RELEASE DATE: July 10, 2026

The State of Hawaiʻi

Department of Business, Economic Development, and Tourism

Hawaiʻi Tourism Authority

REQUEST FOR PROPOSALS

RFP NO. 27-06

(NOTICE TO OFFERORS)

HAWAI‘I TOURISM CONSULTING SERVICES

FOR THE CRUISE INDUSTRY

OFFERS ARE DUE AT 2:00 P.M. HAWAIʻI STANDARD TIME (HST) ON

AUGUST 11, 2026

(Or such later date as may be established by the State of Hawaiʻi by an Addendum to this RFP)

ELECTRONIC SUBMISSION TO THE STATE OF HAWAI‘I ePROCUREMENT SYSTEM

(HIePRO) ONLY.

QUESTIONS RELATING TO THIS RFP, ISSUES RELATING TO THE ACCESSIBILITY OF THIS RFP, AND REQUESTS FOR ACCOMMODATIONS FOR PERSONS WITH DISABILITIES IN CONNECTION

WITH THIS RFP SHALL BE COMMUNICATED THROUGH HIePRO.

TABLE OF CONTENTS

SECTION ONE: INTRODUCTION, TERMS AND ACRONYMS, AND KEY DATES

SECTION TWO: BACKGROUND AND SCOPE OF WORK

SECTION THREE: PROPOSAL CONTENT AND SUBMISSION

SECTION FOUR: EVALUATION CRITERIA

SECTION FIVE: CONTRACT AWARD

SECTION SIX: ATTACHMENTS AND EXHIBITS

• Attachment 01: Budget Plan Worksheets

• Attachment 02: Activity Measures Worksheet

• Attachment 03: Offeror Check List

• Attachment 04: Proposal Transmittal Letter

• Attachment 05: Corporate Resolution

• Attachment 06: Standard Qualifications Questionnaire

• Attachment 07: Conflict of Interest Disclosures and Attestations

• Attachment 08: Contractor References

• Attachment 09: Confidential Information list (if applicable)

• Exhibit A: Work Plan Outline

• Exhibit A, Appendix 1: Hawai‘i Stays With You Campaign Overview

• Exhibit B: Overview of the RFP Process

• Exhibit C: Federal Regulations

• Exhibit D: HTA Travel & Entertainment Policy

• Exhibit E: Special Provisions

• Exhibit F: General Provisions for Goods and Services

• Exhibit G: General Conditions for 103D

For screen reader users, the Hawaiʻi Tourism Authority uses Hawaiian orthography. Please note that screen readers may not read or pronounce the Hawaiian words correctly.

SECTION ONE: INTRODUCTION, TERMS AND ACRONYMS, AND KEY DATES

1.1 INTRODUCTION

The Hawaiʻi Tourism Authority (HTA) is the state agency responsible for representing The

Hawaiian Islands around the world and holistically managing tourism in Hawaiʻi sustainably, consistent with community desires, economic goals, cultural values, preservation of natural resources, and visitor industry needs.

The HTA was established in 1998 under Chapter 201B, Hawai‘i Revised Statutes (HRS). The

HTA is administratively attached to the Department of Business, Economic Development and

Tourism (DBEDT).

The HTA works with the community and industry to ensure that we live up to Mālama Kuʻu

Home – caring for our beloved home – by guiding Hawaiʻi’s transition to a regenerative model of tourism. The agency does this through visitor education, brand management, community reinvestment, and collaboration to maximize tourism’s economic benefit while mitigating its negative impacts. Partners include visitor industry businesses and organizations, community groups, and government agencies at the county, state, and federal levels.

Representation of the Hawaiian Islands in our primary visitor source markets, known as Major

Market Areas (MMAs), is through contracted firms collectively known as our Global Marketing

Team (GMT). HTA currently engages GMT in the U.S., Canada, Oceania (Australia &

Aotearoa-New Zealand), Europe, Japan, Korea, China, and Taiwan markets.

In addition, the HTA creates, manages, and supports the development of unique tourism experiences such as community and cultural festivals, sporting events, natural resources, and community and cultural programs. The HTA also directly affects the visitor experience through its support of workforce development, visitor assistance programs, the integration of community and residents’ considerations, and a deep respect for Native Hawaiian culture.

HTA Strategic Plan

The 2026-2030 HTA Strategic Plan frames our work with three strategic pillars: Brand

Marketing, Experience Development, and Tourism Leadership. Each of the three pillars represents a core component of Destination Management as defined in HRS 201B. Together, they promote holistic Destination Stewardship and regenerative tourism, supporting HTA’s goal of strengthening Hawai‘i’s tourism economy in ways that align with the priorities and well-being of residents, businesses, and visitors. The HTA Strategic Plan has four Key Performance

Indicators (KPIs) that the agency is responsible for advancing:

• Resident Sentiment: Improved resident sentiment toward tourism as measured in the

Resident Sentiment Survey.

• Visitor Satisfaction: Improved prospective/returning visitor satisfaction with visiting Hawaiʻi as measured by the Visitor Satisfaction Survey.

• Average Daily Visitor Spending: The average dollars spent by visitors.

