RFP 27 10 Administration of HTA Visitor Experience Programs 2027 FINAL 082726.pdf

RELEASE DATE: August 27, 2026

The State of Hawaiʻi Department of Business, Economic Development, and Tourism

Hawaiʻi Tourism Authority

REQUEST FOR PROPOSALS

RFP NO. 27-10

(NOTICE TO OFFERORS)

ADMINISTRATION OF HTA’S VISITOR EXPERIENCE PROGRAMS FOR 2027

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

SEPTEMBER 16, 2026

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

ELECTRONIC SUBMISSION TO THE STATE OF HAWAI‘I ePROCUREMENT SYSTEM (HIePRO) ONLY.

QUESTIONS RELATING TO THIS RFP, ISSUES RELATING TO THE ACCESSIBILITY OF THIS

RFP, AND REQUESTS FOR ACCOMMODATIONS FOR PERSONS WITH DISABILITIES IN

CONNECTION WITH THIS RFP SHALL BE COMMUNICATED THROUGH HIePRO.

TABLE OF CONTENTS

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

SECTION TWO: BACKGROUND AND SCOPE OF WORK

SECTION THREE: PROPOSAL CONTENT AND SUBMISSION

SECTION FOUR: EVALUATION CRITERIA

SECTION FIVE: CONTRACT AWARD

SECTION SIX: ATTACHMENTS AND EXHIBITS

• Attachment 01: Budget Plan Worksheet

• Attachment 02: Offeror Check List

• Attachment 03: Proposal Transmittal Letter

• Attachment 04: Corporate Resolution

• Attachment 05: Standard Qualifications Questionnaire

• Attachment 06: Contractor References

• Attachment 07: Subcontractor References (if applicable)

• Attachment 08: Confidential Information list (if applicable)

• Attachment 09: Conflicts of Interest Disclosures & Attestations

• Attachment 10: Certificate of Vendor Compliance

• Exhibit A: Overview of the RFP Process

• Exhibit B: HTA Travel Protocol

• Exhibit C: General Provisions for Goods and Services

• Exhibit D: Special Provisions

• Exhibit E: General Conditions for 103D

• Exhibit F: Kūkulu Ola Program Guidelines

• Exhibit G: Community Enrichment Program Guidelines

• Exhibit H: Signature Festivals & Events Program Guidelines

• Exhibit I: Sports Tournaments & Events Program Guidelines

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 2026-2030 HTA Strategic Plan frames our work with three interacting pillars: Brand Marketing, Experience Development and Tourism Leadership.

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.

HTA creates, manages, and supports the development of unique tourism experiences such as community and cultural festivals, sporting events, natural resources, and community and cultural programs. The HTA also evaluates its programs on their impacts and return on investment (ROI) of public funds. The HTA also directly affects the visitor experience through its support of workforce development, visitor assistance programs, the integration of community and residents’ considerations, and a deep respect for Native Hawaiian culture.

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

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

DOTAX Hawai‘i Department of Taxation

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

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

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

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

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

ROI Return on Investment

SPO Hawai‘i State Procurement Office

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

https://hiepro.ehawaii.gov/ https://www.meethawaii.com/ assistance, on the HIePRO (https://hiepro.ehawaii.gov/welcome.html) landing page, select ‘Help Chat – online’ at the top of the page. Tyler Technologies can be reached at

(808) 695-4620 or by email at: hiepro@ehawaii.gov.

1.3.2 The State will use HIePRO to issue the RFP, receive all Offers, and issue any addenda to the RFP. Addenda and the other information and materials shall be provided by the State through HIePRO, including additions or changes with respect to the dates in Section 1.4 (RFP Schedule and Significant Dates). The State is not responsible for any delay or failure of any Offeror to receive any materials updated through the RFP process on a timely basis.

