Specifications-FINAL SPECIFICATIONS w NTB HWY ORL 2026.01.pdf

RELEASE DATE: JUNE 15, 2026

State of Hawaii Department of Transportation

Request for Proposals Project No. HWY-ORL-2026.01

VEGETATION MANAGEMENT AND

GENERAL RAILWAY MAINTENANCE OF

RIGHT-OF-WAY FROM LUALUALEI NAVAL

ROAD TO FORT WEAVER ROAD,

HONOULIULI, EWA, OAHU, HAWAII

OFFERS ARE DUE NO LATER THAN 2:00 P.M., HAWAII STANDARD TIME (HST), ON

JULY 27, 2026

(or as amended by the State of Hawaii Department of Transportation by an Addendum to this RFP)

BY SUBMISSION TO THE STATE OF HAWAII ePROCUREMENT SYSTEM (HIePRO)

ALL QUESTIONS REGARDING THIS RFP, QUESTIONS OR ISSUES RELATING TO THE

ACCESSIBILITY OF THIS RFP (INCLUDING THE ATTACHMENTS AND EXHIBITS AND

ANY OTHER DOCUMENT RELATED TO THIS RFP) AND REQUESTS FOR

ACCOMMODATIONS FOR PERSONS WITH DISABILITIES IN CONNECTION WITH THIS

RFP, SHALL BE SUBMITTED IN HIEPRO NO LATER THAN 2:00 P.M., HST., ON

JULY 7, 2026.

NOTICE TO PROPOSERS

Hawaii Revised Statutes (HRS), Chapter 103D

Sealed proposals will be received by the State of Hawaii Department of Transportation online at the Hawaii Electronic Procurement System (HIePRO) website at https://hiepro.ehawaii.gov no later than 2:00 p.m., HST, on July 27, 2026 for PROJECT NO. HWY-ORL-2026.01, VEGETATION MANAGEMENT AND GENERAL RAILWAY MAINTENANCE OF

RIGHT-OF-WAY FROM LUALUALEI NAVAL ROAD TO FORT WEAVER ROAD,

HONOULIULI, EWA, OAHU, HAWAII. The project covers a 40-foot right-of-way from

Lualualei Naval Road to Fort Weaver Road that includes the Oahu Railway & Land Company railroad.

Beginning on the Release Date, the Request for Proposals (RFP) will be available on the HIePRO website at: https://hiepro.ehawaii.gov/. Registration on HIePRO is required for offerors to submit a proposal. Refer to the following HIePRO link for important information on Vendor Registration: https://hiepro.ehawaii.gov/vendor.html.

Offerors shall submit and upload their complete proposals to HIePRO no later than the proposal due date and time above, as may be amended. Late proposals shall not be considered. FAILURE TO UPLOAD THE PROPOSAL TO HIePRO SHALL BE

GROUNDS FOR REJECTION.

A virtual pre-proposal conference is scheduled for June 29, 2026, at 11:00 a.m., HST.

Interested Offerors shall contact the RFP Point of Contact below via email no later than five working days prior to the scheduled pre-proposal conference to receive the meeting invitation and link. All prospective Offerors and/or their respective representatives are encouraged to attend, however, attendance is not mandatory. All information presented at the pre-proposal conference will be provided for clarification and informational purposes only. Any amendments to the solicitation shall be made by formal addendum and posted on HIePRO.

All Requests for Information (RFI), which includes any questions or clarification requests relating to this RFP, shall be submitted via the Questions & Answers tab in HIePRO no later than 2:00 p.m., HST, on July 9, 2026. RFI received after the stated deadline, and verbal RFI, shall not be addressed. All responses to RFI shall be issued by formal addendum and posted on

HIePRO. Any amendments to the solicitation shall be made by formal addendum and posted on

HIePRO.

If there is a conflict between the solicitation and information stated in the pre-proposal conference, the meeting minutes, and/or the responses to RFI questions, the solicitation shall govern and control, unless amended by formal addendum.

The Point of Contact for this RFP is Wayne Iwamasa, Property Manager, available via email at wayne.y.iwamasa@hawaii.gov or phone at (808) 692-7391.

The State reserves the right to cancel this request for proposals, to postpone or continue same from time to time, as it deems necessary, or reject any or all offers and to waive any defects in said offers for the best interest of the State.