• Total Visitor Expenditures: The U.S. dollar amount spent in Hawai‘i attributed to visitors. Includes direct spending by visitors while in Hawai‘i as well as any prepaid package purchased before arrival

The Hawaiian Islands Brand & Hawai‘i Stays with You Campaign

The Hawaiian Islands brand is rooted in culture and connection. While the allure of the Hawaiian

Islands has attracted visitors for more than a century, the true power of Hawai‘i is in the people of Hawai‘i. For Native Hawaiians and Kama‘āina (residents), this special place isn’t just a vacation destination, it’s our home. As the voice of The Hawaiian Islands, we share the stories of the people and places of Hawai‘i with genuine aloha and respect for our indigenous and local culture. By seeing Hawai‘i through our eyes, welcomed guests can experience the true beauty of our islands. For the complete Hawaiian Islands Brand Guidelines, please visit:

https://www.hawaiitourismauthority.org/media/15369/2026-thi-brand-guidelines-external-final.pdf

All HTA brand marketing efforts are aligned to reinforce The Hawaiian Islands brand including the current campaign, “Hawai‘i Stays With You.” This campaign invites travelers to experience Hawai‘i to listen deeper, connect, and return home changed. It emphasizes that life in Hawai‘i moves with intention - blending tradition and innovation - and encourages visitors to participate in that rhythm with humility and respect. For a comprehensive overview of the campaign, please refer to Exhibit A – Appendix 1.

1.2 TERMS AND ACRONYMS

Authority The Hawai‘i Tourism Authority. Also referred to as “HTA”.

AG Attorney General

BAFO Best and Final Offer

Board Board of Directors of the Hawai‘i Tourism Authority

Contract Administrator

The individual designated to manage the various facets of the contract to ensure the Contractor’s total performance is in accordance with the contractual commitments and obligations are fulfilled.

CPO Chief Procurement Officer, Hawai‘i State Procurement Office

CVC

Certificate of Vendor Compliance. A single document that shows compliance with the IRS, DLIR, DCCA, and DOTAX. All four approvals are required in order to contract with the State.

DAGS Hawai‘i Department of Accounting and General Services

DBEDT

Hawai‘i Department of Business, Economic Development and

Tourism

DCCA Hawai‘i Department of Commerce and Consumer Affairs

DLIR Hawai‘i Department of Labor & Industrial Relations

DMAP Destination Management Action Plan

DOTAX Hawai‘i Department of Taxation

GC

General Conditions. Rules enacted by the Hawai‘i Attorney

General’s Office.

GET General Excise Tax

GMT

Global Marketing Team. The HTA term given to its various contractors for their respective markets.

GP General Provisions

HAR

Hawai‘i Administrative Rules. State rules outlining procedures for applying statutes.

https://www.hawaiitourismauthority.org/media/15369/2026-thi-brand-guidelines-external-final.pdf https://www.hawaiitourismauthority.org/media/15369/2026-thi-brand-guidelines-external-final.pdf https://www.meethawaii.com/

HCC Hawai‘i Convention Center

HCE Hawai‘i Compliance Express

HIePRO Hawai‘i State eProcurement System

High-Value Traveler

This term is used to describe traveler segments targeted by our marketing or sales tactics. Typically, these are travelers who are likely to spend more per trip. These may include international, MCI, luxury, wedding, sports/events travelers, and other categories. By targeting these travelers, we can generate greater economic impact

(value) without large increases in visitor numbers (volume). A high value also can be placed on visitors who show desirable behaviors, such as mindfulness or a willingness to visit multiple islands. (Many

Hawai‘i visitors may not fit these definitions because not all who visit are targeted by our marketing.)

HOPA

Head of the Purchasing Agency. The Director of the Department of

Business, Economic Development and Tourism is the HOPA for

HTA.

HRS Hawai‘i Revised Statutes

HST Hawai‘i Standard Time

HTA Hawai‘i Tourism Authority

IRS Internal Revenue Service

Knowledge Bank

HTA’s digital asset library of licensed creative assets accessible to the public. Registration and agreement to terms and conditions apply.

KPI Key Performance Indicator

LOS

Length of Stay. The average number of days a visitor stays in

Hawai‘i.

MCI Meetings, Conventions & Incentives

Ma‘ema‘e Toolkit A collection of resources and instructions to represent Native

Hawaiian language and culture accurately and respectfully.

Mindful Traveler

Travelers who are respectful, responsible, and environmentally conscious. They seek to explore and make meaningful memories, respect the culture and environment of the places they visit, and desire to support something bigger than themselves.

MMA

Major Market Area. The geographic area to be covered under this

RFP and contract. Also referred to as simply “the market”.

Offeror

Any individual, partnership, firm, corporation, joint venture, or other entity submitting directly, or through a duly authorized representative or agent, a bid for the goods and/or services contemplated in this RFP.

OIP Hawai‘i Office of Information Practices

PPPD$

Per Person Per Day Spending. The average dollars (USD) spent per day per person in Hawai‘i by visitors.

Procurement Manager The procurement and contracting manager for the HTA

Regenerative Tourism §201B-1: “Regenerative Tourism” means a tourism model that:

(1) Is designed and carefully managed to bring net benefits to local

1.3 ELECTRONIC PROCUREMENT

1.3.1 The State has established the Hawaiʻi State eProcurement System (HIePRO) to promote an open and transparent system for vendors to compete for state contracts electronically.

Offerors 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, then select HIePRO Vendor Registration Guide. For online assistance, on the HIePRO (https://hiepro.ehawaii.gov/welcome.html) landing page, select ‘Help Chat – online’ at the top of the page. Tyler Technologies can be reached at (808) 695-4620 or by email at: hiepro@ehawaii.gov.

1.3.2 The State will use HIePRO to issue the RFP, receive all Offers, and issue any addenda to the RFP. Addenda and the other information and materials shall be provided by the

State through HIePRO, including additions or changes with respect to the dates in

Section 1.4 RFP Schedule and Significant Dates. The State is not responsible for any delay or failure of any Offeror to receive any materials updated through the RFP process on a timely basis.

