RFP-SA- 27-01

STATE OF HAWAII

STADIUM AUTHORITY

POSTED DATE: _October 20, 2026

REQUEST FOR PROPOSALS

No. RFP-SA-27-01 SEALED OFFERS

FOR

Services to Manage, Coordinate, and Market the Aloha Stadium Swap Meet and Marketplace

Stadium Authority

Department of Business, Economic Development and Tourism

Michael R. Yadao Procurement Officer Stadium Authority

RFP-SA- 27-01

TABLE OF CONTENTS

RFP-SA-27-01 Services to Manage, Coordinate, and Market the Aloha Stadium Swap Meet and Marketplace for the Stadium Authority Department of Business, Economic Development and Tourism.

Section Description Page

NOTICE TO OFFERORS 1

SECTION ONE INTRODUCTION AND KEY DATES 2

1.01 Terms and Acronyms 2

1.02 Introduction 3

1.03 Cancellation 3

1.04 Contract Term 3

1.05 Significant Dates Schedule 4

SECTION TWO BACKGROUND AND MONETARY GOALS 5

2.01 Background 5

SECTION THREE SCOPE OF SERVICES 6

3.01 Contractor Responsibilities 6

3.02 Minimum Expected/Performance Standards 14

3.03 Authority’s Rights and Responsibilities 14

SECTION FOUR PROPOSAL FORMAT AND CONTENT 17

SECTION FIVE EVALUATION CRITERIA 21

SECTION SIX SPECIAL PROVISIONS 23

SECTION SEVEN ATTACHMENTS & EXHIBITS 36

IT IS THE RESPONSIBILITY OF ALL OFFERORS TO CHECK THE TABLES OF CONTENTS TO

CONFIRM THAT ALL PAGES LISTED THEREIN ARE CONTAINED IN THEIR RFP PACKAGE.

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NOTICE TO OFFERORS

The Stadium Authority RFP-SA-27-01, Services to Manage, Coordinate, and Market the Aloha Stadium Swap Meet and Marketplace, is issued and will be awarded through the State of Hawaii’s electronic procurement system (HIePRO). All offer responses must be submitted electronically through HIePRO no later than 2:00 p.m., November 20, 2026. Offers received after the due date and time or received in a form other than electronically through HIePRO will not be considered.

Offerors are advised that they should not wait until the last minute to submit their offer through HIePRO.

Offerors are solely responsible for ensuring that their electronic submission through HIePRO is complete and all necessary files are attached to their offer prior to the RFP due date and time. The Stadium Authority shall not be responsible for any delay or failure of any Offeror to submit any materials updated through the RFP process on timely basis.

Electronic Procurement Offerors interested in responding to this electronic solicitation must be registered on HIePRO. To register, visit the following link: https://hiepro.ehawaii.gov/videos/video/vendor_registration.html.

Reference the Vendor Quick Reference Guide for additional information at https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf.

HIePRO will be the system of record for the issuance of the RFP, to receive the proposal requirements, issue Amendments, and make award for the RFP. Amendments and other information and materials provided through HIePRO, may include additions or changes with respect to the due date and time.

Special instructions in HIePRO related to this solicitation are incorporated herein and made a part of this RFP through reference. Offerors shall review all special instructions in HIePRO.

Pre-Proposal Conference A pre-proposal conference will be conducted on Friday, October 23, 2026, at 10:00 a.m., Hawaii Standard Time (HST) via Teams. The link to the pre-bid conference will be provided in HIePRO.

Questions and Clarifications All questions and requests for clarifications must be submitted electronically through HIePRO.

Questions must be submitted no later than 10:00 a.m. HST, on October 29, 2026. Responses to questions submitted via HIePRO will be made no later than 10:00 a.m. HST, on November 4, 2026.

The Stadium Authority may refuse to answer any questions received outside of HIePRO or after the Questions/Answers deadline.

https://hiepro.ehawaii.gov/videos/video/vendor_registration.html https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf

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SECTION ONE: INTRODUCTION AND KEY DATES

1.01 TERMS AND ACRONYMS

Authority = The Stadium Authority, the entity for which this solicitation is issued.

BAFO = Best and Final Offer Contract Administrator = The Stadium Manager or designee, as identified in Section

6.05, Special Provisions, of this RFP.

CPO = Chief Procurement Officer DBEDT = Department of Business, Economic Development and

Tourism GC = General Conditions, Form AG008 GET = General Excise Tax Gross Receipts = Gross receipts mean the total amount received or realized by, or accruing to the Contractor from all sales, whether for cash or credit, whether collected or uncollected, made pursuant to rights authorized in the contract; provided that gross receipts shall exclude any Contractor payments to the Hawaii State Tax Collector for general excise tax and use tax, if applicable, included in the retail price, paid by the customers and not separately collected by the Contractor, as well as credit card transaction fees assessed to Contractor on vendor payment(s) by credit card.

HAR = Hawaii Administrative Rules HRS = Hawaii Revised Statutes Manager = The Stadium Manager of the Stadium Authority Offeror = Any individual, partnership, firm, corporation, joint venture, or representative or agent, submitting an offer in response to this solicitation.

Procurement Officer = The contracting officer for the Stadium Authority, State of Hawaii.