ROBIN K. SHISHIDO

Deputy Director of Highways

RELEASE DATE: June 15, 2026

TABLE OF CONTENTS HWY-ORL-2026.01

Table of Contents

Contents Offer Checklist Section 1 General Information

1.1 Purpose

1.2 Background and Scope Summary

1.3 Schedule and Significant Dates

1.4 Contract Type

1.5 Period of Performance

1.6 Point of Contact

1.7 Definitions

1.8 Governing Laws and Regulations

Section 2 Solicitation Information

2.1 Electronic Procurement

2.2 RFP Addenda

2.3 Pre-Proposal Conference

2.4 Questions Regarding RFP Contents

2.5 Electronic Submission of Questions

2.6 Proposal Due Date

2.7 Cancellation of Procurement and Proposal Rejection

2.8 Firm Offers

2.9 Right to Accept All or Portion of Proposal

2.10 Ownership or Disposition of Proposals and other Materials Submitted

2.11 Additional Information

Section 3 Scope of Work

3.1 General Description

3.2 Minimum Requirements

3.3 Scope of Work

Section 4 Proposal Requirements and Submittal Instructions

4.1 Proposal Objectives

4.2 Proposal Structure and Labeling

4.3 Proposal Submission Instructions

4.4 Electronic Submission of Proposals

4.5 Required Format and Content

4.6 Each Offeror to Bear its Own Costs

4.7 Contractor Responsibility for Subcontractors

4.8 Removal of Subcontractors

4.9 Right to Retain Subcontractors

4.10 Additional Contractor Requirements

4.11 Payment

4.12 Payment to Hawaii Information Consortium, LLC dba Tyler Hawaii

Section 5 Evaluation Criteria

5.1 Evaluation Criterion 1: Project Proposal

5.2 Evaluation Criteria 2: Experience

5.3 Evaluation Criteria 3: Past Performance

5.4 Evaluation Criteria 4: Price

Section 6 Evaluation and Award

6.1 Evaluation of Proposals

6.2 Right to Waive Minor Irregularities

6.3 Initial Review and Award without Discussions

6.4 Discussion with Priority Listed Offerors

6.5 Best and Final Offers

6.6 Award of Contract

6.7 Responsibility of Offeror

6.9 Notice of Award

6.10 Debriefing

6.11 Protest

Section 7 Contract Management

7.1 Post-Award Communications: Contract Administrator

7.2 Contractor/State Meetings

7.3 Dispute Process and Escalation

7.4 Quality Control

7.5 Post Award Deliverables

Section 8 Special Provisions

8.1 Subcontractor Provisions

8.2 Reserved

8.3 Intellectual Property Rights

8.4 Warranties and Disclaimer of Implied Warranties

8.5 Termination for Convenience or Unavailability of Funds

8.6 Preferences

8.7 Certification of Offeror Concerning Wages, Hours and Working Condition of Employees Supplying Services

8.8 Responsibility of Offerors

8.9 Proposal Preparation

8.10 Confidentiality

8.11 Redaction by the State

8.12 Notice to Proceed

8.13 Contract Execution

8.14 Reserved

8.15 Liability Insurance

8.16 Contract Invalidation

8.17 Mistakes in Proposals

8.18 Modification Prior to Submittal Deadline or Withdrawal of Offers

8.19 Contract Changes – Unanticipated Amendments

8.20 Re-execution of Work

Attachment A Offer Form OF-1 – Offer Attachment B Offer Form OF-2 – Pricing (provided as a separate document) Attachment C Offer Form OF-3 – Client References Appendix A – Deeds Appendix B – Project Map Appendix C – List of General Rail Maintenance Activities Appendix D – Contract Form and AG General Condition

OFFEROR CHECKLIST HWY-ORL-2026.01

Offer Checklist Offeror must address ALL sections and attachments and provide the information and documentation as required in the table below.

No. Description Reference in RFP Completed 1 Table of Contents Table of Contents

Section 4.5.1

2 Offer Checklist (with all items marked “Completed.”)

Offer Checklist Section 4.5.2

3 Offer Forms OF-1, OF-2, and OF-3 Section 4.5.3 Attachment A Attachment B Attachment C

4 Executive Summary, not to exceed two (2) pages

Section 4.5.4

5 Management Approach Section 4.5 Section 5.1

6 Technical Approach Section 4.5 Section 5.2

7 Past Performance Section 4.5 Section 5.3

8 Price Section 4.5 Section 5.4

9 Confidential, Protected or Proprietary Information Section

Section 4.5.6 Section 8.10

Authorized Offeror Signature

SECTION 1

GENERAL INFORMATION 6 HWY-ORL-2026.01

Section 1

General Information

1.1 Purpose

The State of Hawaii Department of Transportation (“State” or “HDOT”) is seeking proposals for vegetation management and general railway maintenance of a 40-foot-wide railroad right-of-way from Lualualei Naval Road to Fort Weaver Road in Honouliuli, Ewa, Oahu, Hawaii.

1.2 Background and Scope Summary

1.2.1 Background

The Oahu Railway and Land Company (OR&L) is a 40-foot-wide railroad right-of-way that was conveyed to the State by Deed dated June 5, 1980, recorded as Document No.

80-68673 in the Bureau of Conveyances, a copy of which is attached hereto as Appendix A. The railroad right-of-way traverses from Auyong Homestead Road to Waipahu Depot Street on the island of Oahu. The portion of the Right-of-Way from Lualualei Naval Road to Fort Weaver Road, just past Renton Road, is listed on the National Register of Historic Places.

This RFP serves to procure services for the vegetation management and rail maintenance within the right-of-way of the OR&L railroad. There shall also be an opportunity to operate a non-profit historic railroad train (museum) under a separate use and occupancy permit subject to the written approval of the Hawaii State Historic Preservation Officer and the written authorization of the Hawaii Division Administrator, Federal Highway Administration, provided that the operation, maintenance or alteration of the facilities shall be in accordance with state and federal requirements applicable to facilities listed on the National Register of Historic Places. Vegetation management, rail maintenance and operation of the train shall be performed in a safe, environmentally-friendly manner, in compliance with state and federal historic preservation laws and in accordance with all applicable laws in the prosecution of the work.