1.3.3 As part of this procurement process, Offerors are informed that awards made for this solicitation, if any, shall be done through the HIePRO and shall therefore be subject to a mandatory .75% (.0075) transaction fee, not to exceed $5,000 for the total contract term. This transaction fee is payable to Tyler Technologies (formerly known as NIC

Hawai‘i) and shall be based on the original award amount. Refer to the “Instructions” tab in the HIePRO solicitation for more details. The mandatory transaction fee shall be at the Contractor’s sole cost and expense.

1.3.4 Offerors shall review all special instructions located in HIePRO. Offerors are communities and destinations; and

(2) Implements an innovative and sustainable economic development plan to:

(A) Make net positive contributions;

(B) Create conditions that allow communities to flourish;

(C) Engage in collaborative efforts that provide visitors with genuine and meaningful experiences in Hawai‘i; and

(D) Improve destinations for current and future generations for the well-being of the environment, residents, indigenous communities, and visitors.

Resident Sentiment

Survey

The surveys gathered and reports published regarding Hawai‘i resident sentiment towards tourism in the State.

RFP

Request for Proposals, including all parts, Sections, Exhibits, Attachments, and Addenda.

ROI Return on Investment

SPO Hawai‘i State Procurement Office

State State of Hawai‘i, including its departments, agencies, and political subdivisions.

Total Arrivals The total number of visitors that arrive from the market.

Total Expenditures

The U.S. dollar amount spent in Hawai‘i attributed to a visitor.

Includes direct spending by visitors while in Hawai‘i as well as any prepaid package purchased before arrival. Does not include transpacific air costs to and from Hawai‘i, commissions paid to travel agents, or portions of the package in another state or country.

http://spo.hawaii.gov/HIePRO https://hiepro.ehawaii.gov/welcome.html mailto:hiepro@ehawaii.gov responsible for ensuring that all necessary files are attached to their offer prior to the proposal deadline. Offerors are advised not to wait until the last minute to submit their proposal on HIePRO. Offerors should allow ample time to review their submitted proposal, including attachments, prior to the proposal deadline. The State shall not be responsible for responses/attachments that were not uploaded by the due date/time.

1.3.5 Changes to the RFP, including but not limited to answers to questions and procurement requirements, shall be changed via formal written addenda issued by the State. The State accepts no responsibility if a prospective Offeror does not receive solicitation documents and/or revisions to the solicitation. It is the responsibility of the prospective

Offeror to monitor HIePRO to obtain any RFP addenda or other information relating to the RFP.

1.3.6 Tyler Hawaiʻi is the vendor contracted by the State of Hawai‘i to provide the HIePRO application only and cannot respond to any questions regarding procurement or a particular solicitation. Payment must be made to Tyler Hawai‘i within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.

1.4 RFP SCHEDULE AND SIGNIFICANT DATES

The schedule represents the State’s best estimate of the schedule that will be followed. All times indicated are Hawai‘i Standard Time (HST). If a component of this schedule, such as "Proposal

Due Date/Time" is delayed, the rest of the schedule will likely be shifted by the same number of days. Any change to the RFP Schedule and Significant Dates shall be reflected in and issued in an addendum. No questions will be received after the Written Questions deadline.

Release of Request for Proposals July 10, 2026

Deadline to Submit Written Questions (must be submitted in HIePRO) July 17, 2026 by 2:00 PM HST

State’s Response to Written Questions (will be posted in HIePRO) July 22, 2026

Deadline to Submit Notice of Intent to Offer July 24, 2026

Proposal Due Date/Time, Evaluation Period Begins August 11, 2026 @ 2:00 PM HST

Priority Listed Offeror Selection & Notification Week of August 17, 2026

Oral Presentation with Priority Listed Offerors (if necessary) Week of August 17, 2026

Best and Final Offer Deadline (if necessary) Week of August 17, 2026

Notice of Award (estimate) August 24, 2026

Start of Contract Performance (estimate) September 1, 2026

1.5 NOTICE OF INTENT TO OFFER

Notice of intent to offer is not required but is highly encouraged. By registering your company, any applicable addenda will be sent to you. If you are interested in responding to this solicitation, for confidentiality reasons, please email the information specified below to procurement@gohta.net with “HTA RFP 27-06 Notice of Intent to Offer” in the subject line by the deadline noted in the RFP Schedule. This email will serve as your intent to submit an offer. Submission of your intent to offer does not mean you must submit an offer.

• Name of Company

• Name of Contact Person

• Email Address

• Company Address

• Telephone Number

• Solicitation (RFP) Number mailto:procurement@gohta.net

1.6 QUESTIONS AND ANSWERS PRIOR TO OPENING OF PROPOSALS

All questions must be submitted through HIePRO. Questions must be submitted by the deadline shown in Section 1.4, RFP Schedule and Significant Dates. Each question shall identify the page, section number, paragraph, and line or sentence of such provision(s) of the RFP to which the question applies. HTA reserves the right to consolidate, reconfigure and address questions as we deem appropriate, or to disregard questions altogether. Answers shall be issued as an addendum to the RFP via HIePRO and become part of the RFP, as appropriate.

1.7 PROTEST OF RFP CONTENT

Any protest concerning the solicitation or solicitation content shall be submitted in writing before the proposal due date in accordance with HRS §103D-701 and HAR Chapter 3-126.

Offerors are encouraged to submit questions, requests for clarification, or concerns as early as possible and no later than the deadline for written questions identified in the RFP.

1.8 CANCELLATION

The RFP may be canceled, and any or all proposals rejected in whole or in part, when determined to be in the best interest of the State, pursuant to HRS 103D-308 and HAR §3-122-96 through

§3-122-97. The State shall not be liable for any costs incurred by Offerors in the preparation or submission of proposals.

