Financial Budgeting, Planning and Management Software Solution

REQUEST FOR PROPOSALS (RFP) NO. 26-5356
TO
PROVIDE A COMPREHENSIVE FINANCIAL BUDGETING,
PLANNING AND MANAGEMENT SOFTWARE SOLUTION
UNIVERSITY OF HAWAII AT HILO
HILO, HAWAII
APRIL 13, 2026
BOARD OF REGENTS
UNIVERSITY OF HAWAII
HONOLULU, HAWAII

TABLE OF CONTENTS
RFP No 26-5356 to obtain the services of a CONTRACTOR to provide a comprehensive financial budgeting,
planning and management software solution, University of Hawaii at Hilo, Hilo, Hawaii.
NOTICE TO OFFERORS ............................................................................................................................. 3
SECTION 1 ................................................................................................................................................... 4
ADMINISTRATIVE OVERVIEW ............................................................................................................4
SECTION 2 ................................................................................................................................................... 9
SCOPE OF WORK .......................................................................................................................... 9
SECTION 3 .............................................................................................................................................. 16
PROPOSAL REQUIREMENTS .................................................................................................... 16
SECTION 4 ................................................................................................................................................ 22
CRITERIA TO EVALUATE PROPOSALS ......................................................................................... 22
SECTION 5 ................................................................................................................................................ 24
SPECIAL PROVISIONS .................................................................................................................... 24
APPENDIX A ............................................................................................................................................. 30
PROPOSAL LETTER ........................................................................................................................ 30
APPENDIX B ............................................................................................................................................. 31
BUSINESS CLASSIFICATION ..................................................................................................... 31
APPENDIX C ............................................................................................................................................... 33
PRICE NARRATIVE ....................................................................................................................... 34
APPENDIX D ............................................................................................................................................... 35
TECHNICAL PROPOSAL ...................................................................................................... 35
APPENDIX E ............................................................................................................................................... 36
EXPERIENCE & QUALIFICATIONS ............................................................................... 36
APPENDIX F ................................................................................................................................................ 37
MINIMUM QUALIFICATIONS ......................................................................................................... 37
APPENDIX G ............................................................................................................................................... 38
COST PROPOSAL ...................................................................................................................... 38
APPENDIX H ............................................................................................................................................... 39
COMPLIANCE MATRIX ............................................................................................................ 39
IT IS THE RESPONSIBILITY OF ALL OFFERORS TO CHECK THE TABLE OF CONTENTS TO
CONFIRM THAT ALL PAGES LISTED THEREIN ARE CONTAINED IN THEIR RFP PACKAGE.

NOTICE TO OFFERORS
The University of Hawaii RFP No. 26-5356, to obtain the services of a CONTRACTOR to
provide and implement a comprehensive financial budgeting, planning and management software
solution, University of Hawaii at Hilo, Hilo, Hawaii. is issued and will be awarded through the State of
Hawaii's electronic procurement system (HIePRO). All proposal responses must be submitted
electronically through HIePRO no later than 2:30 p.m., May 16, 2026. Proposal 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 proposal through
HIePRO. Offerors are solely responsible for ensuring that their electronic submission through HIePRO
is complete and all necessary files are attached to their offeror prior to the RFP due date and time. The
University shall not be responsible for any delay or failure of any Offeror to submit any materials
updated through the RFP process on a 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 located in HIePRO.
Questions and Clarifications
All questions and requests for clarifications must be submitted electronically through HIePRO. Questions
must be submitted by April 20, 2026. Responses will be posted on April 28, 2026.
The University may refuse to answer any questions received outside of HIePRO or after the
Questions/Answers deadline.
Luis P. Salaveria
Chief Procurement Officer
University of Hawaii
Posting Date: Apr il 13, 2026
Vendors are responsible for notifying the Procurement Specialist Bonnie Anderson (e-mail:
bonnie27@hawaii.edu) for accessibility concerns related to this RFP.

