Hawaii State Procurement OfficeProcurement of Health and Human Services (SPOH) Chapter 103F, HRS
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Last updated: 21 April, 2008
(Frequently Asked Questions)
What is the method of procurement when I have a contract with another government agency?
I have a contract that began January 1, 2005. How do I enter the funding?
Do contracts for grants pursuant to Chapter 42F, HRS need to be included in the CDRS? (Note change!)
I see my contract when I log in, but it does not show up on the public website. What is wrong?
How do I get a log-in name (user ID) and password?
Go to the
database login page. Note: this is the login page for the CDRS, the RFP
website and the PRS Procurement Reporting Website.
Should every person entering data have separate log-in and password or
should it be shared in a division or office?
The decision is up to each purchasing agency. There are advantages to
either way. Note that each user will see and be able to modify only contracts
entered by that log-in (user ID). That is advantageous when there are many
contracts. On the other hand, the user cannot see all contracts for a
division or office. However, anyone may search the public site for all
contracts for a department or division. The purchasing agency should keep a
record of each person’s log-in and password.
I have a contract that began in
a previous year but were not entered in the database. Should I enter the start date for those contracts as 7/1/08?
No. Enter the actual start date of the contract. On page 3, where
funding by each FY is entered, you are required to enter funding from FY
05 at this time. Enter funding information for previous years as time
permits.
For the “Start Date” entry on page 1, do I
enter the contract execution date or the contract start date?
Enter the contract start date.
When I am entering the method of procurement on page
2, it asks for a number. Where do I find the number?
If the contract is the result of an RFP, enter the RFP number
(for instance: HMS_403_08s). If the
contract is the result of an approved request by the chief procurement
officer, enter the number assigned by the chief procurement officer approving
the request (for instance, PEH08-02). For the executive branch, you may find numbers for all requests
for exemptions, restrictive purchases, after-the-fact secondary purchases and
crisis purchases from the SPO website
Health and Human Services
CPO approvals site.
I have a Memorandum of Agreement (MOA) but I don’t see a
method of procurement for MOAs on page 2. What do I use?
MOAs are tools, similar to a contract template, used to document an
agreement; they are not methods of procurement. Your method of procurement
must be one of the methods pursuant to HRS Chapter 103F. Many MOAs are with other government
agencies, which are exempt procurements pursuant to section 103F-101(2), HRS.
What is the method of procurement when I have a
contract with another government agency?
Contracts with government agencies are exempt from procurement. On page
2, Method of Procurement, select “exempt” for the method and enter “103F_101_2HRS” as the number.
I have a contract that began January 1, 2005. How do
I enter the funding?
For a contract beginning January 1st or later in the fiscal
year, enter only the funding amount that will be used during the current FY.
The first FY of funding will be a partial year. In subsequent years, enter
funding that will be used for the whole FY year. For instance, if a contract
began 1/1/05 and ends 12/31/07, enter the funding for the period 1/1/05 to
6/30/05 as FY 05, Funding from 7/1/05 to 6/30/06 is entered as FY 06 funding,
and so on.
We don’t contract for an exact amount of funds for
a year. We pay by unit rate. Can I just leave the amount contracted blank
and add the amount actually expended later?
No. Enter an estimate for the amount contracted. The estimated amount
can be changed at any time.
Do contracts for
grants pursuant to Chapter 42F, HRS need to be included in the CDRS?
No. Do not add anygrants pursuant to HRS 42F.
In the past we have advised you to include all contracts for health and human services
including those awarded pursuant to Chapter 42F. However, there has
been some confusion as to whether some 42F contracts should be on the CDRS
or the PRS, Procurement Reporting Website (for goods, services and
construction pursuant to HRS Chapter103D). Therefore, a separate
database for all grants/subsidies is under construction. Please keep a
list of your grants as we will request you enter them when the site is up
and is up. It will be similar to the PRS. Do not delete grants
already in the CDRS, we will move those contracts to the new database.
What about other
contracts exempted by statute or administrative rule; do they need to be
included in the CDRS?
Yes. Include all contracts for Health and Human
Services. On page 2, Method of Procurement, select "exempt" for the
method. For the number, enter the statute or administrative rule as
applicable. Do not use spaces, commas or parenthesis in the number. For
example, section 103F-101 (2), HRS is entered as “103F_101_2HRS.”
I see my
contract when I log in, but it does not show up on the public website. What
is wrong?
It probably means you have not entered one of the required fields. Check
the following and make sure they are completed: Contract Number,
Department, Provider, Fiscal Year Funding. SPO recommends you always
check the public site when you have completed entering contracts.
When updating or
changing contract information, do I just update the existing contract
information, such as a change to the compensation and payment. Or do I
re-enter a whole new contract with the supplemental agreement number, etc....
When
there is a change to a contract, the contract currently posted is modified to
reflect the change. The CDRS does not keep track of each
amendment/supplemental agreement at this time. However, you may find it
helpful to enter a note in one of the 'comments' fields. For instance, if you
are making a change to the funding for a particular FY, you could add a
comment in the comments field for that FY such as "Supplemental
Agreement 1-6/1/05, $3,000 added to FY 05 funds." There is also a
comments section on page 4, which is for general comments for the contract.
This is optional: you may
use the comments fields to help you document. It may also help the public
understand why something has changed from the last time they viewed
information for a particular contract. Note that this does not replace any
requirements for documentation in the procurement file.
How do I correct
a new provider name that I entered?
Log in. Select "Manage" under Contracts.
Select "Providers."
If I am using funds
appropriated in one fiscal year
for services to start in another fiscal year
do I list the funding as
the year in which the funds were appropriated or the year for which the funds are to be used
?
(For instance using FY 06 funds for services to
start 7/1/06, which is FY07)
Always list the funds for the year in which the funds are
to be used. If you think there will be a problem, you may enter an
explanation in comments. This should not happen very often.
My contracts are not executed yet but I know all the
information. May I enter it into the database.
Yes. It is acceptable to enter contract data prior to
execution of the contract. Remember to adjust the information
accordingly if any information changes prior to execution of the contract.
Questions or
comments? 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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