SFMNP OCS LBR 903 04 27 RFP for 2027 2028 final.pdf

State of Hawaii Department of Labor and Industrial Relations

Office of Community Services

Request for Proposals

Senior Farmers’ Market Nutrition Program

2027-2028

RFP No. OCS-LBR 903-04_27

Date of Issuance of this RFP: Thursday, June 25, 2026

Deadline for Submission of Proposals: Thursday, July 30, 2026

(Rev. 9/2014)

Note: It is the applicant’s responsibility to check the public procurement notice website, the request for proposals website, or to contact the RFP point-of-contact identified in the RFP for any addenda issued to this RFP. The State shall not be responsible for any incomplete proposal submitted as a result of missing addenda, attachments or other information regarding the RFP.

RFP Notice/Cover Letter (Rev 9/2014)

June 25, 2026

SUBJECT: REQUEST FOR PROPOSALS

SENIOR FARMERS’ MARKET NUTRITION PROGRAM

FEDERAL PROGRAM YEARS 2027 AND 202 8

Dear Prospective Applicant:

The Office of Community Services (OCS), which is administratively attached to the Department of Labor and Industrial Relations, is requesting proposals from qualified applicants to provide comprehensive services in at least one county under the Senior Farmers’ Market Nutrition Program (SFMNP) of the U.S. Department of Agriculture. This program provides funding for individuals who are at least 60 years old as of April 1 of the program year in which the participant wishes to participate, if the participant’s income is less than 185 percent of the federal poverty level.

The funding allows each participant to purchase $50 worth of fresh locally grown produce. Services must include, but are not limited to, organizing relationships with farmers, certifying participants, issuing coupons to participants and redeeming coupons from farmers, and providing nutrition education.

OCS administers SFMNP in each county in the State of Hawaii. An applicant may submit a proposal to administer the program in one or more than one county.

This Request for Proposals (RFP) reflects continuing use of three innovations, begun in 2021, in the SFMNP for Hawaii: First, OCS is procuring SFMNP Local Agency contracts for a two-year period, with the initial contract period being for one program year, from February 1, 2027 to October 31, 2027, with one extension available for the next program year, 2028, upon mutual agreement, subject to satisfactory performance during the initial program year and subject to the availability of funds. Second, the period for seniors to purchase local foods is extended to October 31 in each of the two years, rather than the prior closing date of September 30. Third, contracts with participating farmers and farmers’ markets will be for two-year periods, rather than for one year at a time.

Proposals shall be submitted to OCS by mail or hand-delivery. Proposals shall be mailed, postmarked by the United States Postal Service on or before Thursday, July 30, 2026, and received no later than 7 days from the submittal deadline. Hand-delivered proposals shall be received no later than 4:30 p.m., Hawaii Standard Time (HST), on Thursday, July 30, 2026, at the drop-off site designated on the Proposal Mail-in and Delivery Information Sheet. Proposals postmarked, or hand delivered after the submittal deadline shall be considered late and rejected. There are no exceptions to this requirement.

OCS will conduct a virtual orientation meeting, via conference call only, on Wednesday, July 8, 2026, at 10:30 a.m. HST. All prospective applicants should participate in the orientation meeting.

Please join the meeting at the following link:

https://us06web.zoom.us/j/86819983703?pwd=kNRJrbdzpdoQoSoswkyOAL1wXKFG3d.1 https://us06web.zoom.us/j/86819983703?pwd=kNRJrbdzpdoQoSoswkyOAL1wXKFG3d.1

RFP Notice/Cover Letter (Rev 9/2014)

Prospective Applicant

June 25, 2026 or:

One Tap Mobile: +1-253-215-8782

Meeting ID: 868 1998 3703 Passcode: F0vR1C

Written questions about this RFP may be submitted to OCS. The deadline is 4:30 p.m., HST, on Friday, July 10, 2026. All written questions will receive a written response from OCS by Tuesday, July 14, 2026.

Inquiries regarding this RFP should be directed to the contact person for this RFP, Alan B.

Burdick, at 830 Punchbowl Street, Room 420, Honolulu, Hawaii 96813, by telephone: 808- 586- 8675, or email at alan.b.burdick@hawaii.gov.

