The Judiciary State of Hawai`i

Request for Proposals

RFP J27083

(RFP-J27083-ADMIN)

TO PROVIDE GENERAL CIVIL LEGAL SERVICES FOR

INDIGENT RESIDENTS OF THE STATE OF HAWAI`I

THE JUDICIARY

DIRECT QUESTIONS OR ISSUES RELATING TO THE ACCESSIBIITY OF THIS RFP

(INCLUDING THE ATTACHMENTS AND EXHIBITS AND ANY OTHER DOCUMENT

RELATED TO THIS RFP) AND REQUESTS FOR ACCOMMODATIONS FOR PERSONS WITH

DISABILITIES IN CONNECTION WITH THIS RFP TO:

MS. ANGELA K. MIN

EMAIL: Angela.K.Min@courts.hawaii.gov

JUNE 19, 2026

mailto:Angela.K.Min@courts.hawaii.gov i

THE JUDICIARY, STATE OF

HAWAI`I HONOLULU,

HAWAI`I

REQUEST FOR PROPOSAL NO. J27083

RFP ADMINISTRATIVE INFORMATION

RFP Title TO PROVIDE GENERAL CIVIL LEGAL

SERVICES FOR INDIGENT RESIDENTS

OF THE STATE OF HAWAI`I , THE

JUDICIARY

RFP Project Description (See Section Two) RFP Point of Contact: Name – Ms. Angela K. Min

Agency Name - Judiciary Email – Angela.K.Min@courts.hawaii.gov

Submit proposals electronically via Hawai`i Electronic Procurement System (HlePRO):

(See Electronic Submission of Proposals)

Electronic Submission hiepro.ehawaii.gov

RFP Orientation July 1, 2026, at 10:00 A.M., Hawai`i Standard Time (HST)

Orientation meeting will be conducted virtually through Microsoft Teams.

Meeting ID: 276 369 780 830 477 Passcode: qU7xX7qz

Deadline to Receive Questions:

(See Procurement Timetable)

July 2, 2026; 12:00 P.M. Hawai`i Standard Time (HST)

Question & Answers:

(Sections Schedule and Significant Dates and Electronic Submission of Questions)

All questions, including those about Terms and Conditions, must be submitted through HlePRO. Questions must be submitted by the question deadline date.

RFP Closing Date: (See Schedule and Significant Dates)

July 21, 2026

RFP Closing Time: (See Schedule and Significant Dates)

12:00 P.M. Hawai`i Standard Time (HST)

Initial Term of Contract and Renewals:

(See Period of Performance)

Contract execution – June 30, 2027

The contract may be extended for an additional one (1) twelve (12) month period, subject to the appropriation and availability of funds and satisfactory performance of services by providers.

TAKE NOTE THE MANDATORY .75% (.0075) TRANSACTION FEE TO HAWAI`I

INFORMATION CONSORTIUM, LLC DBA NIC HAWAI`I IS BASED ON SALES

FOR AWARDS MADE IN HIEPRO. (DETAILED IN SECTION 1.8 ELECTRONIC

PROCUREMENT)

mailto:Angela.K.Min@courts.hawaii.gov ii

RFP Table of Contents

Section 1 Administrative Overview

1.1 Procurement Timetable ....................................................................................... 1-1

1.2 Website Reference .............................................................................................. 1-2

1.3 Authority ............................................................................................................. 1-2

1.4 RFP Organization ............................................................................................... 1-3

1.5 Contracting Office .............................................................................................. 1-3

1.6 Orientation .......................................................................................................... 1-3

1.7 Governing Laws and Regulations ....................................................................... 1-4

1.8 Electronic Procurement ...................................................................................... 1-4

1.9 Submission of Questions .................................................................................... 1-4

1.10 Electronic Submission of Questions ................................................................... 1-5

1.11 Submission of Proposals ..................................................................................... 1-5

1.12 Discussions with Applicants ............................................................................... 1-7

1.13 Opening of Proposals .......................................................................................... 1-7

1.14 Additional Materials and Documentation ........................................................... 1-8

1.15 RFP Amendments ............................................................................................... 1-8

1.16 Final Revised Proposals ...................................................................................... 1-8

1.17 Firm Proposal ...................................................................................................... 1-8

1.18 Cancellation of Request for Proposals ................................................................ 1-8

1.19 Costs for Proposal Preparation ........................................................................... 1-8

1.20 Provider Participation in Planning ...................................................................... 1-8

1.21 Rejection of Proposals ........................................................................................ 1-9

1.22 Notice of Award .................................................................................................. 1-9

1.23 Proposals and Awards ......................................................................................... 1-9

1.24 Protests .............................................................................................................. 1-11

1.25 Availability of Funds ........................................................................................ 1-11

1.26 Monitoring and Evaluation ............................................................................... 1-11

1.27 General and Special Conditions ........................................................................ 1-12

1.28 Cost Principles .................................................................................................. 1-12

Section 2 - Service Specifications

2.1. Introduction .......................................................................................................... 2-1

2.2. General Requirements .......................................................................................... 2-2

2.3. Scope of Work ..................................................................................................... 2-4