1.9 WEBSITE REFERENCE

Item Website

Hawai‘i Electronic Procurement

System

HTA Website https://www.hawaiitourismauthority.org/

The Hawaiian Islands Brand

Guidelines https://www.hawaiitourismauthority.org/media/15369/2026

-thi-brand-guidelines-external-final.pdf

HTA Brand Assets/Knowledge

Bank (photos, videos, b-rolls) https://hawaii.barberstock.com/

HTA Research https://www.hawaiitourismauthority.org/research/

Consumer Website www.gohawaii.com

Travel Trade Website https://agents.gohawaii.com/

Media Website http://media.gohawaii.com/statewide/

MCI Website https://www.meethawaii.com/

YouTube – GoHawaiʻi Channel https://www.youtube.com/gohawaii

Hawai‘i Compliance Express https://vendors.ehawaii.gov/ eHawaii.gov YouTube Channel https://www.youtube.com/user/eHawaiigov1/videos

Hawai‘i State General

Conditions https://hiepro.ehawaii.gov/static-resources/103D-

1%20General%20Conditions.pdf

HRS Chapter 201B HRS. HTA’s inception statute https://www.capitol.hawaii.gov/hrscurrent/vol04_ch0201-

0257/HRS0201B/HRS_0201B-.htm

The Hawaiʻi Tourism Authority is not responsible for broken links.

https://www.hawaiitourismauthority.org/ https://www.hawaiitourismauthority.org/media/15369/2026-thi-brand-guidelines-external-final.pdf https://www.hawaiitourismauthority.org/media/15369/2026-thi-brand-guidelines-external-final.pdf https://hawaii.barberstock.com/ https://www.hawaiitourismauthority.org/research/ http://www.gohawaii.com/ https://agents.gohawaii.com/ http://media.gohawaii.com/statewide/ https://www.meethawaii.com/ https://www.youtube.com/gohawaii https://vendors.ehawaii.gov/ https://www.youtube.com/user/eHawaiigov1/videos https://hiepro.ehawaii.gov/static-resources/103D-1%20General%20Conditions.pdf https://hiepro.ehawaii.gov/static-resources/103D-1%20General%20Conditions.pdf https://www.capitol.hawaii.gov/hrscurrent/vol04_ch0201-0257/HRS0201B/HRS_0201B-.htm https://www.capitol.hawaii.gov/hrscurrent/vol04_ch0201-0257/HRS0201B/HRS_0201B-.htm

SECTION TWO: BACKGROUND AND SCOPE OF WORK

2.1 MARKET OVERVIEW AND BACKGROUND

According to preliminary 2025 data, the industry generated more than $21.75 billion in total visitor spending, up from $20.58 billion (+5.7%) in 2024. Total visitor arrivals reached 9,642,991, down slightly from 9,701,499 visitors (-0.6%) in 2024.

Hawai‘i Cruise Statistics

From visitors who came via out-of-state cruise ships 2019 2020* 2021

YTD

Dec.

2025P

YTD

Dec.

Change

Visitor Expenditures ($ Millions) 58.4 11.5 NA 45.5 71.5 89.3 72.4 89.3 -19.0

Visitor Days 668,524 142,979 NA 503,605 751,888 792,836 696,612 792,836 -12.1

Arrivals 143,508 30,185 NA 95,309 157,612 168,123 149,778 168,123 -10.9

Average Daily Census 1,832 1,571 NA 1,380 2,060 2,166 1,909 2,166 -11.9

Per Person Per Day Spending* ($) 87.3 80.6 NA 90.4 95.1 112.6 103.9 112.6 -7.8

Per Person Per Trip Spending* ($) 406.7 382.0 NA 477.7 453.5 531.2 483.1 531.2 -9.1

Length of Stay (days) 4.66 4.74 NA 5.28 4.77 4.72 4.65 4.72 -1.4

# of trips Out-of-State cruise ships 68 18 NA 52 74 87 79 87 -9.2

2020*= Data are from January – March 2020. Due to COVID-19 and the "No Sail" order enforced by the CDC, there were no cruise ships in Hawaii from April - December 2020.

2021 = There were no cruise ships in Hawai‘i in 2021 due to the “conditional sail” order enforced by the CDC.

2025P visitor data are preliminary. 2019 – 2024 visitor data are the final numbers and reflect updated data from ship agents and from Portcall.com.

From visitors who came by air to board the Hawai‘i home-ported ship* 2019 2020* 2021

2024P

YTD Dec.

2025P

YTD Dec.

Change

Visitor Days 1,300,196 240,153 NA 551,561 1,298,086 1,280,364 1,157,458 1,280,364 -9.6

Arrivals 121,981 22,913 NA 52,626 126,331 123,676 110,417 123,676 -10.7

Average Daily Census 3,562 2,639 NA 1,511 3,556 3,498 3,171 3,498 -9.4

Length of Stay (days) 10.66 10.48 NA 10.48 10.28 10.35 10.48 10.35 1.3

Number of inter-island trips 52 10 NA 39 52 52 47 52 -9.6

*Spending data from visitors on the Hawai‘i home-ported ship Pride of America are combined with total spending by visitors who came by air service, published monthly on the HTA and DBEDT websites.

The HTA will track actual data throughout the contract term and will review them against historical data and forecasts for the applicable period to assist in assessing the appropriateness and the success of the Contractor’s services.

2.2 SCOPE OF WORK

The HTA seeks an experienced cruise industry consultant to provide strategic guidance on

Hawaiʻi’s cruise market, serve as a key liaison among international, national, and local cruise stakeholders, and support efforts to enhance visitor experiences, address industry and legislative issues, identify opportunities and challenges, improve resident sentiment, and strengthen coordination between cruise lines, local tour operators, and other industry and community partners.

