RFP D27 007 Solicitation.pdf

HAWAII STATE DEPARTMENT OF EDUCATION

PROCUREMENT AND CONTRACTS BRANCH

September 28, 2026

REQUEST FOR PROPOSALS

RFP D27-007

SEALED PROPOSALS

TO

SUPPORT ESTABLISHING AND IMPLEMENTING THE COMMUNITY SCHOOL MODEL

STRATEGY IN HAWAII STATE DEPARTMENT OF EDUCATION SCHOOLS

will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov until 4:30 p.m., Hawaii Standard Time (HST) on

OCTOBER 29, 2026,

or such later date as may be established by an addendum to this Request for Proposals (RFP)

Offerors interested in responding to this electronic solicitation must be registered on the HIePRO (https://hiepro.ehawaii.gov) in order to participate in this procurement. Registration is free. Once registered, Offerors can login to view and respond to the HIePRO solicitation.

Questions relating to this solicitation may be directed to Wendy Ebisui, Procurement and Contracts Support Specialist, at telephone (808) 675-0130, via facsimile (808) 675-0133, or via email at wendy.ebisui@k12.hi.us.

https://hiepro.ehawaii.gov/

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1. OVERVIEW OF PROCUREMENT PROCESS

1.1 Definitions and Acronyms

The following definitions apply to this solicitation.

a. Contract or Vendor List means the combination of the signed agreement, solicitation, including the scope of work, the special conditions, the general conditions, and any addenda to the solicitation; the offer and any best and final offer(s); and any amendments to the contract; and any terms implied by law.

b. CONTRACTOR means an individual, partnership, firm, organization, corporation, joint venture or other legal entity having a contract with the Hawaii State Department of Education and undertaking the execution of work under the terms of the contract and acting directly or through its agents, employees or sub-contractors.

c. Department or STATE means the Hawaii State Department of Education.

d. General Conditions means the General Conditions issued by the Department of the Attorney General of the State of Hawaii, referred to as Form AG-008, as revised, and included herein by reference. The applicable Form AG-008, as revised, included by reference, is the form in effect at the date the solicitation is issued.

e. HAR means Hawaii Administrative Rules.

f. HRS means Hawaii Revised Statutes.

g. Offer means a proposal submitted in response to this solicitation.

h. Offeror means any individual, partnership, firm, organization, corporation, joint venture, or other legal entity, submitting an offer in response to this solicitation.

i. Project means this RFP to develop a resulting Contract or Vendor List of the goods and/or services specified.

j. Proposal means the document submitted by an offeror in response to this solicitation.

k. RFP means Request for Proposals, the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda, whether attached or incorporated by reference.

l. STATE or Department means the Hawaii State Department of Education.

m. Vendor List or Contract means the combination of the signed agreement, solicitation, including the scope of work, the special conditions, the general conditions, and any addenda to the solicitation; the offer and any best and final offer(s); and any amendments to the contract; and any terms implied by law.

1.2 RFP Organization

This RFP is organized as follows:

Section 1. Overview of Procurement Process. Provides Offerors with a general overview of the RFP process.

Section 2. Purpose and Overview. Provides Offerors with general information about the objectives of this project and RFP, and critical success factors.

Section 3. Scope of Work and Requirements. Provides Offerors with a general description of the tasks to be performed, delineates Hawaii State Department of Education and CONTRACTOR’s responsibilities, stipulates Offeror qualifications, and defines deliverables.

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Section 4. Proposal. Describes the required format and content for the Offeror's submittal, and establishes requirements for the Price Proposal.

Section 5. Proposal Evaluation. Describes how proposals will be evaluated by the Hawaii State

Department of Education.

Appendix A. Offeror Identification and Information Form

Appendix B. Offeror Project Example Form

Appendix C. Summary Offer of Services and Pricing

Appendix D. Contract Minimum and Special Conditions

Appendix E. State of Hawaii’s General Conditions

Appendix F. Vendor List Order Form (VLOF) (SAMPLE)

1.3 Procurement Authority

This procurement is being conducted as a competitive sealed proposals procurement in accordance with the procedures set forth in §103D-303, HRS and Title 3, Subtitle 11, Chapter 122, Subchapter 6, HAR.

The relevant provisions of §103D, HRS, and their associated HAR, are incorporated by reference and made a part of this RFP.

1.4 Issuing Office and RFP Contact Person

The following person from the issuing office listed below is the sole point of contact for this RFP.

Communication with any other contact person from the date of release of this RFP until the selection of the successful Offeror(s) without approval, may result in disqualification.

RFP Point of Contact: Wendy Ebisui email: wendy.ebisui@k12.hi.us Phone: (808) 675-0130 Fax: (808) 675-0133

Issuing Office:

Hawaii State Department of Education Procurement and Contracts Branch Waipahu Civic Center 94-275 Mokuola Street, Room 200 Waipahu, Hawaii 96797

1.5 Procurement Timetable

Except as noted, the following schedule represents the STATE’s best estimate. All times indicated are Hawaii Standard Time (HST). If any component of this schedule is delayed, the rest of the schedule will likely be amended by the same number of days, however the STATE reserves the right to amend or revise the timetable without prior written notice when such revision or amendment is in the STATE’s best interest.

