HTA RFP 27 16 Agritourism Study and Plan FINAL 100526.pdf

RELEASE DATE: October 5, 2026

The State of Hawaiʻi

Department of Business, Economic Development, and Tourism

Hawaiʻi Tourism Authority

REQUEST FOR PROPOSALS

RFP NO. 27-16

(NOTICE TO OFFERORS)

DEVELOPMENT OF STATEWIDE HAWAIʻI AGRITOURISM STUDY AND PLAN

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

November 6, 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

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

GC

General Conditions. Rules enacted by the Hawai‘i Attorney

General’s Office.

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

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 October 5, 2026

Deadline to Submit Written Questions (must be submitted in

HIePRO)

October 8, 2026 @ 2:00 PM

HST

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

HIePRO) October 15, 2026

Deadline to Submit Notice of Intent to Offer October 22, 2026 @ 2:00 PM

HST

Proposal Due Date/Time, Evaluation Period Begins November 6, 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 27-16 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/

Hawai‘i Compliance Express

(CVC)

https://vendors.ehawaii.gov/

Priority Listed Offeror Selection & Notification (estimate) Week of November 9, 2026

Best and Final Offer Deadline (if necessary) (estimate) Week of November 9, 2026

Notice of Award (estimate) Week of November 16, 2026

Start of Contract Performance (estimate) Week of November 16, 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/ 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.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 Hawai‘i Tourism Authority (“HTA”) is seeking proposals from qualified firms or individuals to conduct and develop a Statewide Hawaiʻi Agritourism Study and Plan. The purpose of this solicitation is to develop a data-informed, policy-relevant, and implementation-oriented framework to support the responsible development of agritourism in Hawaiʻi. HTA does not seek to duplicate prior agritourism research or require a large-scale new primary research study. The Offeror shall build upon existing work, update or supplement prior findings where necessary, and translate the existing body of research into a concise, implementation-oriented statewide framework.

Agritourism has the potential to support local farmers, strengthen regional economies, diversify visitor experiences, increase direct farm-to-consumer connections, and advance destination management objectives. At the same time, agritourism must be planned and managed carefully to preserve Hawaiʻi’s agricultural and rural character, ensure appropriate usage of agricultural lands, protect natural and cultural resources, and address community concerns related to traffic, infrastructure, visitor impacts, and neighborhood compatibility.

The Hawaiʻi Agritourism Study (“Study”) shall be conducted to understand the current landscape of agritourism throughout the Hawaiian Islands; identify opportunities and challenges for farmers and businesses in agritourism or wanting to pursue agritourism; inform the creation of HTA-led programs; review State and County land use laws and policies; and provide recommendations to promote, facilitate, and support agritourism in the State. The study will inform the development of a comprehensive State approach to develop and promote agritourism while preserving Hawaiʻi’s agricultural and rural character and increasing Hawaiʻi’s food production.

The Hawaiʻi Agritourism Plan (“Plan”) shall be developed as a comprehensive State approach to promote agritourism in alignment with stakeholder priorities and feasibility of implementation identified and assessed in the creation of the Hawai‘i Agritourism Study.

The scope of the Study and Plan shall cover the State of Hawaiʻi, including the islands of and

Kauaʻi, Oʻahu, Maui, Molokaʻi, Lānaʻi, and Hawaiʻi Island. The Offeror shall complete the work in a manner that is suitable for use by State and County policymakers; grounded in existing research, stakeholder input, and available data; sensitive to Native Hawaiian cultural values, community context, agricultural land protection, rural character, and destination management priorities; and clear enough to support future implementation, funding decisions, partner coordination, and performance tracking.

The tasks and deliverables below identify the minimum required outcomes of the contract. Offerors are expected to propose a methodology, work plan, staffing approach, and schedule sufficient to complete the Study and Plan within the available budget and contract term. The Offeror may recommend refinements to the sequence, format, and methods of work, subject to HTA review and approval, provided that all required deliverables and objectives are satisfied.

2.2 SCOPE OF WORK

The successful Offeror shall conduct a Statewide Hawaiʻi Agritourism Study and Plan under the supervision of, and in collaboration with HTA. The Offeror shall provide the following services:

1. Project Initiation, Work Plan, and Management

The Offeror shall participate in a project kickoff meeting with HTA and prepare a work plan that confirms the project objectives, methodology, schedule, deliverables, communication procedures, stakeholder engagement approach, working group approach, and review points.