The successful offeror will be responsible for:

a) Keep HTA informed of emerging issues, trends, and opportunities impacting Hawaiʻi’s cruise industry and local stakeholders, and provide timely, actionable recommendations.

b) Support and monitor cruise industry operations and vessel port calls throughout the

Hawaiian Islands.

c) Serve as the primary liaison among cruise lines, local stakeholders, government agencies, and Cruise Lines International Association (CLIA) representatives, coordinating cruise-related initiatives, partnerships, and industry matters.

d) Maintain strong relationships with cruise lines and industry stakeholders and conduct regular stakeholder meetings.

e) Promote regenerative tourism and Hawaiian culture among cruise lines and travelers.

f) Participate in HTA-approved cruise industry events and trade shows and attend the annual

HTA Spring Tourism Update and Hawaiʻi Tourism Conference.

g) Review cruise line marketing campaigns and identify partnership opportunities that align with HTA priorities, enhance visitor experiences, and support local businesses.

h) Provide media relations, communications, and crisis communication support as requested by HTA to help safeguard Hawaiʻi's destination brand.

i) Organize and host one cruise line familiarization (FAM) trip during the second and third contract periods.

j) Promote the sourcing and purchase of local products and services by cruise lines and industry partners, supporting Hawaiʻi businesses, strengthening local supply chains, and increasing the economic benefits of cruise tourism for resident communities.

k) Recommend and develop innovative partnership opportunities to leverage resources and maximize impact.

l) Submit monthly progress reports by the 10th day of the following month. All expenses and supporting documentation shall be made available upon HTA’s request and are subject to audit.

2.3 KEY PERFORMANCE INDICATORS (KPI) & ACTIVITY MEASURES

By establishing clear Key Performance Indicators, HTA can ensure that the contractor’s activities are aligned with and directly support the organization’s strategic goals and objectives. Offerors shall propose performance targets for each of the KPIs identified below. Offerors are also encouraged to identify additional relevant KPIs, along with corresponding performance targets, that further demonstrate the effectiveness, impact, and value of their proposed approach.

a) Number of engagements with cruise line representatives, including formal and informal touchpoints throughout the year.

b) Number of engagements with local stakeholders, including Island Visitor Bureaus (IVBs), government agencies, industry partners, and community organizations.

c) Number of official meetings facilitated or attended with cruise line executives and decision-makers.

d) Number of industry events, conferences, and trade gatherings attended, representing

Hawai‘i and HTA.

e) Number of partnerships established or supported between local businesses, organizations, and cruise lines that contribute to shared economic and community benefits.

2.4 COMPENSATION

This shall be a Fixed-Price contract, inclusive of all taxes and expenses, for an amount not to exceed TWO HUNDRED SIXTY THOUSAND AND NO/100 DOLLARS ($260,000.00

USD), for the entire contract term and shall be funded with Hawai‘i State General Funds, subject to the availability of funds.

Offerors shall submit a total proposed price that does not exceed the maximum compensation stated herein. The total proposed price submitted in the Offeror’s cost proposal shall exactly match the amount entered in HIePRO. Failure to comply may result in the proposal being deemed non-responsive.

Each contract period is subject to the availability and appropriation of funds for the applicable fiscal period.

• Initial Contract Period (September 2026 to August 2027): The total amount shall not exceed SIXTY THOUSAND AND NO/100 DOLLARS ($60,000.00 USD), tax inclusive.

• Second Contract Period (September 2027 to August 2028): The total amount shall not exceed ONE HUNDRED THOUSAND AND NO/100 DOLLARS ($100,000.00

USD), tax inclusive.

• Third Contract Period (September 2028 to August 2029): The total amount shall not exceed ONE HUNDRED THOUSAND AND NO/100 DOLLARS ($100,000.00

USD), tax inclusive.

The fixed price shall be inclusive of all aspects of the contract, including labor, materials, equipment, travel, program expenses, administrative costs, overhead, taxes, and all other costs necessary to perform the scope of services required under the resulting contract.

Compensation adjustments, if any, shall be made only as expressly provided in Sections 2.2 and

2.3 of this RFP. Any adjustment may result in an increase, decrease, or reallocation of compensation, provided that the total compensation under the contract shall not exceed the maximum amount stated herein.

Any funds remaining unexpended at the conclusion of the contract shall revert to the State.

Cost Factor & Cost Reasonableness Determination In accordance with HAR §3-122-52 and HRS Chapter 103D, the proposal with the lowest cost factor must receive the highest available rating allocated to cost.

No award is final until a contract is signed. If HTA and the awardee fail to come to an agreement, HTA may enter into an agreement with the next highest-scoring Offeror.

2.5 TERM OF CONTRACT

This shall be a multi-term contract pursuant to applicable Hawai‘i procurement laws and rules.

The total contract term shall be thirty-six (36) months, starting September 2026 through August

2029, unless otherwise terminated in accordance with the contract terms. The contract term breakdown is as follows:

1. Initial Contract Period: twelve (12) months, from September 2026 to August 2027.

2. Second Contract Period: twelve (12) months, September 2027 to August 2028.

3. Third Contract Period: twelve (12) months, from September 2028 to August 2029.

The Contractor acknowledges and agrees that the availability of funds for this contract shall be subject to legislative appropriation and allotment of funds by the Governor, through the Director of the Department of Budget & Finance, State of Hawai‘i, for each fiscal year. If sufficient funds are not appropriated, allotted, or otherwise made available, the State may reduce the scope of services or terminate the Contract without liability for consequential damages. All State funds not expended in accordance with the provisions set forth in the Contract shall be returned to the

State.

Any extension or modification of the contract shall be made only through a written contract amendment or change order executed by the State and Contractor. The Contractor shall not be entitled to any additional compensation to complete the services specified in this RFP.

2.6 HTA CONTRACT MONITORING & EVALUATION

Contract monitoring and contractor performance evaluations shall be conducted in accordance with HAR Chapter 3-125, the General Conditions, and the terms of the resulting contract.