Activity Estimated Dates

Public Notice announcing Request for Proposals (RFP) September 28, 2026

Deadline for submission of written questions On or before 2:00 p.m., October 7, 2026

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STATE’s responses to written questions on or about October 15, 2026 Proposal Due Date/Time

Proposals will be received through the State of Hawaii eProcurement System (HIePRO) at https://hiepro.ehawaii.gov until 4:30 p.m., Hawaii Standard Time (HST)

THERE ARE NO EXCEPTIONS TO THIS PROPOSAL DUE

DATE UNLESS THE DATE IS AMENDED IN WRITING BY THE

PROCUREMENT AND CONTRACTS BRANCH.

4:30 p.m., October 29, 2026

Evaluation of Proposals October 30 through November 6, 2026

Determination of Priority-Listed Offerors (if necessary) On or about November 7, 2026 Priority-listed Offerors discussions conducted and/or notified to schedule presentation to STATE (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contractor(s) Selected On or about November 2026

Contract Award On or about November 2026

Contract Commencement Date/Notice to Proceed January 1, 2027

1.6 Cancellation of RFP; Rejection of Proposals

This RFP may be cancelled and any or all proposals may be rejected in whole or in part, when it is determined to be in the best interest of the STATE.

1.7 Electronic Procurement

1.7.1 The STATE utilizes the Hawaii State eProcurement (HIePRO) System to promote an open and transparent system for vendors to compete for 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: 44T https://hiepro.ehawaii.gov, select HIePRO Vendor Registration and then Vendor Registration Guide.

1.7.2 The STATE will use HIePRO to issue the RFP, receive Offers, and issue 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 specified herein. The STATE is not responsible for any delay or failure of any Offeror to receive any materials regarding this RFP on a timely basis.

1.7.3 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, payable to Tyler Hawaii, the vendor administering HIePRO.

1.7.3.1 For resultant Price and/or Vendor Lists, the mandatory fee (.75%) is applicable for sales calculated on a quarterly basis, not to exceed $5,000, for the first year only. This transaction fee shall be based on the total sales made against this contract, payable to Tyler Hawaii, the vendor administering HIePRO.

1.7.4 HIePRO Special Instructions. Offeror shall review all special instructions located in HIePRO. Offerors are responsible for ensuring that all necessary files are attached to https://hiepro.ehawaii.gov/welcome.html https://hiepro.ehawaii.gov/welcome.html https://hiepro.ehawaii.gov/welcome.html

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their offer prior to the proposal deadline.

1.7.5 Payment to Tyler Hawaii. HlePRO is administered by Tyler Hawaii. Tyler Hawaii shall invoice the Contractor(s) directly for payment of transaction fees. Payment must be made to Tyler Hawaii within thirty (30) days from receipt of invoice. Tyler Hawaii is an intended third-party beneficiary of transaction fees, which are used to fund the operation, maintenance and future enhancements of the HlePRO system.

Offerors are advised that they should not 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.

1.8 Required Review and/or Written Questions

It is the Offeror’s responsibility to carefully review this solicitation for defects and questionable or objectionable matter. Solicitation documents include this RFP, any attachments, plans referred to herein, and any other relevant documentation.

Comments concerning defects, discrepancies, omissions, questionable or objectionable matter, or questions related to this RFP must be made in writing to allow issuance of any necessary amendments to the RFP. It will also help prevent exposure of Offeror's proposal prepared in response to a defective or inaccurate solicitation upon which award could not be made.

Comments related to this solicitation shall be communicated in writing to the RFP Contact Person identified via fax or e-mail by the date and time established for submission of written questions to ensure an official response. The STATE will not respond to verbal or informal questions.

Such comments shall contain pertinent information to identify the prospective Offeror, its telephone number, e-mail address, the RFP number, as well as reference to the specific page, section, and/or paragraph as applicable.

The response(s) to the prospective Offerors’ written questions received by the scheduled date shall be compiled, shall omit reference to the source(s) of the questions, shall be issued as an addendum to the RFP, and shall become a part of the RFP. The STATE will publish the questions as they are submitted including any background information provided with the question. The STATE at its sole discretion may omit questions which may be combined or may paraphrase questions and background content for clarity.

The STATE’s responses shall be communicated in writing via addenda and will be posted on the HIePRO. The STATE is not responsible for delays or non-receipt of any communications by the prospective Offerors.

If an Offeror submits a question after the scheduled date, the STATE may answer the question but does not guarantee that the answer will be provided prior to the Proposal due date.

1.9 RFP Addenda

The STATE reserves the right to amend this RFP at any time prior to the closing date, or prior to the due date for best and final offers. All addenda issued shall be incorporated into the resulting contract. Failure of any Offeror’s receipt of any such addenda or interpretations shall not relieve the Offeror of any obligation under this solicitation. It is the responsibility of the prospective Offeror to monitor the HIePRO to obtain RFP addenda or other information relating to the RFP.

