RFP COMM 2026_010 Weekly Interviews with Trustee or Approved Staff.pdf

REQUEST FOR PROPOSALS

RFP NO. COMM 2026-010

WEEKLY 3-4 MINUTE INTERVIEWS WITH TRUSTEE OR

APPROVED STAFF ON LOCAL NEWS OR LIFESTYLE

PROGRAMS OR SOME COMBINATION.

ISSUE DATE: Monday, August 3, 2026

DUE DATE: Thursday, September 3, 2026, 2:00 p.m. HST

The Office of Hawaiian Affairs 560 N. Nimitz Highway, Suite 200

Notice to Interested Parties: Offerors interested in submitting a proposal are encouraged to register your company by completing the Registration Form and submitting it to the OHA RFP Coordinator via email at proposals@oha.org. See Attachment 2 RFP Registration Form.

Notice to Offerors

COMM 2026-010

Notice is hereby given that pursuant to Chapter 103D, Hawaii Revised Statutes, as accepting proposals from qualified firms for weekly 3-4 minute interviews with Trustee or Staff on local news or lifestyle programs or some combination for 26 weeks. The OHA anticipates issuing multiple awards under this RFP.

This RFP may be downloaded from either the State Procurement Office (hereinafter https://hiepro.ehawaii.gov or the OHA website at www.oha.org/solicitations beginning Monday, August 3, 2026.

Proposals shall be submitted via HIePRO by no later than 2:00 p.m. Hawaii Standard Time

Thursday, September 3, 2026.

The OHA reserves the right to reject any and all proposals and to accept any proposal in whole or in part when in the best interest of the OHA and the State. Questions relating to this solicitation shall be sent to the HIePRO website.

OFFICE OF HAWAIIAN AFFAIRS

K Kahele Board of Trustees Chairperson, Chief Procurement Officer, Head of Purchasing Agency

Table of Contents

Section 1 Administrative Overview

Section 2 Scope of Services

Section 3 Proposal Format and Instructions

Section 4 Proposal Evaluation & Award

Section 5 - Attachments

Attachment 1 - Proposal Submittal Checklist

Attachment 2 RFP Registration Form

Attachment 3 Sample Cover Letter

Attachment 4 - Acknowledgement of Addenda

Attachment 5 Wage Certificate

Attachment 6 Offer Form OF-1 and OF-2

Attachment 7 General Terms and Conditions

Attachment 8 - 2026-2027 Hawai i State Government Observed Holidays

Administrative Overview 1 RFP No. COMM 2026-010 INTERVIEWS WITH TRUSTEE OR STAFF ON

LOCAL NEWS OR LIFESTYLE PROGRAMS

Section 1 Administrative Overview

I. Authority ised protecting the rights of Native Hawaiians.

The OHA is a semi-mandate of bettering the conditions o toward ensuring the perpetuation of the culture, the enhancement of lifestyle, and the protection of entitlements of Native Hawaiians while enabling the building of a strong

The OHA seeks qualified television stations to produce and air weekly 3-4 minute interviews with Trustees or the Communications Director on local news or lifestyle programs or some combination for twenty-six (26) weeks.

A determination has been made that the OHA is unable to secure these services through a low bid process. Factors included in the determination are: 1) price is not the primary consideration in determining an award; 2) the resulting contract may need to be other than a fixed price type; 3) the specifications for the services cannot be sufficiently described through low bid process; 4) oral or written discussion need to be conducted with Offerors concerning their proposals; 5) Offerors may need to revise their proposal, including price; and 6) the award needs to be based on a comparative evaluation in order to determine the most advantageous offering to the OHA. To that end, a low bid process is not practicable.

This RFP is issued under the provisions of Chapter 103D, HRS, as amended, and its companion administrative rules. Offerors are charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by any Offeror will constitute admission of such knowledge on the part of such Offeror.

II. RFP Organization

This RFP is organized into five (5) sections:

Section 1: Administrative Overview Provides Offeror with an overview of the procurement and contracting process.

Administrative Overview 2

LOCAL NEWS OR LIFESTYLE PROGRAMS

Section 2: Scope of Services Provides Offeror with a general description of the tasks to be performed, delineates Offeror applicable.

Section 3: Proposal Form and Instruction Describes the required format and content for the proposal.

Section 4: Proposal Evaluation & Award Describes how proposals will be evaluated.

Section 5: Attachments

III. Contracting Office

The Contracting Office is responsible for overseeing the procurement and issuing the Contract resulting from this RFP. The Contracting Office is:

Office of Hawaiian Affairs Procurement Services Program 560 North Nimitz Highway, Suite 200 Telephone: 808-594-1888

The RFP Coordinator or his/her designated representative is listed below:

Gregory Chang Office of Hawaiian Affairs

Procurement Services Program 560 North Nimitz Highway, Suite 200

The OHA reserves the right to change the RFP Coordinator without prior written notice.

The OHA Communications Division is responsible for administering and monitoring the Contract. The designated Contract Administrator or his/her designated representative is responsible for monitoring the activities performed under the Contract and is identified as:

Lisette Fernandez-Akamine Office of Hawaiian Affairs

Any changes to the Contract Administrator or his/her designated representative will be provided in writing to the Offeror. The OHA reserves the right to make changes to the Contract Administrator.