RFP = Request for Proposals SPO = State Procurement Office of the State of Hawaii, located at 1151 Punchbowl Street, Room 416, Honolulu, HI 96813; P.O. Box 119, Honolulu, HI 96810-0119

Stadium Property = Stadium Authority property, location of the Swap Meet.

State = State of Hawaii, including the DBEDT and the Stadium

Authority Swap Meet = Aloha Stadium Swap Meet and Marketplace Swap Meet Area = Area on the Stadium Property designated for the Swap Meet

1.02 INTRODUCTION

The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified individuals or entities to independently operate the Aloha Stadium Swap Meet and Marketplace within the Swap Meet Area on the Stadium Property, including comprehensive management, marketing, 3 RFP-SA- 27-01 coordination, and operations. The selected Contractor shall ensure that it operates in a coordinated, efficient, and professional manner that aligns with the operational objectives and mission of the Stadium Authority.

The Stadium Authority seeks innovative and results-driven proposals that will enhance the overall success of the Swap Meet and Marketplace by expanding the vendor base, increasing customer attendance, strengthening marketing and promotional efforts, and improving the overall vendor and visitor experience. The Contractor shall work collaboratively with Stadium Authority staff, partners, tenants, vendors, and event organizers to ensure the successful execution of Swap Meet operations on the Stadium Property while supporting the Authority's strategic goals for the evolving Stadium Property.

This RFP is intended to secure the services of a single Contractor (hereinafter referred to as “Contractor” or “Offeror).

1.03 CANCELLATION

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

1.04 CONTRACT TERM

The term of the contract will be three (3) years from the Contract Start Date with an option to extend, if mutually agreeable, by up to two (2) additional periods of up to one (1) year each.

1.05 SIGNIFICANT DATES SCHEDULE

The significant dates set out below present the State's best estimate of the anticipated schedule of events. If a component of this schedule, such as the opening date, is delayed, the rest of the schedule will likely be shifted accordingly, by the same number of days or within a reasonable number of days.

RFP Advertised and Issued Tuesday, October 20, 2026

Non-Mandatory Pre-Proposal Conference (10:00 a.m. HST via Teams, Link to be provided in HIePRO)

Friday, October 23, 2026

Closing date for Submission of Questions Thursday, October 29, 2026 (10:00 a.m. HST)

State’s Response to Offeror’s Questions Wednesday, November 4, 2026 (10:00 a.m. HST)

Closing Date for Receipt of Proposals Friday, November 20, 2026 (2:00 p.m. HST)

Proposal Review Period November 20 – 25, 2026

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Contractor Selection and Notice of Award Wednesday, November 25, 2026

Issuance of Notice to Proceed Tuesday, December 1, 2026

Contract Start Date January 1, 2027

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SECTION TWO: BACKGROUND AND MONETARY GOALS

2.01 BACKGROUND

Established in 1979, the Aloha Stadium Swap Meet and Marketplace has grown into the largest open-air market in the State of Hawaiʻi and is recognized as one of the state's premier shopping and visitor attractions. Operating three days a week, the Swap Meet and Marketplace features hundreds of local businesses, artisans, farmers, food vendors, and small retailers offering a diverse selection of locally made products, fresh produce, collectibles, apparel, gifts, and unique Hawaiʻi-made merchandise. The marketplace serves both residents and visitors, providing an affordable venue that supports local entrepreneurship while contributing to the state's economy and tourism industry.

July 1, 2024, to June 30, 2025 (12 months period)

July 1, 2025, to June 30, 2026 (12 months period)

No. of event dates 154 155

Sellers Revenue $5,102,803 5,131,194

Buyers Admission $1,551,537 1,461,175

Gross Revenues $6,654,340 6,592,369

Above numbers have been rounded off to the nearest dollar. Refer to Exhibit A for additional information on Gross Revenue from Vendors, Gross Revenue from Buyers and Commission Paid to the Contractor.

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SECTION THREE: SCOPE OF SERVICES

3.01 CONTRACTOR RESPONSIBILITIES

The Contractor shall provide a sufficient number of qualified, trained, and supervised personnel necessary to safely, efficiently, and successfully operate all aspects of the Aloha Stadium Swap Meet and Marketplace, including the management of Authority owned assets located within the Swap Meet and Marketplace footprint (see Exhibit D). The Contractor shall:

a. VENDOR OPERATIONS

1. Recruit and retain merchandise and food & beverage vendors.

2. Register vendors and verify permits and licenses.

3. Ensure vendors display required licenses.

4. Collect vendor fees and maintain records.

5. Assign and manage vendor booth locations.

6. Assign, manage, and maintain all Authority owned retail (40’ shipping containers) units.

7. Conduct daily vendor check-in and check-out.

8. Enforce vendor rules and compliance requirements.

9. Resolve vendor issues and provide customer service.

10. Ensure ADA accessibility and compliance requirements.

11. Ensure all vendor booths maintain a professional, clean, and cohesive aesthetic look that aligns with the Stadium Authority standards.

12. Work with the Authority to establish a diverse mix of food and beverage vendors to enhance the swap meet experience.

13. Provide a minimum of one (1) food and beverage booth for every 750 customers in attendance, or as agreed upon by the Authority.

14. Ensure all marketplace and food and beverage vendors remain open and operational until the advertised closing time of the swap meet. Vendors shall not cease operations, begin breakdown activities, or vacate their assigned spaces prior to the scheduled closing time without prior approval from the Contractor.