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

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 August 27, 2026

Deadline to Submit Written Questions (must be submitted in HIePRO) August 31, 2026 @ 2:00 PM HST

State’s Response to Written Questions (will be posted in HIePRO) September 2, 2026

Deadline to Submit Notice of Intent to Offer September 8, 2026 @ 2:00 PM HST https://hiepro.ehawaii.gov/welcome.html mailto:hiepro@ehawaii.gov

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 27-10 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

Any protest concerning the solicitation or solicitation content shall be submitted in writing before the proposal due date in accordance with HRS §103D-701 and HAR Chapter 3-126. Offerors are encouraged to submit questions, requests for clarification, or concerns as early as possible and no later than the deadline for written questions identified in the RFP.

1.8 CANCELLATION

The RFP may be canceled, and any or all proposals rejected in whole or in part, when determined to be in the best interest of the State, pursuant to HRS 103D-308 and HAR §3-122-96 through §3- 122-97. The State shall not be liable for any costs incurred by Offerors in the preparation or submission of proposals.

1.9 WEBSITE REFERENCE

Item Website Hawai‘i Electronic Procurement System https://hiepro.ehawaii.gov/welcome.html

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

Proposal Due Date/Time, Evaluation Period Begins September 16, 2026 @ 2:00 PM HST

Priority Listed Offeror Selection & Notification (estimate) Week of September 21, 2026

Best and Final Offer Deadline (if necessary) (estimate) Week of September 21, 2026

Notice of Award (estimate) Week of September 28, 2026

Start of Contract Performance (estimate) October 1, 2026

End of Contract Performance (estimate) March 31, 2028 mailto:procurement@gohta.net https://hiepro.ehawaii.gov/welcome.html https://hta.hawaii.gov/

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 Hawai‘i Tourism Authority (HTA) is seeking proposals from qualified firms to provide administrative support services for the statewide implementation of HTA’s four (4) visitor experience programs in calendar year 2027: Kūkulu Ola; Community Enrichment; Signature Festivals & Events, and Sports Tournaments & Events. All work must be conducted in alignment with each program’s established guidelines (Exhibits F, G, H, I).

The selected Offeror will be responsible for delivering comprehensive administrative services, including but not limited to:

• Managing the procurement process for project applications submitted to each HTA program.

• Administering and managing contracts for all awarded projects.

• Conducting in-person evaluations of all funded projects.

HTA anticipates receiving approximately 450 project proposals across the four (4) visitor experience programs. From these submissions, HTA estimates 150 projects will be awarded funding, each requiring full contract management and in-person evaluation by the selected Offeror.

2.2 SCOPE OF WORK

The Contractor shall provide administrative support services for the statewide implementation of HTA’s four (4) visitor experience programs and serve as an intermediary and primary point of contact for HTA throughout all program activities during the 2027 project cycle (January 1, 2027- December 31, 2027) and the contract performance period (October 2027-March 2028).

2.2.1 CORE SERVICES

The Contractor shall provide services including, but not limited to:

1. Procurement of Visitor Experience Projects

a) Conduct fair, equitable, and transparent processes for projects applying to the following HTA visitor experience programs:

i. Kūkulu Ola

ii. Community Enrichment

iii. Signature Festivals & Events

iv. Sports Tournaments & Events

b) Develop and release an application for each HTA visitor experience program, subject to HTA review and approval.

c) Provide technical assistance, as needed, to support applicants and ensure high-quality proposal submissions.

d) Receive proposals by the designated deadline and maintain fair and equitable standards in the review and acceptance of submissions.

e) Convene evaluation teams for each HTA visitor experience program, subject to HTA approval, to ensure an impartial and equitable selection process.

f) Market and promote each HTA visitor experience program’s purpose and application period to increase awareness of the funding opportunities available through HTA’s experience development programs and encourage quality proposal submissions.

g) Coordinate and conduct at least six (6) total in-person information sessions across Oʻahu, Kauaʻi, Maui, Molokaʻi, Hilo, and Kona, and one (1) statewide virtual informational session to provide community organizations with clear guidance on applying for funding to HTA’s visitor experience programs and encourage quality proposal submissions.