Administrative Overview 3

LOCAL NEWS OR LIFESTYLE PROGRAMS

Once the Offeror has received the Notice to Proceed, all communications regarding approvals, reports, and requests shall be directed to the Contract Administrator.

IV. Terms and Acronyms

BAFO Best and Final Offer BOT Board of Trustees COGS Certificate of Good Standing CPO OHA Chief Procurement Officer DCCA Department of Commerce and Consumer Affairs FY Fiscal Year GET General Excise Tax

HAR

HCE Compliance Express HOPA Head of Purchasing Agency

HRS

HST

KP Ka Pouhana/Administrator

Discussion OHA Office of Hawaiian Affairs RFP Request for Proposals

STATE

including its department, agencies, and political subdivisions SOP Standard Operating Procedures SPO State Procurement Office TMK Tax Map Key USPS United States Postal Service

V. Procurement Timeline

Activity Scheduled Dates

Release of Request for Proposals Monday, 8/03/2026 Due Date to Submit Questions Thursday, 8/13/2026, 2:00 p.m. HST

Thursday, 8/20/2026, 2:00 p.m. HST Proposals Due Date/Time September, 9/03/2026, 2:00 p.m. HST Proposal Evaluations Friday, 9/04/2026 Friday, 9/11/2026 Offeror necessary)

TBD

Best and Final Offer (if necessary) TBD Notice of Award September 2026 Contract Start Date October 2026

The OHA reserves the right to amend or revise the timetable without prior written notice when it is in the best interest of the OHA. The schedule represents the OHA estimate of the schedule that will be followed. All times indicated are HST. If a

Administrative Overview 4

LOCAL NEWS OR LIFESTYLE PROGRAMS

component of this schedule is delayed, the rest of the schedule may be shifted accordingly.

VI. Submission of Questions

Offerors are encouraged to submit questions pertaining to this RFP. Questions must be submitted to the RFP Coordinator via HIePRO no date, identified in Section 1, Item V. Procurement Timetable. All questions the SPO website no later than the date when the Question no later date, identified in Section 1, Item V.

Procurement Timetable.

The only official position of the OHA is that which is stated in writing and issued in this RFP and/or as addenda to this RFP. No other means of communication, whether oral or written, will be construed as a formal or official response/statement and may not be relied upon as such.

VII. Submission of Sealed Proposal

A. Form/Formats. Proposal forms and formats such as for the price proposal are included in Section 5 Attachments to this RFP.

B. Proposal Submittal. Proposals must be submitted via HIePRO by the date and time designated in this RFP. Any proposals received after the designated date and time will be rejected.

C. Pre-opening Modification or Withdrawal. All proposals may be modified or withdrawn prior to the deadline for submittal by written notice to modify or withdraw the proposal. All requests for modification shall be submitted via HIePRO no later than 2:00 p.m. HST, Thursday, September 3, 2026.

D. Wages and Labor Law Compliance. Prior to entering into a Contract in excess of

$25,000, an Offeror will certify that it complies with section 103-55, HRS, as amended, entitled Wages, hours, and working condition of employees of Offerors performing services. Section 103-55, HRS, provides that the services to be performed will be performed by employees paid at wages not less than wages paid to public officers and employees for similar work. Offerors are further advised that in the event of an increase in wages for public employees performing similar work during the period of the Contract, the Offeror will be obligated to provide such increased wages.

Offerors will complete and submit the attached Wage Certificate certifying that the services required will be performed pursuant to section 103-55, HRS. See Attachment 5 Wage Certificate.

Administrative Overview 5

LOCAL NEWS OR LIFESTYLE PROGRAMS

The Offeror will be further obligated to notify his/her employees performing work under this Contract regarding the provisions of section 103-55, HRS, and current wage rates for public employees performing similar work. The Offeror may meet this obligation by posting a written notice to this effect in the Offeror in an area accessible to all employees.

Offerors are strongly encouraged to account for salary increases as posted by the after increases to public officers and employees during the Contract period or any option period that is not published. At the release of this solicitation, the effective wages through January 1, 2028 for state employees performing similar work have been published by the DHRD.

If wages increase after the execution of the Contract, the Offeror may request an increase in Contract price in order to correspondingly increase the wages of the Offeror required by law that are automatically increased as a result of increased wages, such as federal old-unemployment insurance, and prepaid health insurance.

The Offeror will not be paid for any reimbursement of retroactive pay negotiated by the State. The Offeror

1. At the time of the offer, if the Offeror prevailing State wage, the Offeror

2. At the time of the request, the Offeror must or must have provided documentation to show that it is in compliance with section 103-55, HRS (i.e., its employees are being paid no less than the known wage rates of a State position). Documentation will inclu are being utilized for this Contract.

3. Request for an increase must be made in writing to the OHA on a timely basis as follows:

a. Request for an increase for the initial Contract period must be made as soon as practicable after the State wage agreements are made public. Approved requests will be retroactive to the date of increase for the State employees with adequate documentation that the Offeror provided its employees with a wage increase.

b. To obtain the current wage information, download the information from the address:

Administrative Overview 6 https://dhrd.hawaii.gov/state-employees/classification-and-compensation/

It is the sole responsibility of the Offeror to comply with section 103-55, HRS, as applicable.

