RELEASE DATE: JULY 27, 2026

The State of Hawaiʻi

Department of Business, Economic Development, and Tourism

Hawaiʻi Tourism Authority

REQUEST FOR PROPOSALS

RFP NO. 27-14

(NOTICE TO OFFERORS)

HILO URBAN TRAILS CONTENT AND EXPERIENCE DEVELOPMENT

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

AUGUST 31, 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: Offeror Check List

• Attachment 02: Proposal Transmittal Letter

• Attachment 03: Corporate Resolution

• Attachment 04: Standard Qualifications Questionnaire

• Attachment 05: Contractor References

• Attachment 06: Subcontractor References (if applicable)

• Attachment 07: Confidential Information list (if applicable)

• Attachment 08: Conflicts of Interest Disclosures & Attestations

• Exhibit A: Overview of the RFP Process

• Exhibit B: HTA Travel & Entertainment Policy

• Exhibit C: General Provisions for Goods and Services

• Exhibit D: Special Provisions

• Exhibit E: 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 for holistically managing tourism in Hawaiʻi in a sustainable manner 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’s President and Chief Executive Officer reports directly to the

Governor and is responsible for executing the mandates of HRS 201B.

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.

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.

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:

https://hiepro.ehawaii.gov/, 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

GET General Excise Tax

GP General Provisions

HAR

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

HCE Hawai‘i Compliance Express

HIePRO Hawai‘i State eProcurement System

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

KPI Key Performance Indicator

LOS

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

Hawai‘i.

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

Hawaiian language and culture accurately and respectfully.

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

Procurement Manager The procurement and contracting manager for the Hawai‘i Tourism

Authority.

RFP

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

SPO Hawai‘i State Procurement Office

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

https://hiepro.ehawaii.gov/ https://hiepro.ehawaii.gov/welcome.html mailto:hiepro@ehawaii.gov https://www.meethawaii.com/ 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.

The mandatory fee (.75%) is applicable for awards by Hawaiʻi government agencies only.

This transaction fee is payable to Tyler Technologies (formerly known as NIC Hawai‘i), the vendor administering HIePRO. 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 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. The prospective Offeror is responsible for monitoring

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 Hawaii within thirty (30) days from 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 27, 2026

Deadline to Submit Written Questions (must be submitted in

HIePRO) July 31, 2026 @ 2:00 PM HST

State’s Response to Written Questions (will be posted in

HIePRO) August 4, 2026

Deadline to Submit Notice of Intent to Offer August 6, 2026 @ 4:30 PM

HST

Proposal Due Date/Time, Evaluation Period Begins August 31, 2026 @ 2:00 PM

HST

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 27-14 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

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

Protest of RFP content must be received prior to the proposal due date. Offerors are encouraged to raise any concerns by the deadline for submission of written questions or as soon as possible.

1.8 CANCELLATION

The RFP may be canceled, and any or all proposals rejected in whole or in part, without liability to the State, when it is determined to be in the best interest of the State, pursuant to HRS 103D-

308 and HAR §3-122-96 thru §3-122-97.

1.9 WEBSITE REFERENCE

Item Website

Hawai‘i Electronic Procurement

System https://hiepro.ehawaii.gov/welcome.html

HTA Website https://hta.hawaii.gov/

Ma‘ema‘e Toolkit https://hta.hawaii.gov/what-we-do/tools-resources/ma%CA%BBema%CA%BBe-toolkit/

Priority Listed Offeror Selection & Notification (estimate) Week of September 14, 2026

Best and Final Offer Deadline (if necessary) (estimate) Week of September 14, 2026

Notice of Award (estimate) Week of September 21, 2026

Start of Contract Performance (estimate) Week of October 5, 2026

End of Contract Performance (estimate) May 31, 2027 mailto:procurement@gohta.net https://hiepro.ehawaii.gov/welcome.html https://hta.hawaii.gov/ https://hta.hawaii.gov/what-we-do/tools-resources/ma%CA%BBema%CA%BBe-toolkit/ https://hta.hawaii.gov/what-we-do/tools-resources/ma%CA%BBema%CA%BBe-toolkit/

Hawai‘i Compliance Express

(CVC)

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://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 OVERVIEW AND BACKGROUND

The Hawaiʻi Tourism Authority (HTA) is seeking proposals from qualified firms or individuals to provide professional services for the planning and development of the content, storytelling, trail framework, visitor orientation, physical and digital participation materials, and community and business participation components of a visitor-facing Hilo Urban Trails Project. This project is intended to improve visitor orientation, support walkable and multimodal exploration, strengthen place-based understanding, and encourage engagement with local businesses, cultural and historical institutions, community assets, and public spaces in greater Hilo.