1.2.2 Scope Summary

The scope of work includes vegetation management and general maintenance of the railroad and includes routine inspections and recommendations for weed control and rail maintenance all within the right-of-way of the railroad. Maintenance of the railroad shall require that the historic integrity of the railroad be preserved, including all rails, ties, signals, and appurtenances in their existing condition, natural and unavoidable deterioration excepted, and shall be in accordance with state and federal requirements applicable to facilities listed on the National Register of Historic Places. At the option of the Offeror, the railroad may be operated by a non-profit historic railroad train (museum)

GENERAL INFORMATION 7 HWY-ORL-2026.01

under terms and conditions provided in the Deed, 23 CFR 710.405, and a Use and Occupancy Agreement issued by HDOT, provided that the operation, maintenance or alteration of the railway shall be in accordance with state and federal requirements applicable to facilities listed on the National Register of Historic Places.

1.3 Schedule and Significant Dates

The table below contains the State’s current estimate of the schedule and significant dates. All times are Hawaii Standard Time (HST). If a component of this schedule, such as "Proposals Due Date and Time" is delayed, the rest of the schedule may likely be shifted by the same number of days. Any change to the RFP Schedule and Significant Dates prior to the proposal due date shall be made by addendum.

Event Date Solicitation Release (Page 1): June 15, 2026 Virtual Pre-Proposal Conference (Notice to Proposers, Page 2):

June 29, 2026

Question Submittal Deadline (Notice to Proposers, Page 3):

July 7, 2026 at 2:00 p.m., HST

Answers to Questions (Notice to Proposers, Page 3)

July 17, 2026

Proposal Due Date and Time (Solicitation Release, Page 1 & Notice to Proposers, Page 2):

July 27, 2026 at 2:00 p.m., HST

Evaluations (Section 5, 5.1 to 5.4, Pages 28 to 31; Section 6, 6.1, Page 32):

July 28, 2026 – August 28, 2026

Date for Discussions with Priority- Listed Offerors (if necessary)(Section 6, 6.4, Page 32):

August 31, 2026 – September 4, 2026

Due Date for Best and Final Offer (BAFO), (if necessary)(Section 6, 6.5, Page 33):

September 25, 2026, at 2:00 p.m., HST

Anticipated Award Date (Section 6, 6.9, Page 34):

November 6, 2026

1.4 Contract Type

This solicitation will result in a fixed-price contract in accordance with section 3-122-136, Hawaii Administrative Rules (HAR), as amended.

1.5 Period of Performance

The contract shall be for a period of one (1) year beginning on the date specified in the Notice to Proceed. Unless terminated, the contract may be extended without re-solicitation, upon mutual agreement in writing between the State and the Contractor, prior to the expiration date, for not more than four (4) additional one-year periods, or portions thereof. The entire term of contract, including extensions, shall not exceed five years.

GENERAL INFORMATION 8 HWY-ORL-2026.01

1.6 Point of Contact

The State of Hawaii, Department of Transportation, Highways is the issuing agency for this document and all subsequent addenda relating to it. The reference number for the transaction is RFP No. HWY-ORL-2026.01. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

The person identified below is the single point of contact (POC) during this procurement process.

Offerors must not communicate about this RFP with members of the Evaluation Committee, or any State employee not specifically named in this RFP, except upon invitation by the State as part of discussions or best and final offers. Doing so may be cause for proposal rejection. The POC designated by the State of Hawaii, Department of Transportation is:

Wayne Iwamasa Property Manager Department of Transportation, Highways Email: wayne.iwamasa@hawaii.gov Phone: (808) 692-7391

1.7 Definitions

The following definitions apply to this solicitation:

1.7.1 ADA means the Americans with Disabilities Act of 1990.

1.7.2 Best and Final Offer (BAFO) means the final offer provided prior to determining a contract award.

1.7.3 Contract means the written agreement between the Contractor and the State, by which the Contractor shall provide all labor, equipment, and materials and perform the specified work within the contract time stipulated, and by which the State of Hawaii is obligated to compensate the Contractor at the prices set forth in the contract documents.

1.7.4 Contract Administrator means the person designated to manage the various facets of the contract(s) to ensure the Contractor’s total performance is in accordance with the contractual commitments and obligations are fulfilled.

1.7.5 Contractor means the individual, partnership, corporation or other legal entity, or combination thereof, contracting with the State for performance of the prescribed work.

1.7.6 Deed means that Deed dated June 5, 1980, Document No. 80-68673 from the

United States of America to the State Department of Transportation.

1.7.7 Evaluation Committee means the committee of at least three (3) governmental employees with sufficient qualifications in the area of the goods, services, or construction to be procured, selected in writing by the procurement officer, whose

GENERAL INFORMATION 9 HWY-ORL-2026.01

purpose is to evaluate the proposals.

1.7.8 Federal Highway Administration (FHWA) means the Federal Highway

Administration.

1.7.9 Federal Railroad Administration (FRA) means the Federal Railroad

Administration.

1.7.10 Fixed-price basis means an established price agreed upon by the Contractor and

Purchasing Entity, by agreement or by authority, as the price to be charged for a specified amount of services.

1.7.11 General Excise Tax (GET) means General Excise Tax.

1.7.12 Goods mean all property, including but not limited to equipment, equipment leases, materials, supplies, printing, insurance, and processes, including computer systems and software, excluding land or a permanent interest in land, leases of real property, and office rentals.

1.7.13 Governmental body means any department, commission, council, board, bureau, authority, committee, institution, legislative body, agency, Government Corporation, or other establishment or office of the executive, legislative, or judicial branch, city or county of any U.S. State, (including the Office of Hawaiian Affairs for the State of Hawaii).

1.7.14 Hawaii Administrative Rules (HAR) means the adopted operating procedures for state agencies authorized by the laws of the State of Hawaii.

