measures. Also includes program updates, future enhancements, and required procurement training classes. This workshop is intended to supplement departmental required training on pCard Program policies & procedures.||1.5|
|SPO 176||pCard Program Updates||Program updates are shared on pCard statistics, including total number of transactions, pCard expenditures, and rebates for previous fiscal year. Learn about CentreSuite updates for a more effective administration of departmental accounts. Topics will include a review of the dispute process, Form SPO-035, HCE Compliance, pCard fraud & abuse, deactivation of cards, and pCard administrator delegation. This workshop is held on as needed basis and agenda subject to change.||1.5|
|SPO 180||Personal Services Contracting||DAGS, Audit Division, conducts this workshop. Provide an understanding for contracting personal services, and efficiently implement the procedures of the Personal Services Contractor Manual; including highlights: Understand DHRD’s pre-approval requirements for required services;·Understand B&F’s pre-approval considerations for required services; Understand DAGS’ employer-employee evaluation; Overview of SPO’s procurement process used with personal services; Application of DAGS’ contractor or payroll payment requirements.||1.5|
|SPO 190||SPO Price and Vendor List Contracts and Cooperative Purchasing||An overview of the SPO price and vendor list contracts for a range of goods or services from multiple vendors; benefits of these contracts; where is the listing on the SPO webpage; how to use these contracts; completing the Evaluation: Vendor/Product form (SPO-012) for submittal to SPO to obtain feedback from users. Briefing on 'cooperative contracts' that achieves cost effective and efficient acquisition of quality products and services by combining the purchasing power of the various governmental entities.||1.5|
|SPO 195||Surplus Property||View how to access current listing of surplus items available on the SPO website, hear the details on the process to obtain state and federal surplus property, including used vehicles from the Federal General Services Administration (GSA) Fleet Management program, and understand how surplus property is obtained, screened, stored, managed and made available to eligible ‘donees’. Walk through the Surplus Management Program warehouse facilities to view various surplus items available for reutilization by your program operations. (For Oahu only, workshop is held at the DAGS Surplus Management Program warehouse located in Mapunapuna)||1|
|SPO 500||Open Forum: HRS Chapters 103D and 103F||The informal session provides an opportunity for state and county personnel conducting procurements to ask questions, share experiences/lessons learned, discuss procurement issues, and to network. Open discussion on procurement issues/topics, i.e., SPO circulars, procedures, price and vendor lists contracts, Western States Contracting Alliance (WSCA), pCard program, Hawaii e-Procurement System (HePs), purchases of health and human services (HHS). Suggestions and feedback are welcome. State Procurement Office personnel will be available to respond to inquiries.||as needed|
|SPO 100||Competitive Sealed Bidding||An overview of the different segments of the CSB process, also known as Inviation for Bids (IFB). Provides participants the rules and procedures of the CSB process, a sample of a typical IFB, procurement notices, pre-bid conference, specifications, protest procedures, etc. Review the various preferences (i.e. Hawaii Products, Recycled, etc.), and a brief overview of CSB conducted via HePS.||3.5|
|SPO 105||Competitive Sealed Proposals||This workshop is presented in 2 parts. Part I provides instruction in preparing a Request for Competitive Sealed Proposals (CSP), also known as Request for Proposals (RFP). The workshop includes determination of usage, development of scope of work and requirements in conducting a CSP procurement. Examples and sample template are reviewed in the workshop. Part II explains the responsibilities of the evaluation committee, its involvement in the development of the evaluation criteria and the evaluation process after proposals are received. Contract award and protest procedures will also be covered.||3|
|SPO 110||Emergency and Sole Source Procurements||Review of the statutes and administrative rules governing emergency and sole source procurements, the procedures and the forms required to request approval to use these two procurement methods, and the requirement for posting the awards resulting from the procurements. Examples and flow charts are shared to foster discussion to provide attendees a better understanding on the applicability of these procurement methods,||1|
|SPO 115||Professional Services||An overview of the different segments of the CSB process, also known as Invitation for Bids (IFB). Provides participants the rules and procedures of the CSB process, a sample of a typical IFB, procurement notices, pre-bid conference, specifications, protest procedures, etc.. Review the various preferences (i.e. Hawaii Products, Recycled, etc.), and a brief overview of CSB conducted via HePS||1|
|SPO 120||Small Purchases Method of Procurement||An overview of the different segments of the CSB process, also known as Invitation for Bids (IFB). Provides participants the rules and procedures of the CSB process, a sample of a typical IFB, procurement notices, pre-bid conference, specifications, protest procedures, etc.. Review the various preferences (i.e. Hawaii Products, Recycled, etc.), and a brief overview of CSB conducted via HePS.||3.5|
|SPO 122||Basics of Writing Specifications/Scope of Work||Learn the basics of writing specifications and scope of work for purchases of goods, services and construction. Attendees will gain an understanding of what to include (and what not to include) in their solicitations. Workshop will provide general tips to writing thorough, clear/concise specifications/scope of work that apply to all methods of procureme||2|