HTA may conduct written evaluations of the Contractor’s performance during the contract term.

Such evaluations may be considered in determining the Contractor’s responsibility for future procurements and whether to exercise any contract extension or option, if applicable.

The State reserves all rights and remedies available under the contract and applicable law, including but not limited to issuance of a stop work order, termination for default, and termination for convenience. Refer to the General Conditions for additional details. HTA shall monitor the Contractor’s performance throughout the contract term and may conduct monthly performance evaluations to assess compliance with the requirements, deliverables, timelines, and performance standards of the resulting contract. HTA may provide contract administration guidance and conduct evaluation or status meetings, either in person or virtually, as deemed necessary for contract oversight purposes.

2.7 OWNERSHIP RIGHTS

Pursuant to the General Conditions attached hereto and made a part of the RFP, and any resulting contract, all reports, studies, data, photographs, videos, recordings, documents, materials, deliverables, and other work product developed, prepared, assembled, created, or conceived by the Contractor in the performance of the contract shall become the property of the State of

Hawai‘i.

The Contractor shall not use, reproduce, distribute, publish, or otherwise exploit such work product for purposes unrelated to the contract without the prior written consent of the State.

The State shall retain all ownership rights in materials produced under the contract, subject to any approved third-party intellectual property rights or pre-existing proprietary materials identified by the Contractor and expressly approved by the State in writing.

2.8 SUCCESSION OF ADDITIONAL CONTRACTORS

In the event the State procures a successor contractor(s) or additional contractor(s) for the same or related services upon expiration, termination, cancellation, or completion of the Contract, in accordance with applicable procurement laws and procedures, the Contractor shall provide reasonable transition assistance to the State and cooperation with any successor contractor(s) as requested by the State.

Transition assistance may include, but not be limited to, transfer of work products, records, reports, data, documentation, and other materials necessary to ensure continuity of services.

The Contractor acknowledges that any extension or renewal of this Contract is at the sole discretion of the State. The Contractor shall have no claim for compensation for costs, investments, or other expenditures incurred in anticipation of any extension or renewal unless expressly authorized through a written contract amendment executed by the State.

Transition assistance shall be considered part of the Contractor’s obligations under the Contract and shall be included in the contract price unless otherwise approved in writing.

2.9 GENERAL RESPONSIBILITY TO COMPLY WITH STATE REQUIREMENTS

Unless otherwise provided in this RFP, the Contractor is responsible for obtaining all official licenses, approvals, clearances, and similar authorizations required by any local, State, or federal agency to perform the work required in this RFP.

2.10 INHERENT GOVERNMENT FUNCTIONS

However, it is important to recognize that the State has fundamental inherent government functions that should not be delegated to a Contractor. Governmental personnel should be the only people making final decisions on the proposed Contractor’s services. Federal Procurement

Law defines inherent functions to be performed only by government employees. The HTA considers the following responsibilities inherently governmental:

2.10.1 Determining what supplies or services are to be acquired by the Government;

2.10.2 Approving any solicitation documents, to include documents defining requirements, specifications, incentives, and evaluation criteria. This includes issuance and conduct of this procurement pursuant to HRS section 103D-303, competitive sealed proposals;

2.10.3 Negotiating cost and pricing;

2.10.4 Awarding contracts;

2.10.5 Approving post-award contract changes to include, but not be limited to, ordering changes in contract scope, schedule, and budget;

2.10.6 Responding to evaluations of Contractor performance and accepting or rejecting

Contractor products or services; and

2.10.7 Terminating contracts.

2.11 HAWAI‘I TOURISM AUTHORITY RESPONSIBILITIES

2.11.1 Provide direction and guidance as required.

2.11.2 Provide general information in a timely manner.

2.11.3 Pay invoices within 30 days upon verification of satisfactory performance.

2.11.4 Maintain an oversight and advisory role for each task outlined above.

2.12 POINT OF CONTACT

The Procurement Manager or their designee is the single point of contact (POC) during the procurement process. Offerors shall direct all questions regarding the procurement process and any other procedural questions that may arise related to this solicitation to be submitted in

HIePRO by the due date/time referenced in the RFP Schedule. The reference number is RFP

27-06. This number must be referenced in all proposals, correspondence, and documentation related to the RFP.

SECTION THREE: PROPOSAL CONTENT AND SUBMISSION

3.1 PROPOSAL CONTENT

3.1.1 CONTENT FORMAT

• Slide shows and PowerPoint Presentations will not be accepted. The proposal should be compact and substantive. Proposals may include a web address that evaluators can review. However, evaluators will not be required to review your website, so do not omit essential information in reliance on website content.

Video, audio, or other similar multimedia materials will not be considered during the evaluation of written proposals, although they may be accepted or even requested in Round 2 of the procurement process.

• The format must be U.S. standard 8.5 by 11 inches. This is a U.S. buyer and, therefore must be oriented to U.S. document sizes. Orientation should be primarily portrait, though landscape is welcome for data or visual presentations as appropriate. No odd-sized pages allowed.

• Page limit. The body of the proposal must not exceed the page limit outlined below. Proposals exceeding the page limit may be disqualified, or the extra pages may be excised prior to review.

• Font size should be 12 pts.

• Ensure all content is submitted in the proper format as described below and note that the maximum single file size that HIePRO can accept is 100MB;

multiple files may be uploaded.

• All submittals must be provided in English.

3.1.2 CONTENT LIST

All proposals shall include the following documents and titles to be considered for this

RFP. Proposals that fail to submit any of these documents may be considered non-responsive.

