HOUSE OF REPRESENTATIVES |
H.B. NO. |
1210 |
THIRTY-FIRST LEGISLATURE, 2021 |
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STATE OF HAWAII |
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A BILL FOR AN ACT
RELATING TO PROCUREMENT.
BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF HAWAII:
SECTION 1. The legislature finds that the procurement
process is in need of clear legislative direction to award state contracts to
responsible bidders or offerors through the state procurement process, increase
accountability with performance on state contracts, and more efficiently
utilize taxpayer dollars. Some state
contracts may currently be awarded to the lowest bidder through the invitation
for bid process without regard to poor past performance. Such bidders may be considered qualified despite
prior poor
performance on state, federal, or
private contracts, which may result in repeated inefficiencies and substandard
work.
The purpose of this Act is to:
(1) Require
procurement officers to complete periodic performance evaluations of certain
contractors;
(2) Establish factors to be included in any evaluation, consideration, or review of past performance and ratings standards for those factors;
(3) Require past performance to be considered in future bid selection of contractors for sole source contracts and any competitive sealed contracts that exceeds the small purchase threshold; and
(4) Require procurement officers to consider specific factors, including past performance, when making a determination of offeror responsibility.
SECTION 2. Section 103D-302, Hawaii Revised Statutes, is amended by amending subsection (f) to read as follows:
"(f) Bids shall be evaluated based on the requirements set forth in the invitation for bids. These requirements may include criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose. Those criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts, transportation costs, and total or life cycle costs. Past performance shall be evaluated in all bids expected to meet or exceed the small purchase threshold. The invitation for bids shall set forth the evaluation criteria to be used. No criteria may be used in bid evaluation that are not set forth in the invitation for bids."
SECTION 3. Section 103D-303, Hawaii Revised Statutes, is amended by amending subsection (e) to read as follows:
"(e) The request for proposals shall state the relative importance of price and other evaluation factors. Past performance shall be randomly evaluated in at least ten solicitations expected to meet or exceed the small purchase threshold per year. The currency, relevance, and source of the information, context of the data, and general trends in the contractor's performance shall be considered. This assessment of past performance information shall be separate from the responsibility determination required under section 103D-310. The solicitation shall describe the approach for evaluating past performance, including evaluating offerors with no relevant performance history, and shall provide offerors an opportunity to identify past or current contracts, including federal, state, local government, and private contracts, with requirements that are similar to the solicitation. The solicitation shall also authorize offerors to provide information on problems encountered on the identified contracts and the offeror's corrective actions. The governmental body shall consider this information, as well as information obtained from any other sources, when evaluating the offeror's past performance. The procurement officer shall determine the relevance of similar past performance information. The evaluation shall take into account past performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when the information is relevant to the procurement. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance."
SECTION 4. Section 103D-306, Hawaii Revised Statutes, is amended by amending subsection (a) to read as follows:
"(a) A contract may be awarded for goods, services, or construction without competition when the head of a purchasing agency determines in writing that there is only one source for the required good, service, or construction, the determination is reviewed and approved by the chief procurement officer, the written determination is posted in the manner described in rules adopted by the policy board, a review of past performance has been conducted, and no objection is outstanding. The written determination, any objection, past performance evaluations relied upon, and a written summary of the disposition of any objection shall be included in the contract file."
SECTION 5. Section 103D-310, Hawaii Revised Statutes, is amended to read as follows:
"§103D-310
Responsibility of offerors. (a)
Purchases shall be made from, and contracts
shall be awarded to, responsible prospective contractors only.
(b) In said bids, no purchase or award shall be
made unless the procurement officer makes an affirmative determination of
responsibility. In the absence of
information clearly indicating that the prospective contractor is responsible,
the procurement officer shall make a determination of nonresponsibility.