Mahalo for your interest and participation in the solicitation process. We look forward to working with you!

Sincerely, Rey Domingo Executive Director

Proposal Mail-In and Delivery Info (Rev. 9/2014)

RFP # OCS-LBR 903-04_25

PROPOSAL MAIL-IN AND DELIVERY INFORMATION SHEET

ALL MAIL-INS SHALL BE POSTMARKED BY THE UNITED STATES POSTAL SERVICE

(USPS) NO LATER THAN THURSDAY, JULY 30, 2026, and received by the state purchasing agency no later than 7 days from the submittal deadline.

ALL MAIL-INS OCS RFP COORDINATOR

ALL HAND DELIVERIES SHALL BE ACCEPTED AT THE FOLLOWING SITE

UNTIL 4:30 P.M., Hawaii Standard Time (HST), Thursday, July 30, 2026. Deliveries by private mail services such as FEDEX shall be considered hand deliveries. Hand deliveries shall not be accepted if received after 4:30 p.m., July 30, 2026.

DROP-OFF SITE

NUMBER OF COPIES TO BE SUBMITTED: Three (3) hard-copy originals plus one electronic copy of the full proposal, including all attachments, on a computer flash drive.

Office of Community Services Department of Labor and Industrial Relations, State of Hawaii 830 Punchbowl St, Room 420 Honolulu, HI 96813

Alan B. Burdick Tel: (808) 586-8675 Email: alan.b.burdick@hawaii.gov

Office of Community Services Department of Labor and Industrial Relations 830 Punchbowl Street, Room 420 Honolulu, HI 96813

RFP Table of Contents (Rev. 9/2014) i

RFP # OCS-LBR 903-04_27

Request for Proposals - Table of Contents

Section 1 – Administrative Overview

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

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

1.3 Authority ........................................................................................................ 1-3

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

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

1.6 RFP Point of Contact ..................................................................................... 1-3

1.7 Orientation ..................................................................................................... 1-4

1.8 Submission of Questions................................................................................ 1-4

1.9 Submission of Proposals ................................................................................ 1-4

1.10 Discussions with Applicants .......................................................................... 1-7

1.11 Opening of Proposals ..................................................................................... 1-7

1.12 Additional Materials and Documentation ...................................................... 1-7

1.13 RFP Amendments .......................................................................................... 1-7

1.14 Final Revised Proposals ................................................................................. 1-7

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

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

1.17 Applicant Participation in Planning ............................................................... 1-8

1.18 Rejection of Proposals ................................................................................... 1-8

1.19 Notice of Award ............................................................................................. 1-8

1.20 Protests ........................................................................................................... 1-9

1.21 Availability of Funds ..................................................................................... 1-9

1.22 General and Special Conditions of Contract ................................................ 1-10

1.23 Cost Principles ............................................................................................. 1-10

Section 2 – Service Specifications

2.1 Introduction .................................................................................................... 2-1 A. Overview, Purpose or Need .................................................................. 2-1 B. Planning Activities Conducted in Preparation for this RFP ................. 2-2 C. Description of the Service Goals .......................................................... 2-2 D. Description of the Target Population to be Served ............................... 2-2 E. Geographic Coverage of Service .......................................................... 2-3 F. Probable Funding Amounts, Source and Period of Availability........... 2-3

2.2 Contract Monitoring and Evaluation ............................................................. 2-5

2.3 General Requirements .................................................................................... 2-5

A. Specific Qualifications or Requirements Including, but not Limited to, Licensure or Accreditation ..................................... 2-5 B. Secondary Purchaser Participation ....................................................... 2-5 C. Multiple or Alternate Proposals ............................................................ 2-6 D. Single or Multiple Contracts to be Awarded ........................................ 2-6 E. Single or Multi-Term Contracts to be Awarded ................................... 2-6

RFP Table of Contents (Rev. 9/2014) ii

RFP # OCS-LBR 903-04_27

2.4 Scope of Work ............................................................................................... 2-6

A. Service Activities .................................................................................. 2-7 B. Quality Assurance and Evaluation ........................................................ 2-9 C. Facilities .............................................................................................. 2-11