15. Shall hold quarterly open forums or meetings with vendors to discuss any problems, changes in operational procedures or issues and submit a written summary within seven

(7) days of that meeting to the contract administrator or any representative as designated by the Manager.

16. Upon the request by the Manager, the Contractor shall furnish a listing and map of Swap Meet and Marketplace vendors, their locations on Stadium Property, vendor fees/rentals paid at the Swap Meet, and vendor contact information.

17. Keep all aisles and lanes (for large emergency vehicle access and pedestrians) clear during all hours of the Swap Meet operation.

18. Not change the vendor selling areas without prior written approval from the Manager.

19. Perform additional related duties as required by the Authority.

b. PARKING & TRAFFIC OPERATIONS

1. Manage customer and vendor parking.

2. Collect and report buyer admission fees.

3. Develop, manage, and implement traffic control plans.

4. Provide and maintain directional signage, barricades, and traffic control devices.

5. Ensure ADA parking accessibility and compliance.

6. Perform additional related duties as required by the Authority.

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c. PUBLIC SAFETY OPERATIONS

1. Provide and pay for trained security personnel to ensure the public's safety for all Swap Meet events. At a minimum, the trained security personnel shall include not less than one

(1) law enforcement officer (Honolulu Police Department (HPD) special duty officer, State Deputy Sheriff, etc.) located at the stadium's main entry gate and private security personnel at other buyer (vehicular and pedestrian) and vendor entry points to the Swap Meet.

2. Manage a security team to monitor and patrol the Swap Meet grounds.

3. Provide crowd management and incident response.

4. Prepare incident and accident reports. Submit reports to the Authority no later than seven (7) calendar days from the incident/accident date.

5. Maintain emergency preparedness and evacuation procedures.

6. Provide first aid services, supplies, and medical response.

7. Manage lost and found operations.

8. Conduct routine facility inspections before, during, and after operations.

9. Maintain emergency access lanes.

10. Perform additional related duties as required by the Authority.

d. CUSTODIAL OPERATIONS

1. Keep the Swap Meet premises free and clear of trash and other unsightly objects or conditions.

2. Monitor cleanliness throughout operating hours.

3. Monitor and clean customer picnic tables during peak hours.

4. Collect and dispose of waste.

5. Manage recycling programs.

6. Provide all custodial equipment and supplies to clean, stock, and maintain the swap meet restrooms and premises.

7. Provide at their own expense trash dumpsters to haul all Swap Meet and events trash.

8. Perform additional related duties as required by the Authority.

e. MAINTENANCE OPERATIONS

1. Be responsible for repairing any damage to the venue infrastructure caused by vendors and buyers.

2. Be responsible for conducting regular inspections (pre-, during, and post-event) of the Swap Meet Area and taking immediate and appropriate action to remedy any situation that would create a potential danger to any party/patron/vendor/general public entering the Stadium Property during the hours of the Swap Meet.

3. Perform additional related duties as required by the Authority.

f. SPECIALTY EVENTS

1. Plan, promote and coordinate a minimum of twelve (12) specialty events in each calendar year. Specialty events can be conducted during regular Swap Meet hours or on non-Swap Meet days and must be located within the Swap Meet Area.

2. Integrate vendors into specialty events.

3. Have the authority to adjust vendor fees for specialty events, subject to approval from the Manager.

4. The Contractor’s commission for specialty events shall be calculated after deducting all

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staffing expenses incurred for the specialty event. The Authority shall not absorb any expenses should the specialty event revenue not cover all expenses.

5. Have the authority to adjust buyer entry fees, set a flat rate for parking, or allow free admission for specialty events, subject to approval from the Manager.

6. Perform additional related duties as required by the Authority.

g. OPERATIONAL REQUIREMENTS

1. Operate the Swap Meet every Wednesday, Saturday, and Sunday.

2. Expand operations to additional days upon mutual agreement with the Authority.

3. Coordinate live entertainment under the Ho‘okipa tent.

4. Ensure that the Contractor, Contractor’s Swap Meet manager, or Contractor’s designee is on the Stadium Property at all times that the Swap Meet is operational and open to the public as well as available to the Contract Administrator by telephone to address contractual obligations on an as needed basis. “Operational hours” is defined as a reasonable time prior to the designated time that the Swap Meet is open to vendors until the last vendor leaves the Stadium Property. Notice of the Contractor’s designee must be provided to the Authority.

5. Ensure that the Contractor, Contractor’s Swap Meet manager, or Contractor’s designee is on the Stadium Property at all times when a vendor is on property on non-Swap Meet days/hours.

6. Provide a customer service representative in the Ho’okipa Information Room during Swap Meet hours to assist buyer questions.

7. Attend monthly Stadium Authority board meetings and provide operational reports, as required by the Manager.

8. Provide and maintain, at its own expense, a business telephone(s) and answering service that shall be fully operational during normal business hours (Monday through Friday, 7:45 a.m. to 4:30 p.m.) at (808) 483-6704 and during Swap Meet hours that it is open to the public.

Answering machines are not an acceptable alternative to an answering service; and The Contractor shall not be afforded permanent office space at the Stadium Property.

