03/27/2026 ? Request for Proposals (RFP) No. HRP 2026-015

State of Hawai'i
REQUEST FOR PROPOSALS
RFP NO. HRP 2026-015
HAWAIIAN REGISTRY PROGRAM CARD REDESIGN
ISSUE DATE: Friday, March 27, 2026
DUE DATE: Tuesday, April 28, 2026, 2:00 p.m. HST
(Or such later date as may be established by the Office of Hawaiian Affairs by an
Addendum to this RFP)
ELECTRONIC SUBMISSION TO THE HAWAI'I EPROCUREMENT SYSTEM
(HIePRO) ONLY.
Office of Hawaiian Affairs
560 North Nimitz Highway, Suite 200
Honolulu, Hawaii 96817

Notice to Offerors
(Chapter 103D, Hawai'i Revised Statutes)
REQUEST FOR PROPOSALS ("hereinafter "RFP") No. HRP 2026-015
Notice is hereby given that pursuant to Chapter 103D, Hawaii Revised Statutes, as
amended, (hereinafter "HRS"), the Office of Hawaiian Affairs (hereinafter "OHA") will be
accepting proposals from qualified Hawai'i-based Offerors that can redesign the Hawaiian
Registry Program (HRP) Card. The OHA anticipates issuing multiple awards under this RFP,
with up to three Offerors selected.
This RFP may be downloaded from either the State Procurement Office (hereinafter "SPO")
website at https://hiepro.ehawaii.gov/ or the OHA website at https://www.oha.org/solicitations/
beginning Friday, March 27, 2026.
Proposals shall be submitted no later than 2:00 p.m. Hawaii Standard Time (hereinafter
"HST"), Tuesday, April 28, 2026. Proposals shall be submitted electronically through the
HIePRO website only.
The OHA reserves the right to reject any and all proposals and to accept any proposal in whole
or in part when in the best interest of the OHA and the State. Questions relating to this
solicitation shall be communicated through HIePRO.
OFFICE OF HAWAIIAN AFFAIRS
Kaialii Kahele
Chairperson, Board of Trustees
Chief Procurement Officer, Head of Purchasing Agency

Table of Contents
Section 1 - Administrative Overview .......................................................................................... 1
Section 2 - Scope of Services ...................................................................................................... 12
Section 3 - Proposal Format and Instructions ......................................................................... 29
Section 4 - Proposal Evaluation & Award ............................................................................... 35
Section 5 - Attachments ............................................................................................................. 40
Attachment 1 - Proposal Submittal Checklist
Attachment 2 - Sample Cover Letter
Attachment 3 - Wage Certificate
Attachment 4 - Offer Form OF-1 and OF-2
Attachment 5 - OHA General Terms and Conditions
Attachment 6 - 2026-2027 Hawaii State Holidays

