Source: http://hawaii.edu/policy/index.php?action=viewPolicy&policySection=ap&policyChapter=8&policyNumber=281&menuView=open
Timestamp: 2017-12-14 19:00:31
Document Index: 458103145

Matched Legal Cases: ['§103', '§103', '§3', '§3', '§3', '§103', '§3', '§103']

Notes of Revision/Approval Form: Attachment
University purchases of Construction and professional services in support of Construction shall ensure full and open competition and equitable treatment of potential sources in the procurement process by utilizing sound procurement procedures1 to ensure public funds are expended properly and in an ethical manner. 2
This procedure delegates authority and sets forth the process for procuring Construction and professional architecture and engineering services in support of University capital programs and facilities projects in a manner compliant with law.
“Campus Facilities Office” means the University of University of Hawai‘i at Hilo Facilities Planning and Construction Office; University of Hawai‘i, West O‘ahu Planning and Campus Operations Office; Community Colleges Facilities Planning and Construction Office; and the following University of Hawai‘i at Mānoa Offices: Office of Campus Operations and Facilities or Office of Project Delivery (Mānoa Facilities Offices), Student Housing Facilities Office, or Campus Center Facilities Office.
“FCO” means the Facilities and Contracts Office (FCO) which is overseen by the Facilities Business Office (FBO).
“OPRPM” means the Office of Procurement and Real Property Management.
“Department (or department)” means the department representative responsible for the project procurement and coordinating with FCO and/or OPRPM concerning the procurement, awarded contract, and post-award contract administration.
FCO Facilities Contracts Manager, OPRPM Director, and OPRPM Associate Director are hereby delegated authority, not to exceed one million dollars, relating to the procurement and execution of contractual documents for all University procurements of Construction and all professional services, and other contracts, in support of Construction.
Prior to conducting, approving, or participating in any procurement for Construction or professional services provided by licensees under HRS Chapter 464, UH personnel shall have written delegated procurement authority and completed the applicable mandatory training for HRS Chapter 103D.
Procurement officers and personnel who conduct or participate in the procurement process are required to attend SPO training workshops applicable to the procurement method. Most training is conveniently available online and “on-demand.” More information on training requirements can be found at State and County Personnel Training Information.7 Personnel shall maintain a record of their “Training Self-Certifications” for each completed training and forward a copy to FCO.
Purchases of Construction services utilizing the small purchase method of procurement shall be in accordance with HRS §103D-305, HAR 3-122 Subchapter 8.
A Request for Quotation (RFQ) shall be issued, and shall include a purchase description and all terms and conditions applicable to the procurement. The purchase order or contract shall be awarded to the lowest responsible and responsive bidder whose quotation meets the requirements and criteria set forth in the RFQ.
Department personnel seeking to procure Construction utilizing the small purchase method of procurement shall coordinate the procurement with OPRPM.
Purchases Not Exceeding $2,500
Purchases Totaling More Than $2,500 But Less Than $15,000
Instructions for the use of SuperQuote may be accessed at www.commercepoint.com.
If a purchase has an estimated value of $25,000 or more, Departments may issue the RFQ or may request OPRPM’s assistance in issuing the RFQ.
If the Department has issued the RFQ, the following documents shall be submitted to OPRPM:
Brand name or specifications restrictive of competition shall not be used without prior approval. Departments shall utilize OPRPM Form 144 and route the signed form to OPRPM for approval;
If the Department has issued the RFQ, OPRPM will review the solicitation to ensure compliance. If OPRPM finds that the RFQ was completed properly, OPRPM will:
Step 4. Posting of Awards.
Small purchase awards of $2,500 or greater shall be reported on the SPO Awards Reporting System.
Purchases of Construction services utilizing the competitive sealed bidding method of procurement shall be in accordance with HRS §103D-302 and HAR §3-122 Subchapter 5. Invitation for Bids (IFB) shall be issued, and shall include a purchase description and all contractual terms and conditions applicable to the procurement. The contract shall be awarded to the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in the IFB.
Department personnel seeking to procure Construction utilizing the competitive sealed bidding method of procurement shall coordinate the procurement with FCO.
Name and contact information of the department
Step 4. For Construction projects with a total estimated contract value of $500,000 or more, at least fifteen days prior to the bid due date, the department shall hold a pre-bid conference pursuant to HAR §3-122-16.05.
Step 7. The department shall review the bid results. The department shall submit the Form FCO-007, “Recommendation to Award,” and all documents required for contract award to FCO for action. If the department seeks to cancel the IFB they shall coordinate such cancellation with FCO.