2.5 Compensation and Method of Payment ....................................................... 2-11

Section 3 – Proposal Application Instructions

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

3.1 Program Overview ......................................................................................... 3-1

3.2 Competence.................................................................................................... 3-2

A. Capability .............................................................................................. 3-2 B. Coordination of Services....................................................................... 3-2

3.3 Staffing and Project Organization .................................................................. 3-2 A. Staffing .................................................................................................. 3-2 B. Project Organization ............................................................................. 3-3

3.4 Service Delivery............................................................................................. 3-3 A. Service Activities (Minimum and Mandatory Tasks and Responsibilities) ............................................................................. 3-3 B. Quality Assurance and Evaluation ................................................................... 3-4 C. Facilities .......................................................................................................... 3-4

3.5 Financial ......................................................................................................... 3-5 A. Pricing Structure ................................................................................... 3-5 B. Other Financial Related Materials ........................................................ 3-5

3.6 Other .............................................................................................................. 3-6 A. Litigation ............................................................................................... 3-6

Section 4 – Proposal Evaluation

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

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

4.3 Evaluation Criteria ......................................................................................... 4-1

A. Phase 1 – Evaluation of Proposal Requirements .................................. 4-1 B. Phase 2 – Evaluation of Proposal Application Chart ............................ 4-2 C. Phase 3 – Recommendation for Award ................................................ 4-7

Section 5 – Attachments

Attachment A. Proposal Application Checklist Attachment B. Sample Proposal Table of Contents

Section 1

Administrative Overview

1-1 RFP Administrative Overview (Rev. 9/2014)

Section 1 Administrative Overview

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.

1.1 Procurement Timetable

Note that the procurement timetable represents the State’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

Public notice announcing Request for Proposals (RFP) Thursday, June 25, 2026

Distribution of RFP Thursday, June 25, 2026

RFP orientation session Wednesday, July 8, 2026

Closing date for submission of written questions for written responses Friday, July 10, 2026

State purchasing agency’s response to applicants’ written questions Tuesday, July 14, 2026

Proposal submittal deadline Thursday, July 30, 2026

Proposal evaluation period July 31, 2026, to August 14, Provider selection Friday, August 14, 2026

Notice of Statement of Findings and Decision Friday, August 14, 2026

Contracting period August 17, 2026, to August 31, 2026

Contract start date February 1, 2027

1-2 RFP Administrative Overview (Rev. 9/2014)

1.2 Website Reference

Item Website

1 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 https://hands.ehawaii.gov/hands/opportunities

Hawaii Revised Statutes (HRS) and Hawaii Administrative Rules (HAR) for Purchases of Health and Human Services http://spo.hawaii.gov/references

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

6 Cost Principles http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health- human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ Search: Keywords “Cost Principles”

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

8 Hawaii Compliance Express (HCE) http://vendors.ehawaii.gov/hce/splash/welcome.html

9 Hawaii Revised Statutes http://capitol.hawaii.gov/hrscurrent

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

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 Hawaii website at http://hawaii.gov) http://spo.hawaii.gov/for-vendors/vendor-guide/methods-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/ 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/ 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/ 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/ 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/ 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/ https://hands.ehawaii.gov/hands/opportunities http://spo.hawaii.gov/references http://hawaii.gov/forms/internal/department-of-the-attorney-general/ag-103f13-1/view http://hawaii.gov/forms/internal/department-of-the-attorney-general/ag-103f13-1/view http://hawaii.gov/forms/internal/department-of-the-attorney-general/ag-103f13-1/view http://spo.hawaii.gov/ http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health-human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health-human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health-human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health-human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health-human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ http://spo.hawaii.gov/for-state-country-personnel/programs/procurement/solicitation/health-human-services/methods-of-procurement/competitive-procurement/cost-principles-hrs-chapter-103f-purchases-of-health-and-human-services/ http://spo.hawaii.gov/for-vendors/vendor-guide/protests-for-health-and-human-services/ http://spo.hawaii.gov/for-vendors/vendor-guide/protests-for-health-and-human-services/ http://spo.hawaii.gov/for-vendors/vendor-guide/protests-for-health-and-human-services/ http://vendors.ehawaii.gov/hce/splash/welcome.html 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/

1-3 RFP Administrative Overview (Rev. 9/2014)

1.3 Authority

This RFP is issued under the provisions of the Hawaii 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 State purchasing agency.

