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STATE OF HAWAII
DEPARTMENT OF HEALTH
DISEASE OUTBREAK CONTROL DIVISION
DISEASE INVESTIGATION BRANCH
APRIL 17, 2026
INVITATION FOR BIDS
IFB No. DOCD-2026-602
FOR THE PROVISION OF
SPECIMEN COURIER SERVICES
Bids shall be received via the Hawaii State eProcurement System ("HIePRO") no later than the
date and time stated on HIePRO and must be submitted in strict accordance with the instructions
therein.
Questions relating to this solicitation may be directed to:
Gregory Krylov
1250 Punchbowl Street
Honolulu, HI 96813
Phone: (808) 466-3686
Email: Gregory.krylov@doh.hawaii.gov
The Department of Health reserves the right to reject any or all bids and waive any defects when
such rejection will be in the best interest of the public.
___________________________________
Gregory Krylov
Procurement Officer
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TABLE OF CONTENTS
SECTION 1: ADMINISTRATIVE OVERVIEW ................................................................. pg. 3
SECTION 2: SPECIAL PROVISIONS ............................................................. pg. 11
SECTION 3: SPECIFICATIONS .................................................................... pg. 13
SECTION 4: BID SUBMISSION INSTRUCTIONS AND REQUIREMENTS................. pg. 18
SECTION 5: ATTACHMENTS ...................................................................... pg. 20
ATTACHMENT 1: GENERAL CONDITIONS
ATTACHMENT 2: SPECIAL CONDITIONS
ATTACHMENT 3: OFFER FORM
ATTACHMENT 4: PRICE QUOTATION FORM
EXHIBIT A: CHAIN OF CUSTODY FORM
EXHIBIT B: SAMPLE PRICE QUOTATION FORM
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SECTION 1
ADMINISTRATIVE OVERVIEW
STATE PROCUREMENT CODE
This Invitation for Bids ("IFB") is issued under the provisions of the Hawaii Revised
Statutes ("HRS") Chapter 103D and its administrative rules, Hawaii Administrative Rules
("HAR") Chapters 3-120 to 3-132. All prospective Bidders are charged with presumptive
knowledge of all requirements of the cited authorities. Submission of a bid by any
prospective Bidder shall constitute admission of such knowledge on the part of such
prospective Bidder.
POINTS OF CONTACT
The individuals listed below shall be the points of contact ("POC") for this solicitation:
Myra Ching-Lee
Disease Investigation Branch Chief
Department of Health
1000 Bishop Street, Suite 200
Honolulu, HI 96813
myra.ching-lee@doh.hawaii.gov
Gregory Krylov
Procurement Officer
Department of Health
1250 Punchbowl Street
Honolulu, HI 96813
gregory.krylov@doh.hawaii.gov
PROCUREMENT OFFICER
The Procurement Officer or his or her designee shall serve as the State's primary liaison
with the Bidder in working with other State staff during the procurement period. The
Procurement Officer or his or her designee shall provide overall direction during the
procurement period and monitor and assess the Bidder's submittals.
The Procurement Officer for the solicitation is: Gregory Krylov
ELECTRONIC PROCUREMENT & SUBMISSION OF BIDS
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The State has established the HIePRO system to promote an open and transparent system for
vendors to compete for State contracts electronically. Bidders interested in responding to
this solicitation must be registered on HIePRO. Registration information is available at the
State Procurement Office ("SPO") website: http://spo.hawaii.gov/HIEPRO/; select HIePRO
Vendor Registration and then select HIePRO Vendor Registration Guide.
The Contractor shall be subject to a one-time mandatory HIePRO fee of .75% (.0075) of the
award amount or $5,000.00, whichever is less. The Contractor will be invoiced directly.
Payments must be made within thirty (30) days from receipt of invoice.
Bids shall be submitted and received by the date and time specified in HIePRO. This
electronically submitted bids shall be considered the original.
QUESTIONS
Bidders may submit questions to this IFB solicitation in the Q&A section in HIePRO.
Written questions must be received by the date and time specified in HIePRO. The
purchasing agency will respond to written questions to the IFB at the date and time specified
in HIePRO.
CONFIDENTIAL DATA
Bidders shall designate those portions of their bid that contain trade secrets or other
proprietary data that are to remain confidential, subject to section 3-122-30(c) and (d).
The material designated as confidential shall be readily separable from the bid in order to
facilitate public inspection of the nonconfidential portion of the bid.
Note that price is not considered confidential and will not be withheld.
SOLICITATION AMENDMENTS
The State reserves the right to amend this solicitation any time prior to the closing date for
final receipt of bids. Amendments will be issued as addenda and will be posted to the
HIePRO solicitation.
CANCELLATION OF SOLICITATION/REJECTION OF BIDS
The State reserves the right to cancel the solicitation when, in the State's opinion, such
cancellation is in the best interest of the State.