1.7.15 Hawaii Compliance Express (HCE) means the State’s electronic system that provides vendors, contractors and service providers doing business with state or county agencies a service to document that they are compliant with applicable laws.

1.7.16 Hawaii Cultural Resource Information System (HICRIS) is an interactive portal that provides access to the State Historical Preservation Division’s historic and cultural resource database.

1.7.17 Hawaii Manual for Sustainable Landscape Maintenance (HMSLM) means the

Hawaii Manual for Sustainable Landscape Maintenance, 2011, Highways Division, Hawaii Department of Transportation, et. seq.

1.7.18 Hawaii Revised Statutes (HRS) means the laws that govern the State of Hawaii.

1.7.19 Hawaii Standard Time (HST) means Hawaii Standard Time.

1.7.20 Hawaii State Department of Transportation (HDOT) means the State of Hawaii

Department of Transportation.

GENERAL INFORMATION 10 HWY-ORL-2026.01

1.7.21 Hawaii State Department of Transportation (HDOT) means the Hawaii State

Department of Transportation, Highways Division.

1.7.22 Hawaii State Department of Transportation, Highways Division, Right-of-

Way Branch (HDOT-ROW) means the Hawaii State Department of Transportation, Highways Division, Right-of-Way Branch.

1.7.23 Hawaii State Historic Preservation Office (SHPD) means the Hawaii State

Historic Preservation Office.

1.7.24 Hawaii State eProcurement System (HIePRO) is the State of Hawaii eProcurement System, a system for issuing solicitations, receiving responses, and issuing notices of award.

1.7.25 In-kind means new materials used in repairs or replacements match the material being repaired or replaced in design, color, texture, other visual properties, and, where possible, materials.

1.7.26 Inventory of the Oahu Railway and Land Company Right of Way (Final May

2025) is an inventory of the character-defining features of the OR&L right-of-way.

1.7.27 Key Performance Indicator (KPI) means how a quantifiable measure is utilized to assess the success of a Contractor in meeting strategic goals and objectives for performance.

1.7.28 Manual on Uniform Traffic Control Devices (MUTCD) means the Manual on

Uniform Traffic Control Devices, 2009, Federal Highway Administration, U.S.

Department of Transportation, et. seq.

1.7.29 Museum means the non-profit historic railroad museum referenced in the Deed.

1.7.30 Oahu Railway and Land Company (OR&L) means the Oahu Railway and Land

Company.

1.7.31 Offeror means the company or firm that submits a proposal in response to this

Request for Proposals.

1.7.32 Occupational Safety and Health Administration (OSHA) means the U.S.

Department of Labor, Occupational Safety and Health Administration.

1.7.33 Program Comment means the Program Comment to Exempt Consideration of

Effects to Rail Properties Within Rail Rights-of-Way (https://www.govinfo.gov/content/pkg/FR-2019-06-28/pdf/2019-13779.pdf).

1.7.34 Programmatic Agreement (PA) establishes a streamlined process for handling https://www.govinfo.gov/content/pkg/FR-2019-06-28/pdf/2019-13779.pdf

GENERAL INFORMATION 11 HWY-ORL-2026.01

routine environmental requirements for projects impacting the OR&L right-of-way.

1.7.35 Proposal (Offer) means the official written response submitted by an Offeror in response to this Request for Proposals.

1.7.36 Proposer has the same meaning as Offeror.

1.7.37 Procurement Officer (PO) is the Contracting Officer for the State.

1.7.38 Request for Proposals (RFP) means the entire solicitation document, including all parts, sections, exhibits, attachments, and Addenda.

1.7.39 Right-of-Way (ROW) means the State right-of-way.

1.7.40 Services means the furnishing of labor, time, or effort by a contractor or Contractor, which involves the delivery or supply of products.

1.7.41 SOI means the U.S. Secretary of Interior.

1.7.42 State means the State of Hawaii, including its departments and political subdivisions.

1.7.43 Statement of Work means the services to be delivered by the Contractor.

1.7.44 Subcontractor means an individual, partnership, firm, corporation, or joint venture, or other legal entity, as licensed or required to be licensed under Chapter 444, Hawaii Revised Statutes, as amended, which enters into an agreement with the Contractor to perform a portion of the work.

1.7.45 Use and Occupancy Agreement (UOA) means Use and Occupancy Agreement.

1.7.46 United States Postal Service (USPS) means the United States Postal Service.

1.8 Governing Laws and Regulations

This RFP is issued under the provisions of the State of Hawaii, HRS Chapter 103D, and related HAR. All prospective Offerors are charged with presumptive knowledge of all requirements of the cited authorities. Submission of a valid executed proposal by any Offeror shall constitute admission of such knowledge on the part of the Offeror. Information about governing laws is available at: http://spo.hawaii.gov/

This procurement shall be governed by the regulations and laws of the State of Hawaii. Venue for any administrative or judicial action relating to this procurement, evaluation, and award shall be in the State of Hawaii.

1.8.1 Campaign contributions by State and County Contractors. Contractors are hereby notified of the applicability of HRS § 11-355 which states that campaign http://spo.hawaii.gov/

GENERAL INFORMATION 12 HWY-ORL-2026.01

contributions are prohibited from specified State or county government contractors during the term of the contract if the contractors are paid with funds appropriated by a legislative body. For more information, contact the Campaign Spending Commission at (808) 586-0285.

1.8.2 Equal Opportunity. The Equal Employment Opportunity Regulations of the

Secretary of Labor implementing Executive Order 11246, as amended, shall be complied with on this project.