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

1.5 Contracting Office

The Contracting Office is responsible for overseeing the contract(s) resulting from this RFP, including system operations, fiscal agent operations and monitoring and assessing applicant performance. The Contracting Office is:

Office of Community Services Department of Labor and Industrial Relations State of Hawaii 830 Punchbowl Street, Room 420 Honolulu, Hawaii 96813 Phone: 808-586-8675

1.6 RFP Point-of-Contact

From the release date of this RFP until the selection of the successful applicant, any inquiries and requests shall be directed to the sole point-of-contact identified below.

Alan B. Burdick Program Specialist for Senior Farmers’ Market Nutrition Program Phone: 808-586-8675 Email: alan.b.burdick@hawaii.gov mailto:alan.b.burdick@hawaii.gov

1-4 RFP Administrative Overview (Rev. 9/2014)

1.7 Orientation

A virtual orientation meeting for applicants in reference to the request for proposals will be held, via conference call, as follows:

Date: Wednesday, July 8, 2026 Time: 10:00 a.m.

Join Zoom Meeting: https://us06web.zoom.us/launch/jc/86819983703 Meeting ID: 868 1998 3703 Passcode: F0cR1C

One Tap Mobile: 1(253)215-8782

Applicants are encouraged to submit written questions prior to the orientation call.

Impromptu questions will be permitted during the orientation call and spontaneous answers provided at the State purchasing agency’s discretion. However, answers provided during the orientation are only intended as general direction and may not represent the State purchasing agency’s formal position. Formal official responses will be provided in writing. To ensure a written response, any oral questions should be submitted in writing following the close of the orientation, but no later than the submittal deadline for written questions stated in subsection 1.8, Submission of Questions.

1.8 Submission of Questions

Applicants may submit questions to the RFP point-of-contact identified in Section 1.6.

Written questions should be received by the date and time specified in Section 1.1 Procurement Timetable. The state purchasing agency will respond to written questions by way of an addendum to the RFP.

Deadline for submission of written questions:

Date: Friday, July 10, 2026 Time: 4:30 p.m. – HST

State purchasing agency responses to applicants’ written questions will be provided by:

Date: Tuesday, July 14, 2026

1.9 Submission of Proposals

A. Forms/Formats. Forms, with the exception of program-specific requirements, may be found on the State Procurement Office website referred to in Section 1.2, Website Reference. Refer to Section 5, Proposal Application Checklist for the location of program specific forms.

1. Proposal Application Identification (Form SPOH-200). Provides applicant proposal identification.

2. Proposal Application Checklist. The checklist provides applicants specific program requirements, reference and location of required RFP proposal forms, and the order in which all proposal components should be collated and submitted to the state purchasing agency.

1-5 RFP Administrative Overview (Rev. 9/2014)

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

4. Proposal Application (Form SPOH-200A). Each Applicant shall submit comprehensive narratives that address all proposal requirements specified in this

RFP.

B. Program-Specific Requirements. Program-specific requirements are included in Sections 2 and 3, as applicable. Required Federal and/or State certifications are listed on the Proposal Application Checklist in Section 5.

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

D. Applicant Compliance. All applicants shall comply with all laws governing entities doing business in the State.

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

2. Labor Law Compliance. Pursuant to HRS §103-55, applicants shall comply 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.

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.

Applicants may register with Hawaii Compliance Express (HCE) for online compliance verification from the DOTAX, IRS, DLIR, and DCCA. There is a nominal annual registration fee (currently $12) for the service. The HCE’s online “Certificate of Vendor Compliance” provides the registered applicant’s current compliance status as of the issuance date, and it is accepted for both contracting and final payment purposes. Refer to Section 1.2, Website Reference, for HCE’s website address.

1-6 RFP Administrative Overview (Rev. 9/2014)

Applicants 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 applicants. All certificates must be valid on the date they are received by the state purchasing agency. The tax clearance certificate must have an original green certified copy stamp and must 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 the date of issue.

E. Wage 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.

F. 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 and appropriated by a legislative body. Refer to Section 1.2, Website Reference for statutes and Campaign Spending Commission website address.

