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What are compliance documents?
All vendors doing business with the State are required to comply
with all applicable statutes, administrative rules and
procedures. Compliance documents serve as proof of vendor
compliance with various requirements. Documantation of compliance
is required for awards of $15,000 and above for most state purchasing
agencies.
For instance, owners of all forms of business must register with the Department of Commerce and Consumer Affairs (DCCA), Business Registration Division (BREG). There are exceptions: sole proprietorships, charitable organizations, unincorporated associations and foreign insurance companies. (Foreign insurance companies must register with the Insurance Division of DCCA.)
Vendors are required to provide the following documentation of compliance:
- Certificate of Good Standing (COGS) from the Department of Commerce and Consumer Affairs Business Registration Division (Can be a copy, must be dated within 6 months)
- Tax clearances (federal and state) from the Department of Taxation (Completed form A-6, original.) (tax forms) (Must be an original with colored stamps, must be dated within 6 months)
- Compliance with HRS Chapters 383, Hawaii Employment Security Law (Unemployment Insurance) 386, (Worker's Compensation law) 392 Temporary Disability Insurance and 393 Prepaid Healthcare Act, from the Department of Labor and Industrial Relations (Completed form LIR #27) (See What statutes and regulations must vendors be in compliance with prior to award?) (DLIR forms) (Can be a copy, must be dated within 6 months)
Hawaii Compliance Express
Hawaii has a simple one-stop online procedure for obtaining this documentation. Vendors may subscribe to Hawaii Compliance Express (HCE), a one-stop online program where vendors may verify and manage their compliance, and state agency purchasing personnel may view compliance status. Hawaii Compliance Express eliminates the need to supply hard copies of compliance documents. The cost to subscribe to Hawaii Compliance Express is $12/year. For more information and registration see Hawaii Compliance Express. Please note that it may take two or more weeks to establish a vendor account in Hawaii Compliance Express and it is recommended vendors register in Hawaii Compliance Express as soon as possible and prior to responding to a a solicitation.
Alternatively, a vendor may obtain paper documentation of these
compliance requirements from each of the departments separately. Note
that the Cetrificates of Good Standing and the Form LIR 27 may be
copies and must be no less than 6 months old while the form A-6 must be
an original.
Please note: If a vendor cannot provide compliance documents upon notification or intent to award, another vendor may be awarded. Vendors should subscribe to Hawaii Compliance Express upon deciding they are interested in competing for state awards for goods, services or construction.
For more information on compliance requirements see the FAQ for compliance documents
Having trouble with your Hawaii Compliance Express standing or need to contact the departments directly? See the above websites check or the HCE contact information.
When must a buyer obtain compliance documentation?
If a vendor is not in Hawaii Compliance Express, can the quote be rejected?
Do vendors located outside of Hawaii have to meet the requirement for compliance documents?
