+ All Categories
Home > Documents > Procurement Awards, Notices and Solicitations...

Procurement Awards, Notices and Solicitations...

Date post: 23-Feb-2020
Category:
Upload: others
View: 2 times
Download: 0 times
Share this document with a friend
60
Procurement Awards, Notices and Solicitations (PANS) POSTING
Transcript
Page 1: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Awards, Notices and Solicitations (PANS)

POSTING

Page 2: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Before we begin…a quick refresher…

You are required to have written delegated procurement authority and appropriate training: Procurement Delegation No. 2010‐01 (12/7/10)

Amendment No. 1 (4/4/11) Procurement Delegation No. 2010‐02(12/7/10) Procurement Circular No. 2010‐05 (12/7/10)Training website:

http//spo.hawaii.gov/, Training for State and County Personnel

2

Page 3: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

And something new…

THE PROCUREMENT WIZARD

3

Page 4: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

spo.hawaii.gov

4

Page 5: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Posting of…

Procurement Notices

Solicitations (RFPs and RFIs)

Awards and Contracts

Planned Purchases Report

5

Page 6: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Why are we having this session?

6

Page 7: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices System (PNS)

Procurement Notices SystemProcurement Circular 2003‐04 (5/09/03; eff. 7/1/03)Amendment 1 (5/28/03)

Posting Procurement Awards, Notices, & Solicitations (PANS)

Procurement Circular 2010‐01 (6/15/10)

Purpose of the PNS

To provide the public with a single location for viewing Chapters 103D and 103F procurement notices.

7

Page 8: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices

8

Page 9: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices LoginHomepage:  Procurement Notices/Bidding Opportunities

9

Page 10: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

10

Procurement Notices (continued)

Refer to Procurement Circular 2010‐01 if a login and password is needed.

Page 11: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

11

Procurement Notices (continued)

Page 12: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices (continued)

12

Page 13: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

13

Procurement Notices (continued)

Page 14: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices (continued)

14

Be sure to print public notice on the date that it is first published.FYI:  Read Procurement Circular 2017‐02 regarding purging of notices 60 days after the due date.

Page 15: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices (continued)

Complete and print “Statement of Attestation for Internet Posting” (SPO Form‐20).  (Available on the SPO website under “Forms.”)

(Notice in the newspaper is optional.)15

Page 16: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Procurement Notices (continued)

16

Click on search to see and edit notices

Page 17: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

REQUEST FOR PROPOSALS WEBSITE

17

RFP

Page 18: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals

18

https://gpcprod.spo.hawaii.gov/manage/login.php

(Post RFPs only. No RFIs.)

(Pending RFPs. Info doesn’t have to be entered the day of the release. Can be done ahead of time, as long as date of release is correct. Notice is put in pending till the date of release. Be sure to check public site on date of release.)

Page 19: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

19

Page 20: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

20

Page 21: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

21

Page 22: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

Edit Delete

Attach

22

Page 23: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

To upload RFPs, addenda, etc.

23

Page 24: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

24

Page 25: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

25

Page 26: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

26

Page 27: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Request for Proposals (continued)

27

Public Site

Page 28: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Awards/Contracts Database

28

Page 29: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Is posting of awards and contracts mandatory?

Procurement Circular No. 2010‐01

Detailed how to:  

SPO homepage:  spo.hawaii.gov

Search:  PANS Overview

29

Page 30: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Awards/Contracts Database

What kind of purchases of health and human service do I need to report on the Award/Contracts database?

a. Any HRS Chapter 103F purchase using the five methods of procurement:  Competitive, restrictive, treatment, crisis, small purchase

b. Purchases exempt from HRS Chapter 103F (including HRS Chapter 42F grants for health & human services).

(a & b regardless if formal contracts, memorandums of agreement or understanding (MOA or MOU), and purchase orders)

30

Page 31: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Awards/Contracts Database (continued)

1.  How do I get started?Obtain a login and password.  (Refer to Procurement Circular 2010‐01 if a login and password is needed.)

(The same login and password work for both the RFP and Awards/Contracts databases)

31

Page 32: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Awards/Contracts Database (continued)

32

https://gpcprod.spo.hawaii.gov/manage/login.php

Page 33: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Awards/Contracts Database (continued)

2. On the Manage SPO2 click on “Manage” to add or amend an Award/Contract entry.  

33

Page 34: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (Awards/Contracts)

3. Click “Add a New Contract” for a new entry.

4. Click “Search for Contracts” or “List All Contracts” to amend an existing contract.

5. Be Aware:  You will only see entries that are entered under the same login and password.

34

Page 35: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

6. Click “Yes” to add a new contract.

35

Page 36: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

7. There are 4 pages to enter contract information.

Page 1: General Information & Demographics

Contract/PO number, 

Department, division, branch/office,

Provider, service description, 

Geographic areas, 

Target  & special population, if any, 

Start date, end date, possible extensions 

36

Page 37: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

37

Page 38: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

Page 2:  Method of Procurement

a. To add a new contract, click “Add New.” 