The project shall focus on greater Hilo, including, as appropriate, downtown Hilo, the Hilo Bay waterfront, Banyan Drive, and related pedestrian or multimodal connections. Existing visitor movement between these areas can feel fragmented, with limited visitor-facing tools that present

Hilo as a connected, walkable, and culturally rich destination. This project is intended to help connect these areas through trail framework development, interpretive content, storytelling, visitor orientation, wayfinding concepts, physical and digital participation materials, and community and business participation planning.

The project is intended to advance HTA’s Destination Management Action Plan (DMAP) priorities related to visitor flow management, place-based visitor understanding, collaboration, and collective stewardship. Existing community, county, and partner-led efforts provide a foundation for this work.

These may include, but are not limited to, the Hilo Bayfront Trails Master Plan, the Downtown Hilo

Multimodal Master Plan, prior historic walking tour materials, community-led trail advocacy and planning efforts, and other resources on visitor orientation, cultural interpretation, or economic development initiatives relevant to greater Hilo. The selected Offeror shall build upon existing plans and assets where appropriate and avoid duplicating prior work.

This project is non-construction in nature. The selected Offeror shall develop practical, maintainable content, route information, interpretive materials, visitor orientation concepts, physical activation materials, participation structures, and related implementation-ready materials that can support a visitor-facing trail experience. HTA anticipates that the final visitor-facing experience will include digital components, non-construction physical activation materials, and community or business participation elements that help residents and visitors recognize, access, and engage with the trail experience.

The selected Offeror under this RFP shall not be responsible for building, hosting, maintaining, or technically integrating the digital platform, website, content management system, analytics architecture, QR routing infrastructure, or GoHawaii integration, unless otherwise expressly authorized in writing by HTA. The selected Offeror shall work with HTA and, as applicable, HTA’s web development and support services contractor(s) to provide approved content, route information, interpretive materials, partner participation elements, attribution language, visitor engagement concepts, and related materials in formats suitable for digital implementation. All public-facing materials, placement, distribution, and use of partner locations shall be subject to HTA review and approval prior to publication, distribution, or implementation and, where applicable, approval from property owners or participating organizations.

2.2 SCOPE OF WORK

The successful Offeror shall provide all services necessary to plan, develop, and support implementation of the content, storytelling, trail framework, visitor orientation, physical and digital participation materials, and community, business, and partner participation components of the Hilo

Urban Trails Project in accordance with the requirements outlined in this RFP and the resulting contract.

The successful Offeror shall not be responsible for building, hosting, maintaining, or technically integrating the digital platform, website, content management system, analytics architecture, QR routing infrastructure, or GoHawaii integration, unless otherwise expressly authorized in writing by

HTA. HTA may procure or assign one or more separate web development and support services contractor(s) to develop, implement, maintain, or support the digital platform or related technical systems. The successful Offeror under this RFP shall work with HTA and, as applicable, HTA’s web development and support services contractor(s) to provide approved content, route information, interpretive materials, community and business participation elements, and visitor orientation materials in formats suitable for digital implementation.

All public-facing materials, interpretive content, route names, visitor guidance, partner participation elements, use of third-party materials, attribution language, and content prepared for digital implementation shall be subject to HTA review and approval prior to publication, distribution, or implementation.

Under the supervision of and in collaboration with HTA, the successful Offeror shall provide the following services:

1. Project Workplan and Coordination

The Offeror shall participate in a project initiation meeting with HTA and prepare a concise workplan identifying the proposed approach, schedule, milestones, deliverables, partner coordination needs, HTA review points, and coordination needs with HTA’s web development and support services contractor(s), if applicable.

The workplan shall also include the Offeror’s proposed concept for the participatory element of the

Hilo Urban Trails Project, which may include QR code scans, digital stamps, check-ins, visitor prompts, trail completion features, business participation incentives, or other low-maintenance engagement tools. The workplan shall identify how the participatory element would function from a visitor perspective, what content or partner inputs would be required, how local organizations or businesses may participate, and what information should be provided to HTA’s web development and support services contractor(s) for technical implementation.