2. Contract Administration and Compliance

a. Draft, review, and negotiate contract terms for each awarded project.

b. Ensure contracts comply with legal, regulatory, and organizational requirements.

c. Manage the full lifecycle of each contract, from initiation to closure.

d. Maintain organized, complete records of all contracts and related documentation.

e. Monitor key contract dates, deliverables, and obligations.

f. Coordinate with HTA to obtain required approvals.

g. Track awardee performance and ensure compliance with contractual obligations.

h. Administer amendments, extensions, and terminations as needed; subject to HTA approval.

i. Ensure financial accuracy related to contracts, including invoicing, payments, and budget tracking.

j. Provide monthly reporting on contract status and performance.

k. Support requested audits of contracts.

l. Create and maintain a master contract register, organized by HTA program, that provides an up-to-date snapshot of each contract’s status, key milestones, deliverables, financials, and compliance indicators.

3. Project Evaluation The Contractor shall conduct comprehensive, in-person evaluations of all awarded projects across the four (4) HTA visitor experience programs. Evaluation activities must ensure accountability, measure program impact, and verify compliance with HTA requirements. Services shall include, but are not limited to:

a. Evaluation Planning and Coordination

i. Develop an evaluation plan and schedule for all awarded projects, subject to HTA review and approval.

ii. Coordinate with awardees to arrange in-person site visits, ensuring statewide coverage across all counties.

b. In-Person Project Assessments

i. Conduct site visits to observe project implementation, verify progress against approved scopes of work, and assess alignment with HTA visitor experience programs goals.

ii. Document all observations, including successes, challenges, risks, and areas where additional support may be beneficial.

c. Evaluation Documentation and Reporting

i. Prepare detailed written evaluation reports for each funded project, including findings, compliance assessments, performance summaries, and recommendations.

ii. Submit reports to HTA within established timelines and ensure accuracy, completeness, and clear alignment with program metrics.

d. Performance Monitoring and Compliance

i. Track project performance throughout the contract period to ensure timely delivery of milestones and adherence to contractual obligations.

ii. Identify and document any concerns related to performance, compliance, or risk, and notify HTA immediately of issues requiring escalation.

e. Post-Evaluation Follow-up

i. Communicate findings to awardees and, when appropriate, provide guidance on improving project implementation.

ii. Support HTA in determining whether project outcomes justify continuation, modification, or future funding opportunities.

2.2.2 SERVICE DELIVERY APPROACH

The Contractor shall deliver all services in a timely, coordinated, and professional manner to ensure effective statewide administration of HTA’s visitor experience programs. The Contractor is responsible for maintaining consistent communication with HTA, meeting all required deadlines, and ensuring that all program activities are conducted in alignment with HTA guidelines and objectives. The Contractor’s delivery of core services shall include, but not be limited to, the following:

1. Program Coordination and Communication

a. Serve as HTA’s primary point of contact for all HTA visitor experience program activities.

b. Maintain clear, responsive, and documented communication with HTA staff, applicants, awardees, and evaluation personnel.

c. Provide regular updates to HTA on program status, emerging issues, workload distribution, and recommended improvements.

2. Statewide Service Delivery

a. Coordinate and deliver services across all counties, ensuring consistent access for applicants and awardees statewide.

b. Conduct outreach and informational sessions to support community engagement and promote equitable participation across all islands.

3. Quality Assurance and Compliance

a. Implement standardized procedures and tools to promote consistency, transparency, and fairness throughout procurement, contract management, and project evaluation activities.

b. Ensure all services comply with HTA guidelines, relevant regulations, contractual requirements, and best practices for award administration.

4. Documentation and Reporting

a. Maintain organized, accurate records of all program activities, including procurement documentation, contracts, evaluations, communications, and approvals.

b. Prepare timely and comprehensive reports for HTA, summarizing service delivery, program performance, risks, and recommendations.

i. Submit reports in accordance with HTA templates, including:

1. Monthly activity reports

2. Quarterly financial expenditure reports

3. Final program and financial expenditure reports

c. Create and maintain a master contract register, organized by HTA program, that provides an up-to-date snapshot of each contract’s status, key milestones, deliverables, financials, and compliance indicators.

5. Timeliness and Responsiveness

a. Meet all deadlines established by HTA for procurement, contract execution, evaluation, and reporting.

b. Respond promptly to HTA inquiries and requests for clarification or additional information.

c. Address issues or risks immediately and propose corrective actions when needed.