2.4. Compensation and Method of Payment ............................................................... 2-6

2.5. Contract Monitoring and Evaluation.................................................................... 2-6

Section 3 - Proposal Application Instructions

General Instructions for Completing Applications .......................................................... 3-1

3.1. Program Overview .............................................................................................. 3-2

3.2. Experience and Capability .................................................................................. 3-2

3.3. Project Organization and Staffing ...................................................................... 3-2 iii

3.4. Service Delivery ................................................................................................. 3-3

3.5. Financial ............................................................................................................. 3-3

3.6. Other ................................................................................................................... 3-4

Section 4 – Proposal Evaluation

4.1. Introduction ......................................................................................................... 4-1

4.2. Evaluation Process .............................................................................................. 4-1

4.3. Evaluation Criteria .............................................................................................. 4-2

Section 5 – Attachments Attachment A. Proposal Application Checklist Attachment B. Proposal Application Identification Form, Application, and Sample Table of Contents Attachment C Form SPOH-205 (Budget) Attachment D. Contract General Conditions (Pursuant to 103F, HRS) for

Health and Human Services, Special Conditions, Hawai`i Judiciary Policy Discrimination/Harassment-Free Workplace

Section 1

Administrative Overview

1-1

Section 1 Administrative Overview

1.1 Procurement Timetable

Note that the procurement timetable represents the Judiciary’s best estimated schedule. If an activity on this schedule is delayed, the rest of the schedule will likely be shifted by the same number of days. Contract start dates may be subject to the issuance of a notice to proceed.

Activity Scheduled Date

A. Public Notice Announcing RFP June 19, 2026

B. Distribution of RFP June 19, 2026 – July 21, C. RFP Orientation Session(s) 10:00 a.m. H.S.T., July 1, 2026

D. Deadline for Submission of Applicants’ Written Questions for Written Responses

12:00 p.m. H.S.T., July 2, 2026

E. Judiciary’s Response to Applicants’ Written Questions 4:30 p.m. H.S.T., July 9, 2026

F. Discussions with Applicants Prior to Submittal Deadline (optional).

June 19, 2026 – July 21, G. PROPOSAL SUBMITTAL DEADLINE IN HIePRO 12:00 p.m. H.S.T., July 21, 2026

H. Discussions with Applicants After Submittal Deadline (optional) July - August 2026

I. Final Revised Proposals (optional) August 2026

J. Proposal Evaluation Period July - August 2026

K. Provider Selection and Award August 2026

L. Notice of Statement of Findings and Decisions August 2026

M. Contract Development August 2026

N. Contract Start Date (tentative) September 1, 2026

Applicants are encouraged to read each section of the RFP thoroughly. While sections such as the administrative overview may appear similar among RFPs, state purchasing agencies may add additional information as applicable. It is the responsibility of the applicant to understand the requirements of each RFP.

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1.2 Website Reference

Item Website

Procurement of Health and Human Services http://spo.hawaii.gov/for-vendors/vendor-guide/methods-of-procurement/health-human-services/competitive-purchase-of-services-procurement-method/cost-principles-table-hrs-chapter-103f-2/

2 RFP website http://hawaii.gov/spo2/health/rfp103f/

Hawai`i Revised Statutes (HRS) and Hawai`i Administrative Rules (HAR) for Purchases of Health and Human Services http://spo.hawaii.gov Click on the “References” tab.

4 General Conditions, AG-103F13 http://hawaii.gov/forms/internal/department-of-the-attorney-general/ag-103f13-1/view

5 Forms http://spo.hawaii.gov Click on the “Forms” tab.

Cost Principles http://spo.hawaii.gov

Search: Keywords “Cost Principles”

Protest Forms/Procedures http://spo.hawaii.gov/for-vendors/vendor-guide/protests-for-health-and-human-services/

8 Hawai`i Compliance Express (HCE) http://spo.hawaii.gov/hce/

9 Hawai`i Revised Statutes http://capitol.hawaii.gov/hrscurrent

10 Department of Taxation http://tax.hawaii.gov

11 Department of Labor and Industrial Relations http://labor.hawaii.gov

Department of Commerce and Consumer Affairs, Business Registration http://cca.hawaii.gov click “Business Registration”

13 Campaign Spending Commission http://ags.hawaii.gov/campaign/

14 Internal Revenue Service http://www.irs.gov/

(Please note: website addresses may change from time to time. If a State link is not active, try the State of Hawai`i website at http://hawaii.gov) http://spo.hawaii.gov/for-vendors/vendor-guide/methods-http://hawaii.gov/spo2/health/rfp103f/ http://spo.hawaii.gov/ http://hawaii.gov/forms/internal/department-of-the-http://spo.hawaii.gov/ http://spo.hawaii.gov/ http://spo.hawaii.gov/for-vendors/vendor-guide/protests-http://spo.hawaii.gov/hce/ http://capitol.hawaii.gov/hrscurrent http://tax.hawaii.gov/ http://labor.hawaii.gov/ http://cca.hawaii.gov/ http://ags.hawaii.gov/campaign/ http://www.irs.gov/

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1.3 Authority

This RFP is issued under the provisions of the Hawai`i Revised Statutes (HRS) Chapter 103F and its administrative rules. All prospective applicants are charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by any prospective applicant shall constitute admission of such knowledge on the part of such prospective applicant.