SECTION 1
ADMINISTRATIVE OVERVIEW
1.1 INTRODUCTION
The University of Hawaii (University) is soliciting proposals from qualified vendors to provide a
comprehensive cloud-based financial budgeting, planning and management software solution
designed specifically for higher education institutions. The solution must provide robust, secure,
and user-friendly functionality that supports strategic decision-making, enhances operational
efficiency, and aligns financial planning with institutional goals.
The University of Hawaii at Hilo (UH Hilo) conducts an annual operating budget process that
allocates resources across all academic and administrative units. This process is grounded in
multi year financial planning, using revenue and expenditure projections across six (6) fiscal
years. Core funding sources include State of Hawaii general funds, tuition and fee revenues, and
UH System allocations, with some units also supported by special and extramural funds. Budget
development is driven by program reviews, departmental planning, and campus-wide assessment
to ensure alignment with UH Hilo's mission, vision, and strategic plan.
Budget Drivers. Budget decisions are shaped by external and internal factors. State-level
influences include the Governor, Legislature, and regulatory mandates, while federal, county, and
community considerations also affect planning. Within the UH System, Board of Regents policies
and system-wide strategic directives guide priorities. At the campus level, UH Hilo's Strategic
Plan, program review outcomes, and student needs serve as primary drivers. Budget parameters
establish both constraints and aspirational targets for resource allocation.
Unit-Level Planning. Academic and administrative units use program review to evaluate
effectiveness, student success, and resource utilization. These reviews inform goal-setting,
identify needs for additional positions or funding, and ensure alignment with institutional priorities.
Units engage their governance bodies to support transparent and collaborative planning.
Budget Development Structure. UH Hilo consists of four major divisions - Chancellor's Office,
Academic Affairs, Administrative Affairs, and Student Affairs, each led by a senior administrator.
Divisions assess and prioritize budget requests internally. Academic Affairs includes colleges, the
library, and non-academic departments, where deans and directors conduct their own prioritization
processes. Administrators at all levels are expected to maintain open communication, encourage
collaborative planning, and ensure transparency.
Administration's Proposed Budget. The Vice Chancellor for Administrative Affairs determines the
overall budget capacity by projecting general fund allocations, revenues, transfers, and reserves.
Senior administrators review division-level priorities and jointly determine which requests advance
into the Administration's Proposed Operating Budget. Clarifications are sought from units as
needed, and the draft budget is shared with the campus community.
Feedback, Revision, and Approval. The proposed budget is presented to Faculty Congress,
Hanakahi Council, Staff Council, student government, and the broader campus for feedback. The
administration incorporates input as appropriate and issues a Revised Operating Budget
Proposal, explaining the rationale behind decisions. This revised proposal is reviewed by the UH
Hilo Campus Budget and Planning Committee, comprising administrators and governance
representatives for approval before being submitted to the Chancellor. Once approved, the Final
Operating Budget is prepared for presentation to the Board of Regents in September.
University of Hawaii RFP 26-5356 Page 4 of 42

Budget Convocation. Each year, the Vice Chancellor for Administrative Affairs presents a
high level overview of UH Hilo's financial health, prior-year performance, current-year budget, and
strategic priorities. This convocation communicates how resources are allocated and the
reasoning behind key decisions.
Need for a Software Solution. UH Hilo's budgeting process is complex, collaborative, and highly
iterative, involving multiple divisions, governance groups, and feedback cycles. Currently, much of
this work relies on manual data consolidation, spreadsheets, and decentralized tools, which limits
efficiency, transparency, and real time analysis. A modern financial budgeting, planning, and
management software solution is needed to streamline workflows, improve data accuracy, support
multi year forecasting, enhance scenario modeling, and strengthen communication across units.
Such a system will enable UH Hilo to make more informed, timely, and strategic financial
decisions while increasing accountability and alignment with institutional priorities.
This Request for Proposal (RFP) outlines the University's expectations for a cloud based, single
integrated platform, with multiple end-user interface options that are intuitive, accessible, and
specific to higher education institutions. The selected vendor shall collaborate closely with the
University stakeholders to deliver timely, accurate, and trusted results, reflecting best practices in
budget methodologies, forecasting, and strategic financial planning for higher education
institutions.
The intent of this RFP is to award a three-year contract to a responsible offeror, whose proposal,
conforming to this RFP, best meets the University's requirements, and is most advantageous to
the University, price and other factors considered.
The University intends to award a contract with an initial term of three (3) years. For evaluation
purposes only, Offerors shall provide a five (5)-year total cost of ownership, inclusive of the initial
term and optional extensions. Evaluation will be based on the total evaluated cost as defined in
this RFP.
1.2 AUTHORITY
This RFP is issued under the provisions of the Hawaii Revised Statutes, Chapters 103 and 103D.
All prospective Contractors are charged with presumptive knowledge of all requirements of the
cited authorities. Submission of a valid executed proposal by any prospective Contractor shall
constitute admission of such knowledge on the part of such prospective Contractor.
1.3 RFP ORGANIZATION
This RFP is organized into the following sections:
Section 1, Administrative Overview -- Provides Offerors with general information on the objectives of
this RFP, procurement schedule, and procurement overview.
Section 2, Scope of Work -- Provides Offerors with a general description of the tasks to be performed,
delineates University and Contractor's responsibilities, and defines deliverables.
Section 3, Proposal Requirements -- Describes the required format and content for the Offeror's
proposal.
Section 4, Criteria to Evaluate Proposals -- Describes how proposals will be evaluated by the
University of Hawaii.
University of Hawaii RFP 26-5356 Page 5 of 42

