Have questions about using the Hawaii e-Procurement System (HePS) for competitive sealed bids and proposals for goods, services and construction? You may find what you are looking for with these frequently asked questions.
HePS is the electronic procurement system that the Board of Water Supply, City and County of Honolulu (BWS) uses to issue solicitations for competitive sealed bids and proposals for goods, services and construction, receive responses, and issue notices of award. Our eProcurement system is hosted by SicommNet and has the following elements:
Some benefits of HePS are:
Sharing Information/Streamlining: Solicitations that have been issued in the past may be searched, restaged, amended as necessary and reissued when new needs arise. HePS buyers can search for and restage any solicitation issued on HePS, not just their own. This allows a sharing of knowledge and keeps state agencies from having to “reinvent the wheel.”
Currently, the BWS uses HePS to issue Invitations for Bids (IFBs) and Requests for Proposals (RFPs) for goods, services and construction pursuant to §103D-302 and §103D-303, Hawaii Revised Statutes.
SicommNet is the company contracted to provide HePS for the State of Hawaii. SicommNet is an application service provider, which means there is no software to download to use HePS. With your login/password you can access HePS from anywhere you have access to the internet.
Vendors can register for HePS by going to http://www.sicomm.net/vendor-registration.
Vendors can register for HePS at any time. We recommend vendors watch the HePS registration instructions prior to registering as it walks vendors through all the information needed and provides step-by-step instructions on how to register. The registration process takes about 15 minutes. The HePS registration instructional video can be found on the HePS page found on the BWS Procurement site at www.boardofwatersupply.com/procurement/heps.
Once registered, vendors will begin receiving e-mail notifications. Note e-mail notifications are often batched and sent in the evening. If a vendor wishes to see a solicitation prior to receiving evening e-mail notifications, the vendor can log in.
Note: Upon registering for HePS vendors should also register for Hawaii Compliance Express (HCE), a program separate from HePS, if they have not already done so.
HePS is an unfunded initiative which means that no funds have been appropriated for the program. There is no cost for vendors to register or to submit quotes or bids. However, when a vendor is awarded, the vendor will pay SicommNet .85% of the award, (or $8.50 for every $1,000).
The fee is due upon delivery. When the vendor receives a notice of award in HePS there will be a delivery date (entered by the buyer). HePS will automatically generate and send an invoice to the vendor. The vendor will have 30 days to pay SicommNet.
For instance, a buyer may send a notice of award on January 1 for delivery of goods on March 1. On March 1, SicommNet will generate an invoice, it will be sent to the vendor and the vendor will have 30 days to pay.
If the award is an indefinite quantity to be delivered over time, the vendor will report sales to SicommNet each quarter with a copy to the buyer. SicommNet will bill based on the report and the vendor will have 30 days to pay. Lastly, there is a cap of $5,000 for the fee for each award. The fee for awards of $588,000 and above will be $5,000. Vendors may pay SicommNet upon award.
No, it does not. This is because vendor compliance can change from day to day. HePS connects with Hawaii Compliance Express at the time a buyer is awarding the solicitation to verify proof of compliance.
Solicitations are open to all registered vendors are on the HePS Public Procurement Notices site.
When you register in HePS, you will create a profile of your company including selecting from a list the categories of the goods, services and construction your company is interested in providing. When you log in to HePS, the solicitations on HePS that fall within your profile are displayed rather than having to search through a long list of all solicitations. You can also view all HePS solicitations simply by clicking the show all button.
No, as a vendor, you do not have to include all commodity codes in the vendor commodity profile.
All vendors doing business with the BWS are required to comply with all applicable statutes, administrative rules and procedures.
Proof of vendor compliance (compliance documentation) is required. Acceptable proof/documentation for the BWS is obtained by subscribing to Hawaii Compliance Express (HCE). Proof/documentation of compliance is required for awards of $2,500 and above and may be required for all awards at the discretion of the purchasing agency or Chief Procurement Officer.
Registration in Hawaii Compliance Express allows the vendor to submit applications for proof of compliance of compliance for the following:
Hawaii Compliance Express (HCE)
Vendors obtain proof of compliance by subscribing to Hawaii Compliance Express (HCE), a one-stop online program where vendors may verify and manage their compliance. HCE eliminates the need to provide paper documents for each award. The cost to subscribe to HCE is $12/year.
Note: If a vendor cannot provide proof of compliance upon award, award may be delayed or may not be awarded. It is recommended vendors register in HCE as soon as possible and prior to responding to a solicitation to allow time for processing which may take up to two weeks. Purchasing agencies may check Hawaii Compliance Express for compliance status at any time.
See also: Hawaii Compliance Express FAQs
Yes. Vendors should register in Hawaii Compliance Express (HCE), a program separate from HePS, if they wish to do business with the Board of Water Supply. See the Hawaii Compliance Express FAQs.
Your commodity code profile may simply not include any of the commodities being purchased by the Board of Water Supply at this time.
To verify, you may always log into your HePS account and select the view all (solicitations) button at the top of the solicitation listing. If you do see solicitations for which you want to respond you may do so and that commodity code will be added to your profile when you submit your bid.
All vendors doing business with the State are required to comply with all applicable statutes, administrative rules and procedures.
While applicable statutes will vary with the types of goods, services or construction, vendors doing business with the Board of Water Supply must comply with the following Hawaii statutes, including but not limited to:
Vendors must also be registered and in compliance in Hawaii Compliance Express to show proof of compliance for:
Vendors may also be required to complete forms testifying they are in compliance with various statutes such as HRS §103-55.
A vendor who submits an offer may access it’s abstract for the following methods of procurement:
Abstracts are available on the evening of the submittal deadline. This occurs after the evening batch, usually between 5:30 and 7:30 PM HST.
A number of instructional resources are available on the HePS page, including:
Go to the HePS log-in page. Click on the help button next to the login. Enter your e-mail and you will get an e-mail with your password in a few minutes.
For general questions about HePS and policy questions contact the Board of Water Supply Procurement Office at (808) 748-5071 or via email at FN_Procurement@hbws.org.
For help in registering, how to use the HePS application, refining your vendor profile only, contact SicommNet:
Note that SicommNet is the vendor contracted by the Board of Water Supply to provide the HePS application only and cannot to respond to any questions regarding procurement. The Board of Water Supply is not responsible for any advice vendors may seek from SicommNet.
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