Hawaii State eprocurement HIePRO Quick Reference for Vendors. Table of Contents

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1 Hawaii State eprocurement HIePRO Quick Reference for Vendors Table of Contents General Information... 1 Registration in HIePRO... 2 About Commodity Codes... 3 Amending Your Commodity Code Profile... 5 Viewing Solicitations... 6 Submitting an Offer and Attaching Files... 9 General Information What is eprocurement? eprocurement is an open and transparent system for vendors to compete for state contracts electronically; that is, on line: Solicitations and addenda are issued online. Vendors ask questions, view answers, and submit offers online. Bid openings are online. Even the contract award notice is issued online. What about the Transition from HePS to HIePRO? The State has almost completed the transition from one eprocurement application (HePS) to HIePRO. New solicitations are being issued on HIePRO in HIePRO. In February 2014, some awards (from solicitations issued in 2013) will be issued in HePS. If you have a HePS account you may want to keep it open for offers from other government agencies, such as the State of Idaho. When does the State use eprocurement? Is it used for all solicitations? eprocurement is not used for all solicitations. For executive branch departments under the jurisdiction of the SPO Administrator it is used as follows: Required - departments use it for small purchase procurement method where purchase is: o $15,000 - $100,000 for goods and services and o $15,000 - $250,000 for construction. Optional -departments may choose to use eprocurement for: o Competitive sealed bidding method of procurement (IFB) pursuant to section 103D-302. o Small purchase method of procurement for purchases of less than $15,000. o Small purchases of services pursuant to HRS section 103F-405. State Procurement Office uses eprocurement for all solicitations it issues including RFPs (Requests for Proposals). When is HIePRO not used? HIePRO is not used for: For Goods Services and Construction: o Competitive Sealed Proposals (RFPs) (except for State Procurement Office (RFPs) o Professional Services method of procurement For Health and Human Services o Competitive Purchases of Services Requests for Proposals (RFP) - o Treatment Purchases of Services - HRS HIePRO Quick Reference for Vendors Page 1 of 11 SPO (10/13)

2 Who may have a HIePRO account? Any vendor interested in doing business with the State may obtain an account. A vendor may have more than one account when there is more than one individual authorized to submit an offer on behalf of the vendor. Vendors must ensure that multiple offers are not submitted for a single solicitation unless it is specifically stated as permitted in the solicitation. Is there a Fee for HIePRO? There is no fee to register in HIePRO or submit an offer. There is a fee to the awarded vendor. The fee is.75% of the award or estimated award (for instance, the fee is $75 for an award of $10,000) and is due upon receipt of invoice, 30 days net. It is payable to Hawaii Information Consortium, LLC (HIC) the vendor powering the HIePRO application. The fee is capped at $5,000 per award. You will receive an invoice from HIC in HIePRO upon notice of award. Registration in HIePRO. You may register at: Registration is a 2 step process. 1. Create an ehawaii.gov account 2. Login and Register as a Vendor At the HIePRO site, select Vendor registration. Figure 1 Some vendors may already have an ehawaii.gov account. Once you have an ehawaii.gov account, select Login and Register as a Vendor. You may use different contact information for HIePRO ( ). You will need your FEIN. Make sure it is entered correctly. HIePRO uses it to check on your compliance status in Hawaii Compliance Express (HCE). Be sure to enter the legal business name. The award may only be issued to the vendor submitting the offer. You must have the authority to submit offers for the business. See the Vendor Registration Guide and short video at HIePRO Quick Reference for Vendors DRAFT Page 2 of 11

3 Figure 2 About NIGP Commodity Codes When registering as a vendor in HIePRO, you will create a NIGP commodity code profile by selecting commodity codes representing the goods, services or construction you to sell to the state. The commodity codes selected determine the notifications HIePRO sends to your . A vendor may log in and respond to a solicitation that is not in their profile. How Are the NIGP Commodity Codes Organized? The codes are organized alphabetically in classes (general categories) and alphabetically within each class by commodity. For each code, the first 3 digits represent the class and the second two digits represent the commodity Classes up to 899 are for goods and are listed alphabetically Classes from 900 on are for services and are listed alphabetically. How Do You Find Your Commodity Codes? There are several ways. Search by key word. (You can do this when you are creating/amendinging your commodity code profile.)the fewer words the better. Required minimum: 2 letters (if you use too few letters the search will not be very discriminating.) Select the code; or The first choice under the search allows you to select all. If you choose all, you may then unselect the codes that do not apply. Search by class. The commodity codes are listed by class on the HIePRO site. You do not even have to log in to view them. Note than this is a search only. You must log in to add commodity codes to your profile. On the HIePRO site, select Commodity Codes Select the class to view the commodity codes in that class. o Select the checkbox to left of the classes that apply to you, scroll down and select print, or o write down the classes/codes that apply. When creating/modifying your commodity code profile, enter the class number and o select the codes that apply, or HIePRO Quick Reference for Vendors DRAFT Page 3 of 11