• Items 1-6 are to be individually labeled accordingly and submitted as one PDF file in the order listed below which is no more than thirty (30) pages to be titled

“Offeror Name_Proposal Part 1”:

1) Cover Page

2) Table of Contents

3) Cover Letter

4) Organizational Capacity

5) Professional Experience

6) Work Plan

• Items 7-8 are to be submitted separately as Excel/Word files to be titled individually as “Offeror Name_(insert titles below)”:

7) Budget Plan Worksheet (Attachment 01)

8) Activity Measures Worksheet (Attachment 02)

• Items 9-16 are to be individually labeled accordingly and submitted as one PDF file in the order listed below to be titled “Offeror Name_Proposal Part 2”:

9) Offeror Check List (Attachment 03)

10) Proposal Transmittal Letter (Attachment 04)

11) Corporate Resolution (Attachment 05)

12) Standard Qualifications Questionnaire (Attachment 06)

13) Conflict of Interest Disclosures and Attestations (Attachment 07)

14) Contractor References (Attachment 08)

15) Confidential Information List - if applicable (Attachment 09)

16) Certificate of Vendor Compliance or Proof of Application for CVC

3.1.3 CONTENT EXPLANATION

1. Cover Page

The cover page should include the following:

• The name and number of the RFP: RFP 27-06 Hawai‘i Tourism Consulting

Services for the Cruise Industry.

• Name and address of Company.

• Company Federal and State Tax ID #s.

• Name, email address, and phone number of contact person.

2. Table of Contents

Please present the materials in the order outlined above. Please include page numbers for your table of contents.

3. Cover Letter

A brief letter expressing the Offeror’s interest in the project and summarizing the company’s qualifications and relevant experience. The cover letter may also identify key strengths, capabilities, or unique qualifications relevant to the scope of work.

The cover letter shall be limited to a maximum of two (2) pages.

4. Organizational Capacity

a) Personnel Management.

i) Physical Office. The Offeror must have or must establish an office in the

U.S.

ii) Organizational chart. Proposed staffing, including position titles, names, lines of responsibility/supervision. In addition, please indicate time allocation.

iii) Project Manager (“Key HTA Point of Contact”). To be assigned to the HTA account. List detailed qualifications, including experience, time with the organization, and resume/bio demonstrating qualifications related to this RFP.

iv) Additional Staffing. The Offeror shall identify other key members assigned to the HTA account. List detailed qualifications for each position (including experience, time with the organization, resume/bio demonstrating qualifications related to this RFP), proposed time allocation of staff and their geographic locations.

Note:

The Contractor is expected to be fully staffed and operational to begin the consultation services. Any activity, such as training and orientation, that occurs prior to the execution of an agreement with the selected Contractor shall be at the Contractor's sole cost and expense. Also, the Project Manager or designee is required to attend HTA’s conferences in person in Hawai‘i at least twice annually for approximately one (1) week each time.

v) Supervision and Training. The Offeror shall describe its ability to supervise, train and provide administrative direction relative to the delivery of the proposed services.

b) Accounting System. Describe how the Offeror’s accounting system will:

i) Accurately estimate and timely record actual expenditures for this contract;

ii) Accurately allocate and timely record all actual expenditures to the various budget categories defined in the attachment for the Budget Plan Worksheets;

iii) Accurately estimate and timely record actual expenditures of change orders and modifications; and,

iv) Make certain that only allowable and allocable expenses are charged against any change order or modification of the contract issued under this RFP.

c) Firewalls and other Protections.

i) Offeror shall describe processes and procedures to provide an information barrier, such as a “white room” or other form of firewall, within Contractor's company to prohibit the disclosure of competitively sensitive information acquired or provided through the performance of this contract on behalf of the

HTA to any of the Contractor’s clients or affiliates representing or associated with a competitor list agreed to by HTA.

ii) Offeror shall describe specific directives and procedures for its employees and other personnel assigned to the HTA to prevent the respective team, group, or individuals from using HTA information for the advantage of a competitor, either by exchanging information in either formal or informal settings with employees assigned to competing markets, or by independent use of information by those who may have other assignments outside of HTA.

iii) Management and executive decisions must not disadvantage HTA against other clients. Hawai‘i’s best interests must be judged independent of other company interests or, if not, must be placed at the highest priority within the organization.

5. Professional Experience

The Offeror shall provide a detailed description of its relevant experience and past performance history in cruise consulting services

i) Within Hawaiʻi

ii) Within the United States

iii) Internationally

6. Work Plan

The Offeror shall submit a detailed plan using the outline provided by HTA. (See

Exhibit A)

7. Budget Plan Worksheets

The Offeror shall submit a detailed budget plan using the Excel template provided by

HTA. (See Attachment 01)

8. Activity Measures Worksheets

The Offerors shall submit targets for activity measures using the Excel template provided by HTA. (See Attachment 02)

9. Offeror Checklist

The offeror must complete the checklist and submit all items noted on the form. See

Attachment 03 for details.

10. Proposal Transmittal Letter

On the Offeror’s business letterhead, include a transmittal letter to confirm that the

Offeror will comply with the requirements, provisions, terms, and conditions specified in this RFP. The Offeror shall use the exact legal name as registered with the Department of Commerce and Consumer Affairs. The price shall be submitted on the transmittal letter and shall be the all-inclusive cost, including the GET.

The Offeror represents that neither the Offeror, nor its principals, employees, or agents of the Offeror, presently has any interest and promises that no such interest, direct or indirect, shall be acquired that would or might conflict in any manner or degree with their performance of this Contract, if awarded. Should any conflict exist, it must be disclosed. If no conflict exists, state no conflict on the transmittal letter.

The Offeror must certify that neither the Offeror nor its principals, employees, or agents of the Offeror are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any governmental department or agency. If the Offeror cannot certify this statement, attach a written explanation for review by the State. If no debarment action exists, state no debarment on the transmittal letter.