1.4 RFP Organization

This RFP is organized into five sections:

Section 1, Administrative Overview: Provides applicants with an overview of the procurement process.

Section 2, Service Specifications: Provides applicants with a general description of the tasks to be performed, delineates applicant responsibilities, and defines deliverables (as applicable).

Section 3, Proposal Application Instructions: Describes the required format and content for the proposal application.

Section 4, Proposal Evaluation: Describes how proposals will be evaluated by the Judiciary.

Section 5, Attachments: Provides applicants with information and forms necessary to complete the application.

1.5 Contracting Office

The Contracting Office is responsible for receiving and for the execution of the contract(s) resulting from this RFP. The Contracting Office is:

The Judiciary, State of Hawai`i

Financial Services Division Contracts and Purchasing Office

1111 Alakea Street, 6th Floor Honolulu, HI 96813-2807

Phone: (808)538-5805 Email: Kelly.Y.Kimura@courts.hawaii.gov

1.6 Orientation

Orientation meetings for applicants will be held on the date, at the location and time indicated in the ‘NOTICE TO PROVIDERS THROUGH THE STATE OF HAWAII ELECTRONIC PROCUREMENT SYSTEM (HIePRO)” of this RFP.

mailto:Kelly.Y.Kimura@courts.hawaii.gov

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Applicants attending the orientation should have their RFP packets with them. Applicants are encouraged to submit written questions prior to the orientation. Impromptu questions will be permitted at the orientation and spontaneous answers provided at the Judiciary's discretion. However, answers provided at the orientation are only intended as general direction and may not represent the Judiciary's position. Formal official responses will be provided in writing. To ensure a written response from the Judiciary, any questions should be submitted in writing following the close of the orientation, but no later than the date indicated in Section 1.1 of the Procurement Timetable.

1.7 Governing Laws and Regulations

This procurement is conducted by the Judiciary in accordance with the regulations and laws of the State of Hawai`i . Venue for any administrative or judicial action relating to this procurement, evaluation, and award shall be in the State of Hawai`i .

1.8 Electronic Procurement

The State Procurement Office has established the Hawai`i State eProcurement (HlePRO) System to promote an open and transparent system for vendors to compete for state contracts electronically. Applicants interested in responding to this solicitation must be registered on HlePRO. Registration information is available at the State Procurement Office (SPO) website: https://hiepro.ehawaii.gov/welcome.html, select HlePRO Vendor Registration and then Vendor Registration Guide.

The Judiciary will use HlePRO to issue the RFP, receive proposals, and issue Addenda to the RFP. Addenda and the other information and materials shall be provided by the Judiciary through HlePRO, including additions or changes with respect to the dates in the Procurement Timetable. The Judiciary is not responsible for any delay or failure of any Applicant to receive any materials updated through the RFP Process on a timely basis.

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

HlePRO Special Instructions. Applicant shall review all special instructions located in HlePRO. Applicants are responsible for ensuring that all necessary files are attached to their proposal prior to the proposal deadline.

Applicants are advised that they should not wait until the last minute to submit their proposal on HlePRO. Applicants should allow ample time to review their submitted proposal, including attachments, prior to the proposal deadline.

1.9 Submission of Questions

If a Prospective Applicant believes that any provision of the RFP is unclear, potentially defective, or would prevent from providing a meaningful Proposal, the Applicant shall submit questions regarding this solicitation through HIePRO on or before the deadline indicated in Procurement Timetable. Each question shall identify the page, section number, paragraph, and line or sentence of such provision(s) of the RFP to which the question applies. The Judiciary will respond by the response date specified in the Procurement Timetable. The Judiciary may issue Addenda in

1-5 response to written questions received regarding the RFP

1.10 Electronic Submission of Questions

All questions must be submitted through the Hawai`i State eProcurement System (HlePRO). Questions must be submitted by the question deadline date and time shown in Schedule and Significant Dates. Answers will be given via the Hawai`i State eProcurement System (HlePRO) site as noted in Schedule and Significant Dates.

Applicants are cautioned about including context in questions that may reveal the source of questions. The identity of potential Applicants will not be published with the answers, but the text of questions will be restated, to the extent possible, to exclude information identifying potential Applicants.

1.11 Submission of Proposals

1.11.1 Forms/Formats - Forms, with the exception of program specific requirements, may be found on the State Procurement Office website at www.spo.hawaii.gov, click on “Forms.” To narrow the search, choose “Vendor” in the “Audience” box and choose “Health and Human Services” in the “Category” box. Please refer to the Proposal Application Checklist (Section 5, Attachment A) for the location of information on: a) where to obtain the forms/instructions; b) additional program specific requirements; and c) the order in which all components of the application shall be assembled and submitted to the Judiciary. Proposals must contain the following components

1.11.1.1 Proposal Application Identification (Form SPOH-200). Provides applicant proposal identification. Although a hard copy of the Judiciary Proposal Application Identification Form is included in Attachment B of this RFP, applicants may use the form available (and writeable) on the SPO website.

1.11.1.2 Proposal Application Checklist. The checklist provides applicants with information on where to obtain the required forms, information on program specific requirements, which forms are required, and the order in which all proposal components should be assembled and submitted to the Judiciary.

