State of Hawaii

State Procurement Office

Procurement of Health and Human Services (SPOH)  

HRS Chapter 103F

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SPO > SPOH > For State Agencies > POST > Meeting of 3/30/06

POST

Health and Human Services
State Purchase of Service Team

Meeting of March 30, 2006

Kalanimoku Bldg., 1151 Punchbowl St., Room 322ABC, Honolulu

Thanks to the 40 people who attended in spite of the rain!

AGENDA
(Handouts/Links)

  1. Welcome

  2. Implementing the Administrative Rule Changes - Update
    Reviewed some of the rule changes and advised staff who did not utilize the most recent RFP template for current RFPs to issue addenda reflecting them.  Amended rules are on the SPO website as well as a summary of the major changes.  Discussed the amendment concerning submittal of mailed RFPs (postmarked by USPS on submittal due date and received within 10 days) pursuant to section 3-143-204, HAR.  Administrative rules for Chapter 103F, HRS.  Summary of the amendments.

  3. Updated Forms
    Distributed copy of updated Request for Restrictive Purchase of Service Form SPO-H 500.  (Forms are accessible here.) Discussed how rule amendments affect the process. Briefly reviewed process for exemption requests and other forms that are under revision/development.

  4. Updated RFP (Request for Proposals) Template
    Reminder:      The SPO website must be checked for an updated RFP template each time an RFP is developed.  
    Reviewed some of the changes, distributed a handout on the website where updated templates are located as well as documentation of the modifications.  (See the web page.) Discussed examples of updates and the rationale for updating the template often (examples of "lessons learned" from various procurements).

  5. Procurement Violations
    Distributed the form and instructions for Procurement Violations (Form SPO 16).  Reviewed the purpose of the process and procedures.

  6. RFI (Request for Information) - Update

  7. Biennium Timeline for Competitive Purchase of Services - Draft
    Distributed a draft of the timeline and discussed purpose and intended use.  Asked for comments. Draft will be distributed through department heads for comments.  Draft timeline (PDF)

  8. The SPO Website - Update and Changes
    Contracts database and RFP website will be moving to a new website address sometime today.  Discussed minor changes. Will notify via e-mail when new addresses are known.  This affects you primarily if you are distributing the direct RFP website to potential applicants (instead of instructing them to go to www.spo.hawaii.gov, click on Health and Human services...and "RFPs".)
    Check your current RFP notices! 
    Also noted that Chapter 103D contracts would be also be posted to a similar system.
    Note: Here are the new URLs:
    RFP website: www.hawaii.gov/spo2/health/rfp103f/
    Contracts Database:  www.hawaii.gov/spo2/health/contracts/
    Log-in here to manage (add/modify): www.hawaii.gov/spo2/manage/login.php

  9. Treatment List of Qualified Providers
    Update
    List is out and updated.  Discussed documentation to be included in procurement file. SPO is planning a future workshop on the treatment method of procurement.
    b. Request for Service Needs
    Distributed draft of the next request for service needs to be completed by state agencies.  Method for requesting reports will be a two-step process.
    1) Services needs will be collected and collated (title/brief description).
    2) Minimum qualifications and type of professionals will be requested and clarified to expedite the evaluation process.
    Formal request for needs will be sent to the departments shortly.  This is a "heads up."

  10. Future Workshops/POST Meetings
    Next workshop:   Development of an RFP, 4/28/06 at 10:00 a.m.
    Next POST Meeting: late May/early June
     

  11. Other Business

    Report of Planned Purchases for Health and Human Services – Update
    SPO will be requesting updates to the planned purchases report within the next few weeks.  Discussed general format and method for responding.

Contracts Database - Update
Reminder:  Contracts need to be posted within 5 working days of contract execution. 
Discussed some changes that will occur when the database is moved today.

  1. Questions and Answers

 

Should you have any questions, please contact 
Mara Smith at 808.587.4704 or mara.smith@hawaii.gov or 
Corinne Higa at 808.587.4706 or corinne.y.higa@hawaii.gov.

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