Temporary Hire Staffing Services - Communications Specialist

ATTACHMENT NO. 1
Furnish Temporary Staffing Services - Communications Specialist Position - for the Office
of Medical Cannabis Control and Regulation
SCOPE OF WORK
I. General Information
Vendor agrees to furnish staffing services by providing a temporary hire for a Communications
Specialist position to perform all duties and responsibilities as set forth in the below "Duties and
Performance Requirements" section.
Services furnished shall be for a period of 480 work hours with the option for the program to
award and/or extend the service for additional hours as necessary.
Provided temporary hire shall be required to work as part of the program's office team. Standard
work hours will be Monday through Friday, 7:45 a.m. to 4:30 p.m., to exclude State observed
holidays. The Office of Medical Cannabis Control and Regulation (OMCCR) shall determine
and dictate the temporary hire's duties, work schedule, and set the total number of hours worked
per week.
Standard on-site work duties shall be performed at 3652 Kilauea Avenue, Honolulu, Hawaii
96816.
For the purpose of this solicitation, Ariel Matsumoto, Administrative Specialist, or designee,
shall be the acting point of contact. The telephone number and email at which she may be
reached is (808) 733-2121, or at ariel.matsumoto@doh.hawaii.gov.
II. Duties and Performance Requirements
The Department of Health, Office of Medical Cannabis Control and Regulation (OMCCR), is
seeking a temporary hire Communications Specialist to manage and coordinate all
communications activities related to OMCCR's public health education initiatives. This position
provides project oversight, content review, workflow management, and cross-platform
coordination for a statewide social-media public health campaign, graphic design and video
production deliverables, and OMCCR's education and resources webpage for patients, providers,
and the public. The Communications Specialist ensures that all produced materials are accurate,
culturally appropriate for Hawaii, aligned with OMCCR messaging, and compliant with
Department of Health policies and state requirements. The duties and responsibilities shall
include the following:
A. Project Coordination & Workflow Management
Serve as the primary point of contact between OMCCR and all communications
contractors.

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Coordinate project timelines, deliverable schedules, and approval workflows across
social media, video production, graphic design, and web content.
Facilitate regular meetings with contractors and OMCCR staff, track action items,
and ensure timely follow-through.
Maintain organized documentation of drafts, approvals, scripts, storyboards,
analytics, and final deliverables.
Develop written communications-including press releases, internal updates, and
public-facing announcements.
Coordinate review and approval of written materials to ensure accuracy, clarity, and
alignment with OMCCR messaging.
B. Content Review & Quality Assurance
Review all contractor-submitted materials-including social media posts, videos,
graphics, photographs, collateral designs, and web content-for:
Assist in providing feedback and ensure revisions are completed within required
timelines.
Verify that all content is original and meets OMCCR's standards for clarity, tone, and
accessibility.
C. Social Media Campaign Oversight
Oversee contractor performance on all aspects of the social-media campaign,
including but not limited to:
o Posting frequency and platform management
o Ensure delivery of the final evaluation report and recommendations.
o Coordinate OMCCR's internal review and approval of all social-media content
submitted in advance.
D. Graphic Design & Video Production Oversight
Oversee contractor execution of all videos and design deliverables, including but
limited to:
Production Monitoring and management
o Monitor the progress on design of educational videos, photographs, infographics
and newsletters templates and other IEC material
o Ensure videos meet OMCCR expectations for accuracy, cultural appropriateness,
and platform suitability.
o Coordinate with OMCCR to identify volunteer participants when needed.
o Review concepts, edits, and final assets for quality and alignment with OMCCR's
educational goals.

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o Coordinate the review of all design drafts for accuracy, readability, and
consistency with OMCCR branding.
o Coordinate with OMCCR on printing needs (contractor responsible only for
design).
E. OMCCR Webpage Communications Management
Oversee development, updates, and maintenance of OMCCR's education and
resources webpage.
Coordinate with internal web developer to ensure timely delivery of web-ready
graphics, videos, and written content.
Assist in reviewing and approving all webpage content
Ensure alignment between webpage content, social-media messaging, and printed
collateral.
Track and manage updates to ensure the webpage remains current, accurate, and
user-friendly for patients, providers, and the public.
F. Deliverables
Assist in adjusting current communications plans
III. Temporary Hire Qualifications
Provided temporary hire must demonstrate the knowledge, skills, and experience necessary to
manage and coordinate OMCCR's multi-component communications projects, including social
media, video production, graphic design, and web content development.
Temporary hire must have a minimum of two (2) years of progressively responsible
professional experience in public information, health communications, or social marketing.
Experience must demonstrate:
Experience digital media, or strategic communications. Public health communications
preferred.
Strong project management and organizational skills.
Ability to review and synthesize complex information.
Manage and coordinate multi-component communications projects involving social
media, video production, graphic design, and web content.
Review and synthesize complex information for accuracy and clarity.
Evaluate and provide feedback on scripts, storyboards, graphics, photographs, and
multimedia content.
Oversee contractor deliverables and ensure adherence to timelines, quality standards, and
organizational requirements.
Ability to develop written communications
Ensure that communication materials are culturally appropriate for Hawaii communities.
Collaborate effectively with internal teams, external vendors, and subject-matter experts.
Preferred Experience

