Infant and Toddler Developmental Evaluation Tool

DEPARTMENT OF HEALTH
EARLY INTERVENTION SECTION
RELEASE DATE: JUNE 26, 2026
INVITATION FOR BIDS
NO. IFB-27-001-EIS
SEALED BIDS
FOR
INFANT AND TODDLER DEVELOPMENTAL
EVALUATION TOOL
WILL BE RECEIVED UP TO 4:30 P.M. HST ON JULY 3, 2026
OR AS RECEIVED THROUGH ADDENDA IF APPLICABLE, THROUGH THE STATE OF
HAWAII ELECTRONIC PROCUREMENT SYSTEM (HIePRO). DIRECT QUESTIONS
RELATING TO THIS SOLICITATION TO IAN THOLEN AT (808) 594-0014 OR E-MAIL AT
Brianne.Sarmiento@doh.hawaii.gov.
William "Lane" Aakhus
Procurement Officer
IFB-27-001-EIS

TABLE OF CONTENTS
Page
SECTION ONE: SPECIFICATIONS AND SCOPE OF WORK................ 2
SECTION TWO: BID SUBMITTAL AND CONTENT........................... 5
SECTION THREE: CONTRACT AWARD AND TERMS....................... 10
SECTION FOUR: SPECIAL PROVISIONS........................................ 17
ATTACHMENTS:
* Offer Forms .................................................................. OF-1 to OF-4
o OF-1
o OF-2
o OF-3
o OF-4
* General Provisions
* AG General Conditions
i

SECTION ONE:
SPECIFICATIONS & SCOPE OF WORK
1.1 SCOPE OF WORK
The Early Intervention Section (EIS) within the State of Hawaii, Department of Health
provides early intervention (EI) services for infants and toddlers ages birth to three
(3) years with a developmental delay in one (1) or more of the following developmental
areas: communication, cognition, fine motor, gross motor, social, self-
care/adaptive; and/or have a medical diagnosis that has a high probability of contributing
to a developmental delay in any of the areas previously mentioned. EI services provided
are mandated under the Individual with Disabilities Education Act (IDEA), Part C and are
delivered statewide through eighteen (18) EI Programs (Two (2) State-
operated and sixteen (16) Purchase of Service (POS) contracted EI Programs). The EI
Programs are require to use a standardized Infant and toddler developmental
evaluation tool that measures mastery of developmental milestones in these five
(5) developmental areas in order to determine eligibility. Eligibility is based on Hawaii's
Developmental Delay which includes five (5) developmental areas (motor, cognition,
communication, social-emotional, and adaptive). Currently, EI Program staff
are trained in administering the Battelle Developmental Inventory, Third Edition (BDI-
3). EI Programs have been utilizing the BDI-3 tool since November 2023 and prior to that
using other versions of the BDI (e.g., BDI-2) to determine if a child's eligibility for EI
services. The STATE's EIS is in need of CONTRACTOR who is able to provide the Scope
of Work below in order for the States EIS's to continue to utilize a standardized Infant and
toddler developmental evaluation tool kit.
The CONTRACTOR shall:
A. Provide standardized Infant and toddler developmental evaluation tool kit including
any replacement evaluation tool kit items, as needed to the STATE's EIS EI
Programs, which will provide evaluators with standard scores needed to determine a
child's eligibility for EI services based on Hawaii's Developmental Delay
eligibility. The evaluation tool kit(s) and/or evaluation tool kit replacement items shall
be directly drop shipped to the respective EI Program addresses provided by the
STATE's EIS. The Infant and toddler standard developmental evaluation tool kit
shall:
i. Measure global domains from birth to three (3) years of age.
ii. Include 5 developmental domains (adaptive, cognitive, communication, motor,
and social emotional).
iii. Include sub-domains in the areas of adaptive (self-care and personal
responsibility), cognitive (attention and memory, reasoning and academic
skills, perception and concepts), communication (receptive and expressive),
motor (gross motor, fine motor, perceptual motor), social (adult interaction,
peer interaction, self-concept and social role).
iv. Have the ability to be administer using either a paper protocol and/or through
a mobile data solution online platform using a device (e.g. iPad, tablet,
laptop) via an Electronic Record Forms (ERF).
v. Provide evaluators with a complete assessment, a screening assessment, and
an early academic survey for EI childhood assessment.
SECTION ONE: 2 IFB-27-001-EIS
SPECIAL PROVISIONS