38

Page 39: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

b. A page will appear where you will indicate the “Method of Procurement” and the citation (RFP, PEH, RH, statute, or rule number) 

39

Page 40: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

c. Click “Save & Go Back to Page 2” to check information entered. 

40

Page 41: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

d. If corrections are needed, click on the blue edit (pen) icon to go back to the previous page.

41

Page 42: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

Page 3:  Funding Information

a. When entering funding for a different contract fiscal year, click “Add New.”

42

Page 43: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)You are required to enter a funding amount. DO NOT LEAVE BLANK!

43

Page 44: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

Contract Period:  1 year with 3 yearly options to extend.  Funding:  $200,000 per contract year Total funding for 4 years:  $800,000If your contract period coincides with the State’s fiscal year, then:

Example:  Contract year (July to June)FY 2012:  $200,000FY 2013:  $200,000FY 2014:  $200,000FY 2015:  $200,000

If your contract period runs other than on the State’s fiscal year, then the postings would coincide with the fiscal year:

Example:  Contract year (January to December)FY 2012:  $100,000 (January to June 2011)FY 2013:  $200,000FY 2014:  $200,000FY 2015:  $200,000FY 2016:  $100,000 (June to December 2016)

44

Page 45: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

4. If the funding amount is estimated, be sure to check the box.

45

Page 46: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

5. If the contract crosses into other fiscal years, be sure to enter the amounts to be expended in each appropriate fiscal year.

Note:   Contract FY NOT Funding FY.46

Page 47: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

6. After the close of each fiscal year,  enter the actual amounts expended for each fiscal year.

Note:  You need to update yearly for the life of the contract! 47

SAVE

Page 48: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

8. If the information needs amending, click on the blue (pen) edit icon to go back to the previous page.

9. If okay, “Go to Page 4.”

48

Page 49: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

49

Page 4:  Method of Compensation and Payment, Contact Information, General Comments, and Major Accomplishments

Page 50: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

50

Page 51: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Adding a New Contract (continued)

Getting to the End Before logging out, check your work!

If you are done, log out.

51

Page 52: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Updating Your ContractsAwards/Contracts Database

6. Updating or Editing Contract Information

Log in; click on Manage.. 

Click on List all Contracts or Search all Contracts.”

(FYI:  You can only edit those entries that were entered under the same login and password.  To view all entries by the department or division, you need to view it from the public view.)

52

Page 53: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Updating Your Contracts (continued)(Awards/Contracts Database)

What information needs to be added or adjusted during the life of the contract?

End dateFunding– Expected funding for the next fiscal year– Actual expenditures for the preceding  yearContact informationSignificant contract accomplishments

53

Page 54: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Updating Your Contracts (continued)(Awards/Contracts Database)

54

Keep info current!

Update as applicable

Page 55: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

The Icons

Blue (pen) icon to edit;

Green (arrow) icon to add/upload an attachment.

Red (X) icon to delete the record.

55

Page 56: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Planned Purchases Report

56

Page 57: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Planned Purchases Report(Procurement Circular 2013‐04)

HOW TO POST:

1. Login (email address) and password requiredRequests must be directed through your departmental coordinator.  Password will be sent via email.  Password changes allowed.

2. Login website:  http://dags.hawaii.gov/plannedpurchases/

3. Planned Purchases Report:  Background, purpose and posting instructions (PowerPoint presentation).http://hawaii.gov/spo/health‐human‐svcs/purchasing‐health‐human‐services‐hrs‐103funder “Planning”

57

Page 58: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Planned Purchases Report (continued)

58

http://dags.hawaii.gov/plannedpurchases/

Page 59: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

Planned Purchases Report (continued)

59

Page 60: Procurement Awards, Notices and Solicitations (PANSspo.hawaii.gov/wp-content/uploads/2013/12/PostingToPANS...Procurement Notices (continued) 14 Be sure to print public notice on the

The End

Thank you for attending today’s workshop!  

State Procurement OfficeHealth and Human Services

(808) 586‐[email protected]

60


Recommended