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Experience with communications related to cannabis, substance use, behavioral health, or
other sensitive public health topics.
Experience working with Hawaii-based communities, cultures, and communication
norms.
Familiarity with state government communications processes, including legal and policy
review requirements.
Temporary hire must be able to operate common office equipment such as computer, scanner,
fax copier, etc., and all other necessary technological and physical equipment required to
perform the duties and responsibilities of the position.
Vendor must provide and attach the applicable temporary hire's resume at the time of the official
solicitation bid (vendor shall provide necessary safeguards for temporary hire's personal private
information when doing so).
IV. Work Scheduling
Program may schedule the temporary hire to work up to forty (40) hours per workweek (to be
defined as Monday through Sunday) and shall not exceed the maximum forty (40) hours. Any
hours of work, or in any increments thereof, which are not scheduled, set, and/or approved by
OMCCR and/or exceed the maximum forty (40) per workweek shall not be a compensatory
responsibility of the program.
Remote work options may be offered at the discretion of OMCCR. OMCCR reserves the right to
approve, deny, or adjust the remote work option(s) at any time during service period(s) with or
without advance notice. Remote work options, if applicable, shall be arranged and set by
OMCCR.
Program shall provide the vendor, and temporary hire, with a monthly work schedule. Due to the
fluctuating needs and requirements of the program, OMCCR reserves the right to adjust the
temporary hire's work schedule at any time with or without advance notice. Should adjustments
to the work schedule be required, the program shall notify the vendor and temporary hire of
changes.
V. Charges and Billing
The program shall pay the vendor the submitted bid-fixed price for each completed work hour. A
"completed work hour" shall be defined as any hour worked by the temporary hire which meets
the requirements stated above and are delivered in satisfactory accordance with the "Duties and
Performance Requirements" section. The vendor shall not charge other fees or request
reimbursement of any costs in addition to the fixed hourly price.
OMCCR shall not pay the vendor for any incomplete, unsatisfactory,
and/or additional services not stated in this Scope of Work.
Should quality and/or quantity of duties, performance, and/or work hours provided by the
temporary hire be unsatisfactory and/or incomplete, the program shall immediately notify the

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vendor in writing. Program shall not provide payment for unsatisfactory and/or incomplete work
hours until issues are rectified and completion met. Program may request the vendor provide
another qualified temporary hire to replace any temporary hire whose performance is deemed
unsatisfactory.
The vendor shall submit official invoices for payment in monthly or bi-monthly increments for
completed services. Invoices shall include temporary hire's worked dates, start/end times, and
total hours. All invoices shall be submitted to the program's designated point-of-contact.
VI. Recordkeeping and Availability of Records
Vendor agrees to maintain full and accurate records. Required records include, but are not
limited to, logs/registers tracking total work hours completed (times, dates, totals), approved
changes/adjustments to applicable work schedules, program and/or vendor memorandums,
letters, and/or correspondence if applicable, invoice/billing records, etc.
After the completion of each service month or bi-monthly period (if required and set by the
program), the vendor shall submit copies of records that shall contain the temporary hire's
completed work schedule, including all applicable dates and start/end times, total number of
hours worked, and balance of work hours not yet furnished. Invoices that include the required
record information may be substituted for this requirement.
Vendor agrees that books and records pertaining to the vendor's provided services shall be made
available to OMCCR upon request and agrees to retain all records for inspection and audit by
authorized federal and State representatives at any reasonable time and place for a period of three
(3) years after the final payment for services. In circumstances where audit findings have not
been resolved, records shall be retained beyond the three-year period until resolution.
VII. Additional Terms and Conditions
The program may terminate the service agreement at any time upon a minimum of one (1) month
prior written notice. However, the program reserves the right to end services, at any time, for
systemic and/or unrectified quality and/or completion issues of services provided by the vendor.
The vendor shall furnish the above stated service(s) for a total of 480 hours unless the program
awards and/or extends the term of service for additional hours.
Award and/or extension(s) of service hours shall be determined by the program's bona fide needs
and dependent upon available funding.
VIII. Bid Requirements
Vendor must provide and attach the applicable temporary hire's resume at the time of the official
solicitation bid (vendor shall provide necessary safeguards for temporary hire's personal private
information when doing so).

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Any vendor providing a bid must provide a consistent hourly bid across all line items to ensure
bids can be calculated fairly.
Any vendor who does not follow the bid requirements will be disqualified.