1.10 Deadline for Proposals

Proposals shall be received through HIePRO. Proposals received after the deadline will not be accepted.

Timely receipt of offers shall be evidenced by the date and time on HIePRO.

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1.11 Proposal Opening

Proposals shall not be opened publicly, but the register of proposals and Offerors’ proposals shall be open to public inspection upon posting of the award.

1.12 Disqualification of Proposals

The STATE reserves the right to consider as acceptable only those proposals submitted in compliance with all the requirements set forth in this RFP and which demonstrate an understanding of the issues involved and the scope of work.

An Offeror shall be disqualified, and the Offeror’s Proposal shall be rejected for any one or more of the following non-exclusive reasons as solely determined by the STATE:

1.12.1 Proposal received after specified deadline.

1.12.2 Proposals not received on HIePRO.

1.12.3 Proposal not properly completed as required herein or containing any unauthorized additions or deletions, defects including but not limited to irregularities of any kind which may make the Proposal incomplete, indefinite, or ambiguous as to its meaning (e.g. un-initialed erasures, prices which are obviously unbalanced).

1.12.4 A Proposal which is incomplete or conditional Proposals including but not limited to a

Proposal which includes any other set of terms and conditions, or any terms or conditions contradictory to those included in this RFP.

1.12.5 A Proposal signed by other than an authorized individual.

1.12.6 More than one Proposal from an Offeror, under the same or different names, whereby all

Proposals from the Offeror shall be rejected.

1.12.6.1 Legally distinct Offerors such as subsidiaries or jointly-owned companies may submit Proposals and these Proposals may be accepted for evaluation and award if such Offerors submit with their Proposal a certificate of non-collusion which affirms that the Proposal is made freely and without collusion with another Offeror.

1.12.6.1.1. Legally distinct Offerors such as subsidiaries or jointly-owned companies shall submit business registration information indicating that the entities were not created after the RFP was released.

1.12.7 Evidence to the STATE’s sole satisfaction of collusion among Offerors, lack of responsibility and cooperation to STATE requests during the RFP process or as shown by past work, being in arrears on existing contracts with the State of Hawaii, or defaulting on previous contract(s).

1.12.8 Failure to possess proper licenses, facilities, equipment or sufficient experience to provide the proposed solution or to perform the work contemplated.

1.12.9 Evidence of any noncompliance with any applicable law or rule.

1.13 Proposal Evaluation

The STATE will conduct a comprehensive, fair, and impartial evaluation of the proposals it receives in response to this RFP. Refer to Section 5 of this RFP for specific requirements and details of the process.

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1.14 Proposal as Part of the Contract

This RFP and part or all of the successful proposal may be incorporated into the contract.

1.15 Additional Terms and Conditions

The STATE reserves the right to add terms and conditions, if any. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations.

1.16 Offer Acceptance Period

The STATE's acceptance of a proposal, if any, will typically be made within ninety (90) calendar days after the opening of proposals. Prices quoted by the Offeror shall therefore remain firm for ninety (90) calendar days from the receipt of proposals.

1.17 Vendor List Performance Period

Formal written contracts will not be required for awards made in response to this solicitation. Successful Offerors will receive "Notice of Award by Vendor List" letters to which will be attached the Vendor List indicating awarded Offerors. This method of award does not waive compliance with the Scope of Work, Special Conditions, and General Conditions, Form AG-008 (as revised).

1.19.1 Vendor List

A Hawaii State Department of Education Vendor List will be issued as a result of any awards made against this solicitation. This Vendor List will be made available to schools and offices for use throughout the contract period. The actual purchases will depend on the needs of the STATE and availability of funds. There is no guarantee to purchase any amount of services.

Schools and offices are not required to purchase from the contracted vendors. Schools and offices may determine purchases from this vendor list are not suited for the schools’ and offices’ purpose and may purchase these services from other sources, however, the usual procurement rules and procedures apply to such purchases.

No work shall be undertaken by the successful Offeror(s) prior to the commencement date specified on the contract. The STATE is not liable for any work, contract costs, expenses, loss of profits, or any damages whatsoever incurred by a CONTRACTOR prior to the official starting date.

1.19.2 Award Period

Award shall commence on January 1, 2027 and shall end on June 30, 2028.

1.19.3 Vendor List Renewal

The Vendor List may be extended for not more than three (3) additional twelve-month periods, i) upon mutual written agreement of the parties, ii) prior to expiration and iii) under the same terms and conditions of the original agreement or as negotiated between the STATE and the CONTRACTOR. Extension(s) shall be contingent upon i) the need for continued services and ii) funding availability beyond the current fiscal year. As each option(s) to extend is mutually agreed upon, the CONTRACTOR shall be required to execute a supplement to the Contract for each additional period.