However, an area in the stadium parking lot will be made available to the Contractor for Swap Meet operational purposes only. The Contractor will be allowed to keep a minimal amount of records pertaining to its Swap Meet operations in this area. All areas of the stadium parking lot, including areas used by the Contractor, shall be open and available at all times to inspection, observation, etc., by the Authority, its officers, employees, etc., as stated in Section 3.03 of this RFP. Storage space may also be afforded to the Contractor; however, the Authority reserves the right to deny use of storage space within the Stadium Property and its related facilities for the Contractor’s equipment.

9. Perform additional related duties as required by the Authority.

h. FINANCIAL & ACCOUNTING

1. Invoice, collect and deposit all vendor rents and fees. Vendor rents and fees shall be deposited in the Contractor’s account.

An official receipt containing the amount paid and period covered shall be issued to every vendor. The Contractor as part of its accounting records shall retain a copy of the receipt.

Swap Meet receipts collected by the Contractor shall be paid to the Authority in accordance with Section 6.24 of the Special Provisions of this RFP.

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2. Be responsible for establishing and maintaining strict internal accounting controls, policies, procedures, and maintaining true, accurate and complete books and records to support and verify all sales and gross receipts of the Swap Meet operations. The State may contract and pay for an independent Certified Public Accountant (CPA) to perform a complete audit of sales and gross receipts in accordance with generally accepted accounting practices. The Contractor shall assist the CPA by preparing detailed reports and schedules, providing supporting documentation and answering inquiries related to the audit. The contract may be terminated if the audit discloses that revenue payments to the Authority have been underpaid.

3. On an annual basis, submit to the Authority three (3) copies of the Contractor’s annual audited financial statement within ninety (90) days of the close of the Contractor’s fiscal year.

4. Perform additional related duties as required by the Authority.

i. RESERVE ACCOUNT

1. The Contractor shall, at its own cost and expense, maintain a separate Reserve Account to purchase and install improvements or operational items that will enhance the experience of the Swap Meet. All expenditures from the Reserve Account shall be mutually agreed upon by the Contractor and the Authority, through its representative, the Manager. The Contractor shall establish the Reserve Account within thirty (30) days after the date of the written Notice of Award. The Contractor shall set aside and pay into the Reserve Account an amount equal to one percent (1%) of each month’s gross receipts from Swap Meet vendor fees and Swap Meet buyer admissions.

2. The Reserve Account shall not be used for any maintenance work or to pay for labor or personnel costs. Any and all expenditures from the Reserve Account shall require the prior written approval of the Manager. Failure to obtain written approval for expenditures shall result in immediate rejection of those expenditure requests.

3. At the expiration or sooner termination of the Contract, the Contractor shall promptly pay to the Authority any amounts, including interest, in the Reserve Account.

4. The Contractor shall submit a copy of the Reserve Account bank statement and bank reconciliation to the Authority within fifteen (15) days receipt of the Reserve Account bank statement.

5. Title to all initial and subsequent permanent improvements, equipment, and trade fixtures constructed or installed in or on the Stadium Property by the Contractor, at its own cost and expense, shall remain vested with the Contractor during the term thereof.

To the exclusion of office and communication equipment, all permanent improvements, equipment trade fixtures and improvements of any kind financed through the Reserve Account upon expiration or sooner termination of the Contract shall become the property of the Authority, who shall then have clear title and interest thereto, and the Contractor shall have no right to remove the same or to receive compensation thereof.

j. LEGAL & REGULATORY COMPLIANCE

1. Observe, perform and comply or require compliance with all laws, ordinances, rules and regulations of the United States, the State of Hawaii, the City and County of Honolulu, or any governmental department or agency, as amended, which in any manner affect the Swap Meet operations, all in accordance with Section 35 of the GC. Any reference to such laws, ordinances, rules and regulations shall include any amendments thereto.

2. Cooperate fully with law enforcement officials, anti-counterfeit/trademark protection organizations, and retail merchants to detect, report, and initiate prosecution of

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purveyors or counterfeit or stolen merchandise.

3. Secure and keep current all permits or licenses required by law and give all notices necessary and incidental to the lawful operation of the Swap Meet.

4. Ensure that all vendors:

Secure and keep current all required permits or licenses;

Clearly display applicable permits or licenses in their respective vendor/parking stall areas; and Comply with all applicable laws, ordinances, rules and regulations. The Contractor shall be responsible for assuring general excise tax licenses are current and active for vendors renting stalls. In addition, the Contractor shall promptly comply with all requests made by the State Department of Taxation.

Abide by the Hawaii Administrative Rules of the Authority (see attached Exhibit C, which is incorporated herein by reference) (Rules) governing the management, operation, and use of the Stadium Property. The contract shall be subject to the provisions of said Rules whether or not expressly mentioned in other parts of this contract.

5. Conduct its operation in such a manner so as to prevent any of the following from taking place on the Stadium Property:

Any cause for public nuisance;

Any creation of objectionable noise;

Any generation of noxious smoke, gases, vapors and odors;

Any sale, distribution or presence of any: stolen or counterfeit items, firearms, ammunition, explosives, illegal fireworks, weapons, drug paraphernalia;

flammables, unauthorized food or beverage, discount coupons, games of chance, gift certificates, grab bags;

Any pets, birds, reptiles or animals, unless approved by the Manager;

Any illegal activity; or Any uses other than those permitted by this contract.

6. Comply with all applicable Federal, State of Hawaii, or local laws prohibiting discrimination based on race, color, religion, creed, sex, age, disability, or any other protected classification under law in all activities including the provision of any services, employment practices, and admission to the Swap Meet. Any discriminatory practices by the Contractor shall be deemed a breach of this Contract and may be cause for immediate termination of the Contract by the State.