Section 5, Special Provisions -- Provides Offerors the additional, special terms and conditions under
which the work will be performed.
1.4 SCHEDULE OF KEY DATES
The schedule of key dates set forth herein represents the University's best estimate of the
schedule that will be followed. Any of the dates listed below may be changed at any time at the
sole discretion of the Director, Office of Procurement Management:
RFP Advertised and Issued April 13, 2026
Closing Date for Submission of Questions April 20, 2026
University Response to Offeror's Questions April 28, 2026
Closing Date for Receipt of Proposals May 16, 2026
Proposal Review Period May 17 - 25, 2026
Contractor Selection and Award June 1, 2026
Contract Start Date (Tentative) June 8, 2026
1.5 SUBMISSION OF QUESTIONS
Offerors may submit questions via HIePRO. The deadline for submission of questions is no later
than 2:30 p.m., Hawaii Standard Time, on April 20, 2026.
Responses to question submitted via HIePRO will be made no later than 4:30 p.m., Hawaii
Standard Time, on April 28, 2026.
1.6 SUBMISSION OF PROPOSALS
Offerors shall read, complete, and submit all required information as specified in the Request for
Proposal. All proposals must be submitted via HIePRO by the date and time specified on the
NOTICE TO OFFERORS. No hardcopy proposals will be accepted.
1.7 COSTS FOR PROPOSAL PREPARATION
Any costs incurred by Offerors in preparing or submitting a proposal shall be the Offeror's sole
responsibility.
1.8 DISQUALIFICATION OF PROPOSALS
The University reserves the right to consider as acceptable only those proposals submitted in
accordance with all requirements set forth in this RFP and which demonstrate an understanding of
the scope of the work. Any proposal offering any other set of terms and conditions contradictory to
those included in this RFP may be disqualified without further notice.
An Offeror may be disqualified and the proposal may be automatically rejected for any one or
more of the following reasons:
University of Hawaii RFP 26-5356 Page 6 of 42

* The proposal shows any noncompliance with applicable laws.
* The proposal is conditional, incomplete, or irregular in such a way as to make the proposal
indefinite or ambiguous as to its meaning.
* The proposal has any provision reserving the right to accept or reject award, or to enter into a
contract pursuant to an award, or provisions contrary to those required in the solicitation.
* The Offeror is debarred or suspended.
1.9 PROCUREMENT OFFICER
This RFP is issued by the Office of Procurement Management, University of Hawaii. The
Procurement Officer responsible for overseeing the contract is Bonnie Anderson, Acting Director of
the Office of Procurement Management.
1.10 TECHNICAL REPRESENTATIVE OF THE PROCUREMENT OFFICER (TRPO)
The individual listed below is the Technical Representative of the Procurement Officer (TRPO):
Kalei Rapoza
Vice Chancellor for Administrative Affairs
200 W. Kawili Street
Hilo, HI 96720
Phone: 808-932-7650
email: kaleihii@hawaii.edu
1.11 ISSUING OFFICER
The individual listed below is the issuing officer and the official contact for all communication
regarding this RFP:
Bonnie Anderson
Office of Procurement Management University of Hawaii
1400 Lower Campus Road, Room 15
Honolulu, Hawaii 96822
Phone: 808-956-3270
Email: bonnie27@hawaii.edu
1.12 CHANGES TO CONTRACTOR'S FEE
If any invoiced amount is determined to be improper or unsupported, Contractor shall refund such
amount within thirty (30) days of written notice.
1.13 RFP AMENDMENTS
The University reserves the right to amend the RFP any time prior to the closing date for best and final
offers.
1.14 AWARD ON INITIAL PROPOSALS
The University may award a contract on the basis of initial offers received, without discussions.
Therefore, each initial offer should contain the Offeror's best terms.
University of Hawaii RFP 26-5356 Page 7 of 42

1.15 AVAILABILITY OF FUNDS
Offerors are advised that the award of this contract is contingent upon availability of funds. If
funds are not available, the University reserves the right not to make award of this contract.
1.16 NOTICE TO PROCEED
The University shall not be responsible for work done, even in good faith, prior to the University's
Notice to Proceed unless specific provisions are made in the contract.
1.17 RFP SUBMITTALS BECOME PROPERTY OF THE UNIVERSITY
All proposals and other material submitted shall become the property of the University and may
be returned only at the University's option.
University of Hawaii RFP 26-5356 Page 8 of 42

