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You Are Here: Home / Finance / Purchasing Division: How the County of Maui Purchases
Purchasing Division
Department of Finance
Purchasing Division: How the County of Maui Purchases
200 South High Street, 6th Floor
Wailuku, HI. 96793
Phone: (808) 270-7830
Fax: (808) 270-7138
Business hours:
7:45 a.m. to 4:30 p.m., Monday to Friday |
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Purpose
The purpose of this handbook is to help vendors/contractors understand the procurement/contracting policies and procedures of the County of Maui.
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Procurement by Purchasing Division
The Purchasing Division of the Department of Finance solicits and makes awards for goods, services, and construction needed by departments of the executive branch of the County of Maui. Additionally, please note that various personnel within some of our departments have been delegated to make small purchases, and to acquire goods and services on an emergency basis. County departments may also make purchases from price lists established by the Purchasing Division. The Purchasing Division does not perform procurement functions for the Board of Water Supply, and the legislative branch of the County. For information about procurement opportunities with the Board of Water Supply, please contact their Purchasing Specialist at 270-7301. For information about procurement opportunities with the legislative branch of the County, please contact Council Services at 270-7838.
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Purchasing Methods
The Purchasing Division makes procurement and awards for goods, services, and construction through competitive sealed bidding as required by State law and rules. Exceptions to the requirement of competitive sealed bidding are procurement awards made through competitive sealed proposals, professional services procurement, small
purchases, sole source procurement, emergency procurement, and price lists as allowed by State law and rules.
A. Advertised Competitive Sealed Bidding
Purchase awards for goods and services and Construction of twenty-five thousand dollars ($25,000) or more are made through competitive sealed bidding after advertising in a local newspaper of general circulation.
However, when the use of competitive sealed bidding is determined to be either not practicable or not advantageous, awards for the purchase of goods, services and construction may be made through solicitation of requests for proposals.
Bid documents for the purchase of goods, services, and construction are issued through the Purchasing Division.
The bid document specifies the requirements or scope of work, specifications and terms and conditions for the furnishing of goods, services, or construction to meet the needs of County departments. Bid specifications are prepared to be adequate and suitable to meet the County's needs. Bidders must comply with the bid requirements specified by the bid document. The requirements of the bid document
becomes the requirements of the contract for the purchase of goods,
services, or construction.
Award is made to the lowest responsible and responsive bidder whose bid meets or exceeds the requirements set forth in the bid document.
B. Small Purchase Procurement
Small purchases are purchases of under $25,000.00 for goods, services, and construction. Some small purchases of under $500.00 are made by authorized personnel from the various County Departments. Small purchases for goods and services in excess of $1,000.00 and Construction in excess of $5,000.00 require multiple quotations.
C. Emergency Procurement
Emergency purchases of goods, services, or construction are made whenever situations or conditions arise which create a threat to public health, welfare or safety. Emergency purchases are made whenever a serious need for goods, services, or construction cannot be met through normal procurement methods and the lack of the goods, services, or construction will seriously threaten the continued function of
government, the preservation of property, or the health or safety of any
person.
Emergency procurement is made with such competition as is practicable under the circumstances. County departments are authorized to make emergency awards.
D. Sole Source Procurement
Sole source purchases are made if the goods, services, or construction needed has a unique feature, characteristic, or capability essential for the County department to accomplish its work and when there is only one source available from which a particular good, service, or construction may be obtained. Sole source purchases are
exempt from the normal competitive bid or proposal procedure of acquiring goods, services, or construction needed and requested by County departments. The County posts notices of all impending sole source awards of $25,000.00 or more on the Bulletin Board on the second floor (lobby) of the Kalana O Maui building at 200 South High Street, Wailuku, for 7 calendar days prior to the award.
Sole source awards are made through the Purchasing Division.
E. Competitive Seal Proposals
When the use of competitive sealed bidding is determined to be either not practicable or not advantageous, awards for the purchase of goods, services, and construction may be made through solicitation of requests for proposals. Award under the request for proposal procedure is made to the responsive and responsible offeror whose proposal is determined to the most advantageous taking into consideration price and the evaluation factors set forth in the request for proposals.
F. Professional Services
Professional services are services performed by persons licensed as professionals by the State, or whose professions are listed in the U.S. Office of Personnel Management's Qualification Standards Handbook.
Procurement of professional services is made through solicitation of competitive sealed proposals or made through request for qualifications on an annual basis and as needed, in accordance with Hawaii Revised Statutes 103D-304.
G. Procurement Exempt From Competition
There are situations where procurement of goods and services by competitive means is neither practicable nor advantageous to the County. In such event, Hawaii Revised Statutes 103D-210 permits exemption form competitive means. Examples of procurement exempt from competition are the services of expert witnesses, lecturers, and speakers; repair services when dismantling is required to assess the extent of repairs, and used items which are advantageous and available on short notice.
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Information on Bids
Notices of bid solicitations for goods, services, and construction are advertised one or more times in a newspaper of county wide circulation (currently the Maui News). For larger or more specialized projects, additional advertising may be placed in the Honolulu Advertiser, or a specialty publication.
Bid solicitation documents advertised in a local newspaper of general circulation are available for pick up by vendors in the Purchasing Division without charge, unless otherwise specified in the solicitation. Plans and specifications for construction projects
mailed outside the island of Maui are mailed via air freight collect.