E. Confidential Information. If an Offeror believes that any portion of a proposal contains information that should be withheld as confidential, the Offeror will request in writing nondisclosure of such information and provide justification to support the designation of confidentiality. Such information will accompany the proposal, be clearly marked, and will be readily separable from the proposal documents to facilitate the eventual public inspection of the non-confidential section of the proposal documents. Note the price and provisions of the minimum required services are not considered confidential and will not be withheld.

Offerors who choose to identify portions of their proposal as confidential will be responsible for ensuring that the minimum services are not included. The OHA will not make any determination of confidentiality for the Offeror.

If the proposal is marked confidential in its entirety, the OHA Procurement Services Program will not make a determination of confidentiality and will refer any request for information to the OHA Information Practices.

F. Exceptions. Offerors will list any exceptions taken to the terms, conditions, specifications, or other requirements listed herein. Offerors must reference the RFP section where the exception is taken and provide a description of the exception taken and any proposed alternative. The OHA will retain the right to grant exceptions to discretionary policies. Request for exceptions from State, Federal, or local laws will not be approved.

VIII. Discussions with Offerors Prior to Proposal Submissions

Discussion may be conducted with the Offeror requirements.

IX. Opening of Proposals

The date and time recorded for the receipt of any proposals by the OHA, any modification to proposals, and withdrawals of proposals will be to the date and time of HIePRO. All documents received will be held in a secure place by the OHA and will not be examined for evaluation purposes until the submittal deadline. The procurement file will be open to public inspection after a contract has been awarded and executed by all parties. Proposals will not be opened at a public proposal opening.

Administrative Overview 7

X. Additional Materials and Documentation

Proposal samples or descriptive literature should not be submitted unless specifically requested within the RFP. Offerors may include up to five (5) pages of documentation, literature and samples or brochures of related services which demonstrate experiences to related services.

XI. RFP Amendments

The OHA reserves the right to amend this RFP at any time prior to the proposal submission deadline. Offerors will be notified of the availability of amendments through verbal or written communications. All amendments to this RFP will be posted to the SPO website https://hands.ehawaii.gov/hands/admin/search and to the OHA website www.oha.org/solictations.

XII. Additional Terms and Conditions

The OHA reserves the right to add terms and conditions during contract negotiation and discussions. These terms and conditions may be applicable to the scope of the RFP and will not affect the proposal evaluation.

XIII. Trade Secrets/Confidential Information

If an Offeror believes that any portion of their proposal contains information that should be withheld as confidential, the Offeror will provide a written request for nondisclosure of such information to be kept confidential and provide justification to support confidentiality. Such information will accompany the proposal, will be clearly marked, and will be readily separable from the proposal packet to facilitate eventual public inspection of the non-confidential sections of the proposal packet. Note that price is not considered confidential and will not be withheld.

XIV. Intellectual Property Rights

The OHA reserves the right to unlimited, irrevocable, worldwide, perpetual, royalty-free, non-exclusive licenses to use, modify, reproduce, perform, release, display, create derivative works from the work product, to disclose the work product, and to transfer the

The Offeror understands that the information obtained from these efforts is the sole property of the OHA, that any use of the information must be approved by the Contract Administrator, and that any information and all materials used to complete the project will be returned to the OHA.

Administrative Overview 8

LOCAL NEWS OR LIFESTYLE PROGRAMS

XV. Cancellation of the Request for Proposals

The RFP may be cancelled and any or all proposals rejected in whole or in part, without liability to the OHA, when it is determined to be in the best interest of the OHA.

XVI. Costs for Proposal Preparation and Verification

Any costs incurred by the Offeror in preparing or submitting a proposal are the Offeror sole responsibility. Any cost incurred by the Offeror prior to the execution of a contract is not eligible for reimbursement.

Costs incurred in connection with the review, inspection and verification of information provided in the RFP will be the Offeror

Offerors will ensure that the OHA is provided with the written authorization(s) necessary to verify information provided in the Offeror

XVII. Mistakes in Proposals

While Offerors are bound by their proposals, circumstances may arise where a correction or withdrawal of a proposal is proper. An obvious mistake in a proposal may be corrected, withdrawn, or waived by the Offeror to the extent that it does not conflict with the best interest of the OHA or to the fair treatment of other Offerors. Mistakes in proposals will be handled as provided for in Section 3-122, HAR.

XVIII. Rejection of Proposals

The OHA reserves the right to consider as acceptable and responsive only those proposals submitted in accordance with all requirements set forth in this RFP and which demonstrate an understanding of the problems involved and comply with the service specifications. Any proposal offering any other set of terms and conditions contradictory to those included in this RFP may be rejected without further notice.

A proposal may be automatically rejected for any one (1) or more of the following reasons:

1. Cancellation of solicitations and rejection of offers (HAR §3-122-95);

2. Cancellation of solicitation (HAR §3-122-96);

3. Rejection of offers (HAR §3-122-97);

4. Reporting of anti-competitive practices (HAR §3-122-191 to §3-122-196);

5. Rejection for inadequate accounting system (HRS §103D-314(2));

Administrative Overview 9

6. Late proposals (HAR §3-122-16.08);

7. Proposal not responsive (HAR §3-122-97(b) and HAR §3-122-97(c)); and

8. Offer not responsible (HAR §3-122-97(b) and HAR §3-122-97(c)).

XIX. Notice of Award

Any contract arising out of this solicitation is subject to the approval by the Division Director as to content, the OHA Corporate Counsel as to form, and subject to the approval by the OHA s Head of Purchasing Agency or designated signing authority, and subject to the availability of funding.