(c) The award of a contract to a prospective
contractor based on lowest evaluated price alone can be false economy if there
is subsequent default, late deliveries, or other unsatisfactory performance
resulting in additional contractual or administrative costs. While it is important that a governmental
body's purchases be made at the lowest price, a supplier shall not be awarded a
contract solely because that supplier submits the lowest offer. A prospective contractor shall affirmatively
demonstrate its responsibility, including, when necessary, the responsibility
of its proposed subcontractors. To be
determined responsible, a prospective contractor shall:
(1) Have adequate
financial resources to perform the contract, or the ability to obtain the
resources;
(2) Be able to
comply with the required or proposed delivery or performance schedule, taking
into consideration all existing commercial and governmental business
commitments;
(3) Have a
satisfactory performance record. A
prospective contractor shall not be determined responsible or nonresponsible
solely on the basis of a lack of relevant performance history. A prospective contractor that is or recently
has been seriously deficient in contract performance shall be presumed to be nonresponsible,
unless the procurement officer determines that the circumstances were properly
beyond the contractor's control, or that the contractor has taken appropriate
corrective action. Failure to meet the
quality requirements of a contract shall be a significant factor to consider in
determining satisfactory performance. The
procurement officer shall consider the number of contracts involved and the
extent of deficient performance in each contract when making this
determination;
(4) Have a
satisfactory record of integrity and business ethics;
(5) Have the
necessary organization, experience, accounting and operational controls, and
technical skills, or the ability to obtain these skills, including, as
appropriate, production control procedures, property control systems, quality
assurance measures, and safety programs applicable to materials to be produced
or services to be performed by the prospective contractor and subcontractors;
(6) Have the
necessary production, construction, and technical equipment and facilities, or
the ability to obtain the equipment and facilities; and
(7) Be otherwise
qualified and eligible to receive an award under applicable laws and
regulations.
[(a)]
(d) Unless the policy board, by
rules, specifies otherwise, before submitting an offer, a prospective offeror,
not less than ten calendar days prior to the day designated for opening offers,
shall give written notice of the intention to submit an offer to the
procurement officer responsible for that particular procurement.
[(b)]
(e) Whether or not an intention
to bid is required, the procurement officer shall determine whether the
prospective offeror has the financial ability, resources, skills, capability,
and business integrity necessary to perform the work. For this purpose, the officer, in the
officer's discretion, may require any prospective offeror to submit answers,
under oath, to questions contained in a standard form of questionnaire to be
prepared by the policy board. Whenever
it appears from answers to the questionnaire or otherwise, that the prospective
offeror is not fully qualified and able to perform the intended work, a written
determination of nonresponsibility of an offeror shall be made by the head of
the purchasing agency, in accordance with rules adopted by the policy board. The unreasonable failure of an offeror to
promptly supply information in connection with an inquiry with respect to
responsibility may be grounds for a determination of nonresponsibility with
respect to [such] the offeror.
The decision of the head of the purchasing agency shall be final unless
the offeror applies for administrative review pursuant to section 103D-709.
[(c)]
(f) All offerors, upon award of
contract, shall comply with all laws governing entities doing business in the
State, including chapters 237, 383, 386, 392, and 393. Offerors shall produce documents to the
procuring officer to demonstrate compliance with this subsection. Any offeror making a false affirmation or
certification under this subsection shall be suspended from further offerings
or awards pursuant to section 103D-702.
The procuring officer shall verify compliance with this subsection for
all contracts awarded pursuant to sections 103D-302, 103D-303, 103D-304, and
103D-306, and for contracts and procurements of $2,500 or more awarded pursuant
to section 103D-305; provided that the attorney general may waive the
requirements of this subsection for contracts for legal services if the
attorney general certifies in writing that comparable legal services are not
available in this State.
[(d)]
(g) Information furnished by an
offeror pursuant to this section shall not be disclosed to any person except to
law enforcement agencies as provided by chapter 92F."
SECTION 6. Chapter 103D, Hawaii Revised Statutes, is amended by adding a new section to part V to be appropriately designated and to read as follows:
"§103D- Contract performance information; past
performance evaluations. (a) Agencies shall monitor performance of
contractors under previously awarded contracts or orders, as provided in this
section for future evaluation purposes.
An evaluation shall:
(1) Include a
clear, non-technical description of the principal purpose of the contract or
order;
(2) Reflect how the
contractor performed, including clear relevant information that accurately
depicts the contractor's performance, and be based on objective facts supported
by program and contract or order performance data; and
(3) Be tailored to
the contract type, size content, and complexity of the contractual requirements.
(b) Evaluation factors for each assessment shall
include, at a minimum, the following:
(1) Technical
(quality of product or service);
(2) Cost control
(not applicable for firm-fixed-price or fixed-price with economic price
adjustment arrangements);
(3) Schedule and
timeliness;
(4) Management or
business relations;
(5) Small business
subcontracting, including reduced or untimely payments to small business
subcontractors when the contract requires a subcontracting plan; and
(6) Other factors,
as applicable (such as trafficking violations, tax delinquency, failure to
report in accordance with contract terms and conditions, defective cost or
pricing data, terminations, suspensions, and debarments).