1.11.1.3 Table of Contents. A sample table of contents for proposals is located in Section 5, Attachment B. This is a sample and meant as a guide. The table of contents may vary depending on the RFP.

1.11.1.4 Proposal Application (Form SPOH-200A). A sample application showing the format of the application headings is located in Section 5, Attachment B. Applicant shall submit comprehensive narratives that address all of the issues contained in the Proposal Application Instructions, including a cost proposal/budget, if required. (Refer to Section 3 of this RFP.)

http://www.spo.hawaii.gov/

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1.11.2 Program Specific Requirements. Additional program specific requirements are included in Section 2, Service Specifications, and Section 3, Proposal Application, as applicable. If Federal and/or State certifications are required, they are listed on the Proposal Application Checklist in Section 5.

1.11.3 Multiple or Alternate Proposals. Multiple or alternate proposals shall not be accepted unless specifically provided for in Section 2 of this RFP. In the event alternate proposals are not accepted and an applicant submits alternate proposals, but clearly indicates a primary proposal, the primary proposal shall be considered for award as though it were the only proposal submitted by the applicant.

1.11.4 Provider Compliance. All providers shall comply with all laws governing entities doing business in the State.

1.11.4.1 Tax Clearance. Pursuant to Hawai`i Revised Statutes (HRS) §103-53, as a prerequisite to entering into contracts of $25,000 or more, providers are required to have a tax clearance from the Hawai`i State Department of Taxation (DOTAX) and the Internal Revenue Service (IRS). Refer to Section 1.2, Website Reference for DOTAX and IRS website address.

1.11.4.2 Labor Law Compliance. Pursuant to HRS §103-55, providers shall be in compliance with all applicable laws of the federal and state governments relating to workers' compensation, unemployment compensation, payment of wages, and safety. Refer to Section 1.2, Website Reference for the Department of Labor and Industrial Relations (DLIR) website address.

1.11.4.3 Business Registration. Prior to contracting, owners of all forms of business doing business in the state except sole proprietorships, charitable organizations, unincorporated associations and foreign insurance companies shall be registered and in good standing with the Department of Commerce and Consumer Affairs (DCCA), Business Registration Division. Foreign insurance companies must register with DCCA, Insurance Division. More information is on the DCCA website.

Refer to Section 1.2, Website Reference for DCCA website address.

Providers may register with Hawai`i Compliance Express (HCE) for online compliance verification from the DOTAX, IRS, DLIR, and DCCA. There is a nominal annual registration fee for the service. The HCE’s online “Certificate of Vendor Compliance” provides the registered provider’s current compliance status as of the issuance date, and is accepted for both contracting and final payment purposes. Refer to Section 1.2, Website Reference, for HCE’s website address.

Providers not utilizing the HCE to demonstrate compliance shall provide paper certificates to the purchasing agency. All applications for applicable clearances are the responsibility of the providers. All certificates must be valid on the date it is received by the purchasing agency. The tax clearance certificate shall have an original green

1-7 certified copy stamp and shall be valid for six months from the most recent approval stamp date on the certificate. The DLIR certificate is valid for six months from the date of issue. The DCCA certificate of good standing is valid for six months from date of issue.

1.11.4.4 Wages Law Compliance. If applicable, by submitting a proposal, the applicant certifies that the applicant is in compliance with HRS §103-55, Wages, hours, and working conditions of employees of contractors performing services. Refer to Section 1.2, Website Reference for statutes and DLIR website address.

1.11.5 Campaign Contributions by State and County Contractors. HRS §11-355 prohibits campaign contributions from certain State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative body. Refer to Section 1.2, Website Reference for statutes and Campaign Spending Commission website address.

1.11.6 Confidential Information. If an applicant believes any portion of a proposal contains information that should be withheld as confidential, the applicant shall request in writing nondisclosure of designated proprietary data to be confidential and provide justification to support confidentiality. Such data shall accompany the proposal, be clearly marked, and shall be readily separable from the proposal to facilitate eventual public inspection of the non-confidential sections of the proposal.

Note that price is not considered confidential and will not be withheld.

1.11.7 Proposal Submittal. All proposals and proposal forms shall be submitted electronically through the State of Hawai`i Electronic Procurement System (HIePRO) at https://hiepro.ehawaii.gov/welcome.html.

1.12 Discussions with Applicants

1.12.1 Prior to Submittal Deadline. Discussions may be conducted with potential applicants to promote understanding of the Judiciary’s requirements.

1.12.2 After Proposal Submittal Deadline. Discussions may be conducted with applicants whose proposals are determined to be reasonably susceptible of being selected for award, but proposals may be accepted without discussions, in accordance with Hawai`i Administrative Rules (HAR) §3-143-403.

1.13 Opening of Proposals

Proposals shall be received electronically through HIePRO. HIePRO shall make available to the Judiciary documents after the proposal deadline. The HIePRO system does not allow access to documents received by the Judiciary until the submittal deadline.

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

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Procurement files shall be open to public inspection after a contract has been awarded and executed by all parties.

1.14 Additional Materials and Documentation

Upon request from the Judiciary, each applicant shall submit additional materials and documentation reasonably required by the Judiciary in its evaluation of the proposals.