|SPO 125||Exemptions from HRS Chapter 103D||Understand what is an 'exemption from HRS Chapter 103D'; view the listings of exempt procurements; review the essential requirements and the forms to document an exempt procurement. When applicable, using the process and form to obtain CPO approval. Review the requirement for posting award.||1|
|SPO 126||Procurement Code of Ethics and Compliance||An overview of Hawaii Administrative Rules (HAR), Chapter 3-131 on "Compliance", formerly known as "Procurement Violations." Topics include procurement code of ethics, parceling, procurement violations, application of civil and criminal penalties for procurement violations, and assessment of administrative fines for employees and vendors.||1|
|SPO 130||Construction Procurements||DAGS, Public Works Division, conducts this workshop. An overview of construction procurement, contract standard terms and conditions used. Attendees may ask questions relating to an agency’s constructio||2.5|
|SPO 145||Green Purchasing||DBEDT conducts this workshop. Introduction to the environmental, economic, health and pollution prevention benefits of ‘green purchasing’, also known as environmentally preferable purchasing (EPP); provide an overview of the procurement mandates for agencies under state law (Chapter 196, HRS and AD 06-01); and how to identify and procure environmentally preferable products in the SPO price and vendor lists. Includes products with Energy Star ratings, recycled and bio-based content ranging from office supplies to less toxic institutional cleaning products. Presenters will also briefly discuss the Hawaii Clean Energy Initiative and Global Warming Solutions Act (Act 234, SLH 2007) as broader context for green purchasing. Participants will learn about current green purchasing activities of other agencies and the results of the annual EPA - DOH environmentally preferable purchasing survey. The new Green Government Challenge, a voluntary program which includes green purchasing criteria. Learn about how green purchasing saves money, energy and water resources, protects worker health and reduces pollution.||2|
Overview of Procurement Practices
HRS Chapter 103D
|Covers a brief review of the history and background of the procurement code, chief procurement officer (CPO) organization, procurement delegations, procurement methods, SPO price and vendor list contracts, procurement circulars, procurement directives, electronic postings, and view applicable webpages. Time allocated for open discussion and questions.||2.5|
Prevailing Wage, Certified Payroll
& Contracting Agency Responsibilities
|DLIR conducts this workshop. An overview of HRS Chapter 104, which requires all laborers and mechanics on public works projects to be paid prevailing wages, and contractors to submit certified payrolls to their contracting state or county agency. Determination of prevailing wage, classification of laborers and mechanics, understanding allowable fringe benefits and how to spot problems on certified payrolls submitted for public works projects are topics covered in the class.||3|
Basics of Procuring
Health and Human Services
An overview of HRS Chapter 103F, Purchases of Health and Human Services, and its administrative rules. Includes background information, what makes it different from purchases of goods, services, and construction (HRS Chapter 103D), the five methods of procurement, the conditions under which they apply, considerations when apply for federal grants with regard to procurement, understanding when requests for exemption are appropriate, posting of procurement awards, notices and
solicitations (PANS), and the SPO website.
Planning, Using the Request for
Information (RFI), and Collaboration
for Health & Human Services
|An overview of planning, the team approach, requirements for conducting requests for information, collaboration that does not impinge on open competition for contracts, resources to use as planning tools, and when to utilize the RFI for federal grant application||1|
Treatment, Restrictive, Crisis and Small Purchase Methods
of Procurement and Exemptions
from HRS Chapter 103F
|An in-depth review of the source selection methods other than competitive (RFP) including conditions for use, procedure for requesting approvals, forms, procurement notice requirements, posting requirements and record-keeping||1.5|
|SPO 215||Request for Proposals (RFP) Process for Health & Human Services||An overview of the RFP development process, including working with the RFP team, timelines, RFP templates, conditions for use, administrative requirements, service specifications, instructions for responding to the RFP, evaluation criteria, and attachments; deciding when to require supporting documents; the RFP and contracts database websites as planning tools; procurement notice requirements; orientation meeting and addenda||2.5|
Evaluating Proposals for an RFP
for Health and Human Services
|An overview of proposal evaluation and steps to take from the receipt of proposals to notice of award, including register of proposals, mandatory requirements, correctable errors, rejection of proposals, evaluator and advisor qualifications and training, confidentiality issues, evaluation criteria, scoring proposals and documentation, discussion with applicants after proposal submittal deadline, notice of award - statement of findings and decision, contract negotiations, inadequate response to an RFP||1.5||SPO 215|
|SPO 225||RFPs: Getting from a Notice of Award to an Executed Contract for Health & Human Services||
An overview of the process from the notice of award through execution of a contract, including statement of findings and decision, protests and requests for
reconsideration, contract negotiations and discussions with applicants after award,
contract development, and preventing interruption of services.