The Offeror will receive a Notice of Award which will indicate that the Offeror has been selected to provide the services under this RFP.

No work is to be undertaken by the Offeror prior to the Contract commencement date.

The OHA is not liable for any work, contract, costs, expenses, loss of profits, or any damage whatsoever incurred by the Offeror prior to the Contract commencement date as specified in the contract.

Pursuant to section 3-122-112, HAR, Responsibility of Offeror, the Offeror will produce documents to the Procurement Officer to demonstrate compliance with this section.

The Offeror receiving the award will be required to enter a formal written Contract with the OHA. The General Terms and Conditions of the Contract are attached and minimum service specification are included herein. See Attachment 7 OHA General Terms and Conditions.

XX. Protests

Pursuant to sections 103D-701, HRS, as amended, and 3-126-4 HAR, an actual or prospective Offeror who is aggrieved in connection with the solicitation or award of a Contract may submit a protest. An actual or prospective Offeror may protest the solicitation or award of services only for a serious violation of procurement policies and operational procedures. Only the following matters may be protested:

1. A state purchasing agency's failure to follow procedures established by Chapter

103D, HRS, as amended.

2. A state purchasing agency's failure to follow any statute established by Chapter 103D, HRS, as amended.

3. A state purchasing agency's failure to follow any procedure, requirement, or evaluation criterion in a request for proposals issued by the state purchasing agency.

Administrative Overview 10

LOCAL NEWS OR LIFESTYLE PROGRAMS

The Notice of Protest shall be emailed to proposals@oha.org and the Procurement Officer who is conducting the procurement as indicated below within five (5) working days after the aggrieved person knows or should have known of the facts giving rise thereto.

Provided that a protest based upon the content of the solicitation will be submitted in writing prior to the date set for receipt of offers, a protest of an award or proposed award will be submitted within five (5) days after the posting of award of the Contract.

Deliveries from other than USPS will be considered hand deliveries submitted on the date of actual receipt by the OHA. Any notice of award letter(s), resulting from this solicitation will be posted on the Procurement Reporting System on the State Procurement Office website at https://hands.ehawaii.gov/hands/opportunities and the OHA website at www.oha.org/solicitations.

Head of the OHA Contracting Office Procurement Officer Name: Kaiali i Kahele Name: Christopher Stanley Title: Board of Trustees Chairperson, Chief Procurement Officer, Head of Purchasing Agency

Title: Procurement Manager

Mailing: Office of Hawaiian Affairs Address: 560 North Nimitz Highway, Suite 200 i 96817

Address: Office of Hawaiian Affairs 560 North Nimitz Highway, Suite 200

XXI. Availability of Funds

The award of a Contract and any allowed renewal or extension thereof, are subject to the availability and allotment of the OHA funds, State, and/or Federal funds.

XXII. Monitoring and Evaluation

The Offeror Contract Administrator or his/her designated representative, the OHA auditor, and/or other designated representatives.

Failure to comply with all material terms of the Contract may be cause for suspension or termination as provided in the General Conditions. The Offeror may be required to submit additional written reports, including a corrective action plan, in response to monitoring conducted by the OHA. These additional reports will not be considered a change to the scope of work and will continue for a duration of time as deemed necessary by the OHA.

XXIII. General Terms and Special Conditions of Contract

The General Terms and Conditions that will be imposed contractually are included as an attachment. See Attachment 7 OHA General Terms and Conditions.

Administrative Overview 11

Special Conditions may be imposed by the OHA. The OHA reserves the right to make appropriate modifications to the quantity of items or reporting requirements contingent upon unforeseen conditions.

XXIV. Cost Principles

The OHA will utilize standard cost principles from section 3-123, HAR, which are available on the SPO website. Nothing in this section will be construed to create an exemption from any cost principle arising under State and Federal laws.

XXV. Campaign Contributions by State and County Offeror Prohibited

If awarded a Contract in response to this solicitation, the Offeror agrees to comply with §11-355, HRS, which states that campaign contributions are prohibited from a State and County government contractor during the term of the Contract if the Contract is paid with funds appropriate by the legislative body between the execution of the Contract through the completion of the Contract.

(END OF SECTION)

Scope of Services 12

Section 2 Scope of Services

I. Information

A. Project overview and history

The Office of Hawaiian Affairs (OHA) is seeking bids from qualified television stations to produce and air weekly 3-4 minute interviews with Trustees or the Communications Director on local news or lifestyle programs or some combination for twenty-six (26) weeks and public information efforts by increasing visibility on news or lifestyle programing.

B. Funding source and period of availability

Funds are subject to the biennial budget as approved by the OHA Board of Trustees (BOT) and/or allocation by the Governor and State Legislature. Funding and period of availability may change upon written notice by the OHA.

It is understood that the contract will not be binding unless the OHA can document that there is an available and unexpended appropriation or balance of an appropriation over and above all outstanding contracts sufficient to cover the amount required by the contract. Any contract entered into as a result of this RFP is binding only to the extent that funds are certified as available and allocated and received by the OHA.

