Video Transcript

  • To begin, login using your eHawaii.gov Account.
  • Select 'View Solicitations and Awards.'
  • Select 'Show Closed Solicitations.'
  • Select the solicitation you want to award.
  • Go to the 'Offers' tab.
  • In the award column click 'Create' for the vendor you want to award.
  • Note: you can create several awards for one solicitation.
  • The award title and description will auto-populate from the solicitation but you can edit it if needed.
  • The award date will default to today's date but you also have the option to select a future date.
  • Enter the contract number.
  • Select the basis for award.
  • 'Price Analysis' should be selected if there was only one acceptable offer.
  • 'Adequate Competition' should be selected if two or more acceptable offers were received.
  • The competition comments box may be used for internal comments and are not viewable to vendors or the public.
  • General comments are visible to users and the public.
  • Internal comments are not visible to vendors or the public.
  • Be sure the contract dates are correct.
  • Make changes if needed.
  • If you are the contact person for this award then select 'Same as Buyer.'
  • Otherwise, enter the contact information.
  • Select the line item you want to include in this award.
  • Make changes to the line item title, description, and price if needed.
  • You can also upload an attachment to the line item.
  • Do not use special characters in the attachment title or you will not be able to upload the file.
  • You have the ability to add a file title.
  • This will add the file title to the existing document title.
  • You can save the award for later.
  • When you are ready you can submit the award.
  • If your award requires approval, the approver will receive an email notification.
  • The award will not be posted until the approver approves the award.
  • If the approver does not approve on or before the award date then you will need to make the necessary changes before it can be posted.
  • To amend an award that you have created select 'View Solicitations and Awards.'
  • Select the 'Awards' tab.
  • Select the award you want to amend.
  • Scroll to the bottom and select 'Amend.'
  • Select the amendment type.
  • 'Contract Extension' should be selected if the contract has options to extend and the agency is exercising this option.
  • 'Other' should be selected for other amendment reasons such as price changes, adding attachments, adding comments, etc.
  • Enter the amendment reason.
  • Then make the necessary changes to the award.
  • You can cancel the amendment or preview the changes you have made.
  • Verify the information is correct and submit the amendment.
  • Re-awarding a solicitation will remove the award you created and re-stage the solicitation so you can award it again.
  • For example, if the original award was created with an incorrect amount you would need to re-award to the same vendor for the correct amount.
  • Another example of when you would re-award is if you need to award the solicitation to a different vendor.
  • To re-award a solicitation select 'View Solicitations and Awards.'
  • Go to the 'Awards' tab.
  • Select the award you want to re-award.
  • Scroll to the bottom and select 'Re-Award.'
  • Confirm you want to re-award.
  • Now you can go to the ‘Offers’ tab and create a new award.
  • To cancel an award that you have created select 'View Solicitations and Awards.'
  • Select the 'Awards' tab.
  • Select the award you want to cancel.
  • Scroll to the bottom and select 'Cancel Award.'
  • You should ONLY cancel an award if you do not plan to re-award the solicitation.
  • Enter the cancellation reason.
  • Once an award is cancelled you will not be able to restore it.
  • So you must be absolutely certain you want to cancel it.
  • Managing your awards is easy at hiepro.hawaii.gov.