If after having taken out a bid document, you decide not to bid on any of the items, submission of a "NO BID" with reasons noted would be appreciated.
Bidders must submit their bids to the Purchasing Division on or before the date and time specified by the bid document. Any bid received after the date and time will be disqualified. Bids may be mailed in, but bids received after the date and time specified for bid
opening will be disqualified. Bids may be faxed directly to the Purchasing Division, but only if the bid solicitation document specifically permits faxing of bids.
Any vendor who has the financial ability, experience, competence, and capability to satisfactorily perform the contract may bid.
For "out-of-state" vendor/contractors, we recommend you designate a local representative to represent you in the bid process including picking up and returning the bid document. Construction plans and bid documents mailed outside the island of Maui will be mailed air freight collect.
All competitive sealed bids are publicly opened and read aloud at the offices of the Purchasing Division on the date and time specified by the bid document. Bid results are available for public inspection in the Purchasing Division.
Any questions relating to bids should be directed to the Central Purchasing Agent.
The County solicits bids and makes awards to meet one-time purchases of goods, services, and construction needed by County department. The County also solicits bids and makes awards based on estimated requirements for goods and services needed by County department over typically a one-year period. Such awards based on estimated requirements result in the County establishing a price schedule listing the goods and services needed over the typical 1 year period. As the items of goods and services are
needed during the typical 1 year period, the County departments call the contracted vendor and place purchase orders for the items. Examples of existing price lists include office supplies, janitorial supplies, printed forms, airline coupons, etc.
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Procurement Policy Regarding Vendors/Contractors
The policy of the County is to allow vendors/contractors a fair and
equal opportunity to meet the County's needs for goods, services, and
construction.
It is also the policy of the County to prepare bid specifications
that will meet the needs of the County in procuring goods, services, or
construction.
The Director of Finance may require any vendor/contractor to
submit answers to questions to determine the bidder's ability or
qualifications to meet the County's needs for goods, services, or
construction called for by the bid solicitation.
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Sales Demonstrations
Suppliers of goods, services, and construction may conduct sales
demonstration, provide sales brochures, and offer trial goods, without
any obligation to the County. Any unauthorized action on the part of the
supplier shall be at the supplier's own risk, time, and expense.
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Government Regulations
All purchasing for the County must comply with State of Hawaii
procurement laws, rules and County ordinances. The County ordinances are
available at the Office of the County Clerk, Kalana O Maui Building, 200 South High Street, Wailuku, HI. 96793, or on line at http://ordlink.com/codes/maui/index.htm
State procurement laws and rules are available for viewing on line at the State of Hawaii Web site at: http://www.state.hi.us/icsd/dags/adminrule/admin.html
Copies of State procurement rules may be obtained at cost by inquiring at the State Office of Accounting and General Services, 1151 Punchbowl Street, Room 416, Honolulu, Hawaii. Please note that there is no guarantee that the on-line versions of the either the State procurement laws or the County Code will be up to date.
All construction projects must also comply with the County's
General Terms and Conditions for Construction Contracts. The general
provisions are available for viewing at the Division of Purchasing.
Bidders for construction projects shall be properly licensed by
the State Contractors Licensing Board for the work for which they are
bidding. For contracts that are federally funded or partially federally
funded, federal regulations may apply.
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Standard of Conduct
No official or employee of the Division of Purchasing is permitted
to accept any personal gift, favor, or service from any vendor under
circumstances which can reasonably be inferred that the gift, favor, or
service is intended to influence the officer or employee in the
performance of such person's official duties. Your cooperation in
observing this standard of conduct is appreciated.
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Taxes
Federal Excise Taxes are not to be included in any bid to the
County. An exemption certificate will be furnished upon request. All
other applicable taxes should be included in the bid unless specified
otherwise.
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Local Product Preference
State laws provide for preference to local bidders' products
qualified and registered on the Hawaii products list. The
responsibility for qualification rests upon the person desiring the
preference. To apply for preference for products manufactured or
produced in Hawaii, a person shall complete an application form issued
by the administrator of the State of Hawaii procurement office or
designee.
State law also provides for preference for printing, binding, and
stationery work performed within the State of Hawaii.
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Inspection, Testing, Sampling, Demonstration
Inspection, testing, sampling, or demonstration of goods and
services offered by vendors/contractors may be required prior to award.
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Brochures
When bid solicitations require the submittal of brochures with the
bids, failure to submit such brochures may be sufficient cause for
rejection of bids.
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Submittal and Payment of Invoice
Payment for goods, services, and small purchase construction is
made following receipt of invoice and written verification by an
authorized County official that the goods, services, or construction have
been received in accordance with terms of a contract or purchase order.
Payment for advertised construction is made in accordance with the
general provisions of the construction bid document. Payment is made
within thirty (30) days following receipt of goods, services, or
construction and receipt of proper invoices.
For construction projects, payroll affidavits, monthly payment
estimates, and other payment documents should be submitted to the using
County department. For all other contracts and purchase order awards,
invoices should be submitted to the fiscal office of the using department.
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Vendor's Performance Record
A bidder whose performance is unsatisfactory on any County contract
or order may be suspended and debarred from consideration from award of
all public contracts. No bid or proposal shall be considered and no
award shall be made to any vendor/contractor who has been suspended or
debarred from bidding by the State or County.
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Questions Regarding this Handbook
Any questions regarding policy and purchasing procedure should be
directed to the Central Purchasing Agent at telephone (808) 270-7830.
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General 
