State of Hawaii
HePS ~ Hawaii eProcurement System
Procurement Training
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Goods, Services and Construction | Health and Human Services | Hawaii eProcurement (HePS)
This workshop covers 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., the various preferences (i.e. Hawaii Products, Recycled, etc.), and a brief overview of CSB conducted via HePS and the differences using eProcurement.
Who Needs to Attend
Session Length:
3.5 hours
Provides an overview of the preparation of a CSP, known as Request for Proposals (RFP), including development of scope of work, posting notice, pre-proposal conference, etc. Also includes the responsibilities of the evaluation committee and its involvement in the development of the evaluation criteria; including the evaluation process after proposals are received, award of the contract, and protest and debriefing procedures.
Who
Needs to Attend
Session Length:
3.5 hours
Understand what is an emergency procurement and a sole source procurement; forms used to document the procurement; examples are provided; processes and when applicable to obtain CPO approval; posting award information.
Who Needs to Attend
Session Length:
1 hour
Understand what are 'professional services'; step through the processes to procure professional services as a qualifications based process; review and selection committees; affidavit form; conducting a debriefing; and posting of award information.
Who Needs to Attend
Session Length:
1 hour
Basic information on what is a ‘small purchase’, conducting a small purchase procurement, and small purchases to be procured through HePS; forms (SPO-10 and 10A) used to document the procurement, and posting award.
Who Needs to Attend
Session Length:
2.5 hours
Understand what is an 'exemption from HRS Chapter 103D'; lists of exempt procurements; the essential requirements and the forms to document an exempt procurement; the process and forms to obtain CPO approval, when applicable; and posting award information.
Who Needs to Attend
Session Length:
1 hour
An overview of Chapter 3-131, Hawaii Administrative Rules (HAR), titled "Compliance" (Interim), 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.
Who Needs to Attend
This session conducted by the State Department of the Attorney General provides basic training 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.
Who Needs to Attend
Session Length:
2 hours
DAGS, Public Works Division representatives conducts an overview to understand construction procurement, contract standard terms and conditions used. Attendees may ask questions as they relate to agency’s construction contracts.
Session Length: 1.5 hours
Provides a working knowledge of the necessary components in efficient and effective contract administration; identify problematic areas of contract administration and methods to mitigate potential problems; review the responsibilities of a contract administrator; gain knowledge on methods used to secure compliance to the terms and conditions of a contract.
Session Length: 1.75 hours
An overview conducted by DAGS, Accounting Division to understand 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.
Session Length: 1 hour
An overview of the various SPO website including electronic reporting systems agencies are required to post for procurement information. Systems covered include the Procurement Notices System (PNS), Procurement Reporting System (PRS), Professional Services Awards, and the Hawaii Compliance Express (HCE), and understand the posting requirements. Details on the procurement information available on the SPO homepage website for both the government employees and the public.
Who Needs to Attend
Session Length:
1 hour
Session introduces 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.
Who Needs to Attend
Session length:
2 hours
Learn the who, what, when, and why in requiring insurance in your contracts, and understand potential risks for contracting purposes. DAGS, Risk Management staff discuss materials to understand the different types of policies and requirements for contracting purposes.
Who Needs to
Attend
Session Length:
3 hours
This workshop covers the governing authorities and the procedures required for all authorized travel, the forms and policies designed to facilitate travel arrangements (per diem, air, hotel, car, and other ground transportation) for all official travel. Also covers procedures and policies for intra-state car rental arrangements. Time will be allowed for questions from attendees.
Note: Additional requirements imposed by individual departments will not be covered.
Session Length: 1.5 hours
Provides a comprehensive understanding on the requirements of the State of Hawaii's Inventory Management System. The PowerPoint presentation covers property accountability, internal control procedures, recording of property and supplies, disposal process, and the Quarterly Inventory Update Process including sample transactions to update your DAGS Inventory System account.
Who Needs to
Attend
Session Length:
2 hours
This workshop is not a formal presentation but is intended to give attendees an opportunity to discuss any procurement related concerns and/or issues with other attendees. One of the primary goals of this session is to allow for networking of agency procurement personnel to discuss procurement challenges that they have encountered and what, if any, solutions that was proposed and/or used for its resolution.
Session Length: as needed
Session Length: 2 hours
DAGS, Risk Management staff 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 .
Session Length: 2.5 hours
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.
Session Length: 1.5 hours
Briefing on the status of the pCard program, security measures, on-going implementation of CenterSuite, and other changes in the program. The Emergency pCard program advantages and benefits will be highlighted as well as the latest statistics and enhancements. This workshop is held annually or semi-annually as needed.
Session Length: 1 hour
DAGS, Audit Division conducts this workshop to 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.