G. Federal Contracting Registration. Applicants shall obtain and provide to the State a

Data Universal Numbering System (DUNS) Number from Dun & Bradstreet (D&B).

The DUNS Number is a unique number identifier that is required for all grant applicants for new or renewal awards submitted on or after October 1, 2003. The DUNS Number is a supplement to other identifiers, such as EIN. All applicants shall also obtain and keep active a system for Award Management (SAM) Account from www.sam.gov, which is required to receive funding from Federal contracts or grants.

The SAM Account furnishes proof that the applicant has no active exclusions as of the issuance date and is accepted for contracting purposes.

H. 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.

I. Proposal Submittal. All mail-ins shall be postmarked by the United States Postal System (USPS) and received by the state purchasing agency no later than the submittal deadline indicated on the attached Proposal Mail-in and Delivery Information Sheet, or as amended. All hand deliveries shall be received by the state purchasing agency by the date and time designated on the Proposal Mail-In and Delivery Information Sheet, or as amended. Proposals shall be rejected when:

1. Postmarked after the designated date; or http://www.sam.gov/

1-7 RFP Administrative Overview (Rev. 9/2014)

2. Postmarked by the designated date but not received within 7 days from the submittal deadline; or

3. If hand-delivered, received after the designated date and time.

The number of copies required is located on the Proposal Mail-In and Delivery Information Sheet. Deliveries by private mail services such as FEDEX shall be considered hand deliveries and shall be rejected if received after the submittal deadline.

Dated USPS shipping labels are not considered to be postmarks.

1.10 Discussions with Applicants

A. Prior to Submittal Deadline. Discussions may be conducted with potential applicants to promote understanding of the purchasing agency’s requirements.

B. 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 HAR §3-143-403.

1.11 Opening of Proposals

Upon the state purchasing agency’s receipt of a proposal at a designated location, proposals, modifications to proposals, and withdrawals of proposals shall be date-stamped, and when possible, time-stamped. All documents so received shall be held in a secure place by the state purchasing agency and not examined for evaluation purposes until the submittal deadline.

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

1.12 Additional Materials and Documentation

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

1.13 RFP Amendments

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

1.14 Final Revised Proposals

If requested, final revised proposals shall be submitted in the manner and by the date and time specified by the state purchasing agency. If a final revised proposal is not submitted, the previous submittal shall be construed as the applicant’s final revised proposal. The applicant shall submit only the section(s) of the proposal that are amended, along with the Proposal Application Identification Form (SPOH-200). After final revised proposals are

1-8 RFP Administrative Overview (Rev. 9/2014) received, final evaluations will be conducted for an award.

1.15 Cancellation of Request for Proposal

This RFP may be canceled and any or all proposals may be rejected in whole or in part, if OCS determines that it is in the best interest of the State to do so.

1.16 Costs of Preparation of Proposal

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

1.17 Applicants Participation in Planning

Applicants, awarded a contract resulting from this RFP, are required are not required to participate in the state purchasing agency’s future development of a service delivery plan pursuant to HRS §103F-203.

Applicant participation in a state purchasing agency’s efforts to plan for or to purchase health and human services prior to the release of an RFP, including the sharing of information on community needs, best practices, and applicants’ resources, shall not disqualify applicants from submitting proposals, if conducted in accordance with HAR §§3-142-202 and 3-142- 203.

1.18 Rejection of Proposals

The State 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:

A. Rejection for failure to cooperate or deal in good faith. (HAR §3-141-201) B. Rejection for inadequate accounting system. (HAR §3-141-202) C. Late proposals (HAR §3-143-603) D. Inadequate response to request for proposals (HAR §3-143-609) E. Proposal not responsive (HAR §3-143-610(a)(1)) F. Applicant not responsible (HAR §3-143-610(a)(2))

1.19 Notice of Award

A statement of findings and decision shall be provided to each responsive and responsible applicant by mail upon completion of the evaluation of competitive purchase of service proposals.

1-9 RFP Administrative Overview (Rev. 9/2014)

Any agreement arising out of this solicitation is subject to the approval of the Department of the Attorney General as to form, and to all further approvals, including the approval of the Governor, required by statute, regulation, rule, order or other directive.