The availability of funds in excess of the amount certified as available shall be contingent upon future appropriations or special fund revenues.

It has been determined that there are sufficient funds to pay for the initial term of the Contract and the funds necessary for the remaining term(s) of the Contract are likely to be available from the OHA. Pursuant to Chapter 103D-315, HRS, as amended, the OHA reserves the right to cancel the contract when future funds are not available to support continuation of performance in subsequent contract periods. Nothing in this RFP shall be interpreted to mean that the OHA shall be liable to pay for services provided.

II. General Requirements

A. Qualifying Requirements

1. The Offeror will comply with section HRS §103D-601, as amended, entitled Cost principles rules required.

2. The Offeror must have no outstanding balances owing to the OHA. Exception may be granted by the Administrator of the OHA for debts recently acquired and

Scope of Services 13 for debts for which a repayment plan has been approved by the Administrator of the OHA.

3. Offerors are advised that if awarded a Contract, the Offeror must furnish proof of compliance with the requirements of Section §3-122-112, HAR.

a. Chapter 237, HRS, General Excise Tax Law;

b. Chapter 383, HRS, rity Law;

c. Chapter 386, HRS,

d. Chapter 392, HRS, Temporary Disability Insurance;

e. Chapter 393, HRS, Prepaid Health Care Act; and

4. Be registered and incorporated or organized under the laws of the State of

The Offeror(s) will be one (1) of the following:

a.

registered and incorporated or organized under the laws of the State of e Offeror will submit a CERTIFICATE OF GOOD STANDING issued by the Department of Commerce and Consumer Affairs Business Registration Division (hereinafter required to register with the DCCA, and therefore not required to submit the certificate. An Offeror its business street address will be used to confirm that the Offeror business.

b. Be non-

Compliant non- : A business entity referred to as a evidence of compliance, the Offeror will submit a CERTIFICATE OF GOOD

STANDING.

Scope of Services 14

5. Business Office

The Offeror will have, at a minimum, a telephone number and electronic mail address from which it conducts business and be accessible by telephone from 7:45 a.m. to 4:30 p.m. HST, for meetings, teleconferences, video conferences, concerns or requests that need immediate attention. An answering service is not acceptable. An office location, telephone number and electronic mail address will be identified in the Offeror proposal. Must have a physical office location on the island of O ahu to facilitate in-person collaboration and community engagement as needed and capacity to begin work on the contract immediately upon award.

6. Certificate of Eligibility

The Offeror will demonstrate compliance with the following:

a. Th businesses to register online through a simple wizard interface at:

https://vendors.ehawaii.gov/hce/ with current compliance status as of the issuance date, accepted for both contracting purposes and final payment. Businesses that elect to use the new HCE services will be required to pay an annual fee of $12.00 to the Hawai

This single certificate eliminates the need to obtain individual copies of clearances with the following agencies:

i. Department of Taxation (DOTAX) - Form A-6,

ii. Internal Revenue Service (IRS) - Tax Compliance Report (TCR),

iii. Department of Commerce and Consumer Affairs (DCCA) - Form COGS, and

iv. Department of Labor & Industrial Relations (DLIR) - Form LIR27

7. Indemnification

The Offeror OHA, its elected and appointed officials, officers, agents and employees, from and all claims, suits, and demands arising out of or resulting from the acts or omission of the Offeror or the Offeror subcontractors.

Scope of Services 15

8. Insurance Requirements

To be eligible for award, the Offeror agrees to acquire insurance from an insurance carrier or carriers licensed to conduct business. Prior to the Contract start date, the Offeror shall furnish to the Contracting Office a valid certificate(s) of insurance as evidence of the existence of the following insurance coverage in the amount not less than the amounts specified. The insurance must be maintained in full force and effect throughout the entire performance period.

Failure to maintain the required insurance is considered a material default of the Contract.

Coverage Limits Commercial General Liability (including personal injury, death, and property damage)

$2,000,000 per occurrence; $2,000,000 general aggregate per policy year;

$2,000,000 product and completed operations aggregate limit per policy year.

Personal and Advertising Injury

Umbrella Liability

$1,000,000 each occurrence.

$2,000,000 aggregate.

Automobile Insurance covering all owned, non-owned, and hired automobiles

Bodily injury liability limits of $1,000,000 each person and $1,000,000 per accident;

property damage liability limits of $1,000,000 per accident. Or $2,000,000 combined single limit.

Workers Compensation as required by laws of the State of Hawai i

Such coverage shall apply to all employees of the Offeror and (in case any sub-contractor fails to provide adequate similar protection for all its employees) to all employees of sub-contractors

Professional Liability (Errors and Omissions)

$1,000,000 per claim $2,000,000 annual aggregate a.

and volunteers shall be named added as additional insured with respect to occurrences during or in connection with the performance of this contract.

Before the effective date of this contract, the Offeror agrees to provide the OHA with certificate(s) of insurance necessary to satisfy the OHA that the insurance provision of this contract have been complied with and to keep such certificate(s) on deposit with the OHA during the entire term of this contract.