(c) Evaluation factors may include subfactors.
(d) Each factor and subfactor used shall be evaluated
and a supporting narrative shall be provided.
Each evaluation factor shall be rated in accordance with the following
five scale rating system:
(1) Exceptional;
(2) Very good;
(3) Satisfactory;
(4) Marginal; and
(5) Unsatisfactory;
provided that the ratings and narratives shall
reflect the definitions in subsection (m); provided further that plus or minus
signs may be used in conjunction with a rating to indicate an improving or
worsening trend that is insufficient to change the evaluation status; and
provided further that a "N/A" or "not applicable" rating
shall be used if the rating is not going to be applied to a particular area for
evaluation.
(e) Agencies shall monitor their compliance with
the past performance evaluation requirements on said chosen projects and measure
the quality and timely reporting of past performance information.
(f) Past performance evaluations shall be
prepared at least annually and at the time the work under a contract or order
is completed. Past performance
evaluations shall be required for selected contracts and orders as specified in
subsections (h) through (k). These
evaluations are generally for the entity, division, or unit that performed the
contract or order. Past performance
information shall be entered into an evaluation reporting tool for past performance
reports on contracts and orders on identified projects under this section.
(g) Except as provided in subsection (k),
agencies shall prepare evaluations of contractor performance for each selected contract
that exceeds the small purchase threshold.
Agencies shall also prepare an evaluation if a modification to the
contract causes the dollar amount to exceed the small purchase threshold.
(h) Past performance evaluations shall include an
assessment of a contractor's:
(1) Performance
against, and efforts to achieve, the goals identified in the contract; and
(2) Reduced or
untimely payments made to small business subcontractors, if determined by the procurement
officer to be unjustified. The procurement
officer shall:
(A) Consider
and evaluate a contractor's written explanation for a reduced or an untimely
payment when determining whether the reduced or untimely payment is justified;
and
(B) Determine
that a history of unjustified reduced or untimely payments has occurred when
the contractor has reported three or more occasions of unjustified reduced or
untimely payments under a single contract within a twelve-month period;
provided that the following payment or nonpayment situations shall not be
considered unjustified:
(i) There
is a contract dispute on performance;
(ii) A
partial payment is made for amounts not in dispute;
(iii) A
payment is reduced due to past overpayments;
(iv) There
is an administrative mistake; or
(v) Late
performance by the subcontractor leads to later payment by the prime
contractor.
(i) Agency evaluations of selected contractor
performance, including both negative and positive evaluations, shall be
provided to the contractor as soon as practicable after completion of the evaluation. The contractor shall receive a notification
when an evaluation is ready for comment.
Contractors shall be afforded up to fourteen calendar days from the date
of notification of availability of the past performance evaluation to submit
comments, rebutting statements, or additional information. Agencies shall provide for review at a level
above the contract administrator to consider disagreements between the parties
regarding the evaluation. The ultimate
conclusion on the performance evaluation is a decision of the contracting
agency. Copies of the evaluation,
contractor response, and review comments, if any, shall be retained as part of
the evaluation. The completed evaluation
shall not be released to anyone other than government personnel and the
contractor whose performance is being evaluated during the period the
information may be used to provide source selection information.
(j) Evaluations used in determining award or incentive
fee payments may also be used to satisfy the requirement of this section.
(k) Agencies shall require at least quarterly
evaluations of agency compliance on selected projects with the reporting
requirements of this section. The
evaluation shall identify delinquent past performance reports and monitor
reports for quality control.
(l) Agencies shall ensure that information on these
identified projects is accurately documented within ninety calendar days after
a procurement officer:
(1) Issues a final
determination that a contractor has submitted defective cost or pricing data;
(2) Makes a subsequent
change to the final determination concerning defective cost or pricing data;
(3) Issues a final
termination for cause or default notice;
(4) Makes a
subsequent withdrawal or a conversion of a termination for default to a
termination for convenience; or
(5) Determines that
a contractor has a history of three or more unjustified reduced or untimely
payments to small business subcontractors under a single contract within a
twelve-month period.
(m) For the purpose of this section:
"Exceptional" means that
performance meets contractual requirements and exceeds many requirements to the
government's benefit. The contractual
performance of the element or sub-element being evaluated was accomplished with
few minor problems for which corrective actions taken by the contractor were
highly effective. To justify an
exceptional rating, multiple significant events should be identified with a
statement of how the events were of benefit to the government; provided that a singular
benefit could be of a magnitude that it alone constitutes an exceptional
rating; provided further that there should have been no significant weaknesses
identified.