No work is to be undertaken by the applicant awarded a contract prior to the contract commencement date. The State of Hawaii is not liable for any costs incurred prior to the official starting date.

1.20 Protests

Pursuant to HRS §103F-501 and HAR Chapter 148, 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:

A. A State purchasing agency’s failure to follow procedures established by Chapter 103F of the Hawaii Revised Statutes;

B. A State purchasing agency’s failure to follow any rule established by Chapter 103F of the Hawaii Revised Statutes; and

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

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 and 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 state purchasing agency.

Head of State Purchasing Agency Procurement Officer Name: Jade T. Butay Name: Lynn Araki-Regan Title: Director, DLIR Title: Administrative Services Officer, DLIR Mailing Address: 830 Punchbowl Street Room 321, Honolulu, HI, 96813

Mailing Address: 830 Punchbowl Street Room 309, Honolulu, HI, 96813

Business Address: Same Business Address: Same

1.21 Availability of Funds

The award of a contract and any allowed renewal or extension thereof, is subject to allotments made by the Director of Finance, State of Hawaii, pursuant to HRS Chapter 37, and subject to the availability of Federal funds.

1-10 RFP Administrative Overview (Rev. 9/2014)

1.22 General and Special Conditions of Contract

The general conditions that will be imposed contractually are on the SPO website. Special conditions may also be imposed contractually by the state purchasing agency, as deemed necessary.

1.23 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.

Section 2

Service Specifications

2-1 RFP Service Specification (Rev. 9/2014)

Section 2 Service Specifications

2.1 Introduction

A. Overview, Purpose or Need. The U.S. Department of Agriculture (USDA) created the Senior Farmers’ Market Nutrition Program (SFMNP) in 2001 to provide low-income seniors with fresh, nutritious, locally grown produce through independent farmers and farmers’ markets. Key elements of the SFMNP include:

1. Participants (clients) are individuals at least 60 years old as of April 1 of the year of participation, having household incomes of not more than 185% of the U.S.

Federal Poverty Guidelines for Hawaii;

2. SFMNP operates through a coupon issuance and redemption system;

3. Each participant receives one coupon book of ten $5 coupons, redeemable only in the county of origin, for eligible foods at participating independent farmers and farmers’ markets;

4. Eligible foods are fresh, nutritious and unprocessed locally grown fruits, vegetables, herbs, and honey;

5. Nutrition education is provided to enhance the consumption of fruits and vegetables;

6. Participants may redeem coupons between April 1, 2027, through October 31, 2027, during the first program year, and April 1, 2028, through October 31, 2028, for the second program year under this RFP;

7. Under USDA requirements, participants must apply and qualify for the program each year; participating farmers and farmers’ markets will have two-year contracts with the program;

8. SFMNP is governed primarily by Title 7, Part 249 of the Code of Federal Regulations (7 CFR §249); and

9. Federal and state procurement regulations apply.

The Office of Community Services (OCS) manages the SFMNP program in Hawaii.

In SFMNP Program Year 2026, OCS and its service providers operated the SFMNP in all four counties, worked with more than 70 farmers, and provided coupons to approximately 7,500 low-income seniors.

NOTE: The Office of Community Services describes each year of the SFMNP as a “Program Year.” By contrast, the U.S. Department of Agriculture often describes each such year, imprecisely, as a “Federal Fiscal Year (FFY)”. Since the contract for each year of the program begins on February 1 and ends on October 31, the contract straddles more than one Federal Fiscal Year, because a Federal Fiscal Year ends on September 30 of each calendar year, with one month falling in the next FFY. Accordingly, OCS uses the term Program Year in this RFP and in administration of the program, but

2-2 RFP Service Specification (Rev. 9/2014) applicants should be aware that USDA uses the term “Federal Fiscal Year” to refer to the SFMNP program year.

