Final Hooikaika_Scope_of_Services.docx

Hawaii State Department of Health – Maui District Health Office Family Health Services Section & Maternal and Child Health Branch Facilitation of the Hoʻoikaika Partnership Strategic Plan Scope of Services I. Introduction / Purpose The State of Hawaii, Department of Health (DOH), Maui District Health Office (MDHO) represents the Office of the Director of Health at the county level. MDHO includes programs of the DOH Family Health Services Division (FHSD). The MDHO Family Health Services Section (FHSS) provides overall planning and coordination for assigned FHSD programs, including WIC, Children with Special Needs, and Early Intervention Services. FHSS also partners with Maui County programs that provide and promote health services to families, children, and youth.

MDHO FHSS, in collaboration with FHSD and the Maternal and Child Health Branch (MCHB), is seeking to procure the services of a qualified vendor to facilitate implementation of the Hoʻoikaika Partnership Strategic Plan (Strategic Plan) to prevent and address child abuse and neglect in Maui County. The purpose of this procurement is to strengthen partnership coordination, communication, accountability, and progress toward Strategic Plan goals through facilitation, outreach, education, networking, and administrative support.

II. Service Specifications A. Vendor Qualifications

1. Be based in Maui County and be able to provide services throughout Maui, Molokaʻi, and Lānaʻi.

2. Demonstrate a thorough understanding of the purpose and scope of the project and the knowledge, skills, abilities, and experience necessary to provide the requested services.

3. Provide information on relevant contracts or comparable projects completed within the previous two (2) years.

4. Have experience facilitating community partnerships, coalitions, or collaborative workgroups, including coordinating meetings, engaging community partners, and supporting implementation of strategic plans or related community initiatives.

5. Have staff with experience working on child and family issues in the State of Hawaii.

6. Be registered as a State of Hawaiʻi vendor and provide evidence of compliance with all applicable vendor registration and procurement requirements necessary to submit a bid and receive an award.

7. Be available to meet with Maui District Health Office Family Health Services Section in person, as needed.

III. Vendor Tasks and Responsibilities A. The awarded vendor shall be responsible for the following during the five-month project period:

1. Meet with MDHO/FHSS at least once each month to review progress, identify next steps, address barriers, and monitor progress toward milestones identified in the Hoʻoikaika Partnership Strategic Plan.

2. Collaborate with Hoʻoikaika Partnership workgroups and related community committees and coalitions to support achievement of Strategic Plan goals and objectives.

3. Coordinate Hoʻoikaika Partnership communications and convene Core Partner and General Membership meetings monthly, or as needed based on project activities.

4. Provide administrative support for Hoʻoikaika Partnership activities, including meeting coordination, communication with members and partners, documentation, follow-up, and tracking of Strategic Plan activities.

5. Provide a brief monthly written progress summary describing activities completed, progress toward Strategic Plan milestones, challenges or barriers, and planned next steps.

6. At the end of the performance period, provide a final summary of work completed, major accomplishments, Strategic Plan activities supported, outstanding items, and recommended next steps.

IV. Period of Performance November 1, 2026, through March 31, 2027.

V. Quote / Proposal Requirements

1. Submit a proposal that addresses the requirements of this Scope of Services for the period November 1, 2026, through March 31, 2027.

2. Complete the attached Cost and Timeline Proposal and submit it as part of the Bidder’s response.

3. Provide a description of Bidder’s invoicing procedure and confirm the ability to receive payment through a State purchase order.

4. Provide a proposed cost by major deliverable and/or month, including applicable Hawaii General Excise Tax (GET).

5. Proposed total cost shall not exceed $35,000.

Important: No work shall be undertaken prior to purchase order approval. The State of Hawaii is not liable for work, contracts, costs, loss of profits, or damages incurred by the Awarded Vendor prior to purchase order approval.

VI. Payment and Invoicing

1. The awarded vendor shall submit invoices on a monthly basis for services completed during the previous month.

2. Each monthly invoice shall include a brief summary of services and activities completed during the billing period, the associated deliverables, and the amount invoiced in accordance with the approved Cost and Timeline Proposal.

3. Monthly payments will be processed based on satisfactory progress toward the tasks, responsibilities, and deliverables identified in this Scope of Services and the Cost and Timeline Proposal.

4. The final invoice shall be submitted within thirty (30) days after the end of the project period. Final payment will not be processed until all required tasks and deliverables have been completed to DOH’s satisfaction.

5. No advance payment shall be made.

6. The awarded vendor shall be able to accept a State purchase order as the form of payment.

VII. Compliance / Procurement Requirements The awarded vendor shall comply with all applicable State of Hawaii procurement and vendor compliance requirements, including Hawaii Compliance Express (HCE), tax clearance, labor compliance, vendor registration, and Aloha eBUYS requirements. The vendor must be registered in Aloha eBUYS, the official e-Procurement system for the State of Hawaii, as required for this procurement.

VIII. Cost and Timeline Proposal The Bidder shall complete the table below. Costs should be tied to the major deliverables and anticipated timeline. The total proposed amount shall not exceed the amount identified in Section V.

Subtotal

Hawaii GET

Not To Exceed $35,000 - Total

Vendor Name: ______________________________ Date: ________________