The Offeror shall participate in regular coordination meetings with HTA and provide progress updates throughout the contract period.

Deliverables:

• Project kickoff meeting

• Final project work plan and timeline

• Stakeholder engagement and working group approach

• Progress updates and meeting summaries, as requested by HTA

2. Background Research, Literature Review, and Existing Conditions Summary

The Offeror shall review and synthesize existing agritourism-related studies, guidebooks, policy analyses, plans, data sources, and implementation resources relevant to Hawaiʻi. The review shall identify what is already known, what remains unresolved, what may be outdated, and what additional information is needed to support implementation.

The review may include, as applicable, existing research on agritourism definitions and typologies;

farmer and operator readiness; County permitting and land use frameworks; visitor demand and market opportunity; agricultural viability; food systems; rural economic development; community impacts; Native Hawaiian cultural considerations; environmental considerations; and destination management alignment.

The Offeror shall also prepare a concise review of State and County laws, ordinances, policies, and permitting frameworks relevant to agritourism, including differences among Counties that may affect farmer adoption, compliance, business planning, or visitor-facing product development.

Deliverables:

• Draft Hawaiʻi Agritourism Study

• Final Hawaiʻi Agritourism Study

• County-by-County policy and regulatory summary matrix

• Summary of key findings, unresolved issues, and implementation gaps

3. Stakeholder Engagement and Working Group Facilitation

The Offeror shall support HTA in convening and facilitating a statewide agritourism working group to provide technical, policy, agricultural, industry, and community-informed input into the Study and Plan. The working group is intended to review existing barriers and opportunities, validate findings from prior research, identify implementation priorities, and inform recommendations to support responsible agritourism development in Hawaiʻi.

Working group participants may include representatives from State agencies, County governments, agricultural organizations, farmers and ranchers, existing or prospective agritourism operators, Native Hawaiian practitioners and ʻāina-based organizations, visitor industry partners, technical assistance providers, and other stakeholders identified by HTA or proposed by the Offeror. The

Offeror shall propose the working group structure, meeting schedule, facilitation approach, and stakeholder engagement methods for HTA review and approval.

In addition to facilitating the statewide agritourism working group, the Offeror shall conduct targeted outreach and gather supplemental input as needed to achieve statewide coverage, obtain farmer and operator perspectives, clarify island- or County-specific issues, and support actionable policy and implementation recommendations. The Offeror shall design engagement methods to obtain practical and policy-relevant input within the available budget and contract period. Engagement methods may include interviews, surveys, focus groups, listening sessions, facilitated discussions, technical consultations, written comment opportunities, or other methods appropriate to the budget and schedule.

The Offeror shall coordinate and consult with HTA-designated subject-matter advisors and other relevant partner organizations, as directed by HTA, during the development of the Study and Plan.

Consultation may include advice and feedback on outreach to agritourism operators, interpretation of prior research, industry trends, emerging opportunities, operational challenges, technical assistance needs, and policy or industry considerations. Such consultation shall be advisory in nature and shall not relieve the Offeror of responsibility for all required deliverables.

Deliverables:

• Working group meeting materials

• Working group meeting summaries

• Stakeholder outreach and technical input summary

• Documentation of how stakeholder and working group input informed the Study, Plan, and recommendations

4. Hawaiʻi Agritourism Plan and Policy Recommendations The Offeror shall prepare a Hawaiʻi Agritourism Plan that translates the Study findings, working group input, and policy review into a practical statewide implementation framework.

The Plan shall include, but not be limited to:

• Vision and guiding principles;

• Statewide agritourism goals and strategic priorities;

• Summary of key findings and implementation gaps;

• Policy and regulatory recommendations;

• Programmatic recommendations;

• Recommended actions by fiscal year or implementation phase;

• Lead and supporting partner roles;

• Funding, resource, and implementation considerations;

• Community impact, cultural, agricultural land protection, and visitor management considerations;

• Baseline metrics and recommended data collection framework;

• Recommended next steps for HTA and partner organizations.

• Recommendations shall distinguish between actions HTA may directly implement, actions HTA may support through partnership, actions requiring County action, actions requiring State agency action, and actions that may require legislative, administrative, funding, or future procurement decisions.