4 o select "all " for all the codes in that class. You can then delete the commodity codes you do not wish to include. See Amending your Commodity Code Profile in the next section. Figure 4 Note: The Print button is at the bottom of the page. You may use your browser search button (control + F) to search classes. (It will also work for codes but only if you have opened the class and the codes are visible.) HIePRO Quick Reference for Vendors DRAFT Page 4 of 11

5 Amending your Commodity Code Profile You may amend your commodity code profile at any time. Log in. Select the Update my Vendor Profile tile. Select the Commodity Codes tab. Add commodity codes in the same way you created your commodity code profile. Figure 3 Figure 4 You may also delete commodity codes in several ways. To delete commodity codes individually, select the Remove Button next to the commodity code. To delete many commodity codes, select the check boxes next to the commodity codes to be deleted. At the bottom of your commodity code list, select the Delete Selected button. To delete all commodity codes, scroll to the bottom ofy the listing and select Delete All. HIePRO Quick Reference for Vendors DRAFT Page 5 of 11

6 Figure 5 Viewing Solicitations Log in. Select Dashboard if it does not already appear. Under What would you like to do? are several tiles. View Solicitations for Me - includes all solicitations for which you have included the commodity code in your commodity code profile at the time of release of the solicitation. Search Solicitations and Awards - allows you to search and respond to all solicitations regardless of your commodity code profile. Figure 6 HIePRO Quick Reference for Vendors DRAFT Page 6 of 11

7 Select View Solicitations for Me. A listing of solicitations appears. Select the Solicitation Number to view the details. Figure 7 Details of the solicitation are on several tabs. Be sure to review all of them before submitting an offer. General Information. Attachments on the General Instructions tab apply to all line items and will typically be things like special and or general conditions, etc. Line items. Details of the specifications will be with the line items. Instructions. Includes general instructions about the solicitation. Questions and Answers (as applicable). You may enter questions and view answers to all questions for the solicitation on this tab. Figure 8 Search Awards and Solicitations. Select the Awards and Solicitations tile. Select the Solicitations tab. A search page appears. Select/enter the search criteria and select Search. A listing of solicitations appears. Note: Selecting Search without entering any criteria will result in a listing of all solicitations. HIePRO Quick Reference for Vendors DRAFT Page 7 of 11

8 Figure 9 Select the solicitation number to view details. (see Figures 7 and 8 on the previous page) Details of the solicitation are on several tabs. Be sure to review all of them before submitting an offer. General Information. this tab includes: solicitation due date, contract start and end dates, deadlines for questions and answers.attachments on the General Instructions tab apply to all line items and will typically be things like special and or general conditions, etc. Line items. Details of the specifications will be with the line items. Instructions. Includes general instructions about the solicitation. Questions and Answers (as applicable). You may enter questions and view answers to all questions for the solicitation on this tab. What is the difference between View Solicitations for Me, Search and Search Solicitations and Awards? The Search Solicitations and Awards tile and the Search link (between Commodity Codes and Account) take you to the same place. Figure 10 HIePRO Quick Reference for Vendors DRAFT Page 8 of 11

9 Submitting an Offer and Attaching Files Before submitting an offer, be sure to review all parts of the solicitation to ensure your offer is: responsive to the solicitation and that your offer meets the specifications and administrative requirements, if any. Check the following: General information, Line Items and line item details, Instructions, Questions and Answers, if any, and attachments. Attachments may be at the bottom of the General Information Tab and in the Line Item Detail. When viewing a solicitation, from any of the tabs, select the Respond to Solicitation button at the bottom of the page. Figure 11 A list of line items will appear. To respond to a line item, select the Details button for the line item. Figure 12 The line item offer page will appear with line item offer information information and attachments. After reviewing the information and attachments, scroll to the Offer Information section. Enter the unit price and comments, if any. HIePRO Quick Reference for Vendors DRAFT Page 9 of 11

10 Figure 12 To submit attachments with your response, scroll to the File Attachments section and select the Browse button. Find the file, select it and select open. Enter a name and select the Upload button. You know your file is uploaded when it appears under Attached Files. When you have completed uploading your files, you must select Save. After selecting Save, you must submit your offer by selecting Submit. Figure 13 Figure 14 HIePRO Quick Reference for Vendors DRAFT Page 10 of 11

11 You know your file has been uploaded when it appears below Attached Files. Figure 15 You must submit your offer. If you do not complete this step, your offer will not have been submitted and your response cannot be considered. Figure 16 When you submit, you will see a confirmation message and a message if you are not compliant in Hawaii Compliance Express (HCE). HIePRO Quick Reference for Vendors DRAFT Page 11 of 11