State of Hawaii
Procurement Training
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Following is a listing of the State Procurement Office (SPO) workshops. Please check this site regularly for new workshops, and newly scheduled classes. Once registered, check prior to class date as this will be the only notification of cancellations/changes.
This session will briefly review the history/background of the procurement code, organization, procurement delegations, source selection methods, SPO price lists and vendor lists, procurement circulars, procurement directives, and electronic postings. The workshop will provide examples, cover recent changes to HARs and HRS, and allow for questions from attendees. Note: this workshop is for administrators and supervisors.
Attendee:
Administrators or managers responsible for
supervising purchasing personnel/contract administrators/ other personnel
responsible for contracts/purchases using any of
the source selection methods.
Course Length: 1.5 hours
This session will cover similar information that was provided in the 2006 SPO Training for State and County Personnel. It is intended for procurement personnel with little or no experience that utilize this source selection in HRS Chapter 103D. The workshop will provide examples, cover recent changes to HARs and HRS, and allow for questions from attendees.
Attendee:
Procurement purchasing personnel with little or no experience with HRS
Chapter 103D. All personnel with access to HePS.
Course Length: 3 hours
This session will cover similar information that was provided in the 2006 SPO Training for State and County Personnel. It is intended for procurement personnel with little or no experience that utilize this source selection in HRS Chapter 103D. The workshop will provide examples, cover recent changes to HARs and HRS, and allow for questions from attendees.
Attendee:
Procurement purchasing personnel with little or no experience with HRS
Chapter 103D.
Course Length: 3 hours
This session will cover similar information that was provided in the 2006 SPO Training for State and County Personnel. In addition, the process to select providers for federal grants when other source selections (IFB, RFP, etc.) are not used will be covered. It is intended for procurement personnel with little or no experience that utilize this source selection in HRS Chapter 103D. The workshop will provide examples, cover recent changes to HARs and HRS, and allow for questions from attendees.
Attendee: Procurement
purchasing personnel with little or no experience with HRS Chapter 103D.
Course Length: 3 hours
This session will cover similar information that was provided in the 2006 SPO Training for State and County Personnel. Instructions will cover the rules and procedures of the competitive sealed bid process or Invitation for Bid (IFB), posting procurement notices, preferences, pre-bid conference, specifications, and protest procedures.
Attendee:
Purchasing personnel, program managers/specialist, and personnel
conducting IFBs
Course Length: 3 hours
This session will provide an overview of the preparation of the RFP solicitation, which includes the proposal format, the offer form, scope of work, specifications, evaluation criteria, and the special provisions. Examples of RFP solicitations will be included.
Attendee:
Purchasing personnel with working knowledge of the RFP process
Course Length: 2 hours
This course will provide a more detailed presentation of the responsibilities of the Evaluation Committee and its involvement in the development of the evaluation criteria. This presentation will “walk through” the evaluation process after proposals are received to include the award of the contract. As part of the award process, the protest and debriefing procedures will be covered.
Attendee:
Purchasing personnel with working knowledge of the RFP process
Course Length: 2 hours
Provides a comprehensive understanding on the requirements of the State of Hawaii's Inventory Management System. The PowerPoint presentation will cover property accountability, internal control procedures, recording of property, supplies, disposal process, and the Quarterly Inventory Update Process including sample transactions to update your DAGS Inventory System account. Learn about the Surplus Property warehouse, how to view current available surplus items, details on the process to obtain state and federal surplus property and become an eligible donee.
Attendee:
Personnel tasked with inventory management responsibility.
Course Length: 3 hours
Learn the who, what, when, and why in requiring insurance and understand potential risks for contracting purposes. Be able to understand the different types of policies and requirements for contracting purposes.
Attendee:
Personnel responsible for risk management decisions and insurance
Course Length: 3 hours
Meet with representatives from the DAGS, Public Works Division, to understand how they procure construction contracts; standard terms and conditions used, and ask questions as they related to your agency’s construction contracts.
Attendee: Personnel
responsible for construction contracts.
Course Length: 2 hours
Understand the essential foundational steps required in efficient and effective contract administration; identify problematic areas of contract administration and learn ways to mitigate potential problems; find out the responsibilities of a contract administrator; gain knowledge on methods that can be used to secure compliance to the terms and conditions of a contract.
