HIePRO Solicitations

Video Transcript

To begin, login using your eHawaii.gov Account.

Select 'Create a New Solicitation.'

In the first tab you will enter the general information about the solicitation.

The solicitation description should be a short description, not the entire specification.

The release date can be a present or future date.

When selecting the offer due date the time will automatically default to 2pm if you do not change it.

If you intend to hold a pre-offer conference then enter the specifics about the conference.

If the conference will be held via webinar then please be sure to enter webinar instructions in the comments section.

If you are the specifications contact then check the box 'Same as Buyer.'

If not, then enter the specifications contact information.

For the contract dates, you can either select a date from the calendar or manually type one in.

Indicate if this solicitation should only go out to Hawaii vendors.

Please note: if you check this box then this solicitation will not be searchable in the public search.

Only Hawaii vendors that are logged in can view this solicitation.

Select statewide or select the individual Islands on which the goods, services, or construction will be required.

If you allow questions to be submitted then you must enter the date the questions are due and the date the answers will be published.

Check the box if you are allowing an interested vendors list.

This is primarily used for construction.

You will need to select a delivery point.

You can select from the auto populated list or add a new delivery point.

If you add a new delivery point you can save it so next time the information can be auto-populated.

Enter the billing address or select buyer address and your address will be auto-populated.

Typically the general comments will be instructions for the vendors and will be visible to the public.

The procurement officer is the person with delegated authority for this solicitation.

To add an attachment click on the upload icon, select the attachment, and select upload.

Do not use special characters in the attachment title or you will not be able to upload the file.

You also have the option to add a file title.

This will add the file title to the existing document title.

Just add the file title you want, select the document, and upload.

If you need to upload the 103D General Conditions, simply check the box and select 'Upload.'

In the next tab you will enter the line item information.

To add commodity codes enter a keyword into the search.

Select all commodity codes and descriptions that apply.

If a vendor has a matching commodity code and description then they will receive an email notification when this solicitation is released.

So be sure to add all commodity codes and descriptions that apply to this solicitation.

You can add up to 25 codes.

Enter the quantity, unit of measure, and estimated unit price.

Estimated prices are for internal use only and will not be visible to vendors.

Enter a title, description, and select all options that apply.

You can also upload any attachments.

Be sure to "save line item" to save your work.

You can add multiple line items.

If you are allowing vendors to submit by line item, select 'Yes.'

Selecting 'No' means that a vendor is required to submit an offer for all line items.

The next tab displays instructions for this solicitation.

There will always be mandatory instructions listed at the top but you have the ability to add instructions from the optional list as well OR you can create a new instruction.

In the next tab you have the option to add vendors to the notification list.

The vendor must already be registered in HIePRO in order to be added.

If the vendor is not registered, instruct the vendor to register.

Once complete you can release the solicitation.

Note: if you entered a future date for the release date then it will be released on the date you specified.

If your solicitation requires an approval, the approver will receive an email notification.

The solicitation will not be released until the approver approves.

The approver may disapprove the solicitation in which case you will need to make the necessary changes before it can be released.

To amend a solicitation that you have released select 'View Solicitations and Awards.'

Select the solicitation you want to amend.

Scroll to the bottom and select 'Amend.'

Enter the reason for the addendum.

Then make the necessary changes to the solicitation.

You can cancel the amendment or save it as a draft for later.

When you are ready, release the amendment.

To cancel a solicitation that you have released select 'View Solicitations and Awards.'

Select the solicitation you want to cancel.

Scroll to the bottom and select 'Cancel Solicitation.'

Enter the cancellation reason.

Once a solicitation is cancelled you will not be able to restore it.

So you must be absolutely certain you want to cancel it.

Creating, amending, and cancelling solicitations is easy at hiepro.hawaii.gov.