2. Existing Asset Review and Trail Framework

The Offeror shall review relevant existing plans, materials, prior work, and community-led efforts related to Hilo trails, visitor orientation, cultural interpretation, and local economic engagement. The

Offeror shall identify opportunities to build upon existing work, avoid duplication, and incorporate available materials where appropriate and approved.

The Offeror shall develop a practical Hilo urban trail framework that may include priority routes or route segments, points of interest, thematic tracks, interpretive locations, suggested itineraries, estimated walking times, visitor orientation points, and related pedestrian or multimodal connections between downtown Hilo, the Hilo Bay waterfront, Banyan Drive, and nearby community assets.

3. Interpretive Content and Storytelling

The Offeror shall develop place-based interpretive content and storytelling materials that help residents and visitors better understand Hilo’s history, culture, community, natural environment, public spaces, local businesses, cultural and historical institutions, and sense of place.

Content involving Hawaiian language, place names, cultural practices, moʻolelo, or Native

Hawaiian cultural interpretation shall be developed and reviewed through an HTA-approved process and shall align with applicable HTA guidance, including the Maʻemaʻe Toolkit.

4. Community, Cultural, Business, and Partner Participation

The Offeror shall coordinate with relevant community organizations, cultural practitioners, historians, kūpuna, subject-matter experts, businesses, museums, galleries, restaurants, cultural and historical institutions, government agencies, property owners, and other partners as appropriate.

The Offeror shall work with local organizations, businesses, and institutions located along or connected to the trail framework to identify feasible participation opportunities. Participation may include being featured as a point of interest, contributing interpretive content, serving as a trail stop, offering visitor-facing educational materials, participating in a digital stamp or check-in feature, providing optional visitor incentives, or otherwise supporting the trail experience in a manner approved by HTA.

The Offeror shall document partner input and develop practical recommendations or participation structures that encourage appropriate visitor engagement with downtown Hilo businesses, cultural and historical institutions, community assets, and public spaces.

Use of third-party materials shall require appropriate permission, attribution, and documentation.

Materials provided by partners shall be credited appropriately. Where agreed by HTA and the contributing partner, final public-facing materials may be made available for reciprocal use by the partner, provided such use is consistent with State ownership rights, contract requirements, and HTA approval.

5. Visitor Orientation, Wayfinding, Physical Activation, and Engagement Concepts

The Offeror shall develop visitor orientation and wayfinding concepts to help residents and visitors understand how to move between key areas of Hilo by walking, bicycling, transit, or other appropriate transportation modes.

The Offeror shall also conceptually design and propose a participatory visitor engagement element for the Hilo Urban Trails Project. This may include trail itineraries, QR code scan points, digital passport or stamp rally content, check-in prompts, educational challenges, business participation opportunities, visitor incentives, coupons, discounts, or other low-maintenance engagement tools.

The proposed engagement concept shall identify the intended visitor experience, participating locations or categories of participants, recommended content or prompts, partner roles, visitor completion or participation logic, incentive structure where applicable, and any information needed by HTA’s web development and support services contractor(s) to implement the feature digitally.

The Offeror shall also design, produce, and distribute non-construction physical activation materials that help residents and visitors recognize, access, and participate in the trail experience. These may include plaques, QR code stickers, window clings, flyers, posters, map handouts, rack cards, or other visitor orientation and participation materials approved by HTA. Distribution may include participating organizations along the trail, visitor industry stakeholders in greater Hilo, accommodations, visitor information points, cultural and historical institutions, local businesses, and other locations approved by HTA.

Physical activation materials shall be non-construction in nature and shall not involve ground disturbance, structural installation, or permanent physical improvements unless separately approved in writing by HTA and determined to be allowable. Placement of any physical material at a partner location shall be subject to HTA approval and, where applicable, approval from the relevant property owner, site manager, or participating organization.

Technical implementation of digital engagement functions shall be handled by HTA or HTA’s web development and support services contractor(s), unless otherwise approved in writing by HTA.

6. Digital Implementation Support

The Offeror shall prepare approved content, route information, partner participation materials, interpretive materials, attribution language, participatory engagement concepts, and related documentation in formats suitable for implementation by HTA or HTA’s web development and support services contractor(s).

The Offeror shall coordinate with HTA and, as applicable, HTA’s web development and support services contractor(s) on content formatting, metadata, route information, point-of-interest information, participation logic, digital stamp or check-in concepts, review cycles, and implementation support. The Offeror may be asked to review draft digital layouts, maps, pages, or user flows for content accuracy, visitor orientation, attribution, partner participation, and interpretive integrity.