Who Needs
to Attend
Session Length:
1.5 hours
An overview of Chapter 104, HRS is provided by DLIR staff, 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.
Who Needs to Attend
Session Length:
3 hours
The Office of Information Practices presentation focuses on public disclosure of procurement records under the State's public records law, the Uniform Information Practices Act (Modified). Topics discussed include what information in procurement records must be disclosed and what is exempt from mandatory disclosure, when records must be disclosed during the procurement process, and the procedure and forms for responding to records requests.
Session Length:
2 hours
An overview of the SPO price and vendor list contracts for a range of goods or services from multiple vendors; benefits of these lists; where are the listings located and how to use these contracts; completing the Evaluation: Vendor/Product form (SPO-12) 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 member states including county and municipal governments.
Who
Needs to Attend
Session Length:
1.5 hours
Learn how to view current surplus items on-line at the SPO webpage, details on the process to obtain state and federal surplus property, including used vehicles from Federal GSA Fleet Management program. Understand how surplus property is obtained and where property is generated. (For Oahu only, workshop is held at DAGS Surplus Mapunapuna Warehouse with a walk through the Surplus facilities.)
Session Length: 1 hour
HePS (Hawaii Electronic Procurement System)
A hands-on basic training for buyers who will be conducting small purchase request for quotes on HePS. Includes an overview of HePS, issuing a requisition/solicitation, choosing commodity codes, amending a solicitation, issuing an award, and searching the system for vendors, commodity codes, solicitations.
Session Length: 5.75 hrs
Prerequisites:
Completion of Workshop No. 120: Small Purchase;
Computer literate: use a mouse, find files on the computer or LAN, perform basic word processing, basic understanding of folders, subfolders and file extensions;
Basic knowledge of a browser such as Internet Explorer and the internet: identify the browser being used, enter web page addresses (URLs), knowledge of basic terms such as menu, dropdown box, etc.;
Approval by HePS department system administrator (password/login must be obtained from HePS dept. system administrator)
A quick review of the process for entering solicitations on HePS for those who have already been trained. Approximately 2 hours will be spent on reviewing the basics; the remaining time will be to address common problems. You may bring solicitation information you are planning to issue.
Session Length: 3.25 hrs.
Prerequisites:
HePS 100: HePS Basic User Training
for Small Purchase Request for Quotes
OR
HePS 300: HePS Basic
User Training - Competitive Sealed Bids
(either workshop is required, not both)
An open-house session for HePS buyers and approvers and for hands-on help with specific issues. There is no agenda for this session. Bring your solicitation information and questions. This class is offered as needed.
Session Length: 1.5 hrs.
Prerequisites:
HePS 100: HePS Basic User Training
for Small Purchase Request for Quotes
or
HePS 300: HePS Basic User
Training - Competitive Sealed Bids or
HePS 205: HePS Basics,
Refresher and Beyond for Approvers
This classroom-setting training is designed for state personnel who review, approve or process payments for HePS awards and other interested government personnel. Includes an overview of HePS, advantages and differences in eProcurement (as opposed to a paper process); how documentation is generated by the system; the kinds of documentation available; detailed explanation of the Award Summary Report and appropriate documentation for small purchases and competitive sealed bids. Views and explanations of the solicitation, abstract and notice of award will also be shown.
Note: This workshop is NOT conducted in the computer lab.
Session length: 1.5 hours
Prerequisites: none
This classroom-setting training is designed for supervisors and administrators who supervise staff using HePS. Includes an overview of HePS, advantages and differences in eProcurement (as opposed to a paper process); how HePS documentation is generated; the kinds of documentation available; the roles in HePS and effective use of approvers. Lastly, and most importantly, this workshop provides an overview of reports that may be generated by the system administrator, how to utilize reports to monitor/control spending, improve procurement efficiency and compliance with statutes and rules.
Note: This workshop is NOT conducted in the computer lab.Session Length: 2.00 hours
Prerequisites: none
For buyers who have utilized HePS, have a basic understanding of its use and are ready to learn more advanced features. Topics will include: understanding commodity codes, using the Pre-Bid Conference, using Vendor Questions and Answers, understanding approval routes, when to use more than one line item, cancelling a solicitation already closed, intent to award, awarding a single line item, awarding multiple line items, cancelling an award and awarding to a different vendor, creating a change order, and finding documents and awards.
Session Length: 4.5 hours
Prerequisites:
HePS 100: HePS Basic User Training
for Small Purchase Request for Quotes
or
HePS 300: HePS Basic User Training
- Competitive Sealed Bids
Hands-on training in the basics of approvals and how they work, approval routes with more than one approval, rejecting a solicitation or award and sending it back to the buyer, review of recent updates, if any, areas to emphasize in your review, lessons learned, questions and answers.