B. Provide access key licenses for EI Program evaluators to access the mobile
data solution online platform and provide the ERFs, as needed throughout the
contract period include extensions. The mobile data solution online
platform shall:
i. Have the ability to enter scores on an EFR while the evaluator(s) are in
the field with limited and/or no access to internet.
ii. Have the ability to upload the data (i.e., test items administered directly
to the child, interviews) to the platform.
iii. Allow for electronic scoring to be entered for each domain and sub-
domain; which should convert to z-scores and standard scores.
iv. Have the ability to run and print reports by child and by EI program which
includes scores and test item details.
v. Have the ability to store child information and test results that can be
transferred from one EI program to another should a family/child move
to a new geographic location/service areas.
vi. Have the capability for the report to designate if the child is eligible under
Hawaii's eligibility categories (Ineligible, developmentally delayed,
developmentally delayed in a subdomain, clinical opinion, biologically at
risk, developmentally delayed and biologically at risk,
closed/exit/transferred).
vii. Provide supplemental resources for evaluators and developmental tips
to share with families.
C. Allow the quantities of evaluation tool kits, evaluation tool kit replacement
items, mobile data solution online platform access key license, and ERF
packages shall be adjusted throughout the contract period based on EI
Program needs.
D. Deliverables Timelines:
FY27 FY28 FY29 FY30 FY31
Deliverable
Deadline Deadline Deadline Deadline Deadline
Drop shipment evaluation As As As As As
tool(s), as needed based on Needed Needed Needed Needed Needed
the number of tools requested
by the STATE's EIS.
Drop shipment of evaluation As As Needed As As As
tool kit replacement items, as Needed Needed Needed Needed
needed based on the number
of items requested by the
STATE's EIS.
Provide 12/31/26 12/31/2027 12/31/28 12/31/29 12/31/30
access key annual licenses to
the mobile data solution online
platform based on the total
number of licenses requested
by STATE's EIS, per year.
SECTION ONE: 3 IFB-27-001-EIS
SPECIAL PROVISIONS

FY27 FY28 FY29 FY30 FY31
Deliverable
Deadline Deadline Deadline Deadline Deadline
Provide the ERFs based on the 12/31/26 12/31/27 12/31/28 12/31/29 12/31/30
number of ERFs requested by
the STATE's EIS, per year.
1.2 QUALITY OF PRODUCT
All goods and services furnished under these specifications shall be new and of
the best quality of its respective kind. It shall be free from defects which may
render it unfit for use. Damaged or rejected items shall be immediately replaced
with items of the quality required by these specifications.
Failure to replace any unacceptable item shall not relieve the Contractor from the
responsibility imposed upon him by the contract.
No payment, whether partial or final, shall be construed to be an acceptance of
unacceptable product.
The State may, at any time, by written order, stop delivery of products not
conforming to these specifications. Such stop order shall not relieve the Contractor
of his obligation to complete his contract within the contract time limits, nor shall it
in any way terminate, cancel, or abrogate the contract or any part thereof.
1.3 CONTRACT ADMINISTRATION
For the purposes of this contract, Ian Tholen, Administrative Specialist, (808) 594-
0013, ian.tholen@hawaii.gov, and Brianne Sarmiento, Contracts Specialist, (808)
594-0014, brianne.sarmiento@doh.hawaii.gov, or authorized representative, is
designated the Contract Administrator.
SECTION ONE: 4 IFB-27-001-EIS
SPECIAL PROVISIONS

SECTION TWO:
BID SUBMITTAL AND CONTENT
2.1 ELECTRONIC PROCUREMENT
The State has established the HIePRO [pronounced 'HI-PRO'] to electronically solicit and
receive bids for procurements. Bidders interested in responding to this electronic
solicitation must be registered on the HIePRO in order to participate in this procurement.
Registration information is available at the State Procurement Office (SPO) website:
http://spo.hawaii.gov, click on HIePRO.
Award(s) resulting from this solicitation, if any, shall be conducted through HIePRO and
subject to a mandatory .75% (.0075) transaction fee of the award, not to exceed $5000
for the award. This transaction fee shall be based on the initial, estimated award amount,
and Vendor shall be responsible for payment of the fee to Hawaii Information Consortium,
LLC dba NIC Hawaii (NIC), the vendor administering the HIePRO. Refer to Section 3.14,
Payment to Hawaii Information Consortium, LLC dba NIC Hawaii (NIC).
2.2 BIDDER QUALIFICATIONS
State of Hawaii-based and out-of-State bidders will be accepted.
2.3 BIDDER'S AUTHORITY TO SUBMIT A BID
The State will not participate in determinations regarding a Bidder's authority to sell a
product or service. If there is a question or doubt regarding a Bidder's right or ability to
obtain and sell a product or service, the Bidder shall resolve that question prior to
submitting a bid. If a Bidder offers a product that meets the specifications, is acceptable
and the price submitted is the lowest priced offered, the contract will be awarded to that
Bidder.
2.4 CERTIFICATION OF INDEPENDENT COST DETERMINATION
By submission of a bid in response to this solicitation, Bidder certifies as follows:
2.4.1 The costs quoted have been arrived at independently, without consultation,
communication, or agreement with any other bidder, as to any matter relating to
such costs for the purpose of restricting competition.
2.4.2 Unless otherwise required by law, the cost which have been quoted in response
to this Solicitation have not been knowingly disclosed by the bidder prior to award,
directly or indirectly, to any other bidder or competitor prior to the award of the
contract. No other attempt has been made or will be made by the bidder to indicate
any other person or firm to submit or not to submit for the purpose of restricting
competition.
5 IFB-27-001-EIS
SECTION TWO:
BID SUBMITTAL AND CONTENT