7. Reporting and Final Deliverables

The Offeror shall provide progress updates to HTA in a format and frequency approved by HTA.

Final deliverables shall include, at minimum:

a. Final project workplan and schedule;

b. Existing asset review summary (draft by October 16, 2026);

c. Hilo urban trail framework (draft by November 20, 2026);

d. Interpretive content and storytelling package (draft by January 29, 2027;

e. Visitor orientation, wayfinding, and engagement recommendations (draft by January 29, 2027);

f. Community, partner, and business participation summary;

g. Participatory engagement concept, including proposed visitor experience, participating locations or categories of participants, participation logic, incentive structure where applicable, digital stamp or check-in concepts, visitor prompts, and related content inputs

(draft by January 29, 2027);

h. Physical activation materials package, including design files, print-ready files, quantity recommendations, distribution plan, and documentation of distributed materials;

i. Digital implementation content package for HTA or HTA’s web development and support services contractor(s);

j. Permissions, attribution, partner-provided materials, and placement approval documentation;

k. Maintenance and content update recommendations;

l. Final project report; and

m. Final financial report.

All final materials shall be provided to HTA in editable and usable formats, unless otherwise approved by HTA.

2.3 PERFORMANCE MEASURES

By setting clear KPIs and performance measures, HTA can ensure that the selected vendor’s efforts are directly contributing to the organization’s goals and objectives, while also providing measurable indicators of successful contract performance. The Successful Offeror shall meet or exceed these standards for all services performed under the Contract, including delivery of the Hilo trail framework, interpretive content, storytelling materials, visitor orientation approach, community and business participation components, and implementation-ready content package needed to support a high-quality visitor-facing Hilo Urban Trails product.

KPIs may include:

• Timely completion of the project workplan, milestones, progress updates, and final deliverables;

• Completion of a practical Hilo urban trail framework that identifies priority routes, points of interest, visitor orientation needs, and relevant pedestrian or multimodal connections;

• Quality, accuracy, and usability of interpretive content and storytelling materials, including appropriate treatment of Hawaiian language, place names, moʻolelo, cultural references, and visitor guidance;

• Completion of HTA review and approval processes for public-facing content, route information, visitor guidance, partner participation elements, attribution language, and digital implementation materials;

• Demonstrated coordination with relevant community, cultural, business, institutional, government, and other project partners;

• Development of a practical community and business participation framework that identifies potential participating organizations, businesses, institutions, or trail stops; describes how participation would work; identifies any proposed incentive, coupon, discount, or visitor participation structure; and supports appropriate visitor engagement with downtown Hilo and surrounding community assets;

• Development, production, and distribution of approved non-construction physical activation materials, such as plaques, QR code stickers, window clings, flyers, posters, map handouts, rack cards, or other visitor orientation and participation materials;

• Effective coordination with participating organizations, businesses, visitor industry stakeholders, property owners, or site managers regarding approved participation, placement, distribution, and use of physical activation materials;

• Effective coordination with HTA and, as applicable, HTA’s web development and support services contractor(s) to provide approved content, route information, point-of-interest information, attribution language, participation logic, incentive concepts, QR code scan concepts, digital stamp or check-in concepts, and related materials in formats suitable for digital implementation;

• Documentation of permissions, attribution, and approved use of third-party or partner-provided materials;

• Delivery of final files, content, data, reports, and transition materials in editable and usable formats; and

• Submission of final project and financial reports in accordance with HTA requirements.

2.4 COMPENSATION

This is a Fixed-Price contract with adjustments, inclusive of all taxes and expenses, for an amount not to exceed TWO HUNDRED TWENTY-FIVE THOUSAND AND NO/100 DOLLARS

($225,000.00 USD), tax inclusive, for the initial contract period and shall be funded with U.S.

Economic Development Administration Funds.

• Contract period of eight (8) months (October 2026, to May 31, 2027), the total amount shall not exceed TWO HUNDRED TWENTY-FIVE THOUSAND AND NO/100

DOLLARS ($225,000.00 USD), tax inclusive.

However, it should be expressly understood that the actual amount allocated by HTA for a contract resulting from this RFP may be dependent on the quality of the proposals received. The STATE reserves the right not to utilize the total amount of funds allocated or to cancel this solicitation.