Deliverables:

• Draft Hawaiʻi Agritourism Plan

• Revised Draft Hawaiʻi Agritourism Plan, if requested by HTA

• Final Hawaiʻi Agritourism Plan

• Policy recommendations matrix

• Fiscal year (FY) or phased implementation roadmap (at minimum, including FY2027-2030)

• Partner roles and responsibilities summary

• Baseline metrics and data collection framework

5. Final Presentations and Closeout Materials

The Offeror shall prepare final presentation materials suitable for HTA leadership, the HTA Board, State and County partners, working group participants, or other stakeholders as directed by HTA.

Final materials shall be written in a professional style appropriate for State use, use proper Hawaiian orthography, and include citations, methodology notes, and source documentation sufficient to support findings and recommendations. Final materials shall be provided in editable format and PDF format, as applicable.

Deliverables:

• Final presentation deck

• Executive summary or policy brief

• Final editable files, PDF files, matrices, appendices, and supporting materials

• Final report/presentation(s) to 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 project management, background research and writing, stakeholder engagement, working group facilitation, policy analysis, reporting, presentations, and final deliverables.

KPIs may include:

• Adherence to the agreed-upon project schedule, including key milestones, working group meetings, draft deliverables, reporting deadlines, review periods, and approval checkpoints.

• Timeliness of completion of the project work plan, stakeholder engagement approach, working group framework, research methodology, and deliverable schedule.

• Timeliness and quality of written reports, summaries, presentations, and other deliverables submitted to HTA.

• Effective facilitation of the statewide agritourism working group and documentation of working group input.

• Quality of the Hawaiʻi Agritourism Study, including synthesis of existing research, identification of key findings, and assessment of data, policy, coordination, and implementation gaps.

• Quality and sufficiency of supplemental stakeholder outreach to achieve statewide coverage and support actionable policy and implementation recommendations.

• Quality and feasibility of policy recommendations, programmatic recommendations, implementation actions, partner roles, and recommended next steps.

• Development of a practical baseline metrics and data collection framework.

2.4 COMPENSATION

This is a Fixed-Price contract, inclusive of all taxes and expenses, for an amount not to exceed

ONE HUNDRED FORTY THOUSAND AND NO/100 DOLLARS ($140,000.00 USD), tax inclusive, for the contract period and shall be funded with U.S. Economic Development

Administration Funds (EDA).

• Contract period of six (6) months (November 2026 to May 31, 2027), the total amount shall not exceed ONE HUNDRED FORTY THOUSAND AND NO/100 DOLLARS

($140,000.00 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 Offeror’s expense).

Federal Funding and Federal Contract Requirements

This procurement and any resulting contract are funded, in whole or in part, through financial assistance awarded to the Hawaiʻi Tourism Authority (“HTA”) by the U.S. Department of

Commerce, Economic Development Administration (“EDA”). Accordingly, the Offeror acknowledges that the procurement and resulting contract are subject to applicable Federal laws, regulations, requirements, and terms and conditions of the applicable EDA Federal Award, in addition to applicable State of Hawaiʻi laws and administrative rules.

Federal Award Information:

• Federal Awarding Agency: U.S. Department of Commerce, Economic Development

Administration

• Federal Award Number: 07-79-07800

• Federal Assistance Listing Number: 11.307

• Federal Award Date: December 8, 2021

• Federal Funding Amount Applicable to Contract: $140,000.00

The Offeror shall comply with all applicable Federal requirements governing the use of EDA funds, including, as applicable, the Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards set forth in 2 C.F.R. Part 200, including 2 C.F.R. § 200.327 and

Appendix II to 2 C.F.R. Part 200, as amended.

The resulting contract shall incorporate all federal contract provisions applicable to the procurement and the services to be performed. Such provisions may include, as applicable, requirements relating to:

• Remedies for breach of contract;

• Termination for cause and termination for convenience;

• Equal Employment Opportunity;

• Davis-Bacon Act and related prevailing wage requirements, when applicable;

• Contract Work Hours and Safety Standards Act, when applicable;

• Rights to inventions made under a federal funding agreement, when applicable;

• Clean Air Act and Federal Water Pollution Control Act requirements, when applicable;

• Debarment and suspension;

• Byrd Anti-Lobbying Amendment;

• Procurement of recovered materials;

• Prohibition on certain telecommunications and video surveillance services or equipment;

• Applicable domestic preference requirements, including requirements applicable under the

Build America, Buy America Act, when applicable; and

• Any additional federal requirements contained in the applicable EDA award terms and conditions.

