The University of Hawaii is one of the 21 separate purchasing jurisdictions in the State of Hawaii. As one of the jurisdictions, the University must follow the State’s model procurement code found in Hawaii Revised Statute (HRS) Chapter 103D and the Hawaii Administrative Rules (HAR)(Title 3). The President of the University System serves as the Chief Procurement Officer (CPO) and has delegated purchasing authority to the Vice President for Administration to address the procurement needs of the System’s 10 campuses (University of Hawaii at Manoa, University of Hawaii West Oahu, University of Hawaii at Hilo, University of Hawaii Maui College, Honolulu Community College, Kapiolani Community College, Windward Community College, Leeward Community College, Hawaii Community College and Kauai Community College).
Goods and Services
The procurement of all goods and services is administered by the Office of Procurement Management (OPM). OPM is responsible for maintaining the University’s Administrative Procedures (AP) for the procurement of goods and services. All purchase of goods and services in an amount of $25,000 or more are required to be processed by OPM. The campuses and departments across the University System are delegated authority to make purchases under $25,000.
The procurement of all construction and construction related design services are administered by the Facilities Business Office (FBO). FBO is responsible for maintaining the AP for all construction-related procurements.
Effective October 1, 2019 all Small Purchase construction procurements in an amount of $25,000 or more, will be required to be processed by FBO.
The campuses and departments across the University System are delegated authority to make construction purchases under $25,000, with the exception of construction related design services (in any dollar amount) which are processed exclusively by FBO.
All construction and construction related questions or concerns should be directed to the Facilities Business Office:
Competition/ Purchasing Thresholds
To ensure the financially responsible spending of taxpayer dollars, the University seeks to award competitively solicited contracts to vendors that provide the best pricing for goods and services. The acquisition of goods, services and construction in amounts less than $5,000 are informally solicited, while small purchases of goods and services less than $100,000 and construction projects less than $250,000 are solicited through the University’s electronic quotation system: SuperQuotes. All purchases exceeding the small purchase threshold are solicited through competitive sealed bids or proposals.
Although the University’s purchasing card (P-Card) is the preferred method of payment for low risk, non-recurring purchases under $2,500, Purchase Orders (PO) may be issued for simple purchases in any dollar amount. A PO prescribes the vendor’s contractual obligations to the University including the delivery or service start and end dates, description of the goods or services to be provided and any additional requirements for the fulfillment of the order. Additionally, vendors should read and understand the established terms and conditions, which apply to all University purchase orders.
For more complex and/or multi-year procurements, the University may enter into a formal contract with the vendor. All University contracts are subject to the University’s General Provisions for Goods and Services (or for Construction).
Invoice approval and payment are handled by the University business unit/department which received the goods or services being purchased. By Hawaii Law, University vendors shall be paid no later than thirty calendar days (Net 30) following receipt of the statement/invoice or satisfactory delivery of the goods or performance of the services. However, terms offering early payment discounts may be considered.
Responsibility of Offerors
The University will only award contracts to Offerors that provide their best responsive offers in accordance with the time frame and format requested in each solicitation. All Offerors have the responsibility to review and understand the requirements of each solicitation and should only respond if they have the financial ability, resources, skills, capability, and business integrity necessary to perform the work or provide the goods or services as requested.