1.8.3 Nondiscrimination in Federally Assisted Programs. The U.S. Department of

Transportation Regulation entitled “Nondiscrimination in Federally Assisted Programs of the U.S. Department of Transportation,” Title 49, Code of Federal Regulations (CFR), Part 21 is applicable to this project. Offerors are hereby notified that the Department of Transportation will affirmatively ensure that the contract entered into pursuant to this advertisement will be awarded to the most qualified and responsible offeror without discrimination on the grounds of race, color, national origin, or sex (as directed by 23 CFR Part 200).

SECTION 2

SOLICITATION INFORMATION 13 HWY-ORL-2026.01

Section 2 Solicitation Information

2.1 Electronic Procurement

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

The State will use HIePRO to issue the RFP, issue Addenda to the RFP, and receive Offers.

Addenda and other information and materials shall be provided by the State through HIePRO, including additions or changes with respect to the dates in Section 1.3 Schedule and Significant Dates. The State is not be responsible for any delay or failure of any Offeror to receive any materials updated through the RFP process on a timely basis.

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

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

2.1.1 HIePRO Special Instructions. Offeror shall review all special instructions located in

HIePRO. Offerors are responsible for ensuring that all necessary files are attached to their offer prior to the proposal deadline.

2.2 RFP Addenda

Addenda shall be issued for amendments and clarifications to the solicitation prior to submission of offers, and as allowed and provided for in the Competitive Sealed Proposals method of procurement.

Changes to this RFP, including but not limited to contractual terms and procurement requirements, shall only be modified via formal written addenda issued by the HDOT.

The State accepts no responsibility for a prospective Offeror not receiving solicitation documents and/or revisions to the solicitation. It is the responsibility of the prospective Offeror to monitor HIePRO to obtain RFP addenda or other information relating to the RFP.

2.3 Pre-Proposal Conference

A virtual pre-proposal conference is planned and will be held on the date and time indicated in the Notice to Proposers in the RFP specifications posted in HIePRO. Refer to the notice for more https://hiepro.ehawaii.gov/welcome.html

SOLICITATION INFORMATION 14 HWY-ORL-2026.01

information. Attendance at the conference is optional. A summary of the pre-proposal conference will be provided via an addendum posted in HIePRO.

2.4 Questions Regarding RFP Contents

If a prospective Offeror believes that any provision of the RFP is unclear, potentially defective, or would prevent the Offeror from providing a meaningful Offer, the Offeror shall submit questions to the State POC through HIePRO, as detailed in Section 2.5 Electronic Submission of Questions. Each question shall identify the page, section number, paragraph, and line or sentence of such provision(s) of the RFP to which the question applies. The State POC will respond on HIePRO by the date for the same in Section 1.3 Schedule and Significant Dates. The State may issue Addenda in response to written questions received regarding the RFP.

2.5 Electronic Submission of Questions

All questions must be submitted on HIePRO using the Questions & Answers tab. Questions must be submitted by the question deadline date and time shown in Section 1.3 Schedule and Significant Dates of this RFP. Answers will be issued on HIePRO as stated in Section 1.3 Schedule and Significant Dates.

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

2.6 Proposal Due Date

Proposals must be received by the Proposal Due Date and Time stated in Section 1.3 Schedule and Significant Dates of this RFP.

2.7 Cancellation of Procurement and Proposal Rejection

The State reserves the right to cancel this RFP and to reject any and all proposals in whole or in part and waive any defects when it is determined to be in the best interest of the State, pursuant to HRS §103D-308, and HAR §§3-122-96 and-97.

2.8 Firm Offers

Responses to this RFP, including proposed costs and/or fees will be considered firm for ninety (90) days after the proposal due date.

2.9 Right to Accept All or Portion of Proposal

Unless otherwise specified in the solicitation, the State may accept any item or a combination of items as specified in the solicitation or of any proposal unless the Offeror expressly restricts an item or combination of items in its Proposal and conditions its response on receiving all items for which it provided a proposal. If the Offeror so restricts its Proposal, the State may consider the Offeror’s restriction and evaluate whether the award on such basis will result in the best value to the State. The State may otherwise determine at its sole discretion that such restriction is non-responsive and renders the Offeror ineligible for further evaluation.

SOLICITATION INFORMATION 15 HWY-ORL-2026.01

2.10 Ownership or Disposition of Proposals and other Materials Submitted All costs incurred by the Offeror in preparing or submitting a proposal shall be the Offeror’s sole responsibility whether any award results from this RFP. The State shall not reimburse such costs.

All proposals become the property of the State of Hawaii.

2.11 Additional Information

The Offeror shall provide additional information regarding aspects of an Offeror’s Proposal within five (5) business days of the State’s request unless the State specifies another period. As noted, each Offeror shall submit only one Proposal. If an Offeror submits more than one Proposal, then the State reserves the right to reject and/or dismiss the Offeror from the RFP process.

SECTION 3

SCOPE OF WORK 16 HWY-ORL-2026.01

Section 3 Scope of Work

3.1 General Description

The State is seeking proposals from qualified Offerors able to provide vegetation management and railroad maintenance services, including routine inspections and recommendations for weed control and rail maintenance, all within the nationally-registered portion of the State’s 40-foot-wide OR&L railroad right-of-way (ROW) from Lualualei Naval Road to Fort Weaver Road. A Project Map showing the limits of the areas to be maintained is attached hereto as Appendix B.