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1.18 Multi-Term Contract

Funds are available for only the initial fiscal period of the contract. Contractual obligation of both parties in each fiscal period succeeding the first is subject to the appropriation and availability of funds. Unit price shall be given for each good or service and that unit prices shall be the same throughout the contract except to the extent price adjustment is allowed. A multi-term contract will be cancelled if funds are not appropriated or otherwise made available to support continuation of performance in any fiscal period succeeding the initial fiscal period of the contract and contractor will be reimbursed the unamortized reasonably incurred, nonrecurring costs; however, this does not affect either party’s rights under any termination clause of the contract. The State will notify the Contractor on a timely basis that the funds are, or are not, available for the continuation of the contract for each succeeding fiscal period.

1.19 Contract Award

Award, if any, shall be made on a multiple-vendor basis to the responsible Offeror(s) with a minimum evaluation score as specified in RFP Section 5.2, Evaluation Criteria, and whose proposal the STATE deems advantageous in accordance with the evaluation criteria specified.

1.20 Responsibility of Offerors; Hawaii Compliance Express

The Offeror is advised that if awarded under this RFP, Offeror shall, upon award, furnish proof of compliance with the requirements of HRS §103D-310 and HAR § 3-122-112 including:

• Chapter 237, General Excise Tax Law;

• Chapter 383, Hawaii Employment Security Law;

• Chapter 386, Workers’ Compensation Law;

• Chapter 392, Temporary Disability Insurance;

• Chapter 393, Prepaid Health Care Act; and

● One of the following:

1. That Offeror is registered and incorporated or organized under the laws of the State of

Hawaii (hereinafter referred to as a “Hawaii business”); or

2. That Offeror is registered to do business in the State of Hawaii (hereinafter referred to as a “compliant non-Hawaii business”).

Offeror may demonstrate proof of compliance with the above-referenced requirements by submitting a Certificate of Vendor Compliance issued by the Hawaii Compliance Express (HCE) online system to the Hawaii State Department of Education, Procurement and Contracts Branch upon award. The HCE service allows vendors to register online through a simple wizard interface at http://vendors.ehawaii.gov.

The Certificate of Vendor Compliance provides current compliance status as of the issuance date, satisfies requirements of Chapter 103D-310(c), HRS, and is therefore acceptable for contracting purposes. CONTRACTORs that elect to use HCE services are required to pay an estimated annual registration fee of $12.00.

Due to the time required to obtain the HCE Certificate of Vendor Compliance, it is highly recommended that the interested Offeror begin the registration process immediately.

1.21 Failure to Execute Contract; Timely Submission of Certificates

At time of award, the above Certificate of Vendor Compliance and any other documentation and certification shall be submitted to the Hawaii State Department of Education, Procurement and Contracts Branch as soon as possible or by the deadline established by STATE. If a valid certificate or compliant documentation is not submitted on a timely basis for award, award made to an Offeror otherwise responsible may be annulled.

Failure to execute a contract as required within ten (10) calendar days or such further time as the STATE may allow after the Awardee has received the contract for execution shall be just cause for the annulment

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of the award. STATE may award the contract to the next responsible Offeror or may call for other offers, whichever is deemed to be in the best interest of the STATE.

1.22 Notification of Award; Non-selected Offeror(s)

Upon award to the successful Offeror(s), the STATE shall post publicly, a notice of award on the HIePRO and which may be viewed on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards. Additionally, the STATE will provide notification of the award to any non-selected Offeror(s). The STATE is not responsible for delays or non-receipt of such notification.

Failure of any Offeror to receive any such notification shall not relieve the Offeror of any obligations or requirements herein.

1.23 Debriefing

The purpose of a debriefing is to inform the non-selected Offeror(s) of the basis for the source selection decision and award. An Offeror(s) not selected for award shall submit a written request for a debriefing within three (3) working days after the posting of the award. The debriefing shall be held, to the maximum extent possible, within seven (7) working days after the posting of the award.

1.24 Protest

Pursuant to §103D-701, HRS and §3-126, HAR, a protest of the solicitation must be submitted prior to the date set for receipt of offers, and a protest of an award or proposed award shall be submitted within five

(5) working days after the posting of award or within five (5) working days following a debriefing. The award(s), if any, resulting from this solicitation shall be posted on the HIePRO and shall be posted on the Hawaii Awards and Notices Data System (HANDS) website at https://hands.ehawaii.gov/hands/awards.

Any protest pursuant to §103D-701, HRS and §3-126, HAR shall be submitted in writing to the Hawaii State Department of Education’s, Chief Procurement Officer, c/o Procurement and Contracts Branch at the Waipahu Civic Center, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797.

https://hands.ehawaii.gov/hands/awards

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2. RFP PURPOSE AND OVERVIEW

2.1 Purpose and Introduction

The purpose of this Request for Proposals (RFP) is to establish a qualified Vendor List of External Service Partners (CONTRACTOR(s)) that Hawaii State Department of Education (Department) schools, complex areas, and state offices may utilize to support the successful establishment, implementation, and continuous improvement of the community school model.

The Department recognizes that schools, complex areas, and state offices are at different stages of implementing the community school model and have unique priorities, assets, and community contexts.

The resulting Vendor List will provide access to CONTRACTOR(s) that can support planning, initial implementation, expansion, continuous improvement, and long-term sustainability based on local needs.

The community school model is designed to support improved student outcomes through strong partnerships among schools, families, community organizations, public agencies, and other partners.