"Marginal" means that
performance does not meet some contractual requirements. The contractual performance of the element or
sub-element being evaluated reflects a serious problem for which the contractor
has not yet identified corrective actions.
The contractor's proposed actions appear only marginally effective or
were not fully implemented. To justify
marginal performance, identify a significant event in each category that the
contractor had trouble overcoming and state how it impacted the
government. A marginal rating shall be
supported by referencing the management tool that notified the contractor of
the contractual deficiency, such as management, quality, safety, or
environmental deficiency report or letter.
"Satisfactory" means
that performance meets contractual requirements. The contractual performance of the element or
sub-element contains some minor problems for which corrective actions taken by
the contractor appear or were satisfactory.
To justify a satisfactory rating, there should have been only minor
problems, or major problems the contractor recovered from without impact to the
contract or order; provided that there should have been no significant
weaknesses identified. A fundamental
principle of assigning ratings is that contractors shall not be evaluated with
a rating lower than satisfactory solely for not performing beyond the
requirements of the contract or order.
"Unsatisfactory" means
that performance does not meet most contractual requirements and recovery is
not likely in a timely manner. The
contractual performance of the element or sub-element contains a serious
problem or problems for which the contractor's corrective actions appear or
were ineffective. To justify an
unsatisfactory rating, multiple significant events in each category should be identified
that the contractor had trouble overcoming with a statement of how it impacted
the government. A singular problem,
however, could be of such serious magnitude that it alone constitutes an
unsatisfactory rating. An unsatisfactory
rating should be supported by referencing the management tools used to notify
the contractor of the contractual deficiencies, such as management, quality,
safety, or environmental deficiency reports, or letters.
"Very good" means that
performance meets contractual requirements and exceeds some requirements to the
government's benefit. The contractual performance
of the element or sub-element being evaluated was accomplished with some minor
problems for which corrective actions taken by the contractor were
effective. To justify a very good
rating, a significant event should be identified with a statement of how it was
a benefit to the government; provided that there should have been no
significant weaknesses identified."
SECTION 7. Section 103D-709, Hawaii Revised Statutes, is amended by amending subsection (c) to read as follows:
"(c)
Only parties to the protest made and decided pursuant to sections
103D-701, 103D-709(a), [103D-310(b),] 103D-310(e), and 103D-702(g)
may initiate a proceeding under this section.
The party initiating the proceeding shall have the burden of proof, including
the burden of producing evidence as well as the burden of persuasion. The degree or quantum of proof shall be a
preponderance of the evidence. All parties
to the proceeding shall be afforded an opportunity to present oral or
documentary evidence, conduct cross-examination as may be required, and present
argument on all issues involved. Fact
finding under section 91-10 shall apply."
SECTION 8. The state procurement office shall submit preliminary reports to the legislature on the implementation of this Act no later than twenty days prior to the convening of the regular sessions of 2022, 2023, 2024, and 2025, and a final report to the legislature on the implementation of this Act, including any proposed legislation, no later than twenty days prior to the convening of the regular session of 2026.
SECTION 9. This Act does not affect rights and duties that matured, penalties that were incurred, and proceedings that were begun before its effective date.
SECTION 10. Statutory material to be repealed is bracketed and stricken. New statutory material is underscored.
SECTION 11. This Act shall take effect on July 1, 2021; provided that on June 30, 2026, this Act shall be repealed and sections 103D-302(f), 103D-303(e), 103D-306(a), 103D-310, and 103D-709(c), Hawaii Revised Statutes, shall be reenacted in the form in which they read on the day prior to the effective date of this Act.
INTRODUCED BY: |
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Report Title:
Procurement; Past Performance; Criteria; Source Selection; Evaluation
Description:
Requires procurement officers to complete periodic performance evaluations of certain contractors. Establishes factors to be included in any evaluation, consideration, or review of past performance, and ratings standards for those factors. Requires past performance to be factored into future bid selection of contractors for certain contracts. Requires past performance to be considered in all sole source procurement and any competitive sealed contracts that exceeds the small purchase threshold. Requires the state procurement office to submit preliminary and final reports to the legislature. Repeals 6/30/2026.
The summary description
of legislation appearing on this page is for informational purposes only and is
not legislation or evidence of legislative intent.