B. Planning Activities Conducted in Preparation for this RFP

To design the service for Program Years 2027 and 2028:

1. OCS has relied on information OCS has gained in its prior management of

SFMNP for approximately ten years;

2. On May 12, 2026, OCS issued a Request for Information; OCS notes that it received no responses to the Request;

3. OCS will submit by November 15, 2026, a State Plan of Operations to USDA Food and Nutrition Service (FNS) for Program Year 2027; similarly, OCS plans to submit by November 15, 2027, a State Plan of Operations to USDA Food and Nutrition Service (FNS) for Program Year 2028;

4. OCS has engaged in ongoing communications with staff of the local agencies that have served SFMNP over the past ten or more years, and it has continually considered the views of service providers, and service recipients and community advocacy organizations regarding conditions that affect the achievement of mandated goals of the SFMNP; and

5. OCS has consistently updated its service specifications based on experience and federal guidance.

C. Description of the Service Goals

The service goals of the SFMNP are to:

1. Provide fresh, nutritious, unprepared, locally grown fruits, vegetables, honey and herbs from participating independent farmers and farmers’ markets to participating low-income seniors; and

2. Increase the domestic consumption of agricultural commodities by expanding or aiding in the expansion of domestic farmers’ markets, roadside stands, Community- Supported Agriculture (CSA) programs. (This is a statement of nationwide goals.

In Hawaii, the SFMNP does not include a CSA component, and roadside stands are operated by independent farmers who participate in the program on such basis.)

D. Description of the Target Population to be Served

Pursuant to 7 CFR §249.6, OCS determined that individuals who are eligible to receive benefits under the SFMNP should be those who meet the following three criteria:

1. Age. Participants must be at least 60 years old as of April 1 of the Program Year in which the person will be participating.

2. Residency. Participants must be residents of the State of Hawaii and must reside in the county where the participant has applied for receipt of coupons. A participant may receive program benefits in one county only and may receive only one coupon

2-3 RFP Service Specification (Rev. 9/2014) booklet of $50 worth of coupons per program year.

3. Income. Participants must have a maximum household income of no more than 185% of the Federal Poverty Guidelines for Hawaii, as established by the U.S. Department of Health and Human Services (https://aspe.hhs.gov/poverty-guidelines).

E. Geographic Coverage of Service

Service areas are:

City and County of Honolulu County of Hawaii County of Maui – Islands of Maui and Molokai only County of Kauai

Applicants may propose to service clients in one or more counties. Applicants that propose to serve more than one county are not required to submit separate proposals for each county. If an applicant proposes to service clients in more than one county, the applicant must identify the counties it is proposing to serve and must provide relevant details relating to each county.

F. Probable Funding Amounts, Source and Period of Availability

Funding. USDA has not yet determined the State’s SFMNP allocation for Program Years 2027 or 2028; however, OCS anticipates funding for each of those years to be comparable to USDA regular-operations funding for 2026, which is expected to total approximately $425,000.

In allocating funding to the counties, OCS will abide by the following requirements and apply the following guidelines:

1. The participant benefit level will remain at $50.00 per person (this limit is required by USDA regulation, 7 CFR §249.8(b));

2. The food funding will be allocated to the counties, in primary part according to the most recent the U.S. Census Bureau’s Small Area Income and Poverty Estimate (SAIPE) for Hawaii and, in minor part, pursuant to the ability of the counties to service the population, as indicated by past performance and current staffing;

3. SFMNP regulations limit administrative expenditures to 10% of the funding provided by USDA. The remaining minimum of 90% is reserved for food; see 7 CFR §249.12(a)(1)(i) and 7 CFR §249.14(g); and

4. OCS will retain 20% of the Statewide administrative funding and will distribute the remaining administrative funding to the service providers on a participant per-capita basis.

As of the end of Program Year 2026, Hawaii’s SFMNP caseload was allocated by county as follows:

https://aspe.hhs.gov/poverty-guidelines

2-4 RFP Service Specification (Rev. 9/2014)

City and County of Honolulu 4,692 County of Hawaii 1,685 County of Maui 857 County of Kauai 276

State total 7,510

Depending on county-by-county end-of-year performance in Program Year 2026, OCS intends to use the allocation above as a guide for Program Years 2027 and 2028, although OCS reserves the right to modify the allocation if needed on the basis of new information as it becomes available.

USDA distributes SFMNP funds in installments. OCS expects the first installment for Program Year 2027 to be received in January 2027. The first installment usually represents about 80% of the total award for the year. The second installment tends to be in April or May of each Program Year and comprises about 10% of the total grant for the Program Year. A final, very small installment may be made in or around June or July. OCS expects the relative sizes and dates of the installments in 2028 to be similar. Please note that, in 2026, the initial grant was late, and there was only one supplemental grant.