1.15 RFP Amendments

The Judiciary reserves the right to amend this RFP at any time prior to the closing date for final revised proposals.

1.16 Final Revised Proposals

The applicant’s final revised proposal, as applicable to this RFP, will be received in HIePRO by the proposal submittal deadline indicated in HIePRO. Any final revised proposal received after the date and time specified in HIePRO or at a location other than the HIePRO website will not be considered. If a final revised proposal is not submitted, the previous submittal shall be construed as the applicant’s best and final offer/proposal. Only the section(s) of the proposal that are amended shall be submitted by the applicant, along with the Proposal Application Identification Form (SPO-H-200). After final revised proposals are received, final evaluations will be conducted for an award.

1.17 Firm Proposal

Responses to this RFP, including proposed prices and/or fees will be considered firm for 90 days from the proposal due date.

1.18 Cancellation of Request for Proposal

The RFP may be canceled 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 Judiciary.

1.19 Costs for Proposal Preparation

Any costs incurred by applicants in preparing or submitting a proposal are the applicants’ sole responsibility.

1.20 Provider Participation in Planning

Provider participation in the Judiciary’s efforts to plan for or to purchase health and human services prior to the release of a request for proposals, including the sharing of information on community needs, best practices, and providers’ resources, shall not disqualify providers from submitting proposals, if conducted in accordance with Hawai`i Administrative Rules for Chapter 103F Section § 3-

1-9

142-202 and 3-142-203.

1.21 Rejection of Proposals

The Judiciary reserves the right to consider as acceptable 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 or more of the following reasons:

(1) Rejection for failure to cooperate or deal in good faith. (HAR §3-141-201)

(2) Rejection for inadequate accounting system. (HAR §3-141-202)

(3) Late proposals (HAR §3-143-603)

(4) Inadequate response to request for proposals (HAR §3-143-609)

(5) Proposal not responsive (HAR §3-143-610(a)(1))

(6) Applicant not responsible (HAR §3-143-610(a)(2))

1.22 Notice of Award

A statement of findings and decision shall be provided to all applicants by mail upon completion of the evaluation of competitive purchase of service proposals.

Any agreement arising out of this solicitation is subject to the approval of the Judiciary Staff Attorney as to form.

No work is to be undertaken by the awardee prior to the contract commencement date. The Judiciary is not liable for any costs incurred prior to the official starting date.

1.23 Proposals and Awards

In accordance with Act 69, Session Laws of Hawai`i 2010, HRS Chapter 103F has been amended by adding a new section as follows:

(a) No contract proposals shall be accepted from any applicant who lacks any license necessary to conduct the business being sought by the request for proposals. This section prohibits contract proposals from being accepted from any applicant, who lacks any license necessary to conduct the business being sought by the RFP. If a provider is required to be licensed, accredited, or certified to perform the services being solicited under the RFP, the proposal shall include written verification or proof from the State of Hawai`i , Department of Commerce and Consumer Affairs, or from the appropriate licensing, accrediting, or certifying body, of an active license, or of current accreditation or certification. Proposals submitted by an applicant, who lacks the necessary licensure, accreditation, or certification, will be rejected and not

1-10 evaluated. A provider who enters into a contract with the Judiciary shall maintain the necessary license, accreditation, or certification, in good standing for the duration of the contract period; a failure to maintain the necessary credentials may be grounds for termination of the contract by the Judiciary.

(b) Proposals submitted under this chapter shall include all costs, fees, and taxes, and any award or contract shall be for the amount of the proposal.

No award or contract shall include any other payment, rebate, or direct or indirect consideration that is not included in the proposal, such as insurance premium or general excise tax rebates to or waivers for an applicant or bidder. The amount of the contract or award shall be negotiated by the parties based on the cost items presented in the applicant’s proposal. The contract amount may not be greater than the negotiated contract cost, except as subsequently agreed to under an amendment or extension of the contract.

The contract amount may be adjusted during the term of the contract based upon availability of funds and pursuant to applicable statutes, or as provided for in this Request for Proposals:

1. The contract amount may be increased, subject to negotiation, if there is a change in the scope of service such as reinstatement of prior scheduled services, extending the hours of service, increasing the number of referrals, increasing the number of groups and individual sessions per client, expansion of services, etc., provided that the provider shall submit a revised scope of service in support of the adjustment.

2. The contract amount may be decreased, subject to negotiation, if there is a change in the scope of service such as a reduction of prior scheduled services, reducing the hours of service, decreasing the number of referrals, decreasing the number of groups and individual sessions per client, reduction of service, etc., provided that the provider shall submit a revised scope of service support of the adjustment.

In the case of cost reimbursement contracts, the contract costs are subject to adjustment by the Judiciary, based upon availability of funds and pursuant to applicable statures, or as agreed upon during the term of the contract. Cost adjustments shall be permitted as follows:

1. The contract amount may be increased, subject to negotiation, if there is a change in the scope of service such as reinstatement of prior scheduled services, extending the hours of service, increasing the number of referrals, increasing the number of groups and individual sessions per client, expansion of service, etc.,

2. The contract amount may be decreased, subject to negotiation, if there is a change in the scope of service such as reduction of prior scheduled services, reducing the hours of service, decreasing the number of referrals, decreasing the

1-11 number of groups and individual sessions per client, reduction of services, etc., By submitting a proposal in response to this RFP, the applicant agrees to all of the provisions, terms and conditions contained in the RFP.