Scope of Services 16

The minimum insurance required shall be in full compliance with the Hawai i Insurance Code throughout the entire term of the contract, including supplemental contracts, and shall be written by a company authorized to do busines A-VIII. The Offeror and its carriers agree to waive their rights of subrogation with respect to any claims covered, or which should have been covered, by valid and collectible insurance, including any deductibles or self-insurance maintained thereunder. Upon request by the OHA, the Offeror shall furnish a copy of the policy or policies that satisfy the insurance requirements of this Contract.

b. Failure of the Offeror to provide and keep in force such insurance shall be regarded as a material default under this contract, entitling the OHA to exercise any or all the remedies provided in this contract for default of the Offeror.

c. The procuring of such required policy or policies of insurance shall not be construed to limit the Offeror liability hereunder or to fulfill the indemnification provisions and requirements of this Contract.

Notwithstanding said policy or policies of insurance, the Offeror shall be obliged for the full and total amount of damage, injury, or loss cause by negligence or neglect connected with this Contract.

d. To satisfy the minimum coverage limits required by this Contract, the Offeror may use an umbrella policy in addition to the mandatory insurance policies (e.g., compensation) provided that the OHA approves, and the umbrella policy follows the underlying coverage forms.

e. The Offeror shall notify the OHA in writing of any cancellation or substantive change in insurance at least thirty (30) calendar days prior to the effective date of such cancellation or change.

f. The OHA is a self-insured semi-autonomous state agency. The Offeror and the OHA shall apply in excess of and shall not contribute to insurance provided by the Offeror.

g. Other Additional Insurance

The Offeror may, at its own expense, obtain additional insurance coverage for include a description of the additional insurance coverage, the amount of the premium, and justification for additional insurance.

Scope of Services 17

9. Minority/Wo

Whenever possible, the Offeror awarded the contract agrees to subcontract with minority owned business enterprises and/or women owned business enterprises certified as such as recognized.

10. Using Best Effort to Fulfill Minority/Women Business Participation

In the event that the OHA has reasonable belief that the Offeror will not use its best efforts to meet the MBE/WBE participation goal, the OHA reserves the right to cancel the Contract in whole or in part. Best efforts may be established by demonstrating that the Offeror already is or is working towards being certified as an MBE/WBE or has contracted or solicited bid/quotes from subcontractors that are certified as MBE/WBE through the Small Business Administration.

B. Type of Contract

1. The Offeror will be required to execute a contract for goods and services based on competitive sealed proposals.

This is a fixed price contract.

Subsequent to the award and within ten (10) days after the prescribed forms are presented for signature, the Offeror will execute and deliver to the OHA a contract in such number of copies as required by the OHA.

The Offeror will be required to enter into a formal written contract with the OHA stated requirement appearing elsewhere in this RFP will be incorporated and will become part of the terms and conditions of the contract.

By submission of a proposal, the Offeror warrants and represents that they have read and are familiar with the contractual and service requirements set forth in the RFP and its attachments, the provisions of which are expressly incorporated into this RFP by reference.

All proposals will become the property of the OHA. The Offeror be incorporated in the resulting contract by reference.

2. Subcontracting

No work or services will be subcontracted or assigned without the prior written approval of the OHA. No subcontract will under any circumstances relieve the Offeror of his/her obligation and liability under contract with the OHA. All

Scope of Services 18 persons engaged in performing the work covered by the contract will be considered employees of the Offeror.

3. Contract Modification

The contract may be modified only by a written supplemental contract signed by the OHA and the authorized signatory designated to sign contracts on behalf of the Offeror as designated in a corporate resolution, if applicable.

4. Additional Services and Fees

The Offeror and the OHA will negotiate for additional needed services and fees for work not described in the contract by which may arise during the course of the contract. Any agreement will be in writing, executed by all parties, and shall be attached to the contract as a contract amendment to expire at the same time as the original contract or subsequent period.

5. Laws, Rules, Ordinances and Regulations

Reference to Federal, State, City and County laws, ordinances, rules and regulations and standard specifications will include any amendment thereto effective as of the date of the RFP.

6. Bonds

No performance or payment bond is required.

C. Multiple or Alternate Proposals (Refer to HAR §3-122-4) Allowed Not allowed

D. Single or Multiple Contract to be Awarded (Refer to HRS §103D-322)

Single Multiple Single & Multiple

E. Single or Multi-Term Contract to be Awarded (Refer to HRS §103D-315) Single term (2 years or less) Multi-term (more than 2 years)

Initial term of contract: Six (6) months

Length of each extension: Up to Twelve (12) months, may be less than twelve

(12) months when it is in the best interest of the

OHA

Maximum Length of Contract: Not to exceed Sixty (60) months.

Scope of Services 19

F. Condition for Contract Extensions

The initial period will commence on the contract start date. The following conditions must be met for an extension:

1. The Offeror experienced cost savings and has unexpended funds available that can be used to provide additional goods and services; or

2. The OHA determines there is an ongoing need for the services and has funds to extend services not to exceed sixty (60) months. Contract extensions will be awarded as agreed upon in the primary contract. Exceptions will be granted upon satisfactory justification such as increase in cost of goods or services; and

3. A supplemental contract must be executed prior to expiration of the primary contract; and

4. The Offeror n writing.

The option to extend the contract will be at the sole discretion of the OHA. The contract will be extended at the same rates as proposed in the original proposal unless price adjustments are negotiated. Submission of a proposal constitutes acknowledgement by the Offeror that the Offeror is able and willing to contract for services for the duration of the contract period. If the Offeror is unwilling or unable to fulfill the scope of services described in the contract, the OHA reserves the right to assign the costs of re-procurement to any payment owed under the contract. These costs may include without limitations reproduction costs, staff time, and postage.

