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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.
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
- Tax clearances (federal and state) from the Department of Taxation (Completed form A-6, original.) (tax forms)
- 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)
Vendors may obtain the documents from each department or 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.
Please note: If an awarded vendor cannot provide accepted proof of compliance documents upon notification of award, another vendor may be awarded. It is recommended that vendors obtain compliance documents or subscribe to Hawaii Compliance Express prior to submitting a quote.
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 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?