6. Professional Standards and Conduct

a. Maintain high standards of professionalism, cultural sensitivity, and community-based engagement in all interactions.

b. Ensure that all staff assigned to the project are appropriately trained and equipped to deliver services at the level required by HTA.

2.3 PERFORMANCE MEASURES

The Contractor shall track and report the following performance metrics for HTA:

2.3.1 REQUIRED QUANTITATIVE METRICS

The Contractor shall report on each of the four (4) HTA visitor experience programs, at minimum:

1. Number of Applications Received by Each Program

a) Total number received

b) Total determined not eligible

2. Number of Projects Awarded by Each Program

a) Total projects awarded

b) Total projects awarded by island

3. Type of Tourism Projects Awarded by Each Program

a) Total number of newly funded projects by HTA

b) Total number of previously funded projects by HTA

c) Total number of new projects

4. Type of Tourism Product Awarded by Each Program

a) Kūkulu Ola

i) Total number of projects by Kūkulu Ola specified categories

b) Community Enrichment:

i) Total number of projects by Community Enrichment specified tourism niche

c) Signature Festivals & Events:

i) Total number of projects by Signature Festivals & Event specified categories

d) Sports Tournaments & Events:

i) Total number of projects by sport

5. Number of Attendees

a) Total attendance by project

b) Total out-of-state visitor attendance by project

c) Total resident attendance by project

6. Satisfaction of Attendees

a) Satisfaction rating by project

7. Economic Impact of Projects Awarded

a) Total sales generated by project

b) Number of jobs supported by project

c) State government tax revenue generated by project

8. Satisfaction Rating of Administrative Services Provided to Awarded Projects

a) Satisfaction rating by project

2.4 COMPENSATION

This shall be a Fixed-Price contract, inclusive of all taxes and expenses, in an amount not to exceed

SIX MILLION ONE HUNDRED THOUSAND AND NO/100 DOLLARS ($6,100,000.00

USD), tax inclusive, for the contract term of October 2026 to March 2028 and shall be funded with Hawai‘i State General Funds, subject to the availability of funds.

FIVE MILLION FIVE HUNDRED THOUSAND AND NO/100 DOLLARS ($5,500,000.00

USD) of the SIX MILLION ONE HUNDRED THOUSAND AND NO/100 DOLLARS ($6,100,000.00 USD) is designated as award funding for the four (4) HTA visitor experience programs and is to be distributed by the selected Offeror to the awardees of the HTA visitor experience programs as follows:

HTA Program Name $ Amount to be Awarded Kūkulu Ola No more than $1,700,000 Community Enrichment Program No more than $1,700,000 Signature Festivals & Events No more than $1,000,000

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

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

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

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

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

Cost Factor & Cost Reasonableness Determination

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

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

2.5 TERM OF CONTRACT

Contract Term: This shall be a contract pursuant to applicable Hawai‘i procurement laws and rules. The total contract term shall be eighteen (18) months, starting October 1, 2026, through March 31, 2028, and is funded by Fiscal Year 2027 State General Funds.

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

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

2.6 HTA CONTRACT MONITORING & EVALUATION

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

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

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

Sports Tournaments & Events No more than $1,100,000

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

2.7 OWNERSHIP RIGHTS

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

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

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

2.8 SUCCESSION OF ADDITIONAL CONTRACTORS

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

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

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

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

2.9 GENERAL RESPONSIBILITY TO COMPLY WITH STATE REQUIREMENTS

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

2.10 INHERENT GOVERNMENT FUNCTIONS

However, it is important to recognize that the State has fundamental inherent government functions that should not be delegated to a Contractor. Governmental personnel should be the only people making final decisions on 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 27-10. 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 1-7 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) Organization Overview

5) Organizational Chart and Capacity

6) Professional Experience

7) Proposed Workplan and Timeline

• Item 8 is to be submitted separately as an Excel file to be titled individually as

Offeror Name_(insert title below):

8) Budget Plan Worksheet (Attachment 01)

• 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 02)

10) Proposal Transmittal Letter (Attachment 03)

11) Corporate Resolution (Attachment 04)

12) Standard Qualifications Questionnaire (Attachment 05)

13) Contractor References (Attachment 06)

14) Subcontractor References – if applicable (Attachment 07)

15) Confidential Information List – if applicable (Attachment 08)

16) Conflicts of Interest Disclosures & Attestations (Attachment 09)

17) Certificate of Vendor Compliance (Attachment 10)

3.1.3 CONTENT EXPLANATION

1. Cover Page The cover page should include the following:

• The name and number of the RFP: RFP 27-10 Administration of HTA’s

Visitor Experience Programs for 2027.