In Program Year 2026, the administrative funding paid to the service providers has averaged approximately $4 per participant. Assuming that the overall USDA grant to Hawaii for SFMNP remains relatively unchanged, a service provider should expect that the administrative funding available to the service providers per participant will remain approximately $4.

Allocations of Funding: County-by-County allocations of funding will be primarily based on the latest available “Small Area Income and Poverty Estimates” (“SAIPE”) prepared by the US Census Bureau At the time of this writing, the latest available SAIPE report was issued in January 2026 for conditions in 2024. The figures listed below are the Census Bureau’s mid-point estimated figures: https://www.census.gov/data- tools/demo/saipe/ #/?s_state= 15&s_county=&s_district=&s_geography=county. The population TOTALS are from the 2024 State of Hawaii Data Book, Table 1.09-- DE FACTO POPULATION, BY COUNTY, as of 2024.

Under the applicable federal regulations, a minimum of 90 percent of the USDA grant must be allocated for the food that participants will be able to purchase at farmers’ markets, and that no more than 10 percent of the grant funds may be used for administrative purposes.

See 7 CFR §249.12(a)(1)(i).

Total People in % in Poverty County’s % of Statewide Estimated Population Poverty in Area Within Area Poverty population Initial Food Funding State 1,408,716 140,891 10.0% -- $378,000 Hawaii County 202,717 32,607 15.7% 23.14% 87,447 Honolulu County 990,298 85,360 9.5% 60.6% 229,008 Maui County 194,883 16,013 9.9% 11.37% 42,977 Kauai County 83,358 6,912 9.5% 4.9% 18,568 https://www.census.gov/data-%20tools/demo/saipe/#/?s_state=%2015&s_county=&s_district=&s_geography=county https://www.census.gov/data-%20tools/demo/saipe/#/?s_state=%2015&s_county=&s_district=&s_geography=county

2-5 RFP Service Specification (Rev. 9/2014)

Comments on Anticipated Allocations: (1) OCS may refrain from issuing an award with respect to any given county if, in its sole discretion, it determines that no proposal for that particular county is programmatically and/or financially viable; and (2) OCS will reserve the authority, in the RFP and in the notices of awards, to transfer funding and caseload among service providers and counties, and/or to refrain from awarding supplemental funding, if a service provider’s program progress fails to meet expectations for productively spending down the funds allocated to the service provider.

2.2 Contract Monitoring and Evaluation

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

A. Outcome Performance Measurements B. Quality of Services C. Financial Management D. Administrative Requirements E. Civil Rights Compliance

2.3 General Requirements

A. Specific Qualifications or Requirements Including, but not Limited to, Licensure or Accreditation

1. The applicant agrees to have its SFMNP administrative work in operation by

February 1, 2027 and pending the release of SFMNP funds, to complete all program activities by October 31, 2027 for Program Year 2027, and to have its SFMNP administrative activities in operation by February 1, 2028, and pending the release of SFMNP funds, to complete all program activities by October 31, 2028 for Program Year 2028.

2. The applicant must ensure that participating Farmers’ Markets and Farmers provide reasonable accommodations to assure services are available to SFMNP participants who have physical limitations.

3. The applicant must assure and be responsible for the continuity of service activities in the event of staff illness, medical emergencies, vacancies or other situations that result in program resources that are less than proposed and contracted for. The applicant must not require or depend on the State agency’s staff to provide service activities if program resources are not available due to any of the above situations.

4. The applicant must use credible and established measurement tools to evaluate program effectiveness in achieving outcomes.

5. The applicant must provide nutrition education to emphasize the relationship of proper nutrition to good health, including the importance of consuming fruits and vegetables.

6. The applicant must ensure that an appropriate number of farmers (including those who may be operating roadside stands) and farmers’ markets are authorized for adequate participant access in the proposed service area(s).

2-6 RFP Service Specification (Rev. 9/2014)

B. Secondary Purchaser Participation Refer to HAR §3-143-608

After-the-fact secondary purchases – will be allowed.

Planned secondary purchases – None

C. Multiple or Alternate Proposals (Refer…