Attendee:
Personnel responsible to oversee and/or serve as a Contract Administrator
Course Length: 3 hours
This session will cover the procedures required for all authorized travel, the forms, and policies designed to facilitate travel arrangements for all official travel. The workshop will also cover the 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.
Attendee: Employees responsible for making travel arrangements.
Course Length: 1.5 hours
Overview of the State Ethics Code, Chapter 84, Hawaii Revised Statutes, with an emphasis on ethics issues that are especially relevant for employees who procure goods and services for the State. Topics include conflicts of interests; outside employment with state vendors and contractors; acceptance of gifts, including meals, trips, or any other gifts from vendors and contractors; misuse of official position and state resources; requirements for the award of contracts to state officials or to businesses in which state officials have controlling interests; and ethics restrictions for former state employees who are employed by vendors or contractors doing business with the State. Attendees: State employees with procurement or contract responsibilities.
Attendee: State personnel responsible for procuring or contracting goods, services, construction or health and human services. (Note: This class is not intended for county employees because the State Ethics Code does not apply to county personnel.)
Prerequisite: None
Course Length: 2 hours
This session will introduce the environmental, economic, health and resource conservation benefits of ‘green purchasing’ (also known as environmentally preferable purchasing, or ‘EPP’). It will provide an overview of the procurement mandates for agencies under state law (Chapter 196, HRS and AD 06-01), and provide information on how to identify and procure environmentally preferable products in the price and vendor lists provided by the State Procurement Office. These include products with Energy Star ratings and those with recycled and bio-based content, ranging from office supplies to less toxic institutional cleaning products. Also discussed will be the supplemental state contract with Grainger, Inc. provided through the Western States Contracting Alliance, which offers expanded purchasing opportunities. Learn about how green purchasing saves money, energy and water resources, protects worker health and reduces pollution.
Attendee: State procurement purchasing personnel with interest in EPP or who wish to learn about requirements under HRS Chapter 196, and the state “Lead By Example” initiative.
Course length: 2 hours, with ample time for questions and discussion.
Chapter 104, HRS, Wages and Hours of Employees on Public Works
Overview of Prevailing Wage, Certified Payroll and Contracting Agency Responsibilities
This course is an overview of Chapter 104, HRS, 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.
Attendee: Personnel responsible for construction contracts.
Prerequisite: None
Course Length: 3 hours
Attendees: Procurement purchasing personnel responsible for conducting small purchase request for quotes on HePS for their division, branch or office.
Course Length: 5.75 hrs
Prerequisite: * Understanding of Small Purchase method of source selection pursuant to HRS section 103D-305 and HAR 3-122, Subchapter 7; * completion of SPO class Small Purchase and HePS; * computer literate (able to use a mouse, find files on the computer or LAN, perform basic word processing, demonstrate understanding of folders, subfolders and file extensions; * working knowledge of the browser (such as Internet Explorer) and the internet (be able to identify the browser being used, enter web page addresses (URLs), find a web page when given the URL, understand terms such as menu, dropdown box, etc.); * approval from HePS department system administrator
Attendees: Supervisors of procurement personnel conducting small purchase request for quotes on HePS or purchasing personnel with approval responsibilities for small purchase request for quotes.
Course Length: .5 hrs
Prerequisite: * Understanding of small purchase method of source selection (HRS section 103D-305 and HAR 3-122, Subchapter 7); * completion of SPO class Small Purchase and HePS; * computer literate (able to use a mouse, find files on the computer or LAN, perform basic word processing, demonstrate understanding of folders, subfolders and file extensions; working knowledge of the browser (such as Internet Explorer) and the internet (be able to identify the browser being used, enter web page addresses (URLs), find a web page when given the URL, understand terms such as menu, dropdown box, etc.); * approval from HePS department system administrator
Only for buyers who have already taken the HePS basic training more than one month ago and need a refresher on the basics. Approximately 1 hour will be spent on refresher; the remaining time will be to address common problems. Bring your solicitation information.
Attendees: Procurement purchasing personnel responsible for conducting small purchase request for quotes on HePS for their division, branch or office.