• Name and address of Organization.

• 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 Offeror’s interest in the project and summarizing the company’s qualifications and relevant experience. The cover letter may also identify key strengths, capabilities, or unique qualifications relevant to the scope of work. The cover letter shall be limited to a maximum of two (2) pages.

4. Organization Overview Description of the offeror, including organizational capacity, qualifications, and relevant professional experience with providing administrative support services for implementing community funding programs.

5. Organizational Capacity

a) PERSONNEL MANAGEMENT

i) Physical Office. It is mandatory that the Offeror have an office in Hawai‘i.

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

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

• Additional Staffing. The Offeror shall identify other key members assigned to the HTA account. List detailed qualifications for each position (including experience, time with the organization, resume/bio demonstrating qualifications related to this RFP), proposed time allocation of staff, and their planned geographic locations. Offeror will propose a number and FTE allocation for each staff member. See section ii) above.

Note:

The Offeror is expected to be fully staffed and operational to begin the implementation of the Administration of HTA’s Community Funding Programs in October 2026.

b) MINIMUM QUALIFICATIONS

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

a) Experience: Minimum of three (3) years of professional experience in providing administrative support services for the implementation of community funding programs.

b) Proven Expertise: Experience working with governmental agencies, tourism authorities, or non-profit organizations in the execution of programs focusing on administering community funding programs.

c) Team of Professionals: Ability to deliver high-quality services through a team with expertise in communications, multi-stakeholder coordination, program management, data analysis, cultural sensitivity, and tourism management.

6. Professional Experience

The Offeror shall provide a complete description of its relevant experience in providing support services for the administration of community funding programs or related fields as described below:

a) Experience: Describe the Offeror’s experience in managing community funding programs.

b) Technology Platforms: Describe the Offeror’s experience utilizing technology platforms to administer grant or community funding programs. Include a detailed explanation of any Customer Relationship Management (CRM) systems or dedicated grant-management systems employed to support the full workflow, including proposal intake, application review, contract execution, compliance tracking, and invoice processing.

c) Past Performance: Offeror shall provide no fewer than three (3) examples of previous work with providing support services for administering community funding programs with measurable outcomes and results. 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.

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 Work Plan and Timeline

The Offeror should provide a concise, detailed description of the approaches, deliverables, and other efforts to fulfill the scope of work outlined above. The proposal must 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 cover the contract term of eighteen (18) months.

The budget should have key services itemized (i.e., the rate of personnel, reporting, travel, community outreach, program promotion, award amounts distributed by HTA program, etc.). The budget should also include a budget narrative describing the itemized services. In addition, the combined amount of these budgets shall be shown as the total amount proposed for this project. See Attachment 01 for the Budget Plan Worksheet template.

9. Offeror Checklist

Offeror must complete the checklist and submit all items noted on the form. See Attachment 02 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 03 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 04 for details.

12. Standard Qualifications Questionnaire

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

See Attachment 05 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 06 for details.

14. Subcontractor References (if applicable)

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 07 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 08 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 Hawai‘i. See Attachment 09 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 disclosure pursuant to § 92F-13 HRS, then the Offeror shall inform the Procurement Manager in writing and provide the Procurement Manager with justification to support the Offeror’s confidentiality claim at the time of submittal. Price is not considered confidential and will not be withheld; however, actual costs or pricing information enabling competitors to estimate profit margins and production costs may be marked as confidential. These include selling prices, inventory balances, profit margins, purchase activity, cost of goods, and freight charges.

Pursuant to §3-122-58, HAR, the head of the purchasing agency or designee shall consult with the Attorney…