7. Ensure that there is no use of any mechanical or hand-operated vehicles or apparatus by the Contractor, its employees, representatives, agents, or suppliers within the Stadium Property without prior approval of the Manager. Offeror is advised that the State reserves the right to deny use of storage space for the Contractor’s equipment.

8. Assume the risk of any loss or damage to its, its agents’, or its employees’ property left on Stadium Property. Neither the Authority nor its officers, agents or employees shall be responsible or liable for any loss of, or damage to, the aforesaid property while on the premises of the Stadium and its related facilities, regardless of how or the manner in which any such loss or damage is sustained.

9. Perform additional related duties as required by the Authority.

k. STANDARD OPERATING PROCEDURES (SOP)

Within 90 days of contract commencement, Contractor shall submit an SOP Manual covering all categories of Swap Meet operations to include:

1. Vendor Operations Plan and Maps;

2. Parking and Traffic Plan;

3. Public Safety Plan;

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4. Custodial Operations Plan;

5. Emergency Vehicle Access Routes;

6. Vendor Contract and Related Materials;

7. Emergency Evacuation Plan;

8. Customer Service Model; and

9. Other related duties as required by the Authority.

l. RETAIL OPERATIONS

1. Obtain prior written approval from the Manager before offering for sale or otherwise distributing any Stadium-related merchandise, novelties, memorabilia, promotional items or other Stadium-branded goods, including through any retail operations or vendor stalls at the Swap Meet. Failure to obtain prior written approval from the Manager shall be considered a material breach of the Contract. Have the authority to sub-contract with one or more vendors to sell Stadium Authority merchandise at a commission of net revenue.

2. Have the authority, subject to the Manager’s approval, to use funds from the Reserve Account to purchase inventory. Any funds or a percentage of funds used for such purchases shall be reimbursed to the Reserve Account promptly upon the sale of the applicable inventory item.

3. Perform additional related duties as required by the Authority.

m. CONTRACT RESTRICTIONS

1. Not levy or charge any additional vendor or buyer fees, rental charges, assessments, etc., unless the prior written approval of the State is given.

2. The Contractor agrees to a non-compete requirement that prohibits the Contractor from marketing, coordinating, operating and/or managing any swap meet-type of event on the island of Oahu. Any established swap meet-type of event or events that are established and that are actively in operation at the time of award are exempt from this requirement; however, disclosure of this information must be provided to the Authority prior to the beginning of the effective date of this contract.

n. PROMOTIONAL & MARKETING REQUIREMENTS

1. The Contractor shall develop and implement a comprehensive, aggressive and results-oriented Promotional Plan designed to increase customer attendance, vendor participation, brand awareness, community engagement, and overall revenue opportunities for the Aloha Stadium Swap Meet & Marketplace. The Promotional Plan shall incorporate measurable performance objectives, innovative marketing strategies, and ongoing evaluation of promotional activities to ensure continued growth and visibility of the Swap Meet & Marketplace.

2. The Proposed Promotional Plan shall be submitted as part of the bid package and will be evaluated in accordance with the criteria outlined in Section Five (5), including:

Overall creativity and innovation;

Strategic use of traditional and non-traditional advertising platforms;

Marketing timetable and implementation schedule;

Effective use of promotional funds;

Measurable performance goals and milestones;

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Community engagement initiatives and special events;

Data analysis, reporting, and optimization strategies;

Overall strategy with supporting market analysis.

3. Promotional Plan Requirements The Contractor shall submit a detailed annual Promotional Plan that includes, at a minimum:

Marketing and Advertising Strategy - A comprehensive marketing strategy targeting both local residents and visitors.

Utilization of traditional advertising methods, where appropriate, including print, radio, outdoor advertising, and public relations.

Aggressive use of digital and emerging media platforms, including but not limited to:

o Social media advertising and content marketing;

o Digital display advertising;

o Streaming audio and video advertising;

o Influencer and creator partnerships;

o Search engine marketing (SEM);

o Email marketing campaigns;

o Mobile marketing and geofencing opportunities;

o Tourism and visitor-focused digital platforms.

4. Performance Metrics and Milestones

Establish measurable quarterly performance goals and benchmarks.

Include key performance indicators (KPIs) such as:

o Attendance growth;

o Vendor participation growth;

o Social media audience growth;

o Social media engagement rates;

o Website traffic;

o Email subscriber growth;

o Event participation;

o Public awareness metrics.

The Contractor shall identify quarterly milestone targets and provide strategies for achieving those targets.

Milestones may include percentage increases in attendance, customer engagement, digital reach, vendor participation, or other mutually agreed-upon performance indicators.

5. Events and Promotional Activations

Capitalize on seasonal, holiday, cultural, tourism, and community-based opportunities.

Include promotional activities that encourage repeat visitation and increased customer spending.

Collaborate with community organizations, tourism partners, businesses, and other stakeholders when feasible.

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6. Timetable

Provide detailed annual marketing and advertising calendar identifying:

o Campaign launch dates;

o Promotional periods;

o Major events and activations;

o Media placements;

o Seasonal and holiday marketing initiatives;

o Performance review periods.