Pursuant to HAR 3-122-97, a bid shall be rejected for reasons including but not limited
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to:
1. The bidder is nonresponsible as determined in [HAR 3-122] subchapter 13; or
2. The bid is not responsive, that is, it does not conform in all material respects to the
solicitation by reason of its failure to meet the requirements of the specifications or
permissible alternates or other acceptability criteria set forth in the solicitation,
pursuant to section 3-122-33.
The State shall not be liable for any costs, expenses, loss of profits, or damages whatsoever
incurred by the Bidders in the event this solicitation is canceled, or a bid is rejected.
Multiple, alternate, or conditional bids shall not be accepted.
CAMPAIGN CONTRIBUTIONS BY STATE AND COUNTY CONTRACTORS
It has been determined that funds for this contract have been appropriated by a legislative
body. Therefore, Bidder, if awarded a contract in response to this solicitation, agrees to
comply with Section 11-355, HRS, which states that campaign contributions are prohibited
from a State and county government contractor during the term of the contract if the
contractor is paid with funds appropriated by a legislative body.
COMPLIANCE WITH LAWS
Compliance documentation is required to be submitted with bids. Vendors are
encouraged to review the Hawaii Compliance Express Vendor Guide for more
information on compliance requirements and instructions: https://vendors.ehawaii.gov/
hce/static/tcr-vendor-guide.pdf?v=202603310348.
Vendors/Contractors/service providers should register with HCE prior to submitting an offer
at the https://vendors.ehawaii.gov and should allow two weeks to obtain complete
compliance status after initial registration. The annual registration fee is $12.00 and the
"Certificate of Vendor Compliance" or approved replacement is required prior to the award
and for final payment.
Vendors/contractors/service providers who are not compliant on HCE at the time of award,
or who have not provided proper compliance documentation, will not be eligible to be
awarded the contract.
Bids from vendors found noncompliant with appropriate state and federal statutes will not be
accepted. Vendors must be registered and licensed to do business in one (1) of the fifty (50)
United States of America to include Washington D.C and have a physical presence in the
United States of America.
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Vendors/contractors/service providers are advised that if awarded a contract under this
solicitation, they will, upon the award of the contract, furnish proof of compliance with the
requirements of 3-122-112, HAR; 103D-328, HRS; and 103D-310(c), HRS:
a.Chapter 237, tax clearance;
b.Chapter 383, unemployment insurance;
c.Chapter 386, workers' compensation;
d.Chapter 392, temporary disability insurance;
e.Chapter 393, prepaid health care; and
f.One of the following:
i.Be registered and incorporated or organized under the laws of the State
(hereinafter referred to as a "Hawaii Business"); or
ii.Be registered to do business in the State (hereinafter referred to as a
"compliant non-Hawaii business").
The vendor is responsible for maintaining compliance. If the vendor does not maintain
timely compliance in HCE, a bid otherwise deemed responsive and responsible may not be
awarded.
The following must be submitted with your bid. Failure to include items below may result in
rejection of your bid.
1. A current Certificate of Vendor Compliance obtained through Hawaii Compliance
Express ("HCE,") https://vendors.ehawaii.gov/hce/ dated no earlier than one week
prior to the bid submission date.
OR
2. All of the following certificates:
a. TAX CLEARANCE CERTIFICATE - A valid tax clearance certificate or
current special letter signed by both the Department of the Internal Revenue
Service ("IRS") certifying that the Bidder does not owe the State of Hawaii and
the IRS any delinquent taxes, penalties, or interest must be submitted with all
sealed bids. Failure to submit the required tax clearance certificate or special
letter will be sufficient grounds for the STATE to refuse to receive or consider
the prospective Bidder's bid.
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Each vendor is responsible for selecting the applicable document, based on its
business structure, through HCE and entering the information exactly as it
appears on the document. One of the following documents is required to be
uploaded into the HCE system:
* IRS Tax Compliance Report (TCR)
* IRS Letter of Determination for tax-exempt organizations
* DoTAX Tax Clearance Application (A-6) with the IRS-Approval Stamp
* Hawaii Department of Taxation (DoTAX) IRS Tax Waiver
b. DEPARTMENT OF LABOR AND INDUSTRIAL RELATIONS
CERTIFICATE OF COMPLIANCE (FORM LIR#27) - HRS chapters 383
(Unemployment Insurance), 386 (Workers' Compensation), 392 (Temporary
Disability Insurance), and 393 (Prepaid Health Care) are required for award.
Instructions are as follows:
Pursuant to 103D-310(c), HRS, the successful Bidder shall be required to
submit an approved certificate of compliance by the State of Hawaii
Department of Labor and Industrial Relations ("DLIR"). The certificate is valid
for six (6) months from the date of issuance and must be valid on the date it is
received by the purchasing agency.
The certificate shall be obtained on the State of Hawaii, DLIR APPLICATION
FOR CERTIFICATE OF COMPLIANCE WITH SECTION 3-122-112, HAR,
form, LIR#27, which is available at https://labor.hawaii.gov. The DLIR will
return the form to the successful Bidder who in turn shall submit to the
purchasing agency.