Offerors shall submit their proposal for funding described above as outlined in Section 3.

The fixed price is inclusive of all aspects of the contract, including all expenses directly related to the scope of work, as well as all expenses indirectly related to the scope of work, such as the required insurance coverage. (Additional coverage, over and above the required coverage, would be at the Contractor’s expense).

In the event the Contractor is unable to fulfill the Scope of Work associated with the number of evaluations of festivals and events outlined in Section 2.2 of this RFP, the funds may be adjusted, pursuant to the Performance Measures in Section 2.3. The adjustment of funds could allow for an increase, a decrease, or both. Funds allocated for this RFP and the resulting contract will remain available and not exceed the total value throughout its duration. Any unused funds at the conclusion of the Contract shall be returned 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

Contract Term: This is a one term contract. The term of the contract is for eight (8) months, from

October 2026 to May 2027.

The Contractor acknowledges and agrees that the availability of funds to HTA for any fiscal year

(July 1 to June 30) shall initially be subject to the passage of a budget appropriation of public funds by the Legislature, and subsequently to the approval of an allotment of the budgeted funds by the

Governor, through the Director of the Department of Budget & Finance, State of Hawai‘i. If there are insufficient funds appropriated, allotted, or otherwise made available to the State to pay the

Contractor under this Contract, the State may, without any liability to the State, including consequential damages, reduce and amend the contracted amount of compensation previously payable to the Contractor, upon written notification by the State to the Contractor and amendment of this Contract. All State funds not expended in accordance with the provisions set forth in the

Contract shall be returned to the State.

Unless terminated, the CONTRACTOR and the State may extend the term of the contract to complete the activities required by the contract by executing a supplemental contract. The

CONTRACTOR shall not be entitled to any additional compensation to complete the services specified in this RFP.

2.6. HTA CONTRACT MONITORING & EVALUATION

HTA will monitor the contract and conduct monthly performance evaluations. It will provide direction as necessary and conduct evaluation meetings, either in person or virtually, as deemed necessary.

2.7. OWNERSHIP RIGHTS

Pursuant to the General Conditions attached to and made a part of the RFP, the State shall have complete ownership of all material which is developed, prepared, assembled, or conceived by the

Contractor under this Contract. The contractor shall not use such materials outside of the contract scope unless authorized in writing by the State.

2.8. SUCCESSION OF ADDITIONAL CONTRACTORS

In the event, the State chooses to contract with another vendor to provide the services of the

Contractor at the end of this contract term or upon cancellation of the Contract, or if the State contracts with one or more additional vendors, the Contractor must provide reasonable transition assistance to the State and cooperation with one or more Contractors. Under no circumstances will the existing Contractor have any right to compensation for investments or other expenditures that were undertaken pursuant to, or in anticipation of, an extension of the Contract.

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 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-

27-14. 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. However, they may be accepted or requested in Round 2 of the procurement process.

• The format must be U.S. standard 8.5 by 11 inches. Therefore, this is a U.S. buyer and 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 are allowed.

• Page limit. The body of the proposal must not exceed the page limit outlined below in Section 3.1.2 (Items 1-8). Proposals that exceed the page limit may be disqualified, or the extra pages may be excised prior to review.

• Font size should be no smaller than 11 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 1-8 are to be individually labeled accordingly and submitted as one PDF file in the order listed below which is no more than fifty (50) pages to be titled

Offeror Name_Proposal Part 1:

1) Cover Page

2) Table of Contents

3) Cover Letter

4) Company Overview

5) Organizational Chart and Capacity

6) Professional Experience

7) Proposed Approach and Workplan

8) Budget and Cost Proposal

• Items 9-17 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 01)

10) Proposal Transmittal Letter (Attachment 02)

11) Corporate Resolution (Attachment 03)

12) Standard Qualifications Questionnaire (Attachment 04)

13) Contractor References (Attachment 05)

14) Subcontractor References (Attachment 06)

15) Confidential Information List - if applicable (Attachment 07)

16) Conflicts of Interest Disclosures & Attestations (Attachment 08)

17) 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 27-14 Hilo Urban Trails Content and

Experience Development.

• Name and address of Company.

• Company Federal and State Tax ID #s.

• Name, email address, 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 vendor’s interest in the project and summarizing the company’s qualifications. The cover letter is your opportunity to make a personal statement to the HTA and the Evaluation Committee. Please limit this to two (2) pages maximum.