The SPO Website for Planning,
Procuring and Contracting for
Health & Human Services
|Review of the SPO website, how to locate information, and posting requirements. Includes PANS, the Procurement Awards (also known as known as contracts database), Notices of Procurement Solicitations and Solicitations (request for proposals (RFP) website), Hawaii Compliance Express (HCE) and the Hawaii eProcurement System (HePS).||2|
|POST 299||POST (State Purchase of Service Team) for Health & Human Services||POST is comprised of interested procurement staff from all State departments that purchase health and human services. This is an informal session providing an opportunity for state personnel conducting procurements to ask questions, share experiences/ lessons learned, discuss procurement issues, and to network. Open discussion on procurement issues/topics, i.e., SPO circulars, procedures, and procurements|
|SPO 301||HIePRO Buyer Training - Parts 1 and 2||
Designed for State/County procurement personnel who will be utilizing HIePRO for their procurements, this workshop is presented in 2 parts both of which are required to be taken at the same time. Upon completion, and providing all other training and written delegated authority requirements are met buyers may conduct Small Purchase Request for Quotes on HIePRO (RFQ).
Part 1 includes: overview of HIePRO and eProcurement; requirements before conducting procurement; solicitation creation: commodity codes, description/specifications; unit of measure, delivery/start-end of contract dates; estimated price; uploading attachments; submittal due date; standard & optional instructions; Q & A; pre-bid conference section; solicitation release; and solicitation addenda (time permitting).
Part 2 of Basic Buyer Training for HIePRO includes: addenda/amendments to the solicitation if not covered in the previous session; reviewing the abstract and selecting an awardee; award notice; standard and optional instructions for award notice; compliance with HCE; amending awards.
This workshop is intended for HIePRO buyers. Only attendees approved by HIePRO Administrators should attend. SPO 301 is not intended for approvers, supervisors, or persons assisting buyers.
(for each part)
|SPO 303||HIePRO Requestor Training||
This workshop is for individuals who will be entering a request for goods and services on HIePRO including specifications and other information about the solicitation, but will not be the buyer conducting the solicitation. Requestor is a new function in our eProcurement application. The workshop includes an overview of the requestor function, specifications, timelines, units of measure, use of line items.
|SPO 305||HIePRO Approver Training||
Designed for personnel who will be approving HIePRO solicitations/awards in the HIePRO application, this workshop provides the basics of using HIePRO for approvals. It includes a brief overview of approval routes; how they are created and work; the procedures/mechanics of approving or rejecting a solicitation or award;routes with more than one approval; areas to emphasize in your review. There will be time for questions and answers. Note: This workshop is required for HIePRO approvers.
This workshop is for buyers who have taken HIePRO 301 and will be issuing competitive sealed bids/IFBs on HIePRO.
The workshop will focus on the differences in the mechanics of issuing an IFB on HIePRO as opposed to issuing a small purchase request for quote (RFQ). Note: You must have knowledge of the competitive sealed bid process prior to taking this workshop and have taken SPO 100 Competitive Sealed Bidding. SPO 301 HIePRO Buyer training and SPO 120 Competitive Sealed Bidding are pre-requisites for SPO 311.
|SPO 371||HIePRO Dept Administrator Training||This workshop is for Department eProcurement Administrators and alternates. It includes: an overview of the application, HIePRO Administrator responsibilities; differences from HePS, how to enable buyers; create approval routes and assign them; creating alternates for buyers and approvers; overview of the requestor role and how it may be used.||2|
|SPO 372||HIePRO Dept Administrator Meeting/Training||
This workshop/meeting is for HIePRO administrators and their alternates. Part of the webinar will be a meeting format for you to bring up issues and problems and discussed issues related to managing HIePRO, and keep you updated on future changes. The remainder of the time will be training and will include more about the requestor role, a closer look at developing alternates/backups for approvers in approval routes, a review of common questions and problems and reports.
|SPO 373||HIePRO Dept Administrator Training/Meeting|
|SPO 374||HIePRO Dept Administrator Training/Meeting|
|SPO 375||HIePRO Dept Administrator Training/Meeting|
Workshop Descriptions for:
- General SPO Workshops
- Goods, Services and Construction SPO Workshops
- Health and Human Services SPO Workshops
- HIePRO- Hawaii State eProcurement SPO Workshops