2.5 REQUIRED REVIEW
2.5.1 Before submitting a bid, each Bidder must thoroughly and carefully examine this
solicitation, any attachment, addendum, and other relevant document, to ensure
Bidder understands the requirements of the solicitation. Bidder 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.
2.5.2 Should Bidder find defects and questionable or objectionable items in the
solicitation, Bidder shall notify the Department of Health EIS as soon as possible.
This will allow the issuance of any necessary corrections and/or amendments to
the solicitation by addendum, and mitigate reliance of a defective solicitation upon
which award could not be made.
2.6 BID PREPARATION COSTS
Any and all costs incurred by the Bidder in preparing or submitting a bid shall be the
Bidder's sole responsibility whether or not any award results from this solicitation. The
State shall not reimburse such costs.
2.7 BID GUARANTY
A proposal security deposit is NOT required for this IFB.
2.8 BID PREPARATION
2.8.1 Offer Form, Page OF-1. Bidder shall submit its current Federal I.D. No. and Hawaii
General Excise Tax License I.D. number in the space provided on Offer Form,
page OF-1, thereby attesting that the Bidder is doing business in the State and
that Bidder will pay such taxes on all sales made to the State.
Bidder is requested to submit its bid using Bidder's exact legal name as registered
with the Department of Commerce and Consumer Affairs, if applicable; and to
indicate exact legal name in the appropriate space on Offer Form, page OF-1. Failure
to do so may delay proper execution of the contract.
The authorized signature on the first page of the Offer Form shall be an original
signature in ink, which shall be required before an award, if any, can be made. Ink
signatures are not required for electronic submission of bid on HIePRO but shall
be required upon Notice of Award. The submission of the bid on HIePRO shall
indicate the Bidder's intent to be bound.
2.8.2 Bid Quotation (Pricing Page OF-2). Unit bid price shall be based on "delivery to
destination" and include the following pricing inclusions and conditions:
1. Unit prices shall be firm for the term of the contract, including mutually agreed
upon extension period(s), except for increases allowed under the PRICE
ADJUSTMENT provision herein.
SECTION TWO: 6 IFB-23-005-EIS
BID SUBMITTAL AND CONTENT

2. Include all applicable taxes, except the GET and County surcharge (4.5% for
transactions made on Oahu, Kauai, and the island of Hawaii, and 4% for
transactions made on the islands of Maui, Molokai and Lanai). The GET and
County surcharge may be added to the invoice as a separate line item and
shall not exceed the rate for that island;
3. Include all other costs, including but not limited to freight, transportation,
warehousing, packaging, and delivery of the products to destination
specified, and any other costs incurred to provide services specified
including the transaction fee for processing this procurement electronically;
and
4. Submit prices in terms of the unit shown. Bidder is advised that unit bid prices
are all-inclusive, with the exception of the GET and County surcharge; and
that no other charges will be honored, except as specified herein.
2.8.3 Tax Liability. The following information is provided to assist vendors in determining
their tax liability under this solicitation. For additional information and assistance,
Bidders may call the State of Hawaii Department of Taxation, telephone (800) 222-
3229 or (808) 587-4242.
2.8.3.1 Hawaii and Tax-Exempt Vendors. Work to be performed under this
solicitation is a business activity taxable under HRS Chapter 237, and if
applicable, taxable under HRS Chapter 238. Offerors are advised that they
are liable for Hawaii GET at the current 4.0% rate for transactions made on
Oahu, Hawaii, Maui, Kauai, Molokai, and Lanai or the applicable Use tax.
2.8.3.2 Tax-Exempt Vendors. If, however, an Offeror is a person exempt by the
HRS from paying the GET and therefore not liable for the taxes on this
solicitation, the Offeror shall state its tax-exempt status and cite the HRS
chapter or section allowing the exemption.
2.8.3.3 County Surcharges. County surcharges on state general excise (GE) tax or
Use tax may be visibly passed on but are not required. . For more
information on county surcharges and the max pass-on tax rate, please visit
the Department of Taxation's website at Taxation's website at
http://tax.hawaii.gov/geninfo/countysurcharge.
2.8.4 References. Bidder shall furnish on the Offer Form, page OF-3, the names and
addresses of at least three (3) companies or government agencies that bidder has
provided or is currently providing identical or similar items as specified herein. The
State reserves the right to contact the listed references to inquire about the bidder's
performance.
2.8.5 Brand Name(s) and Model Number(s). If indicated on the Offer Form pages, Bidder
shall identify on each respective Offer Form page, the exact brand(s) and
manufacturer name(s) and product model number(s), order number(s) or other
identifier(s) of the products and its components the Bidder proposes to furnish.
Failure to do so or the inclusion of remarks such as "as specified" may be sufficient
grounds for rejection of bid. Bidder's "SKU" Number as product identifier shall not
be acceptable unless the "SKU" Number consists of the manufacturer's product
SECTION TWO: 7 IFB-23-005-EIS
BID SUBMITTAL AND CONTENT