The Offeror will provide the requested insurance information and a completed wage certificate. The Offeror applicable taxes.

G. Contract price adjustments (other than wage rate increases)

Each proposal offered will be firm for a six (6) month period upon issuance of the Notice to Proceed.

Contract price adjustments will be limited to liability and/or automobile insurance.

The following conditions must be met for the OHA to consider a price adjustment:

1. The Offeror provides adequate documentation of price increase(s), such as an insurance policy statement;

2. The increase will not exceed five percent (5%) of the original price for each budget line item; and

Scope of Services 20

3. The request for increase must be reasonable and there must be sufficient funding available to support the increase.

III. Contract Monitoring and Remedies

A. Monitoring

1. The satisfactory provision of goods and services will be monitored by the Contract Administrator. Performance will be monitored on an ongoing basis by the OHA through desk monitoring and/or other methods by the Contract Administrator and his/her designated representative(s).

2. Should the Offeror fail to comply with the requirements of the contract, the OHA may request a written corrective action plan, a timeline for implementation, and the responsible parties to the OHA. The OHA will monitor the Offeror for implementation of the corrective action plan. The OHA reserves the right to request regular or additional report(s) on progress towards compliance with the contract and the corrective action plan.

3. Should the Offeror continue to fail to comply with the requirements of the contract, the OHA reserves the right to engage the services of another to perform the services to remedy the defect or failure and to deduct such costs from monies due to the Offeror or to directly assess the Offeror.

4. In the event the Offeror fails, refuses, or neglects to perform the services in accordance with the requirements of this RFP and the contract, the OHA reserves the right to purchase in the open market corresponding services and to deduct this cost from the monies due or that may thereafter become due to the Offeror. If monies due to the Offeror is insufficient for this purpose, the Offeror shall pay the difference upon demand by the OHA. The OHA may also utilize all other remedies provided under the contract and/or as permitted by law.

5. In the event the Offeror is not performing the required services as contracted, the

OHA reserves the right to extend the contract for intervals of less than twelve (12) months. During this time, the OHA will monitor the Offeror and/or improvement and the implementation of its corrective action plan to determine whether the OHA will continue to contract with the Offeror.

B. Termination

The OHA reserves the right to terminate the contract without penalty for cause or convenience as provided in the General Terms and Conditions. See Attachment 7 OHA General Terms and Conditions.

Scope of Services 21

IV. Scope of Services

All services and for whom services are to be provided will be in accordance with this RFP, including its attachments and any addenda:

The Contract Administrator shall act as the contract monitor and principal liaison between the Offeror and the OHA. The Contract Administrator shall assist in resolving policy questions expediting decisions and the review of the work performed.

The Offeror shall provide and perform the services set forth below in a satisfactory and proper manner as determined by the OHA, and in accordance with the terms and conditions of this contract. The services shall include, but may be limited to, the following:

The Offeror shall produce, promote, and broadcast weekly interview segments for a total of twenty-six (26) consecutive weeks and each segment shall be a minimum of 3-4 minutes in length and may appear within news programs, lifestyle shows, or a combination of both. The content, talking points, and interview topics will be determined by the OHA and will vary based on organizational programs, current events, and relevant news cycles.

The Offeror shall include a detailed description of how the following will be accomplished:

A. Segment Production

1. Produce twenty-six (26) consecutive weekly interview segments, each 3-4 minutes minimum.

2. Conduct interviews live or pre-

3. Provide full production services, including studio time, technical crew, camera, lighting, audio, editing, and graphics.

4. Coordinate scheduling with the OHA for filming and airing dates.

B. Broadcast Requirements

1. .

2. Promote the interview series as a weekly segment, including on-air teases, promotional spots, listings, or equivalent outreach.

3. Re-air the interview segment as many times as possible throughout the week

Scope of Services 22

4. Make reasonable efforts to place the segments in time slots with strong viewer engagement.

C. Digital Distribution

1.

platforms/apps.

2. Maintain online accessibility for the duration of the project period.

D. Deliverables

1. Provide the OHA with a full-quality digital copy of each interview segment within forty-eight (48) hours of initial airing.

2. Copies may be used by the OHA on its website, YouTube channel, social media platforms, and other approved communications.

E. Promotion and Visibility Requirements

1. Promote the weekly series as a recurring segment consistent with station standards.

2. Provide the OHA with a summary of promotional placements upon request.

3. Ensure that segment branding and presentation follow the OHA-approved naming and descriptions.

F. Cost Proposal

1. Offerors shall submit a fixed, all-inclusive cost covering production, studio usage, editing, on-air promotion, digital promotion, broadcast airings, online hosting, and rights for OHA to reuse the segment for the entire 26-week duration.

G. Evaluation Criteria

1. Proposals will be evaluated based on cost, reach and ratings, value-added opportunities, production quality, and capacity to meet schedule and communication expectations.