1.24 Protests

Pursuant to HRS §103F-501 and HAR Chapter 148 of Title 3, an applicant aggrieved by an award of a contract may file a protest. The Notice of Protest form, SPOH-801, and related forms are available on the SPO website. Refer to Section 1.2, Website Reference for website address. Only the following matters may be protested:

(1) The Judiciary’s failure to follow procedures established by Chapter 103F of the Hawai`i Revised Statutes;

(2) The Judiciary’s failure to follow any rule established by Chapter 103F of the Hawai`i Revised Statutes; and

(3) The Judiciary’s failure to follow any procedure, requirement, or evaluation criterion contained in the RFP.

The Notice of Protest shall be postmarked by USPS or hand delivered to 1) the head of the state purchasing agency conducting the protested procurement, 2) the procurement officer who is conducting the procurement (as indicated below), within five working days of the postmark of the Notice of Findings and Decision sent to the protestor. Delivery services other than USPS shall be considered hand deliveries and considered submitted on the date of actual receipt by the Judiciary.

Terri Gearon

Financial Services Director Kauikeaouli Hale

1111 Alakea Street, 6th Floor Honolulu, HI 96813-2897

Questions regarding protest may be directed to the applicable procurement officer, identified as the programmatic contract person for the service specifications described in SECTION TWO of this RFP.

1.25 Availability of Funds

The award of a contract and any allowed renewal or extension thereof, is subject to allotments made by the Administrative Director of the Courts, and subject to the availability of State and/or Federal funds.

1.26 Monitoring and Evaluation

The criteria by which the performance of the contract will be monitored and

1-12 evaluated are:

(1) Performance/Outcome measures

(2) Output measures

(3) Quality of services

(4) Financial management

(5) Administrative requirements

1.27 General and Special Conditions of Contract

The general conditions that will be imposed contractually are attached (See SECTION FIVE, ATTACHMENT C). Special conditions may also be imposed contractually by the Judiciary, as deemed necessary

1.28 Cost Principles

To promote uniform purchasing practices among state purchasing agencies procuring health and human services under HRS Chapter 103F, state purchasing agencies will utilize standard cost principles as outlined on the SPO website. Refer to Section 1.2 Website Reference for website address. Nothing in this section shall be construed to create an exemption from any cost principle arising under federal law.

END OF SECTION

Section 2

Service Specifications

2- 1 -

Section 2 Service Specifications

2.1 Introduction

2.1.1 Description of the service goals

The goal of the requested service is to provide general civil legal services without charge to indigent residents of the State of Hawaiʻi. Applicants must be able to provide general legal services in one or more subject areas of law, such as housing, government benefits, family law, immigration, and other legal issues encountered by indigent residents.

2.1.2 Description of the target population to be served

The target population consists of indigent residents throughout the State of Hawaiʻi. “Indigent” means that clients’ income levels do not exceed 250 per cent of the applicable federal poverty level for Hawaiʻi.

2.1.3 Geographic coverage of service

Service areas include the following:

First Circuit Oʻahu Second Circuit Maui, Lanaʻi, and Molokaʻi Third Circuit Island of Hawai ̒ i Fifth Circuit Kauaʻi

The applicant shall demonstrate actual capacity to provide the required services in the area(s) in which it is applying.

Applicants may propose to service clients in one or more geographic areas.

Applicants are not required to submit separate proposals for each circuit/island. If an applicant proposes to service clients from one or more circuits/islands, the proposal shall indicate the specific services and capacities it is proposing for each circuit/island.

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2.1.4 Probable funding amounts, source, and period of availability

State general funds in the total amount of $2,200,000.00 are available during fiscal year 2027. Applicants shall propose funding amounts based on their best estimates for the cost of providing the services as described in their proposal.

Applicants may submit proposals to receive funding for the entire $2,200,000.00 or for amounts less than $2,200,000.00. Applicants may also submit scalable proposals, e.g., for $100,000.00, applicant can provide X services; for $200,000.00, applicant can provide XY services; for $2,200,000.00 applicant can provide XYZ services. The contract(s) awarded pursuant to this RFP shall be effective upon execution and shall remain in effect until June 30, 2027. Funds are only available for fiscal year 2027 (July 1, 2026 – June 30, 2027). Contingent upon appropriation by the legislature, however, the contract may be extended for an additional one (1) twelve (12) month period.

2.2 General Requirements

2.2.1 Specific qualifications or requirements, including but not limited to licensure or accreditation

(1) The proposed services must meet all required licensing or certification standards, provide assurances for fair hearing and grievance procedures for clientele, civil rights compliance, information and safeguarding practices, and provide proof of insurance coverage.

(2) The applicant shall submit in a timely manner any additional information requested by the Judiciary to make a decision on applicant’s proposal.

The Judiciary may request an oral discussion or presentation in support of the proposal.