These partnerships align school, family, and community resources to address the students’ academic, social, emotional, health, and developmental needs while creating equitable conditions for student success and well-being.

The Department seeks implementation partners that can strengthen local capacity, foster meaningful community partnerships, and help schools build sustainable systems that support the whole child and that are aligned to the four evidence-informed programmatic features of the community school model:

• Integrated Student Supports;

• Family and Community Engagement;

• Collaborative Leadership and Shared Decision-Making; and

• Expanded and Enriched Learning Time and Opportunities.

CONTRACTOR(s) will support schools with the successful implementation of these programmatic features which requires coordinated planning, effective partnerships, strong leadership, and continuous learning while respecting each school's unique context, priorities, and community assets.

2.2 Business Goals and Objectives

The primary objective of the RFP is to establish a Vendor List to provide schools, complex areas, and state offices with access to high-quality CONTRACTOR(s) that strengthen local capacity to establish, implement, and sustain the community school model. These CONTRACTOR(s) will have demonstrated expertise in one or more areas that contribute to successful Community School implementation, which may include, but is not limited to:

• Professional learning that builds the knowledge and skills necessary to implement and sustain the community school model;

• Technical assistance and coaching that support planning, implementation, continuous improvement, and sustainability;

• Community school coordination and leadership through qualified Community School Coordinators and Lead Agency supports;

• Specialized services and community-based programming that strengthen one or more of the four Community school programmatic features; and

• Other implementation supports that align community resources and partnerships to improve student outcomes and meet the whole child needs of students.

The Department’s goal is to provide schools, complex areas, and state offices with access to CONTRACTOR(s) that possess diverse expertise while sharing a common commitment to collaborative leadership, continuous improvement, equitable student outcomes, and authentic family and community partnerships.

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The resulting Vendor List will allow schools, complex areas, and state offices to choose the CONTRACTOR(s) that align with their local priorities, identified needs, and stage of community school implementation based on the CONTRACTOR(s) expertise, services, and implementation approach.

CONTRACTOR(s) will work directly with the requesting schools, complex areas, and state offices to plan, coordinate, and deliver mutually agreed-upon services.

The Department's vision is that community schools become places where educators, families, students, community organizations, and public agencies work together to strengthen the conditions that enable every student to thrive. Information regarding the Department's strategic priorities, Strive HI Performance System, and the Hawaii Consolidated State Plan under the Every Student Succeeds Act (ESSA) is available at: http://www.hawaiipublicschools.org.

http://www.hawaiipublicschools.org/

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3. SCOPE OF WORK; PROJECT AND OFFEROR REQUIREMENTS

3.1 Scope of Work

3.1.1 General Scope

CONTRACTOR(s) shall serve as implementation partners in supporting the establishment, implementation, continuous improvement, and long-term sustainability of the community school model.

The services are intended to strengthen statewide infrastructure that supports successful community school implementation through coordinated systems, professional learning, strategic partnerships, continuous improvement, shared leadership, and sustainable organizational capacity.

CONTRACTOR(s) shall collaborate with Department schools, complex areas, state offices, families, community organizations, and other partners to strengthen local implementation of the community school model. CONTRACTOR(s) shall be able to build trusting relationships, facilitate collaborative planning, coordinate resources, and strengthen the capacity of schools and community partners to sustain community school implementation over time.

CONTRACTOR(s) shall evaluate the effectiveness of their services, including, but not limited to, implementation outcomes, organizational capacity, and, where appropriate, outcomes for students, families, or the community.

CONTRACTOR(s) shall comply with all applicable federal, state, and local health, safety, privacy, and civil rights laws. All services provided under this contract shall remain secular, neutral, and non-ideological.

3.1.2 Electronic Information Technology

If applicable, all electronic information technology developed or provided under this Contract or procurement shall comply with the applicable requirements of the Hawaii Electronic Information Technology Disability Access Standards (Access Standards). The Access Standards can be found on the State of Hawaii, Office of Enterprise Technology Services website at http://ets.hawaii.gov.

3.1.3 Service Areas

The resulting Vendor List will include the following implementation supports (Service Areas):

• Professional Learning

• Technical Assistance

• Specialized Community School Supports

3.1.3.1 Professional Learning

CONTRACTOR(s) providing Professional Learning services shall design and deliver learning experiences that strengthen the knowledge, skills, and organizational capacity necessary to establish, implement, and sustain the community school model.

Professional Learning services may include, but are not limited to:

A. Building educator, administrator, Community School Coordinator, and partner capacity to implement the community school model.

B. Developing leadership knowledge and skills related to collaborative leadership, partnership development, family engagement, integrated student supports, continuous improvement, and strategic planning.

C. Facilitating professional learning experiences, workshops, institutes, communities of practice, coaching cycles, or other adult learning structures.

D. Supporting the transfer of learning into implementation through follow-up coaching, reflection, or https://ets.hawaii.gov/wp-content/uploads/2025/01/Hawaii-Electronic-Information-Technology-Disability-Access-Standards.pdf https://ets.hawaii.gov/wp-content/uploads/2025/01/Hawaii-Electronic-Information-Technology-Disability-Access-Standards.pdf http://ets.hawaii.gov/

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implementation planning, when appropriate.