H. Qualifications and Requirements

1. Specific Qualifications and Requirements

Scope of Services 23

The Offeror limited to, the following:

a. Assign a project manager as the primary contact.

b. Coordinate all scheduling dir

c. Ensure professional conduct during filming and interactions.

d. Maintain confidentiality of all non-public OHA information.

2. The Offeror shall ensure that all personnel meet the minimum qualifications, including licensing and experience requirements.

3. Other References

Each Offeror shall provide at least three (3) client references, including the name, address, and telephone number of the company or agency, and one (1) contact reference. The references must be within the preceding five (5) years and with similar deliverables as detailed in the Scope of Work.

a. Name and Contact

b. Title

c. Description of the Project

d. Statistics

i. Period of service

ii. Number of interactions

iii. Number of questions and answers developed.

iv. Provide all relevant statistics or reports

I. Administrative Requirements

1. The Offeror shall designate a contact person who will be responsible for project oversight and ensure contract performance. The contact person will be able to and/or problems within one (1) working day.

2. The Contract Administrator may send a monitoring report to the Offeror contact person. The monitoring report will document any discrepancies or contract violation(s) for correction within the designated time period provided.

3. The Offeror will ensure adequate and appropriate representation at regular meetings with the OHA and/or the OHA Board of Trustees. At this time, the OHA anticipates both in person and virtual meetings with the Offeror

Scope of Services 24 person who will be responsible for oversight of contract performance. Additional meetings may be required by the OHA.

J. Personnel

1. All personnel will be considered employees or agents of the Offeror.

2. The Offeror will ensure that all personnel meet the minimum qualifications, including State licensing laws and experience requirements. The current wage rates and position class specification for personnel are available at the following addresses:

https://dhrd.hawaii.gov/state-employees/classification-and-compensation/

3. All staff training such as training required to ensure that the minimum services are provided in compliance with State, Federal, and/or County laws, ordinances, rules, and regulations, and will be the responsibility of the Offeror.

4. The Offeror will be solely responsible for the behavior and conduct of its employees or agents while on the OHA property. Supervision will be the responsibility of the Offeror.

5. The Offeror will ensure the confidentiality of all information, documents, or materials viewed or discussed. The Offeror confidential information to the general public without the expressed written consent of the OHA by either policy, rules, or letter. The Offeror shall complete and sign the OHA non-disclosure agreement prior to execution of the contract.

6. During the performance of this contract, the Offeror agrees not to discriminate against any employee or applicant for employment. The Offeror will take affirmative action to ensure equal treatment of its employees. Such actions will include, without limitation, the following: employment, upgrading, demotion, or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Offeror will insert provisions similar to the foregoing in all subcontracts.

7. The Offeror agrees to remove any of its employees from services to the OHA upon written request by the Contract Administrator. At the request of the OHA, the Offeror will remove forthwith and will not employ in any portion of the work, any person who, in the opinion of the OHA, does not perform his/her duties and responsibilities in a proper and skillful manner, is intoxicated, disorderly, abusive, or unable to demonstrate tact and diplomacy in dealing with the public.

Scope of Services 25

K. Reporting Requirements

The Offeror will be responsible for the timely submission of reports as requested by the OHA, including without limitation, the following:

1. Identify which personnel and hours worked on project.

2. Identify status of project as it relates to project plan/schedule.

L. Payment

1. The OHA will have thirty (30) calendar days after receipt of invoice and satisfactory delivery of goods or performance of the services to make payment.

For this reason, the OHA will reject any proposal submitted with a condition requiring payment within a shorter period.

2. The OHA will reimburse the Offeror for all salaries, wages, related taxes, other related administrative expenses and reimbursable expenses as agreed in the contract.

3. The Offeror will submit invoices for payment listing dates of services performed with an itemized breakdown of expenses and costs. Invoices for reimbursable expenses as agreed to and specified in the contract must include original invoice(s) for said expenses.

4. The Offeror will clearly indicate any adjustment made to the billing statement for work not performed.

5. The Offeror shall submit original invoices:

a. By electronic mail to invoices@oha.org and to the email address of the Contract Administrator for this Contract or

b. By U.S. postal mail to:

Office of Hawaiian Affairs Attn: Financial Services

Scope of Services 26

6. The OHA is encouraging the Offeror to participate in Automated Clearing House to expedite payments and to reduce the

-office staffing needs. If the Offeror is interested in ACH payment processing, please contact our Accounting Department through your designated Contract Administrator.

7. All invoices shall reference the Contract number and Purchase Order number assigned to the contract. Payments will be processed upon confirmation by the Contract Administrator that the Offeror has satisfactorily performed as specified in the contract.

Proposal Format and Instructions 27

Section 3 Proposal Format and Instructions

I. General Instructions for Completing Forms

When an Offeror submits a proposal, it will be considered a complete plan for accomplishing the tasks identified in this RFP. The Offeror proposal must demonstrate an understanding of and the ability to meet and perform all contractual requirements listed in this RFP.

The submission of a proposal will constitute the Offeror compliance with every requirement of the RFP and that the RFP documents are sufficient in scope and detail to indicate and convey a reasonable understanding of all terms and conditions of performance of the work to the Offeror.

All Offerors shall submit their proposal via HIePRO.

Before submitting a…