Session Length: 2 hours
Prerequisites: None
Hands-on basic training for buyers conducting invitations for bids (IFB) on HePS. Includes an overview of HePS, issuing a requisition/solicitation, choosing commodity codes, amending a solicitation, issuing an award, and searching the system for vendors, commodity codes, solicitations.
Session Length: 5.75 hrs
Prerequisites:
1. Completion of Workshop No. 100 Competitive Sealed Bids
2. Computer literate: use a mouse, find files on the computer or LAN, perform basic word processing, understanding of folders, subfolders and file extensions;
3. Basic knowledge of a browser such as Internet Explorer and the internet: identify the browser being used, enter web page addresses (URLs), knowledge of basic terms such as menu, dropdown box, etc.;
4. Approval by HePS department system administrator (passwords/logins are obtained from HePS dept. system administrator)
Hands-on training for department system administrators. Includes brief overview of HePS and overview of system administrator duties; adding, modifying and de-activating buyers or approvers, adding/modifying delivery and billing addresses; the basics of approval routing, finding documents
Session length: 3 hours
Prerequisites: This class is open only to HePS system administrators appointed by department heads
Hands-on training for system administrators for departments/jurisdictions. Topics include the various reports system administrators can run with a click; locating solicitations and status, establishing alternates for approvers and buyers; considerations when buyers leave; a short review of newer features/any upcoming upgrades; questions and answers.
Session Length: 3 hours
Prerequisites: This class is open only to HePS system administrators appointed by departments heads. Note that while both HePS 350 and 450 are required, there is no required sequence.
Overview on procuring health and human services pursuant to HRS Chapter 103F including: definition of procurement, differences between public procurement and procurement in the private sector, the five methods of procurement, a brief review of the RFP template, exemptions, statutes and administrative rules, the contracts database reporting system, the SPO website and more.
Session Length: 3 hours
Overview of
planning, the team approach, requirements for conducting requests for
information, collaboration that does not impinge on open competition for
contracts, utilizing the RFP and contracts database websites and the report of
planned purchases as planning tools; procurement, the RFI and applying for
federal grants.
Who Needs to Attend
Session Length:
1 hour
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.
Session Length: 2 hours
Overview of the
RFP development process, including 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.
Who Needs to
Attend
Session Length:
2.5 hours
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.
Who Needs to Attend
Prerequisite: Workshop No. 215: The Request for Proposals Process for Health & Human Services
Session length: 1.5 hours
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, preventing interruption of services.
Who Needs
to Attend
Prerequisite: Workshop No. 220: Evaluating Proposals for an RFP for Health & Human Services
Session length: 2.5 hours
Review of SPO
website and how to find what you are looking for. Overview of purpose and
capabilities of the contracts database reporting system (CDRS), request for
proposals website (RFPW), Hawaii Compliance Express (HCE) and the Hawaii
e-procurement System (HePS). Brief review of reports and search capabilities.
Who Needs
to Attend
Session length: 2 hours
Provides an overview of the methods of procurement for health and human services, the conditions under which they apply, considerations when applying for federal grants with regard to procurement, understanding when requests for exemption are appropriate.
Who Needs to
Attend
Session length: 1.5 hours
Note: Workshop is for administrators and supervisors only and is NOT for clerical staff.
Open session for questions and answers, sharing experience, discussion of procurement issues, networking and lessons learned.
Also Mandatory/Recommended for Procurement of Health and Human Services: Who Needs to Attend
Workshop No. 126: Procurement Code of Ethics & Compliance
Workshop No. 135: Contract Administration
Workshop No. 136: Contract Processing Requirements
Workshop No. 150: Insurance Requirements for Contracts
Workshop No. 171: Overview of Property Loss, Auto Accident, and Tort Claims
Workshop No. 180: Personal Services Contracting
Workshop No. 186: Public Disclosure of Procurement Records
The POST, a group comprised of various staff from all State departments that purchase health and human services, is open to all state staff involved in the planning, purchasing and contracting for health and human services. The State Procurement Office maintains an e-mail list and conducts meetings to coordinate various interagency activities for planning, procuring and contracting health and human services. Since July of 1998 the State Procurement Office, in conjunction with POST has collectively addressed issues to improve the State's ability to purchase quality services from the private sector. See more about past POST sessions
Registration questions? Contact:
Ronnie Correa 586-0554 or ronnette.l.correa@hawaii.gov
Workshop content questions? Contact:
Corinne Higa at 587-4706 or
corinne.y.higa@hawaii.gov for
HRS Chapter 103D and HRS 103F workshops
Mara Smith at 587-4704 or mara.smith@hawaii.gov for HePS workshops
Bonnie Kahakui at 587 4702 or bonnie.a.kahakui@hawaii.gov for pCard workshops