SUBJECT: USPS Postmark Procedure Change Affecting Mailed Proposals under HRS Chapter 103F
Procurement Circular Summary (No. 2026-10)
The State of Hawaii State Procurement Office issued this circular to notify agencies of a procedural change by the United States Postal Service (USPS) that affects how mailed proposals are evaluated for timeliness under Hawaii Revised Statutes Chapter 103F.
Key Change
- USPS postmarks may now reflect the date mail is processed, not the date it is mailed.
- This can cause proposals mailed before the deadline to receive a postmark after the deadline.
Impact
- Proposal timeliness is determined by the USPS postmark date.
- The change may lead to:
- Late disqualification of otherwise timely submissions
- Confusion among offerors
- Increased risk of procurement protests
Guidance to Agencies
Agencies are advised to:
- Notify offerors of the USPS postmark change in RFPs
- Encourage early mailing to avoid delays
- Clarify that the official postmark date determines timeliness
- Allow electronic submissions (e.g., email) when permitted
- Use the State’s e-procurement system (HIePRO, transitioning to Aloha eBUYS)
Bottom Line
Agencies should clearly communicate submission requirements and promote electronic submissions to avoid issues caused by USPS processing delays.
To view PROCUREMENT CIRCULAR NO. 2026-10 please see the link below.