The ROW primarily consists of a historical railroad facility: a raised rail bed, rails, ties, signals, bridges, one whistle stop and appurtenances. The OR&L has no adjacent facilities such as depots, stations, or water towers.

The ROW from Lualualei Naval Road to Fort Weaver Road is listed on the National Register of Historic Places and is subject to federal and state compliance, as further described in this Request for Proposal. The Offeror has the option of operating a non-profit railroad museum from Waipio Point Access Road to Lualualei, pursuant to terms and conditions of the Deed, 23 CFR 710.405, and a Use and Occupancy Agreement issued by the Hawaii Department of Transportation Right of Way Branch (HDOT-ROW), subject to written approval by the Hawaii State Historic Preservation Office (SHPD) Officer and the written authorization of the Hawaii Division Administrator of the Federal Highway Administration. The details for the non-profit rail museum are described below.

Vegetation management within the railroad right-of-way must be managed to have complete and safe access to the facility. Branches and foliage must be cleared to maintain visibility around signs, signals, switches, and crossings, and to keep trains from hitting overhanging vegetations.

Weed control on the berm is important to ensure proper drainage and to prevent fouling of the ballast. Low growing grass should be promoted to prevent weeds from propagating into the ballast bed (track area). No growth is permitted in the ballast bed and regular mowing of the area between the verge and the bank should ensure that any growth in this area remains neat and trim and free from litter throughout the maintenance period. A solid maintenance plan should include preventative measures to address the symptoms of existing vegetation overgrowth.

General rail maintenance shall require that the historical integrity of the rail facility be preserved.

Preservation includes the maintenance and repair of existing historic materials and retention of the railroad’s form as it has evolved over time. Whenever possible, historic materials must be repaired rather than replaced. In cases where existing historic materials are beyond repair, replacement must be carried out In-kind. Documentation demonstrating that the work would be In-kind and utilizes non-damaging or reversible methods must be provided to HDOT-ROW.

The Offeror acknowledges and agrees to comply with the covenants running with the land as described in that Deed dated June 5, 1980, filed as Document No. 80-68673 in the State Bureau of Conveyances, a copy of which is attached hereto as Appendix H, including, but not limited to, the covenant to preserve the integrity of the railroad facilities located within the ROW, including

SCOPE OF WORK 17 HWY-ORL-2026.01

all rails, ties, signals, and appurtenances, in their existing condition, natural and unavoidable deterioration excepted, provided, however, that said railroad facilities may be operated by an assignee as a non-profit historic railroad museum and provided that the operation, maintenance, or alteration of said facilities shall be in accordance with State and Federal requirements applicable to facilities listed and described in sections 1 and 3, (pages 2 and 3) of the Deed, which include, but are not limited to:

a) Title 1 of the National Environmental Policy Act of 1969 (NEPA) 42 U.S.C. Section 4321 et seq;

b) Section 106 of the National Historic Preservation Act of 1966 16 U.S.C. Section 470F;

c) Section 1(3) and 2(b) of Executive Order11593, May 13, 1971, “Protection and

Enhancement of the Cultural Environment”;

d) Procedures of the Advisory Council on Historic Preservation for the Protection of Historic and Cultural Properties (36 CFR Part 800);

e) Section 4(f) of the Department of Transportation Act and 23 U.S.C. Section 138;

f) Title VI of the Civil Rights Act of 1964;

g) Title 49 C.F.R. Part 21;

h) Section 11504 for the Fixing America’s Surface Transportation Act (FAST Act);

i) Advisory Council for Historic Preservation (ACHP) “Program Comment to Exempt

Consideration of Effects to Rail Properties Within Rail Rights-of-Way" dated August 24, 2018.

j) 23 CFR 774.14(a)(2), Section 4(f) Department of Transportation Act;

k) State Historic Preservation Office requirements; and

l) Any applicable State and Federal requirements pertaining to facilities listed on the

National Register of Historic Places

The qualified Offeror may request to operate a non-profit historic railroad museum from Waipio Point Access Road to Lualualei in the OR&L ROW. Operation of the museum shall be subject to the terms and conditions in the Deed, 23 CFR 710.405, and a Use and Occupancy Agreement issued by HDOT. Issuance of the UOA requires written approval by the Hawaii SHPD Officer and written authorization by the Hawaii Division Administrator, Federal Highway Administration.

3.2 Minimum Requirements

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The Offeror shall demonstrate to HDOT that Offeror or its subcontractor’s possess the required licenses, certifications and permits necessary to conduct business in the State of Hawaii related to maintaining railroad infrastructure and performing railroad vegetation management in compliance with federal, state, county and local rules and regulations. At the time that proposals are due, the Offeror or its subcontractor shall have a minimum of two (2) consecutive years of experience performing landscaping work in Hawaii that requires a C-27 Specialty Contractor’s license. Offeror must also possess a current and valid C-27 license and disposal permit and provide a list of personnel who are trained and certified as a Flagger, Traffic Control Technician, and Traffic Control Supervisor with the American Traffic Safety Services Association. Copies of the required licenses, certifications, and permits shall be submitted to HDOT with the proposal.

3.3 Scope of Work

The scope of work includes the following:

3.3.1 Vegetation Management

Maintenance of the OR&L ROW shall include comprehensive vegetation management.