(3) The applicant shall comply with Chapter 103F, Hawai`i Revised Statutes, Cost Principles for Purchase of Health and Human Services which can be found on the State Procurement Office website by typing “Cost Principles” in the search box. (See Section 5, Proposal Application Checklist, for the website address.)

(4) The applicant shall have an accounting system in compliance with generally accepted accounting practices.

2.2.2 Secondary purchaser participation

(Refer to HAR §3-143-608)

After-the-fact secondary purchases will not be allowed.

2.2.3 Multiple or alternate proposals

(Refer to HAR §3-143-605)

[ ] Allowed [X ] Not allowed

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Applicants may submit scalable proposals as described in Section 2.1.4.

Applicants who submit scalable proposals shall combine all proposals into one proposal (combined proposal). A combined proposal shall clearly state that multiple scalable proposals are being submitted and shall clearly delineate each separate proposal.

2.2.4 Single or multiple contracts to be awarded

(Refer to HAR §3-143-206)

Single Multiple [X] Single & Multiple

Criteria for multiple awards: Awards will be based on the applicant’s ability to provide necessary services in one or more of the geographic area(s) set forth in Section 2.1.3 above.

2.2.5 Single or multi-term contracts to be awarded

(Refer to HAR §3-143-302)

[X] Single term (2 years or less) [ ] Multi-term (more than 2 years)

Contract terms:

The contract term will cover the period during Fiscal Year 2027 from execution of the contract until June 30, 2027. Funds are only available for this initial term of the contract. The contract may be extended for an additional one (1) twelve

(12) month period, subject to the appropriation and availability of funds and satisfactory performance of services by providers. Execution of a contract amendment is required to extend the contract for another term.

2.2.6 RFP Contact Persons

The individuals listed below are the points of contact from the date of release of this RFP until the award of the contracts to providers. Written questions should be submitted through the State of Hawai`i Electronic Procurement System (HIePRO) by the day and time specified in HIePRO and Section 1.1 (Procurement Timetable) in this RFP.

Buyer Information:

Judiciary Contracts and Purchasing Office Kelly Y. Kimura Phone: (808)538-5805 Email: Kelly.Y.Kimura@courts.hawaii.gov

Specifications Contact Information:

Office of the Administrative Director of the Courts mailto:Kelly.Y.Kimura@courts.hawaii.gov

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Angela K. Min Phone: (808)539-4900 Email: Angela.K.Min@courts.hawaii.gov

2.3 Scope of Work

The scope of work encompasses the following tasks and responsibilities:

2.3.1 Service Activities

Service activities shall consist of direct legal services provided by attorneys or attorney-supervised staff to indigent residents of the State of Hawaiʻi in various civil matters, including but not limited to housing, applying for and/or maintaining government benefits, family/domestic issues, consumer issues, and immigration. Applicants are able to provide legal services in one of more subject areas of law. Services may include pro bono, judicial, and administrative advocacy and providing legal advice and information.

“Indigent” means that clients’ income levels do not exceed 250 per cent of the applicable federal poverty level for Hawaiʻi.

2.3.2 Management Requirements (Minimum and/or mandatory requirements)

2.3.2.1 Personnel

(1) All legal services shall be provided by attorneys licensed in the State of Hawai`i, or by staff who are supervised by an attorney licensed in the State of Hawai`i. Organizations that utilize volunteer attorneys to provide legal services shall ensure that the attorneys are accepted as volunteers through established procedures and that there is appropriate monitoring of the volunteer attorneys. Applicants’ personnel must have the requisite training, knowledge, and experience to effectively resolve the problems of their clientele.

(2) The applicant shall conduct a criminal history record check based on a search of www.ecrim.ehawaii.gov (Adult Criminal Conviction Information System, Hawai`i Criminal Justice Data Center) for any officer, employee, volunteer or subcontractor who provides the services described in applicant’s proposal. In addition, the applicant will conduct a search of the State and National Sex Offender Registries, http://sexoffenders.ehawaii.gov (State Sex Offender Registry), and www.nsopr.gov (National Sex Offender Public Registry), for any officer, employee, volunteer or subcontractor who provides the services described in applicant’s proposal. The record check shall be conducted at the outset of the mailto:Angela.K.Min@courts.hawaii.gov http://www.ecrim.ehawaii.gov/ http://sexoffenders.ehawaii.gov/ http://www.nsopr.gov/

2- 5 -contract period if such checks have never been conducted. A prior record check that was conducted within four (4) years of the effective date of the contract shall be valid. Results of all criminal history and sex offender registry record checks shall be maintained by the applicant and shall be available for the Judiciary to review.

The applicant shall have a written plan for addressing any findings that result from a criminal history and/or sex offender registry record check of an officer, employee volunteer or subcontractor who provides described in applicant’s proposal.

2.3.2.2 Administrative

Applicants must meet the following administrative requirements:

(1) Must be duly organized in accordance with applicable laws.

(2) Must be an organization with current and valid IRS 501(c)(3) status.

(3) Have bylaws or policies that describe the manner in which business is conducted, and policies that relate to nepotism and management of conflict of interest situations.

(4) Have procedures and guidelines that effectively screen for income eligibility and legal services requested.

(5) Have sound financial management systems, a client grievance procedure, and a method of monitoring the quality of legal services provided.