SECTION 2
SCOPE OF WORK
2.1 PURPOSE
To obtain the services of a CONTRACTOR to provide a comprehensive cloud-based financial budgeting,
planning and management software solution designed specifically for higher education institutions and
capable of being integrated with the University's Kuali Financial System, and Oracle PeopleSoft System.
The solution must provide robust, secure, and user-friendly functionality that supports strategic decision-
making, enhances operational efficiency, and aligns financial planning with institutional goals.
2.2 BACKGROUND
The University of Hawaii at Hilo (UH Hilo) is one of the ten separately accredited campuses that make
up the University of Hawaii System. As a four year university located on Hawaii Island, UH Hilo plays a
vital role in expanding access to higher education for residents of the island and the broader Pacific
region. Alongside UH Manoa, UH West Oahu, and the seven community colleges across Oahu, Kauai,
Maui, and Hawaii Island, UH Hilo contributes to a statewide mission of educational opportunity,
research, and service.
As part of the UH System, UH Hilo contributes to the statewide vision of fostering a vibrant, sustainable,
and resilient future for Hawaii. The university's scholarship and research address the unique
opportunities and challenges of Hawaii Island, the Pacific region, and the planet from environmental
stewardship and marine science to Indigenous language revitalization and astronomy. UH Hilo's work
reflects the systemwide commitment to serving Hawaii's people and advancing knowledge that benefits
local and global communities.
Grounded in traditional Hawaiian values, including aloha (compassion) and kuleana (respect), UH Hilo
strives to create a strong sense of place while supporting innovation, discovery, and economic
development. As the UH System enters its 119th year, UH Hilo remains an essential part of Hawaii's
educational landscape-adapting to emerging needs, preparing future leaders, and upholding its
responsibility to the islands it serves.
The 2023-2029 University of Hawaii Strategic Plan outlines the system's guiding imperatives, which
shape UH Hilo's work as well:
* Fulfill kuleana to Native Hawaiians and Hawaii
* Develop successful students for a better future
* Meet Hawaii's workforce needs for today and tomorrow
* Diversify Hawaii's economy through UH innovation and research
To effectively advance these imperatives and ensure responsible stewardship of its resources, UH
Hilo requires a modern financial planning and reporting infrastructure that supports informed, strategic
decision making. As the university continues to expand educational access, strengthen Native
Hawaiian success, meet evolving workforce needs, and drive research and innovation, its financial
system m ust provide timely insights, operational efficiency, and the ability to model complex scenarios.
A comprehensive cloud based financial budgeting, planning and management software solution
designed specifically for higher education will enable UH Hilo to align its budgeting processes with
institutional goals, enhance transparency, and support long term financial sustainability in alignment
with the broader objectives of the University of Hawaii System.

University of Hawaii RFP 26-5356 Page 9 of 42

2.3 DEFINITIONS
A. CONTRACT - The written agreement between the parties, including but not limited to the
Request for Proposal ("RFP") and its specifications, terms, and conditions; solicitation
addenda and contract amendments, if any; and will be the resulting Contract for the software
solution.
B. CONTRACTOR - The person or the Organization with whom the UNIVERSITY has contracted
to provide services and receive rights pursuant to this CONTRACT.
C. OFFEROR - Any respondent to this RFP. The successful OFFEROR becomes the
CONTRACTOR. Statements referring to the term "Offeror" generally indicate requirements by
any respondent, which must be included in its proposal. Statements referring to "Contractor"
generally indicate requirements that will become contractual obligations.
D. PROPOSAL - The OFFEROR'S response to the RFP.
E. RFP - The University of Hawaii System request for proposal 26-5356 to provide a
comprehensive cloud-based financial budgeting, planning and management software solution.
F. UNIVERSITY/UH - The corporate entity known as the University of Hawaii.
G. UH HILO - The University of Hawaii at Hilo, one of the ten separately accredited campuses
that make up the University of Hawaii System.
H. VENDOR - A company contracted or subcontracted to provide services to the UNIVERSITY
and/or to receive DATA from the UNIVERSITY, including all its officers, employees, agents,
and representatives.
2.4 MINIMUM QUALIFICATIONS OF OFFEROR
This RFP seeks to provide a comprehensive financial budgeting, planning and management
software solution. Accordingly, the prospective Offeror must conform to the following minimum
qualifications and provide the required information to be considered for award. Offeror shall
complete Appendix F, Offeror Minimum Qualifications, to establish that all minimum
qualifications have been met.
Proposals should demonstrate:
A. A minimum of five (5) years of continuous experience in providing financial budgeting, planning and
management software solutions for higher education institutions. B. Demonstrated experience
integrating financial or planning systems with enterprise resource planning (ERP) and/or human
resource systems in higher education or similarly complex environments. Experience with Kuali
Financial System (KFS) and/or Oracle PeopleSoft is preferred but not required.
The proposed solution must support integration with the University's enterprise systems environment,
including KFS and Oracle PeopleSoft, through commercially reasonable methods such as APIs,
middleware, flat-file exchange, or other standard integration approaches.
University of Hawaii RFP 26-5356 Page 10 of 42