3.1.3.2 Technical Assistance

CONTRACTOR(s) providing Technical Assistance services shall support schools, complex areas, and state offices in planning, implementing, strengthening, and sustaining the community school model.

Technical Assistance services may include, but are not limited to:

A. Providing consultation on promising practices and evidence-informed implementation approaches.

B. Supporting schools in conducting community needs and asset assessments.

C. Assisting schools in developing implementation plans, partnership strategies, governance structures, or sustainability plans.

D. Providing tools, protocols, templates, facilitation, coaching, or continuous improvement processes that strengthen local implementation.

E. Assisting schools in using qualitative and quantitative data to inform decision-making and monitor implementation progress.

3.1.3.3 Specialized Community School Supports

CONTRACTOR(s) providing Specialized Community School Supports may provide direct implementation support that strengthens one or more components of the community school model. Specialized supports may include Community School Coordination, partnership development, community-based programming, family engagement, integrated student supports, expanded learning opportunities, or other specialized expertise aligned to community school implementation.

CONTRACTOR(s) shall work to build the long-term capacity of schools and community partners to sustain implementation beyond the duration of the contracted services.

Specialized Community School Support services may include, but are not limited to:

A. Community School Coordination Services, which may include, but is not limited to:

1. Employing and supervising an in-person, full-time Community School Coordinator (one coordinator per school/complex area/office).

2. Facilitating or coordinating the completion of a community needs and assets assessment.

3. Establishing and facilitating a community school leadership team at the school that will act as a collaborative decision-making group for planning and implementing the FSCS strategy.

4. Facilitating the development, implementation, and continuous improvement of a community school action plan.

5. Acting as the principal’s key liaison between community partners and the school community.

This includes, but may not be limited to:

a. Recommending new goods and/or services that would result in new partnerships.

b. Collaborating with school or office administrators and staff to support the development of a procurement to acquire the new goods and/or services that would result in a new school-community partnership as needed. The school, complex area, or office will be responsible for following all procurement rules and guidelines prior to any goods/services being purchased or implemented.

c. Coordinating and aligning new and existing partnerships, resources and services in the school.

6. Participating in training, technical assistance and other professional learning opportunities provided by the Department and/or the Hawaii Afterschool Alliance. CONTRACTOR is responsible for the costs associated with attending these opportunities.

7. Participate in evaluation activities, which may be led by the Department, the Hawaii Afterschool Alliance, or any other organization that the Department requires participation with.

8. Submit an Activity Report to the School/Complex Area/Office that requested services. The Activity Report shall be submitted no later than fifteen (15) days after the completion of the

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services specified on the Authorization for Services and Payment (VLOF), or as requested by the Department. The Department will notify CONTRACTOR(s) of the content to be included in the Activity Report.

B. Specialized Community Partnership Services are services that strengthen one or more components of the community school model. Examples may include, but are not limited to:

1. Community-based educational programming

2. Garden or environmental education

3. Cultural or language-based programming

4. Health and wellness partnerships

5. Family engagement initiatives

6. Youth leadership development

7. Workforce development

8. College and career readiness

9. Integrated student supports

10. Expanded learning opportunities

3.2 Offeror Qualifications

The purpose of the Offeror Qualifications section is to provide the STATE the ability to verify the experience and knowledge claims made in the proposal by the Offeror and to assess the Offeror's prior record in providing services to other organizations.

Failure on the Offeror's part to meet the requirements herein may result in a determination of non-responsiveness and subsequent disqualification of Proposal. These requirements shall remain in effect throughout the entire contact period. Failure to maintain these requirements may result in cancellation of award or early, partial or full termination of a contract.

Minimum Qualifications of the Offeror are as follows:

3.2.1 No less than two (2) consecutive years in business, demonstrating corporate experience in successfully providing and delivering services similar to the size and scope of the proposed Services.

3.2.2 Must have the capacity to manage and monitor administrative contract requirements.

3.2.3 Permits, Certifications, and Licenses

Offeror shall obtain and pay for all permits, certificates, and licenses required and necessary for the performance of the work specified herein, shall post all notices required by law, and shall comply with all laws, ordinances, and regulations bearing on the conduct of the work specified.

Offeror shall comply with all business registration requirements prior to commencing work under the contract.

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4. PROPOSAL

4.1 General Requirements

4.1.1 Any and all costs incurred by an Offeror in preparing and submitting a Proposal and conducting discussions, if any, shall be at the Offeror’s sole expense and are the Offeror’s sole responsibility.

This includes the cost of any visits to client references, and STATE locations by an Offeror, but does not include any costs incurred by the STATE or its representatives for Offeror demonstrations or site visits.

4.1.2 Before submitting a proposal, each Offeror must examine the solicitation documents thoroughly.

Solicitation documents include this RFP, any attachments, and any other relevant documentation.