The Offeror shall comply with all applicable Federal requirements throughout the performance of the resulting contract. The selected Offeror shall be required to execute a contract containing the applicable Federal provisions and any additional requirements that are required by the applicable

EDA Federal Award, Federal law or regulation, or other applicable Federal requirements.

Where a Federal requirement applies to the resulting contract but is not expressly set forth in this

RFP, the requirement shall nevertheless apply to the extent required by applicable Federal law or regulation, the EDA Federal Award terms and conditions, or other legally applicable Federal requirement.

The Offeror shall ensure that its subcontractors comply with applicable Federal requirements to the extent required by the EDA Federal Award, Federal law or regulation, or the resulting contract.

Nothing in this provision shall be construed to designate a contractor or subcontractor as a

“subrecipient” for purposes of 2 C.F.R. Part 200 unless the applicable Federal Award and the nature of the relationship meet the Federal definition of a subrecipient.

The Offeror is responsible for reviewing and complying with Federal requirements applicable to the proposed services and shall identify in its proposal any material conflict between the requirements of this RFP and an applicable Federal requirement.

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 six (6) months, from

November 2026 to May 2027.

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 directions 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 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

27-16. 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/Organization 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 27-16 Development of Statewide

Hawaiʻi Agritourism Study and Plan

• 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/Organization Overview

Description of the vendor, including organizational capacity, qualifications and relevant professional experience in research, strategic planning, stakeholder engagement, tourism, agriculture, and/or government affairs.

5. Organizational Chart and 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.

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 research, stakeholder engagement, strategic planning, and/or policy development, preferably within the tourism, agriculture, and/or government sectors.

b) Proven Expertise: Experience working with governmental agencies, tourism authorities, and/or non-profit organizations in the development of research, studies, plans, and/or policy documents.

c) Team of Professionals: Ability to deliver high-quality services through a team with expertise in research, writing, data collection, data analysis, stakeholder engagement, and policy development.

6. Professional Experience

The Offeror shall provide a complete description of its relevant experience in tourism, program evaluation, research, or related fields described below:

a) Describe the Offeror’s experience.

b) Case Studies: Offeror shall provide no fewer than three (3) case studies or examples of previous work conducting research or evaluation within tourism, agriculture, or related fields, with measurable outcomes and results. Case studies or examples of previous work should illustrate the Offeror’s demonstrated capacity and efficiency through numerical data on project scope, volume of deliverables, and performance, as well as the successful application and impact of the Offeror’s program evaluation through evidence of client adoption, process improvement, or policy change.

c) Past Performance: Describe a minimum of three (3) past work experiences within the past five years that demonstrate how the Offeror’s performance measurement and methodology directly influenced or enabled the client to achieve targeted results. Include details on the specific measures tracked and the resulting success achieved.

d) References

Contact information for at least three (3) references from clients who can speak to the quality of the vendor’s past work and results on similar projects.

7. Proposed Approach

The Offeror shall provide a concise, detailed description of the approaches, methodology, deliverables, and other efforts to fulfill the scope of work outlined in

Section 2.2 above. The proposal shall also include a detailed work plan including milestones, start and end dates.

8. Budget and Cost Proposal

A proposed detailed budget for the project, which shall be tax inclusive, and shall consist of a budget for the contract period of six (6) months from November 2026, to

May 31, 2027.

The budget should have key services itemized (i.e., facilitation, data analysis, reporting, the number of hours per task, and the rate of personnel). In addition, 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. The 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 shall submit Attachment 04, Qualifications Questionnaire, in its entirety as part of its proposal. The Offeror shall respond to each question or item that is applicable to its organization or the scope of services under this RFP. For any question, item, or section that is not applicable, the Offeror shall indicate “N/A.” The Offeror shall not leave any question, item, or section blank or omit any portion of Attachment 04. The

Offeror is not required to provide information that is not applicable to its organization or the services requested under this RFP; however, the corresponding question, item, or section must be included in the submitted Attachment 04 and clearly marked “N/A.”

See Attachment 04 for the detailed questions and instructions.

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 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…