The application for the certificate is the responsibility of the successful Bidder,
and must be submitted directly to the DLIR and not the purchasing agency.
AND
c. DEPARTMENT OF COMMERCE AND CONSUMER AFFAIRS
CERTIFICATE OF GOOD STANDING - To be eligible for award, the
successful Bidder must comply as follows:
A business entity referred to as a "Hawaii Business," is registered and
incorporated or under the laws of the State of Hawaii. As evidence of
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compliance, Bidder shall submit a CERTIFICATE OF GOOD STANDING.
To obtain a CERTIFICATE OF GOOD STANDING, go online to
https://labor.hawaii.gov and follow the prompt instructions. To register or to
obtain a CERTIFICATE OF GOOD STANDING by phone, call (808) 586-
2727 during business hours.
The CERTIFICATE OF GOOD STANDING is valid for six (6) months from
the date of issuance and must be valid on the date it is received by the
purchasing agency. Bidders are advised that there are costs associated with
registering and obtaining a CERTIFICATE OF GOOD STANDING from
DCCA.
CONTRACT PERIOD, EXECUTION, AND WORK SCHEDULE
The CONTRACTOR shall be available by phone and email during the Department of
Health's ("DOH") normal office hours (7:45 AM Hawaii Standard Time ("HST") - 4:30
PM HST) to discuss the progress of the work being performed. All questions raised during
the course of the work shall be promptly within one (1) working day, to the DOH Contract
Administrator ("CA").
The DOH may require the contractor to enter into a formal written Contract at the DOH's
sole discretion.
Unless terminated, this contract may be extended, upon mutual agreement between the DOH
and the CONTRACTOR, prior to the expiration date, for not more than five (5) additional
twelve (12) month periods, or parts thereof, provided the contract price for the extended
periods(s) shall be in accordance with the HRS, and price adjustment provision listed herein
or as negotiated, and be subject to the availability of funds.
The CONTRACTOR shall re-evaluate any work which fails to conform to the requirements
of the contract and shall immediately, or as soon as practicable, remedy any defects due to
faulty workmanship of the CONTRACTOR.
The State may terminate the contract at any time pursuant to the General Conditions.
BASIS OF AWARD
DOH shall consider all responsive and responsible bids received. The Procurement Officer
has determined that, due to the nature of the services requested herein, it may not be feasible
for one CONTRACTOR to service all islands, therefore, it is in the best interest of the State
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to make regional awards, if necessary. An award shall be made to the Bidder offering the
lowest price per island, pursuant to HAR 3-122-146. For the purposes of this solicitation,
Oahu shall be considered Region 1, Maui shall be considered Region 2, Hawaii shall be
considered Region 3, and Kauai shall be considered Region 4. Bidder(s) shall identify the
region they are submitting a bid or bids for. If a Bidder is submitting a bid for all islands,
they shall identify their bid as Statewide: Region 5.
INVOICING AND PAYMENT
On a monthly basis, the CONTRACTOR shall forward an original invoice with reference
to contract and/or purchase order number, and required reporting for the previous month
either electronically or by mail to:
Department of Health
Disease Outbreak Control Division
Myra Ching-Lee
1000 Bishop Street, Suite 200
Honolulu, HI 96813
Section 103-10, HRS provides that the State shall have thirty (30) calendar days after
receipt of the invoice or satisfactory completion of the contract to make payment. For this
reason, the State may reject any offer submitted with a condition requiring payment within
a shorter period. Further, the State may reject any offer with a condition requiring interest
payment greater than that allowed by Section 103-10, HRS, as amended. The State will not
recognize any requirement established by the Contractor and communicated to the State
after the award of the contract which requires payment within a shorter period or interest
payment not in conformance with statute.
A Tax Clearance Certificate, current within a two (2) month period, is required as a
prerequisite to final payment on the contract.
RIGHTS AND REMEDIES FOR DEFAULT
In the event the CONTRACTOR fails, refuses, or neglects to perform the services in
accordance with the requirements of these Specifications, General Conditions, and Special
Conditions in addition to the recourse stated herein, the State reserves the right to purchase
in the open market a corresponding quantity of the services specified herein and to deduct
from any moneys due or that may become due to the CONTRACTOR, the difference
between the price quoted in the contract and the actual cost to the DOH. In case any moneys
due to the CONTRACTOR are insufficient for said purpose, the CONTRACTOR shall pay
the difference upon demand by the State. The State may utilize any other remedies as
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provided by law.
ADDITIONS AND EXCEPTIONS TO THE GENERAL CONDITIONS
Approval: Any agreement from this bid is subject to the approval of the Office of the
Attorney General ("AG") as to form, and to all future approvals, including the approval of
the Governor, required by statute, regulations, rule, order, or other directive.
The CONTRACTOR shall accept the Attorney General's General Conditions, attached
hereto as Attachment 1.
The Special Conditions, attached hereto as Attachment 2, will supplement the General
Conditions outlined in Attachment 1.
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