4.1.3 Offerors are charged with presumptive knowledge of all requirements of all cited authorities.

Offeror must become familiar with state, local, and federal laws, ordinances, rules, and regulations that may in any manner affect cost, progress, or performance of the work before submitting a proposal. Submission of a proposal by any prospective Offeror shall constitute admission of knowledge on the part of such Offeror.

4.1.4 The Scope of Work, Minimum Contract Provisions, General Conditions and other documents referenced in or attached to the proposal shall be considered a part of the proposal submitted, whether or not attached to the proposal at the time of submission. Such documents shall not be altered in any way; any alterations so made by the Offeror may result in rejection of the proposal.

4.1.5 Submission of a proposal shall constitute an incontrovertible representation by the Offeror of understanding, acceptance, and compliance with every requirement of this RFP, and that the RFP documents are sufficient in scope and detail to indicate and convey reasonable understanding of all terms and conditions of performance of the work.

4.1.6 Any proposal may be withdrawn at any time on the HIePRO prior to the deadline for receipt of offers. The withdrawal of a proposal shall not prejudice the right of an Offeror to submit a new proposal, but any such new proposal must be received before the stated deadline.

4.1.7 A proposal that contains any omission, erasure, addition not called for, conditional offer or irregularity of any kind may be rejected. Corrections, if necessary, may be made by submitting a revised proposal on the HIePRO prior to the proposal due date and time.

4.2 Confidential Information in Proposal

The contents of any proposal shall not be disclosed during the review, evaluation, or discussion process.

Once the notice of the award is posted, all proposals (both successful and unsuccessful) become available for public inspection.

If an Offeror believes that any portion of its proposal contains information that should be withheld as confidential, then the Procurement and Contracts Branch should be so advised in writing. Offeror shall request in writing nondisclosure of designated trade secrets or other proprietary data to be confidential.

Such data shall accompany the Proposal, be clearly marked, and shall be readily separable from the Proposal in order to facilitate eventual public inspection of the non-confidential portion of the Proposal.

Whether those parts shall remain confidential will be determined under § 3-122-58(b), HAR and Chapter 92F, HRS. Pursuant to Section 3-122-58, HAR, if a person requests to inspect the portions of a proposal designated as confidential, the head of the purchasing agency or designee shall consult with the Department of the Attorney General and make a written determination in accordance with Chapter 92F, HRS. If the request for confidentiality is denied, such information shall be disclosed as public information, unless the Offeror appeals the denial to the Office of Information Practices in accordance with Section

92F-42(12), HRS.

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4.3 Proposal Preparation

One of the objectives of this RFP is to make proposal preparation easy and efficient, giving Offerors ample opportunity to highlight their proposals. The evaluation process must also be manageable and effective. When an Offeror submits a proposal, it shall be considered a complete plan for accomplishing the tasks described in this RFP and any supplemental tasks the Offeror has identified as necessary to successfully meet the obligations outlined in this RFP.

The proposal shall describe in detail the Offeror's ability and availability of services to meet the primary project goal of this RFP as stated herein. Proposals shall be prepared in a straightforward and concise manner, in a format that is reasonably consistent and appropriate to the purpose of this RFP. Emphasis shall be on completeness and clarity of content. If any additional information is required by the STATE regarding any aspect of an Offeror’s proposal, such information shall be provided within two (2) working days of the STATE’s request unless otherwise stated or directed by the STATE.

4.4 Proposal Security

A Bond is not required if submitting a Proposal.

4.5 Proposal Submission and Format

This section prescribes the standard format for a proposal submitted in response to this RFP.

Offeror shall submit a Proposal using the exact forms or reproductions of such forms as provided and as otherwise instructed by this RFP. Failure to comply may result in a determination that the proposal is non-responsive.

The standard format will facilitate the STATE’s review, comparison, evaluation of proposals, and verification as to whether the minimum requirements are met by each Offeror and the Offeror’s Proposal.

The format is not intended to limit the content of a proposal in any way. The Offeror may include any additional data or information that is deemed pertinent to this RFP.

This electronically submitted offer shall be considered the original. Any offers received outside of the HIePRO shall not be accepted or considered for award, unless otherwise specified herein. The maximum file size that HIePRO can accept is 100MB. Files larger than 100MB must be reduced into two (2) or more files.

Proposals shall be submitted and received electronically by the specified due date and time through the HIePRO (http://hiepro.hawaii.gov).

4.6 Proposal Organization and Content

Proposals shall be organized in this order:

Table of Contents: The table of contents shall clearly identify the material by section and by page number.

Section 1: Offeror Identification and Information Form (Appendix A) Section 2: Executive Summary Section 3: Offeror Qualifications (including subsections: Offeror History and

Background, Offeror Project Example Form (Appendix B), Project Team Organization and Project Team Staffing)

Section 4: Subcontractors (if any) Section 5: Summary Offer of Services and Pricing (Appendix C) Attachment A: Proof of Compliance Documents

Additional information about specific requirements of each section follow.

http://hiepro.hawaii.gov/

RFP D27-007 16

4.7 Offeror Identification and Information Form (Appendix A)

Offeror shall submit the Proposal under the company’s exact legal name as registered with the Department of Commerce and Consumer Affairs, if applicable, and shall indicate exact legal name in the appropriate space on the Offeror Identification and Information Form. Failure to do so may result in rejection of the proposal or delay proper execution of a resulting contract, if any.