Contractor shall have (30) days from the Notice to Proceed date to complete an initial clearing and remediation of any severe vegetation overgrowth, unless an extension is granted by the State. To ensure the proper care and upkeep of the ROW vegetation, Contractor shall implement a complete vegetation control program which involves the proactive eradication of weeds (both pre- and post-sprout), the control of vegetation intrusion along the railroad right-of-way line, and brush cutting to maintain a clear track area. Furthermore, the Offeror is responsible for general landscaping services, including mowing, edging, weeding, trimming and care of all shrubs and trees, fertilizing, removing invasive plants, mulching, and cultivating. Pre-emergent herbicides shall be applied as necessary to manage and prevent excessive weed growth.

Contractor shall trim brush and branches affecting the sight distance to any traffic signs and eliminate all traffic hazards to ensure signs are always visible. Vegetation shall not hang over the travel way. Trimming, raising, and side pruning of trees shall provide clearances along the railroad right-of-way line, signs, utility poles and lines, and other structures.

Contractor shall be responsible for controlling all undesirable vegetation intrusions into right-of-way areas from the adjoining properties. In extreme cases, Contractor shall work with adjacent property owners to control the intrusions. Ultimately, it is Contractor’s responsibility to control or mitigate all undesirable vegetation intrusions.

Herbicides may be used for weed control. Contractor shall obtain written approval from HDOT before using herbicides. Contractor may purchase herbicide from suppliers, but prior to purchase, Contractor shall submit a list of needed herbicides and their respective price to HDOT for approval.

Herbicide purchased without HDOT’s approval shall not be paid.

Contractor shall maintain a record of all herbicides used on the project, including the name of the herbicide, location and areas of application, dates of application, rates of application, and total

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quantity used in a single day. A copy of the record shall be submitted to HDOT weekly or as requested. Contractor shall not spray herbicides on windy or rainy days. Contractor shall not spray within any drainage structures or swales and shall exercise care when spraying near drainage structures or swales so that the herbicide does not enter the drainage structure or swale.

If the undesirable vegetation is greater than five (5) feet in height, then it shall be cut first to a height no greater than six (6) inches and then sprayed. The processing, handling, and application of the herbicide must be in compliance with all rules and regulations of the State of Hawaii, Department of Agriculture, and all other applicable Federal, State, County and local rules and regulations.

All work shall be performed in strict compliance with the manufacturer’s label and Safety Data Sheet (SDS), as applicable and in accordance with all State, Federal, County and local rules and regulations. A copy of the SDS shall be submitted to HDOT as a part of the Contractor’s request for approval to use an herbicide and a copy shall be maintained by Contractor at the job site during processing, handling, and application of herbicides.

Any damage to man, vegetation, environment, or other property, within or outside the railroad right-of-way due to the use of herbicides by Contractor shall be the sole responsibility of Contractor.

Debris and litter within the railroad right-of-way which originated from the vegetation management work shall be removed by Contractor before the end of each workday, or immediately if it causes a traffic hazard. Litter shall be hauled offsite for proper disposal by Contractor.

General clean-up shall be conducted two (2) days per week. During each general clean-up day all litter shall be picked up along the entirety of the portion of the railroad right-of-way covered by this contract. If no litter is observed or picked up on a given general clean-up day, then this shall be documented and readily available upon the request of HDOT. This shall be strictly enforced.

Debris, rubbish, and solid/hazardous waste shall be removed from the railroad right-of-way and disposed of accordingly with federal, state, county and local rules and regulations. Under no circumstances shall debris, rubbish, and solid/hazardous waste be stockpiled within the State railroad right-of-way. Any pre-existing stockpile at the beginning of the contract shall be removed within thirty (30) days.

Contractor shall furnish all labor, tools, specialized equipment, material, supplies, supervision, and transportation to perform all services. Contractor’s vehicles must have Contractor’s name and/or logo displayed on doors or side panels and shall be in letters large enough to be easily legible from one hundred (100) feet. All vehicles shall be kept in good condition and appearance and shall meet all State and County licensing and registration and safety requirements and shall be equipped properly in accordance with City, State, Federal and OSHA requirements.

Contractor shall submit a plan, describing the schedule of proposed vegetation management and methods for weed control, waste removal and clearing the right-of-way. The plan shall demonstrate their proposed system for keeping detailed financial records and reports for any maintenance work. Financial records and maintenance reports must be maintained for the duration

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of the contract and kept for a period of three years after the termination of the contract. Contractor to provide detailed emergency work protocols and to keep records of any emergency work performed within the railroad ROW.

3.3.2 Rail Maintenance

Together with vegetation management, Contractor shall facilitate and perform the required scope of work for inspecting, servicing and maintaining a narrow gauge, Class X track railroad within the OR&L ROW.

Maintenance of the railroad shall require that the historic character of the railroad be preserved in order to maintain the railroad’s significance. This includes following the SOI’s Standards for the Treatment of Historic Properties (https://www.nps.gov/tps/standards.htm), which generally recommends replacing character defining features with in-kind materials and workmanship where possible. Contractor shall obtain written pre-approval from an SOI-qualified professional prior to repairs and materials being selected at the start of the project. In addition, all repairs and replacements of parts of the facility must obtain written pre-approval from SHPD via HICRIS.

Written pre-approval from an SOI-qualified professional and SHPD shall be submitted to the Right-of-Way Manager or his/her designee. The Right-of-Way Manager or his/her designee shall give final approval to purchase materials or to start the project.

The character-defining features of the OR&L ROW are documented in the Inventory of the Oahu Railway and Land Company Right of Way, Final-May 2025. A comprehensive list of the general maintenance activities required for historic railroad properties is attached hereto as Appendix C.