number. If any of the called for elements or product information are missing from
the Bidder's bid the State will not be able to determine from the information given
whether the product is acceptable or not and may be sufficient grounds for rejection
of bid.
No Bidder will be allowed to alter, change and/or revise the product identification
after the bid due date and time. This is to ensure that all bids are submitted under
the same conditions with no opportunity for one Bidder to have an advantage over
any other Bidder after exposure of bids.
2.9 QUANTITIES
Item
Deliverables Units
No.
1 Infant and toddler standard Based on request by the STATE's EIS, as needed
developmental evaluation throughout the Contract Term which includes Contract
tool kit (cost includes the Extension years.
cost for drop shipment to
Currently no evaluation tool kits are being requested
Hawaii address).
at this time.
2 Infant and toddler standard Based on request by the STATE's EIS, as needed
developmental evaluation throughout the Contract Term which includes Contract
tool kit replacement items Extension years.
(cost includes the cost for
Refer to OF-1 Attachment A for current list of
drop shipment to Hawaii
replacement items needed.
address).
3 Infant and toddler 200, per year
developmental evaluation
tool annual licenses access As needed throughout the Contract Term which
includes Contract Extension years total amount may
keys for mobile data solution
be adjusted.
online platform.
4 Infant and toddler standard 250 ERF Packages (6,250 ERFs), per year
developmental evaluation
Electronic Record Forms As needed throughout the Contract Term which
(ERF) packages (1 Package = includes Contract Extension years total amount may
25 Packets). be adjusted
2.10 ELECTRONIC SUBMISSION OF BID
The bid shall be submitted and received electronically through the HIePRO. This
electronically submitted bid shall be considered the original. Any original bids received
outside of the HIePRO, including faxed, hand delivered, or e-mailed bids, shall not be
accepted, or considered for award. Any bid received after the due date and time shall be
rejected.
HIePRO Special Instructions. Bidder shall review all special instructions located on the
HIePRO solicitation. Bidders are responsible for ensuring that all necessary files are
included in their response upon submission on HIePRO by the due date and time.
SECTION TWO: 8 IFB-23-005-EIS
BID SUBMITTAL AND CONTENT

Bidders are advised to not wait until the last minute to submit their bid on HIePRO. Bidders
should allow ample time to review their submittals on HIePRO, including all attachments,
prior to the due date and time. Submission must be completed and submitted by due date
and time. If submission is not completed and submitted by the due date and time, HIePRO
will not accept the bid.
The submission of a bid shall constitute an incontrovertible representation by the Bidder
of compliance with every requirement of the solicitation, and that the solicitation
documents are sufficient in scope and detail to indicate and convey reasonable
understanding of all terms and conditions of performance of the work.
2.11 FORMAT INSTRUCTIONS FOR SUBMITTING BID ON HIePRO
2.11.1 Format. Bids shall be submitted as attachments on HIePRO.
2.11.2 Proprietary/Confidential Information. Proprietary information, if any, shall be
contained in a separate file that is clearly identified as proprietary/confidential
information.
2.12 MODIFICATION PRIOR TO SUBMITTAL DEADLINE OR WITHDRAWAL OF BIDS
2.12.1 The Bidder may modify or withdraw a bid before the due date and time.
2.12.2 Any change, addition, deletion of attachment(s) of a bid may be made prior to the
deadline for submittal of bids in the electronic system.
SECTION TWO: 9 IFB-23-005-EIS
BID SUBMITTAL AND CONTENT