The Offeror’s authorized signature on the OFFEROR IDENTIFICATION AND INFORMATION FORM shall be an original signature in ink, which shall be required before an award, if any, can be made. The submission of the proposal shall indicate Offeror’s intent to be bound.

A hard copy (original signature in ink) of the OFFEROR IDENTIFICATION AND INFORMATION FORM must also be received by the Hawaii State Department of Education, Procurement and Contracts Branch, 94-275 Mokuola Street, Room 200, Waipahu, Hawaii 96797, within five (5) working days after the proposal due date.

4.8 Executive Summary

The executive summary shall summarize the contents of the Proposal in a way that gives readers a broad understanding of the entire Proposal and must also contain the following:

4.8.1 Terms and Conditions - A statement that the Offeror understands and shall comply with all terms and conditions of the RFP (including the General Conditions).

4.8.2 Subcontracting - A statement that the products and services of the proposed solution shall be provided solely by the Offeror and the Offeror’s company or whether a subcontractor(s) shall assist. The Offeror’s use of subcontractor(s) requires the prior written approval of the STATE.

4.8.3 Taxable Transaction - Work to be performed under this solicitation is a business activity taxable under Chapter 237, HRS, and vendors are advised that they may be liable for payment of the Hawaii General Excise Tax (GET). If an Offeror is a person exempt by the HRS from paying the GET and therefore not liable for the taxes on this solicitation, Offeror shall state its tax exempt status and cite the HRS chapter or section allowing the exemption.

4.8.4 Pending Litigation - The Offeror shall disclose any pending litigation to which they are a party, including the disclosure of any outstanding judgment. If applicable, please explain how litigation may materially impact the Offeror or the Offeror’s ability to fully perform and complete any work under the contract.

4.8.5 Other Notable Items - The Offeror shall disclose any other items of note that may have material impact the Offeror or the Offeror’s ability to fully perform and complete any work under the contract.

4.9 Offeror Qualifications

This section of the Proposal shall include the following:

4.9.1 Offeror History and Background. The Offeror shall describe its corporate background and experience including its size and resources, and details of corporate experience relevant to the Project.

4.9.2 Project Team Organization. The Offeror shall present an organizational chart of staff who will be assigned to work on the contract. This shall include the Offeror’s and STATE provided resources as defined to provide STATE an understanding as to how the Offeror envisions utilizing its and STATE’s resources. Descriptive information for personnel, indicating their titles, major areas of responsibility and location.

RFP D27-007 17

4.9.3 Project Team Staffing. The Offeror shall include specific information regarding the role and function of its assigned staff. The Offeror shall also provide resume/vita for all staff who will be specifically assigned to the contract and provide a narrative description of their roles and their experience. If the Offeror’s solution involves use of subcontractors in an amount greater than 10% of the anticipated work, resumes of any subcontractors shall also be included.

The Proposal shall include a resume of each individual who appears on the organization chart.

Resumes shall highlight experiences on specific projects that may be relevant to this project.

Resumes should contain information relating to each person's experience, education, and skills.

This should include, but is not necessarily limited to, specific degrees, dates, names of employers, position titles, and educational institutions attended.

4.9.4 Data Sharing Agreements. Offeror is advised that if awarded, CONTRACTOR may be required to execute a data sharing agreement with the Hawaii State Department of Education in accordance with applicable privacy and confidentiality laws. If data sharing is necessary, data-sharing agreements will be required before services commence with the requesting school, complex area, or office and in order to receive funds.

Offeror shall confirm that it complies with State and Federal privacy laws and will follow the Department’s requirements relating to privacy, including, but not limited to, the Family Educational Rights and Privacy Act (FERPA) and chapters 8-6 and 8-34, HAR.

4.9.5 Offeror Project Example Form (Appendix B). Offeror shall provide up to three (3) recent project examples that demonstrate the Offeror's experience, qualifications, and ability to successfully deliver services similar in scope and complexity to those proposed under this RFP. Project examples should be relevant to one or more of the proposed Service Areas and demonstrate the Offeror's experience supporting the establishment, implementation, continuous improvement, or sustainability of the community school model or comparable initiatives. Offerors are encouraged to include project examples that reflect different types of clients, service areas, or implementation contexts, where applicable. The State reserves the right to inquire with the Project point-of-contacts regarding the Offeror’s performance and sustainability.

4.10 Subcontractors

The Offeror may propose to fulfill any of the responsibilities outlined herein by entering into a subcontract with an individual, organization, or other entity that possesses the requisite expertise to fulfill the requirements of the RFP. The Offeror shall retain sole responsibility for the completion of all tasks and for the quality of the work product. The use of subcontractors shall not place additional burdens or demands on the STATE (e.g., coordinating with staff from multiple CONTRACTORS).

For any item listed herein to be fulfilled by a subcontractor, the Offeror shall provide a description of the proposed…