7. Reporting and Analytics

Provide monthly performance summaries and quarterly analytical reports that include:

o Advertising activities conducted;

o Attendance trends;

o Vendor participation trends;

o Social media analytics;

o Website and digital marketing performance;

o Campaign effectiveness;

o Recommendations for optimization and future initiatives.

1. Reports shall include supporting data and analysis demonstrating progress toward established milestones and objectives.

2. Budget Requirements. The monthly budget and total expenditure of the Promotional Plan shall be a minimum of Twelve Thousand Five Hundred Dollars ($12,500.00) per month. The Contractor shall submit an annual Promotional Plan and Advertising Budget in the bid package. For each subsequent contract year, the Contractor shall submit an updated Promotional Plan and Advertising Budget no later than January 1 and obtain prior written approval from the Manager before implementation.

3. Meetings and Plan Review. The Contractor shall meet weekly or as needed with the Stadium Marketing Specialist or designee to review campaign performance, promotional activities, analytics, upcoming initiatives, and compliance with the approved Promotional Plan. Any proposed modifications to the Promotional Plan shall require prior written approval from the Manager. The Contractor shall obtain written approval from the Manager prior to implementation of each annual Promotional Plan and any material revisions thereto. The Manager reserves the right to request reasonable modifications to the Promotional Plan to address changing market conditions, attendance trends, operational needs, community priorities, or strategic objectives of the Aloha Stadium Swap Meet & Marketplace.

3.02 MINIMUM EXPECTED/PERFORMANCE STANDARDS

The underlying philosophy for the Authority is to provide opportunities for the public, including visitors to the State of Hawaii, to participate in a wide variety of functions and events held at the Stadium. In this endeavor, the Authority wishes to contract with a single business entity to market, coordinate, and manage the Swap Meet.

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In addition to the specific requirements in Section 3 of this RFP, the minimum expected/performance standards for the Contractor in operating the Swap Meet for the Authority in its Swap Meet operation are as follows:

1. Realize minimum annual gross Swap Meet and Marketplace revenues of $6.5 million in year number one (1) of the contract.

2. A minimum 3% year-over-year increase in gross revenue milestones.

The Authority will adjust revenue performance milestones when revenue generation is materially affected by circumstances beyond the Contractor’s control. Failure to achieve growth milestones shall result in a financial penalty of 20% of the revenue shortfall for the applicable contract year.

3. With the prior written approval of the Manager for all disbursements, develop and implement a Promotional Plan that includes marketing and advertising and spending a minimum of $12,500 monthly to market and promote the Swap Meet. The minimum of $12,500 should be factored-in as an expense (borne by the Contractor) when calculating Contractor’s percentage commission.

3.03 AUTHORITY'S RESPONSIBILITIES AND RIGHTS

Authority's Rights:

a. The Authority, through its representative, the Manager, reserves the right to cancel swap meet date(s) or change the opening and closing times for any swap meet event date(s). When a Swap Meet date is canceled or there is a change in the opening and/or closing times, the Manager will notify the Contractor ten (10) calendar days prior to the effective date of the change(s). When there is an emergency, or when it is in the best interest of the Authority and the general public, the Manager may, without notice, cancel the Swap Meet or change its opening and/or closing times.

b. The Authority, its officers, employees, agents, representatives and contractors, shall have the right, at all times, to:

1. Inspect all areas of the Stadium Property and related facilities, including those areas occupied or used by the Contractor;

2. Observe the Contractor's performance of its obligations under this contract;

3. Serve or post notices required by any statute, rule or regulation of the Federal, State, or municipal governments, or the Authority, when it is deemed to be in the interest of the general public, the State, the Contractor, or the premises; and

4. Carry out any act or duty which the Authority may be obligated or have the right to do under this contract or otherwise.

In the event such inspection by the Authority reveals that the premises are not in a safe or otherwise satisfactory condition due to the negligence or fault of the Contractor in its execution of its responsibilities under this contract, the Contractor, upon being so informed by written notice shall promptly proceed to correct such condition to the satisfaction of the Authority.

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In the event such observance of the Contractor’s performance of its obligations under this contract is not satisfactory, the Contractor, upon being informed by written notice shall promptly proceed to correct such identified deficiencies to the satisfaction of the Authority.

If, within ten (10) calendar days following the date of such written notice, or within such additional time as the Manager may allow, the Contractor has not substantially complied with the provisions of such notice, the Authority shall then have the right to:

1. Remedy such condition at the expense of the Contractor, and the Contractor shall promptly reimburse the Authority for any and all costs incurred thereof, and/or

2. Impose a penalty of $200.00 per calendar day for each unsatisfactory fault or deficiency until such time that the deficiency is rectified to the satisfaction of the Manager; and/or

3. Impose a penalty of $1000 when the same performance requirement or obligation has been violated for the third time and/or

4. Deem the practices of the Contractor to be a breach of this contract and request the Procurement Officer to terminate the contract.

c. During Swap Meet hours and days of operation, the Contractor expressly understands and agrees that the Authority, its officers, employees, agents, representatives, or contractors shall have the unrestricted right to install, repair, replace, sandblast, paint, alter or maintain the Stadium facilities, including but not limited to the Stadium development, parking area, utilities, and electrical systems. Nothing contained herein, however, shall be construed to impose upon the Authority any obligation or create any liability for the failure on the Authority's part to perform such installations, repairs, replacements, sandblasting, painting, alterations or maintenance.

d. The Authority, through its representative, the Manager, reserves the right to deny any seller from selling on the Stadium Property. Upon written notification from the Manager, the Contractor shall take immediate action to stop such party from selling and shall evict such party from the Stadium Property.

e. Contractor shall establish the fees to be charged to vendors and buyers or members of the purchasing public, subject to review and approval by the Authority, through its representative, the Manager, prior to implementation. The Contractor is prohibited from assessing any fees that have not received Manager’s prior approval. To do so without such approval would be a material breach of contract. There are two categories of fees;

fees or rent paid by the vendors and the admission fee paid by the buyer/purchasing public.