Course Length: 4 hrs
Prerequisites: HePS Basic Buyer Training, working knowledge of small purchase method of source selection pursuant to HRS section 103D-305 and HAR 3-122, Subchapter 7; Small Purchases and HePS
An open-house session for buyers who have already taken HePS Basics and would like hands-on help with specific issues. There is no agenda for this session. Bring your solicitation information and questions.
Attendees: Procurement purchasing personnel responsible for conducting small purchase request for quotes on HePS for their division, branch or office and approvers
Course Length: as needed
Prerequisites: HePS Basic Buyer Training, working knowledge of Small Purchase method of source selection (HRS section 103D-305 and HAR 3-122, Subchapter 7); Small Purchases and HePS
For buyers who have utilized HePS, have a basic understanding of its use and are ready to learn some advanced features. Topics will include: understanding commodity codes, using the Pre-Bid Conference (new feature), using Vendor Questions and Answers (new feature), understanding approval routes, cancelling a solicitation already closed, awarding a single line item, awarding multiple line items, cancelling an award and awarding to a different vendor, creating a change order, finding documents and awards, and using the contract expiration tracker.
Attendees: Procurement purchasing personnel responsible for conducting small purchase request for quotes on HePS for their division, branch or office.
Course Length: 5.5 hrs.
Prerequisites: HePS Basic Buyer Training; completion of at least 2 HePS solicitations; working knowledge of small purchase method of source selection (HRS section 103D-305 and HAR 3-122, Subchapter 7); SPO class Small Purchases and HePS
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, a short review of some new features of the recent upgrade; questions and answers.
Attendees: HePS system administrators
Course Length: 2 hours
Prerequisites: This class is open only to HePS system administrators.
Overview
of how to procure health and human services pursuant to Chapter 103F, HRS
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, overview of
Chapter 103F, HRS and administrative rules, the contracts database reporting
system, the SPO website and more.
Attendees: Purchasing personnel,
program managers/specialists, or other personnel who plan
for health and human services, conduct procurements or
contract for competitive (RFP) treatment, crisis, restrictive or small purchase of service
contracts, County agency
personnel wishing to learn about procurement pursuant to this chapter;
Prerequisite: None
Course 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.
Attendee: Purchasing personnel, program
managers/specialists, or other personnel involved in the planning, procuring or
contracting for health and human services.
Prerequisite: Basics of Procuring Health & Human Services
Course Length: 2 hours
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.
Attendees: Purchasing personnel, program managers/specialists, or other personnel who plan for health and human services, conduct procurements or contract for treatment, crisis, restrictive or small purchase of service contracts.
Prerequisite: Basics of Procuring Health & Human Services
Course Length: 3 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.
Attendees: Purchasing personnel,
program managers/specialists, or other personnel writing, conducting, or
evaluating RFPs, administering or monitoring competitive purchase of
service contracts.
Prerequisite: The Request for Proposals Process
Course length: 2.5 hours
Overview of the process from
the notice of award through the 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.
Attendees: Purchasing
personnel, program managers/specialists, or other personnel writing,
conducting, evaluating RFPs and/or administering or monitoring competitive purchase of
service contracts.
Prerequisite: The Request for Proposals Process
Course length: 3 hours
Overview of
purpose and capabilities of the CDRS, RFPW and HePS, the Hawaii
e-procurement System. Brief review
of reports and search capabilities.
Attendees:
Purchasing personnel, program managers/specialists, or
other personnel
responsible for contracts or purchases pursuant to
Chapter 103F for health and human services contracts exempt from Chapter
103F.
Prerequisite: None
Course 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. Note: this workshop is for administrators and supervisors.
Attendees: Administrators or managers supervising purchasing personnel, program managers/specialists, contract administrators, planners or other personnel responsible for contracts or purchases of health and human services.
Prerequisite: None
Course length: 1.5 hours
See also:
Workshop handouts will on the SPO website prior to each workshop.
Missed a Chapter 103F workshop? Agendas and handouts from last year's workshops.
Check the SPO training schedule site prior to class date for changes/cancellations and to download handouts.
SPO ~ Health and Human Services Home
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State Procurement Office ~ 1151 Punchbowl Street, #230A ~ Honolulu, HI 96813