This form must have an electronic signature, which is required before an award, if any, can be made. If unsigned, the offer will be automatically rejected. See

Attachment 04 for details.

11. Corporate Resolution

On the Offeror’s business letterhead, include a copy of the corporate resolution or written authorization of the Offeror’s representative to sign this proposal, and contract, if awarded. See Attachment 05 for details.

12. Standard Qualifications Questionnaire

Offeror must respond to all questions on the Qualifications Questionnaire form. See

Attachment 06 for detailed questions.

13. Conflict of Interest Disclosures and Attestations

Any person, including any actual or prospective Offeror, shall act in good faith to practice purchasing ethics, and when applicable, display business integrity as a responsible offeror pursuant to HAR§3-131-1.02.

Offeror shall complete and sign the Conflicts of Interest questionnaire and disclose any current or anticipated business or personal relationships that may create an actual or apparent conflict of interest, including but not limited to other contracts with the HTA; contracts with competitors of the HTA; and contracts with members of the travel and tourism industry within the State of Hawai‘i. See Attachment 07 for details.

14. Contractor References

Offeror must use this form to provide three (3) references for previous work performed as the Prime Contractor and similar to this project. More recent and more relevant performance usually has a greater impact on the confidence assessment than less recent and less relevant projects. See Attachment 08 for details.

15. Confidential Information List (if applicable)

Any person, including any actual or prospective Offeror shall act in good faith to practice purchasing ethics, and when applicable, display business integrity as a responsible offeror pursuant to HAR §3-131-1.02.

Offeror shall provide a list of all confidential information referenced in the Offeror’s proposal, including page numbers and sections. Material designated as confidential shall be readily separable from the proposal in order to facilitate inspection of the non-confidential portion of the proposal pursuant to HAR §3-122-46. If not applicable, offeror shall state so. (See Section 3.2.6) See Attachment 07 for details.

16. Certificate of Vendor Compliance or Proof of Application for CVC

Offeror shall submit a copy of the Certificate of Vendor Compliance from Hawai‘i

Compliance Express or proof that one has been applied for from Hawai‘i

Compliance Express. (See Section 5.2)

3.2 PROPOSAL SUBMISSION

3.2.1 OFFEROR’S AUTHORITY TO SUBMIT AN OFFER

The State will not participate in determinations regarding an Offeror's authority to sell a product or service. If there is a question or doubt regarding an Offeror's right or ability to obtain and sell a product or service, the Offeror must resolve that question prior to submitting a proposal.

3.2.2 REQUIRED REVIEW

Before submitting a proposal, each Offeror must thoroughly and carefully examine this

RFP, any attachments, addenda, and other relevant documents to ensure the Offeror understands the requirements of the RFP. The Offeror must also become familiar with

State, local, and Federal laws, statutes, ordinances, rules, and regulations that may in any manner affect the cost, progress, or performance of the work required.

Should the Offeror find defects and questionable or objectionable items in the RFP, the

Offeror must notify HTA in writing prior to the deadline for written questions as stated in Section 1.4 RFP Schedule and Significant Dates, as may be amended. This will allow the issuance of any necessary corrections and/or amendments to the RFP by addendum and mitigate reliance on a defective solicitation and distribution of proposal(s) upon which award could not be made.

3.2.3 PROPOSAL PREPARATION COSTS

Any and all costs incurred by the Offeror in preparing or submitting a proposal shall be the Offeror’s sole responsibility whether or not any award results from this RFP. The

State shall not reimburse such costs.

3.2.4 TAX LIABILITY

Work to be performed under this solicitation is a business activity taxable under HRS

Chapter 237 and if applicable, taxable under HRS Chapter 238. Contractor is advised that it is liable for the Hawai‘i General Excise Tax (GET). If, however, an Offeror is a person exempt by the HRS from paying the GET and therefore not liable for the taxes on this solicitation, Offeror must state its tax-exempt status and cite the HRS chapter or section allowing the exemption.

Federal I.D. Number and Hawai‘i General Excise Tax License I.D. Offeror must submit its current Federal I.D. number and Hawai‘i General Excise Tax License I.D. number in the space provided on the Proposal Transmittal Letter, thereby attesting that the

Offeror is doing business in the State and that Offeror will pay such taxes on all sales made in the State.

3.2.5 PROPERTY OF STATE

All proposals become the property of the State of Hawai‘i.

3.2.6 CONFIDENTIAL INFORMATION

All government records are open to the public unless access is restricted by law.

Identification of confidential information shall be the sole responsibility of the offeror.

The Uniform Information Practices Act requires an agency to make a government record available for inspection and copying unless the agency can show that an exception to disclosure under Chapter 92F-13, HRS, authorizes the agency to restrict or deny access to that record.

All Offerors are advised that confidential information in a proposal, offer, specification, protest, or correspondence may be subject to disclosure. The State may only restrict or deny access to items deemed confidential pursuant to Chapter 92F, HRS. Any data submitted to the State that the Offeror wishes to remain confidential shall be clearly marked and readily separable from the submittal to facilitate eventual public inspection of the non-confidential portion of the submittal. Any page of an offeror’s submittal containing confidential information shall only include confidential information. In addition, Offeror shall provide a list of all confidential information referenced in the

Offeror’s proposal, including page numbers and sections in a separate attachment. See

Attachment 7 for details.

If an Offeror believes that any portion of a proposal, offer, specification, protest, or correspondence contains information that should be withheld from disclosure pursuant to § 92F-13 HRS, then the Offeror shall inform the Procurement Manager in writing and provide the Procurement Manager with justification to support the Offeror’s confidentiality claim at the time of submittal.