4. Company Overview

Description of the offeror, including organizational capacity, qualifications and relevant professional experience in trail planning, place-based storytelling, cultural interpretation, visitor experience development, community and business engagement, visitor orientation and wayfinding, and/or related travel, tourism, cultural, or destination management initiatives.

5. Organizational Capacity

a) PERSONNEL MANAGEMENT

i) Organizational chart of proposed staffing, including position titles, names, lines of responsibility/supervision, and time allocation to the HTA account.

ii) 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.

• 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) and proposed time allocation of staff. Staff: Offeror will propose a number and FTE allocation for each staff member. See section ii) above.

b) MINIMUM QUALIFICATIONS

To be considered for this contract, vendors must meet the following qualifications:

a) Experience: Minimum of ten (10) years of professional experience in tourism, destination management, visitor experience development, cultural interpretation, community engagement, trail planning, or related fields.

b) Proven Expertise: Experience working with governmental agencies, tourism authorities, non-profit organizations, cultural institutions, businesses, or community partners on public-facing projects.

c) Team of Professionals: Ability to provide qualified personnel with relevant experience in project management, content development, stakeholder engagement, and visitor experience or interpretive planning.

6. Professional Experience

The Offeror shall provide a complete description of its relevant experience in tourism, destination management, visitor experience development, cultural interpretation, community engagement, trail planning, or related fields.

a) Describe the Offeror’s relevant experience and qualifications.

b) Case Studies: Provide at least three (3) examples of similar work completed within the past five (5) years. Examples should demonstrate experience with public-facing content, visitor orientation, trail or placemaking initiatives, cultural or historical interpretation, stakeholder engagement, or related projects.

c) Past Performance: Describe the Offeror’s role, approach, key deliverables, and results for each case study example, including the relevance of the work to this

RFP.

d) References

Provide contact information for at least three (3) clients who can speak to the quality and relevance of the Offeror’s work and results on similar projects.

7. Proposed Approach

The Offeror shall provide a concise, detailed description of its proposed approach, methodology, deliverables, and other efforts to fulfill the Scope of Work.

The proposal shall address the Offeror’s approach to trail framework development, interpretive content and storytelling, community and business participation, visitor orientation and physical activation materials, and coordination with HTA and HTA’s web development and support services contractor(s). The proposal shall also include a workplan with key milestones, deliverables, and proposed start and completion dates.

8. Budget and Cost Proposal

The Offeror shall submit a detailed, tax-inclusive budget for the contract period of eight

(8) months from October 2026, to May 31, 2027.

The budget shall have key services itemized (i.e., project management and coordination, trail framework development, content and storytelling development, community and business engagement, physical activation materials, reporting, the number of hours per task, and the rate of personnel). The combined amount of these budgets shall be shown as the total amount proposed for this project.

9. Offeror Checklist

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

Attachment 01 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. Offeror shall use the exact legal name 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 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 02 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 03 for details.

12. Standard Qualifications Questionnaire

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

Attachment 04 for detailed questions.

13. Contractor References

The 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 relevant performance typically has a greater impact on the confidence assessment than less current and less relevant projects. See Attachment 05 for details.

14. Subcontractor References

If Subcontractor(s) will be used for this contract, Offerors shall submit a Subcontractor

Reference form for each Subcontractor and ensure all requirements of the General

Conditions outlined in this RFP are followed. See Section 3.1.2 and Attachment 06 for details.

In addition, the Offeror shall attach to the Subcontractor References form a letter or statement from each Subcontractor, signed by a legally authorized representative, stating:

1. The general scope of work to be performed by the Subcontractor; and,

2. The Subcontractor’s willingness to perform the indicated work.

3. The number of years this Subcontractor has been used by your company, if applicable.

All subcontracts require HTA’s prior written approval. Requests for written approval to subcontract shall include:

1. An explanation of the need for the goods or services to be subcontracted;

2. A statement regarding the subcontractor’s qualifications to provide the goods or services;

3. A summary of the process used to procure the goods or services, including the material terms of bids or other responses to provide the goods or services; and

4. The reason(s) for the selection of the subcontractor, including information used to determine the reasonableness of the contract amount.

Note: Contractors are asked to include a force majeure clause in all their subcontracts where possible. Please use the same language as it appears in Special Provisions.

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. Conflict of Interest Disclosure & Attestation

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 Hawaii. See Attachment 08 for details.

17. 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…