Department will enter contract information into the University’s Project Tracking System, obtain approvals and generate the CIP Contract Encumbrance and Payment Form and copy of commitment approvals and submit to FCO.
Department Fiscal Administrator will record the contract in the University of Hawai‘i’s financial system of record, Kuali Financial System (KFS) to create the Purchase Order and provide a copy with the package.
Step 8. Upon receipt of Form FCO-007, FCO shall post the public notice of award, coordinate contract execution, encumber funds and distribute copies to the appropriate departments.
FCO shall be the sole point of contact for any bidder protest. Any protest received by a department shall be immediately forwarded to FCO.
Department personnel seeking to procure Construction utilizing the competitive sealed proposals method of procurement shall coordinate the procurement with FCO.
Step 2. Departments shall forward the Form FCO-001, “Request for Procurement Services” and include the following documents via the University electronic procurement system, as applicable:
Step 4. For projects with a total estimated contract value of $100,000 or more, at least fifteen days prior to proposal submission the department shall hold a pre-proposal conference pursuant to HAR §3-122-16.05.
Step 6. FCO shall time stamp all proposals received in response to the RFP via the University electronic procurement system until the due date and time. FCO shall reject any proposals received after the due date and time stated in the RFP.
Step 10. Proposal revisions are permitted after submissions and prior to award for the purpose of obtaining best and final offers (BAFO). FCO will issue requests for BAFO solely to priority-listed offerors via addendum. Any subsequent requests for best and final offers shall be pre-approved by the Procurement Officer.
Department Fiscal Administrator will record the contract information in the University of Hawai‘i’s financial system of record, Kuali Financial System (KFS) to create the Purchase Order and provide a copy with the package.
Step 14. Upon receipt of Form FCO-007, FCO shall post the public notice of award, coordinate contract execution, encumber funds and distribute copies to the appropriate departments.
FCO shall be the sole point of contact for any offeror protest. Any protest received by a department shall be immediately forwarded to OFC.
Department personnel seeking to procure professional services utilizing the professional services method of procurement shall coordinate the procurement with FCO.
Step 12. Upon receipt of Form FCO-007, FCO shall post the public notice of award, coordinate contract execution, encumber funds and distribute copies to the appropriate departments.
FCO shall be the sole point of contact for any protest. Any protest received by a department shall be immediately forwarded to FCO.
Department personnel seeking to procure Construction utilizing the sole source method of procurement shall coordinate the procurement with FCO.
Step 7. Upon receipt of Form FCO-007, FCO shall post the public notice of award, coordinate contract execution, encumber funds and distribute copies to the appropriate departments.
Emergency purchases of Construction and professional architecture and engineering services12 shall only be utilized in accordance with HRS §103D-307 and HAR §3-122 Subchapter 10 and shall only address the immediate needs brought about by the emergency condition.
Department personnel seeking to procure Construction and/or professional services utilizing the emergency method of procurement shall coordinate the procurement with FCO.
Step 7. Upon receipt of the Form FCO-007, “Recommendation to Award,” FCO shall post the public notice of award, coordinate contract execution, encumber funds and distribute copies to the appropriate departments.
After contract award, UH will administer purchases of Construction and professional architecture and engineering services in a manner to ensure the contract is performed satisfactorily and in a timely manner while ensuring the financial interests of the University are protected.
Step 2: Departments shall coordinate all post-award contracting actions with FCO by submitting the Form FCO-001, “Request for Procurement Services” and include documents relevant to the action required.
For contracting actions affecting cost and/or schedule, the department will enter contract information into the University’s Project Tracking System, obtain approvals, and generate the CIP Contract Encumbrance and Payment Form and copy of commitment approvals and submit to FCO.
Step 3. Upon receipt of the CIP Contract Encumbrance and Payment Form, FCO shall post the public notice of contract modification, coordinate contract execution,
encumber funds and distribute copies to the appropriate departments.
Step 4. FCO shall record the contract modification or change order in the University of Hawai‘i’s financial system of record, Kuali Financial System (KFS) to create the Purchase Order Amendment (POA).
Step 6. Prior to contract close out, the department shall complete and submit an evaluation of the Contractor or Consultant to FCO. FCO and OPRPM will closely coordinate the maintenance and accessibility of vendor evaluations for use in future procurements.
Submitting appropriate supporting documents (e.g., tax clearance in accordance with HRS §103-53, etc.) to the Disbursing Office prior to release of final payment, if applicable.
FCO-001 - Request for Procurement Services (2017-11)
FCO-007 - Recommendation to Award (2017-11)
FCO-003 - Individual Evaluation Form (RFP) (2016-09)
Notes of Revision - AP 8.281 (2016-09)