Stadium Authority's Responsibilities:

The Authority shall at its own expense:

a. Provide electrical power sufficient to support the Contractor excluding;

however, Swap Meet vendors.

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b. Pay the Contractor a percentage commission based on the gross Swap Meet receipts for satisfactory performance of duties and responsibilities.

c. Conduct meetings with the Contractor to discuss Swap Meet business and operation, as needed.

d. Conduct monthly reviews or as necessary determined by the Manager of the following:

Marketing and advertising plans, budget and expenditures;

Reserve account expenditures;

Procedures and enforcement of complaints;

Procedures and operation of vendor stall lotteries;

Display of general excise tax license (vendors);

Security operation;

Revenues; and Customer service for vendors and buyers (random).

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SECTION FOUR: PROPOSAL FORMAT AND CONTENT

4.01 INTRODUCTION

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

The proposal shall describe in detail the Offeror's ability and availability of services to meet the goals and objectives of this RFP as stated in Section 3.02 of this RFP.

4.02 REQUIRED REVIEW

Before submitting a proposal, each Offeror must thoroughly and carefully examine this RFP, any attachment, addendum, and other relevant document, to ensure Offeror understands the requirements of this RFP. Offeror must also become familiar with State, local, and Federal laws, statutes, ordinances, rules, and regulations that may in any manner affect cost, progress, or performance of the work required.

4.03 PROPOSAL PREPARATION COSTS

Any and all costs incurred by the Offeror in preparing or submitting a proposal shall be the Offeror’s sole responsibility whether or not any award results from this RFP. The State shall not reimburse such costs.

4.04 PROPERTY OF STATE

All proposals become the property of the State of Hawaii.

4.05 RFP AMENDMENTS

The Authority reserves the right to amend this RFP at any time prior to the closing date for receipt of proposals, as referenced in the schedule of key dates in Section 1.05 of this RFP.

Interested offerors will be notified of the availability of amendments through verbal or written communication.

4.06 PROPOSAL CONTENTS

The proposal must:

a. Include a transmittal letter to confirm that the Offeror shall comply with the requirements, provisions, and terms and conditions specified in this RFP.

b. Include signed Offer Form OF-1 with the complete, exact legal name and address of Offeror’s firm and the name, mailing address, and telephone and fax number(s) of the person the State should contact regarding Offeror’s proposal.

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c. Be organized into sections following the exact format using all titles, subtitles, and numbering, with tabs separating each section described below. Each section must be addressed individually, and pages must be numbered.

1. Transmittal letter See Section Seven (7) Attachments – Offer Form OF-1

2. Experience and Capabilities – refer to Section 4.07

3. Business History – refer to Section 4.08

4. Credit Report – refer to Section 4.09

5. Financial Statement – refer to Section 4.10

6. Coordinate, Manage, and Provide a Security Program – refer to Section 4.11 (3.01)

7. Promotional Plan – refer to Section 4.12

8. Commission Rate – refer to Section 4.13

See Section Seven (7) Attachments Offer Form OF-5

9. Wage Certificate, See Section Seven (7) Attachments Offer Form OF-6

10. References, See Section Seven (7) Attachments Offer Form OF-7

4.07 EXPERIENCE AND CAPABILITIES

a. Offeror shall provide verification that it possesses a minimum of three (3) years full-time experience in operating minimum 200 vendors swap meet or similar business as well as experience and/or knowledge in commercial retail business that involved implementation of a combination of product, pricing, marketing, and management strategies to realize maximum revenue generation. A swap meet or similar business shall be defined as a business where the owner or operator rents space to vendors (sellers) and allows vendors to sell products or services.

b. Indicate the number of years Offeror has been doing business and number of years Offeror has been doing business in the State of Hawaii (if applicable).

c. Include a list of key personnel who will be dedicated to this project and information on their respective backgrounds.

d. Provide a summary list of any judgments or pending lawsuits or actions against;

adverse contract actions, including termination, suspension, imposition of penalties, or other actions relating to failure to perform or deficiencies in fulfilling contractual obligations taken against Offeror or his firm. If none, so state.

4.08 BUSINESS HISTORY

Business history and references shall include a statement from a minimum of one bank or other financial institution attesting to the creditworthiness of the Offeror and a release/ waiver which shall allow the State or its agent/representative to audit/verify the Offeror’s business history.

Provide a description of Offeror’s business – its history, location, size, past work projects, dollar volume range of these work projects, etc.

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References and Previous Projects

Offeror shall include a list of references from the Offeror's client listing that may be contacted by the State as to the Offeror's past and current job performance. Offeror shall provide names, titles, organizations, addresses, telephone numbers and email addresses in the Offer Form OF-7. Stadium Authority reserves the right to contact references for additional information.