2.3.2.3 Quality assurance and evaluation specifications

Applicants shall have a quality assurance plan which identifies the mission of the organization, what services will be provided, how they are delivered, and what standards are used to assess or evaluate the quality and utilization of services. Applicants shall agree that the Judiciary may conduct a program evaluation and/or audit to assess the legal services provided to indigent clients.

2.3.2.4 Output and performance/outcome measurements

Output measures: Applicants shall maintain a record of all clients served and services provided.

Outcome measures: Applicants shall utilize measurement tools by which effectiveness of the services may be determined.

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2.3.2.5 Experience

Applicants must have demonstrated competence or qualifications to perform the required services. Applicants must have a minimum of one

(1) year experience in providing civil legal services to indigent persons.

2.3.2.6 Reporting requirements for program and fiscal data

Applicants shall submit written periodic reports and a year-end report, summarizing output and outcome data, performance accomplishments, challenges and actual expenditures of funds. Periodic reports shall be due on October 30, 2026, January 30, 2027, April 30, 2027, and June 30, 2027. A year-end report shall be due on July 31, 2027.

Reports shall consist of information on the number of clients served, the services that were provided to clients, identification of any immediate problems, and plans for resolving the problems. If requested by the Judiciary, applicants shall be required to meet with Judiciary representatives to discuss matters relating to the contract.

2.4 Compensation and Method of Payment

The initial payment will be made during the last quarter of 2026 following execution of the contract, the second payment will be made in early 2027, and final payment will be made upon completion of the contract. Payment shall be made upon submission of an invoice to the Contract Administrator, certifying that services were performed in accordance with the terms of the contract, and upon submission of reports.

2.5 Contract Monitoring and Evaluation

The criteria by which the performance of the contract will be monitored and evaluated are:

(1) Performance/Outcome Measures

(2) Output Measures

(3) Quality of Services

(4) Financial Management

(5) Administrative Requirements

Section 3

Proposal Application Instructions

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Proposal Application Instructions (Rev. 9/2014) 3-1

Section 3 Proposal Application Instructions

General instructions for completing applications:

• Proposal Applications shall be submitted to the state purchasing agency using the prescribed format outlined in this section.

• The numerical outline for the application, the titles/subtitles, and the applicant organization and RFP identification information on the top right hand corner of each page should be retained. The instructions for each section however may be omitted.

• Page numbering of the Proposal Application should be consecutive, beginning with page one and continuing through for each section. See sample table of contents in Section 5.

• Proposals may be submitted in a three ring binder (Optional).

• Tabbing of sections (Recommended).

• Applicants must also include a Table of Contents with the Proposal Application. A sample format is reflected in Section 5, Attachment B of this RFP.

• A written response is required for each item unless indicated otherwise. Failure to answer any of the items will impact upon an applicant’s score.

• Applicants are strongly encouraged to review evaluation criteria in Section 4, Proposal

Evaluation when completing the proposal.

• This form (SPOH-200A) is available on the SPO website (Refer to Section 1.2 Website

Reference). However, the form will not include items specific to each RFP. If using the website form, the applicant must include all items listed in this section.

The Proposal Application is comprised of the following sections:

• Proposal Application Identification Form

• Table of Contents

• Program Overview

• Experience and Capability

• Project Organization and Staffing

• Service Delivery

• Financial

• Other

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3.1 Program Overview

Applicant shall give a brief overview of the services being offered.

3.2 Experience and Capability

3.2.1 Necessary Skills

The applicant shall demonstrate that it has the necessary skills, abilities, and knowledge relating to the delivery of the proposed services.

3.2.2 Experience

The applicant shall describe projects/services in which it has been involved in the past year that demonstrate its ability to provide the proposed services.

3.2.3 Quality Assurance and Evaluation

The applicant shall describe its own plans for quality assurance and evaluation for the proposed services, including methodology.

3.3 Project Organization and Staffing

3.3.1 Staffing

3.3.1.1 Proposed Staffing

The applicant shall describe the proposed staffing pattern, client/staff ratio and proposed caseload capacity appropriate for the viability of the services. (Refer to the personnel requirements in Section 2, Service Specifications, as applicable.)

3.3.1.2 Staff Qualifications

The applicant shall provide the minimum qualifications (including experience) for staff assigned to the program. (Refer to the qualifications in Section 2, Service Specifications, as applicable)

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3.3.2 Project Organization

3.3.2.1 Supervision and Training

The applicant shall describe its ability to supervise, train and provide administrative direction to its staff and/or volunteers relative to the delivery of the proposed services.

3.3.2.2 Organization Chart

The applicant shall reflect the position of each staff and line of responsibility/supervision. (Include position title, name and full time equivalency) Both the “Organization-wide” and “Program” organization charts shall be attached to the Proposal Application.

3.4 Service Delivery

Applicant shall include a detailed discussion regarding its ability to provide civil legal services to indigent persons and its approach to providing such services. This discussion should include but is not limited to, the following:

Description of applicant’s past and current activities in providing civil legal services;

Description of applicant’s current staff;

A statement of the need for the proposed services, and statistical or other information that supports this statement;

If awarded a contract, an explanation of how applicant will use the funds to provide the services pursuant to this RFP,…