Maintenance should also include regular repairs from Waipio Point Access Road to Lualualei that permit the continuous and safe operation of a historic railroad museum, including in-kind replacement of rails, ties, and tack, as necessary, and ensure that a sufficient supply of crushed white coral for the bed of the railroad ties is maintained for rail support.

Maintenance of specific character defining features of the OR&L are listed below:

a) Ballast. Must use crushed white coral as ballast.

b) Rails, Ties and Tacks. Any replacement parts must use 60-lb steel rail. Contractor shall regularly maintain rails, ties, and tacks throughout the maintenance area, whether or not in working condition.

c) Passenger Platforms and Whistle Stops. The Gilbert Whistle stop (west of the

Advertiser Building after Bridge 28) is the only known remaining passenger platform or Whistle Stop and requires regular maintenance to prevent further deterioration, as does the coral stone foundation. Any repairs in that area must ensure that the platform is not removed or damaged.

d) Revetments and Storm Water Systems. All revetments and storm water systems must be maintained in-kind. Dry stack rock wall revetment at Piliokahe must be

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maintained in-kind. Make sure all box culverts are cleared and drained and, where necessary, replace or repair in-kind.

e) Maintain and repair existing bridges in-kind. Perform all minor bridge repairs and cleaning in-kind. If there is a release of hazardous materials into the waters of the United States, a permit from the Army Corps of Engineers may be required.

f) Jenson siding. Do not remove. Trim growth around the siding, ensure coral ballast is maintained. Remove vegetation from ballast.

g) Signalization Systems. Maintain signalization systems in working order. Repair or replace in-kind, if necessary. Do not change colors or shapes.

h) Signage. There is no signage (such as RR crossing signs) extant along the rail. Any new signage created for the OR&L must be in the English and Hawaiian language, in keeping with the original OR&L signage. HDOT and SHPD must be consulted prior to creating signs for the OR&L.

i) Frogs. Maintain frogs in working condition.

j) Berm. Berm heights should be established and documented at the start of the contract term and must be maintained throughout. The Ko Olina section has no berm and thus drainage and fouling of the ballast in that area is a problem. Additional maintenance may be required.

3.3.3 Historical Museum Option

The Offeror shall explain its plan, if applicable, to operate or subcontract an entity to operate a non-profit historic railroad museum and its mission as a public educational and cultural resource.

The plan will describe the subjects being preserved in the museum, be they artifacts, documents, or sites, define who the target market is, how they intend to attract visitors, how visitors will be guided through the museum and educated about its contents, whether a fee will be charged to visit the museum, operating plan, costs to operate, schedule and frequency of operation, and how the operator intends to demonstrate its commitment to public access and community engagement. A plan shall also describe the Offeror’s process for obtaining any approvals from federal, state, and local entities required to operate the museum.

3.3.4 Public Safety, Professional Conduct, and Compliance

Contractor shall at all times conduct work to assure the least possible obstruction to public traffic. The safety and convenience of the general public and the protection of persons and property is of utmost importance, and the Contractor shall provide appropriate traffic control and safety measures. The Contractor and its subcontractors shall treat members of the public in a fair and polite manner. All Contractor’s subcontractors and their personnel shall present a professional appearance and always conduct themselves in a professional manner.

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Contractor’s methods and practices shall be in accordance with the U.S. Department of Labor Occupational Safety and Health Acts; the Hawaii Department of Industrial Relations; Hawaii Occupational Safety and Health Division; the Environmental Protection Agency; American National Standard Institute Z133.1-2012; Arboricultural Operations – Pruning, Repairing, Maintaining, Removing Trees and Cutting Brush – Safety Requirement. Local and State occupational safety, health standards, and health programs required by the Hawaii Administrative Rules §12-110 and Hawaii Revised Statutes §396, any other applicable federal, state, and local rules and regulations.

3.3.5 Quality Control

Contractor shall provide quality services and products and management oversight of all processes. Contactor shall provide accurate data and reports and meet deliverables, with emphasis on overall success and positive impact to the report of its findings and recommendation because of the comprehensive analysis and review of the Hawaii’s procurement laws in comparison to federal procurement laws. Contractor shall provide for the management and support of personnel, to include guidance and supervision of personnel to accomplish the objectives of this contract.

SECTION 4

PROPOSAL REQUIREMENTS

AND SUBMITTAL INSTRUCTIONS 23 Project No. HWY-ORL-2026.01

Section 4 Proposal Requirements and Submittal Instructions

4.1 Proposal Objectives

Proposals shall be a complete plan for accomplishing the tasks described in this RFP and shall describe in detail the Offeror’s ability and availability to meet the goals and objectives of this RFP.

Proposals shall be prepared straightforwardly and concisely, with emphasis on completeness, clarity, and content.

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

4.2 Proposal Structure and Labeling

Each Proposal shall be labeled and organized as outlined in this RFP and shall include a point-by-point response addressing all requirements.

4.3 Proposal Submission Instructions

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

The State will use HIePRO to issue the RFP, issue Addenda to the RFP, and receive Offers.

Addenda and other information and materials shall be provided by the State through HIePRO, including additions or changes with respect to the dates in Section 1.3 Schedule and Significant Dates. The State is not responsible for any delay or failure of any Offeror to receive any materials updated through the RFP process on a timely basis.

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

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

All questions must be submitted on HIePRO using the Questions & Answers tab.