The minimum of three (3) references shall be from the businesses not owned, operated, controlled, or affiliated with the Offeror, which attests to the Offeror's good business practices in its operation and relations with employees, suppliers, and customers in its retail property management or swap meet operations.

Provide a description of previous projects comparable to this project.

4.09 CREDIT REPORT

Provide a credit report and a release/waiver which allows the State or its agent/representative to audit the credit report to verify Offeror’s credit rating and financial stability.

4.10 FINANCIAL STATEMENT

Financial statements that document the ability to post a $1.5 million performance bond or cash equivalent upon award of contract, and a release/waiver that shall allow the State or its agent/representative to audit/verify the Offeror’s financial statements. Financial statements must demonstrate that the Offeror has sufficient financial resources to execute and sustain the operating requirements of the contract.

Annual Audited Financial Statements

Offeror shall submit annual audited financial statements for 2026 (if 2026 is unavailable then Offeror shall submit 2025) and the previous three (3) years.

4.11 COORDINATE, MANAGE, AND PROVIDE A SECURITY PROGRAM

The Offeror shall propose a plan to coordinate and manage the swap meet and realize annual gross revenues of $6.5 million [refer to Section 3.02(1)]. A listing of support personnel, including a description of duties and responsibilities and experience, shall also be included.

The Offeror shall submit a description of its security program for this type of operation.

4.12 PROMOTIONAL PLAN

The offeror, at its own expense, shall submit a description of a Promotional Plan to increase overall revenue for the Swap Meet at the Stadium. The Promotional Plan shall describe the marketing, promotion and advertising concepts that will be utilized to generate business by attracting more vendors and buyers to the swap meet. The Promotional Plan shall include a timetable for meeting the goals and objectives described.

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4.13 COMMISSION RATE

The Offeror’s percentage of commission for this contract shall be inclusive of the minimum monthly $12,500 allotment for the Contractor’s promotional plan and the 1% allotment for the Reserve Account. Percentage commissions over 29% (twenty-nine) will not be considered and shall cause Offeror’s entire proposal to be rejected.

4.14 RECEIPT AND REGISTER OF PROPOSALS

Proposals will be received, and receipt verified, by two or more procurement officials on or after the date and time specified in the schedule of key dates in Section 1.05 of this RFP, as amended. The register of proposals and proposals of the Offeror(s) shall be open to public inspection upon posting of award pursuant to section 103D-701, HRS.

4.15 NO LATE SUBMITTALS AFTER DEADLINE

No late submittals will be accepted. Proposals received after the due date and time will be marked late and shall be ineligible for this solicitation. Offerors are cautioned to make prior arrangements to ensure timely delivery prior to the due date and time.

4.16 BEST AND FINAL OFFER (BAFO)

If the Authority determines a BAFO is necessary, it shall request one from the Offeror or priority listed Offerors. The Offeror(s) shall submit the BAFO and any BAFO received after the deadline or not received shall not be considered.

4.17 MODIFICATION PRIOR TO SUBMITTAL DEADLINE OR WITHDRAWAL OF OFFERS

4.17.1 The Offeror may modify or withdraw a proposal before the proposal due date and time.

4.17.2 Any change, addition, deletion of attachment(s) or data entry of an Offer may be made prior to the deadline for submittal of offers.

4.18 MISTAKES IN PROPOSALS

4.18.1 Mistakes shall not be corrected after the award of the contract.

4.18.2 When the Procurement Officer knows or has reason to conclude before award that a mistake has been made, the Procurement Officer should request the Offeror to confirm the Proposal. If the Offeror alleges mistake, the proposal may be corrected or withdrawn pursuant to this section.

4.18.3 Once discussions are commenced or after BAFOs are requested, any priority-listed Offeror may freely correct any mistake by modifying or withdrawing the proposal until the time and date set for receipt of BAFOs.

4.18.4 If discussions are not held, or if the BAFOs upon which award will be made have been received, mistakes shall be corrected to the intended correct offer whenever the mistake and the intended correct offer are clearly evident on the face of the proposal, in which event the proposal may not be withdrawn.

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4.18.5 If discussions are not held, or if the BAFOs upon which award will be made have been received, an Offeror alleging a material mistake of fact which makes a proposal non-responsive may be permitted to withdraw the proposal if: the mistake is clearly evident on the face of the proposal but the intended correct offer is not; or the Offer submits evidence which clearly and convincingly demonstrates that a mistake was made.

Technical irregularities are matters of form rather than substance evident from the proposal document, or insignificant mistakes that can be waived or corrected without prejudice to other Offerors; that is, when there is no effect on price, quality, or quantity. If discussions are not held or if best and final offers upon which award will be made have been received, the Procurement Office may waive such irregularities or allow an Offeror to correct them if either is in the best interest of the State. Examples include the failure of an Offeror to:

return the number of signed proposals required by the request for proposals; sign the proposal, but only if the unsigned proposal is accompanied by other material indicating the Offeror’s intent to be bound; or to acknowledge receipt of an amendment to the request for proposal, but only if it is clear from the proposal that the Offeror received the amendment and intended to be bound by its terms; or the amendment involved had no effect on price, quality, or quantity.

SECTION 5: EVALUATION CRITERIA AND CONTRACTOR SELECTION

Evaluation criteria and the associated points are listed below. The award will be given to the responsible Offeror whose proposal is determined to be responsible and the most advantageous…