Section 1 - Administrative Overview
I. Authority
In 1978, the Article XII of the State of Hawai'i Constitutional Convention established the
Office of Hawaiian Affairs (hereinafter "OHA") to address the historical injustices and
challenges arising out of those circumstances. Chapter 10 of the Hawaii Revised
Statutes, as amended, outlines the OHA's duties and purposes, including promoting and
protecting the rights of Native Hawaiians.
The OHA is a semi-autonomous public agency of the State of Hawai'i, with the legal
mandate of bettering the conditions of Native Hawaiians. The OHA's mission is "To
malama (protect) Hawaii's people and environmental resources and the OHA's assets
toward ensuring the perpetuation of the culture, the enhancement of lifestyle, and the
protection of entitlements of Native Hawaiians while enabling the building of a strong
and healthy Hawaiian people and nation, recognized nationally and internationally."
The OHA seeks to competitively procure and engage qualified Hawai'i-based Offerors to
redesign the Hawaiian Registry Program (HRP) Card. The OHA anticipates issuing
multiple awards under this RFP, with up to three Offerors selected.
A determination has been made that the OHA is unable to secure these services through a
low bid process. Factors included in the determination are: 1) price is not the primary
consideration in determining an award; 2) the resulting contract may need to be other
than a fixed price type; 3) the specifications for the services cannot be sufficiently
described through low bid process; 4) oral or written discussion need to be conducted
with Offerors concerning their proposals; 5) Offerors may need to revise their proposal,
including price; and 6) the award needs to be based on a comparative evaluation in order
to determine the most advantageous offering to the OHA. To that end, a low bid process
is not practicable.
This RFP is issued under the provisions of Chapter 103D, HRS, as amended, and its
companion administrative rules. Offerors are charged with presumptive knowledge of all
requirements of the cited authorities. Submission of a valid executed proposal by any
Offeror will constitute admission of such knowledge on the part of such Offeror.
II. RFP Organization
This RFP is organized into five (5) sections:
Section 1: Administrative Overview - Provides Offeror with an overview of the
procurement and contracting process.
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Section 2: Scope of Services - Provides Offeror with a general description of the tasks to
be performed, delineates Offeror's responsibilities, and defines deliverables as
applicable.
Section 3: Proposal Form and Instruction - Describes the required format and content for
the proposal.
Section 4: Proposal Evaluation & Award - Describes how proposals will be evaluated.
Section 5: Attachments
III. Contracting Office
The Contracting Office is responsible for overseeing the procurement and issuing the
Contract resulting from this RFP. The Contracting Office is:
Office of Hawaiian Affairs
Procurement Services Program
560 North Nimitz Highway, Suite 200
Honolulu, Hawai'i 96817 Telephone: (808) 594-1835
The RFP Coordinator or his/her designated representative is listed below:
Geena Chau
Office of Hawaiian Affairs
Procurement Services Program
560 North Nimitz Highway, Suite 200
Honolulu, Hawai'i 96817
Email: geenac@oha.org
The OHA reserves the right to change the RFP Coordinator without prior written notice.
The Community Engagement Division is responsible for administering and monitoring
the Contract. The designated Contract Administrator or his/her designated representative
is responsible for monitoring the activities performed under the Contract and is identified
as:
Lise Vaughan-Sekona
Office of Hawaiian Affairs
560 North Nimitz Highway, Suite 200
Honolulu, Hawai'i 96817
Any changes to the Contract Administrator or his/her designated representative will be
provided in writing to the Offeror. The OHA reserves the right to make the changes to
the Contract Administrator.
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Once the Offeror has received the Notice to Proceed, all communications regarding
approvals, reports, and requests shall be directed to the Contract Administrator.
IV. Terms and Acronyms
BAFO Best and Final Offer
BOT Board of Trustees
COGS Certificate of Good Standing
CPO OHA Chief Procurement Officer
DCCA Department of Commerce and Consumer Affairs
FY Fiscal Year
GET General Excise Tax
HAR Hawaii Administrative Rules
HCE Hawaii Compliance Express
HOPA Head of Purchasing Agency
HRS Hawaii Revised Statues
HST Hawaii Standard Time
Kukakuka Discussion
OHA Office of Hawaiian Affairs
RFP Request for Proposals
State of Hawaii, including its department, agencies, and
STATE
political subdivisions
SOP Standard Operating Procedures
SPO State Procurement Office
TMK Tax Map Key
USPS United States Postal Service
V. Procurement Timeline
Activity Scheduled Dates
Release of Request for Proposals Friday, March 27, 2026
Due Date to Submit Questions in Wednesday, April 8, 2026, 2:00 p.m. HST
HIePRO
OHA's Response to Questions Posted in Friday, April 17, 2026, 4:00 p.m. HST
HIePRO
Proposals Due in HIePRO Tuesday, April 28, 2026, 2:00 p.m. HST
Proposal Evaluations Wednesday, April 29, 2026 -
Wednesday, May 13, 2026
Offerors' Presentation/Discussion (if TBD
necessary)
Best and Final Offer (if necessary) TBD
Notice of Award May 2026
Contract Start Date May 2026
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The OHA reserves the right to amend or revise the timeline without prior written notice
when it is in the best interest of the OHA. The timeline represents the OHA's best
estimate of the schedule that will be followed. All times indicated are HST. If a
component of this schedule is delayed, the rest of the schedule may be shifted
accordingly.
VI. Submission of Questions
Interested Offerors must submit all written questions through HIePRO no later than the
date identified in the Procurement Timeline. All written questions will receive a written
response from the OHA. The OHA's response to written questions shall be issued in an
addendum and available on HIePRO no later than the date identified in the Procurement
Timeline. The OHA may refuse to answer any questions received outside of HIePRO or
after the questions deadline.
The only official position of the OHA is that which is stated in writing and issued in this
RFP and/or as addenda to this RFP. No other means of communication, whether oral or
written, will be construed as a formal or official response or statement and may not be
relied upon as such.
VII. Submission of Sealed Proposal
A. Form/Formats. Proposal forms and formats such as for the price proposal are
included in Section 5 - Attachments to this RFP.
B. Proposal Submittal. Offers shall be submitted and received through HIePRO by the
due date and time designated in this RFP or such later date as may be established by
the OHA by addenda to this RFP. Timely receipt of bid offers shall be evidenced by
the date and time registered by HIePRO. Any original bid offers received outside of
HIePRO, including faxed, hand-delivered, or e-mailed offers, shall not be accepted or
considered for the award. Any offer received after the due date and time shall be
rejected.
C. Pre-opening Modification or Withdrawal. The Offeror may modify or withdraw a
proposal before the proposal due date and time. Any change, addition, deletion of
attachment(s), or data entry of an Offer may be made prior to the deadline for
submittal of offers.
D. Wages and Labor Law Compliance. Prior to entering into a Contract in excess of
$25,000, an Offeror will certify that it complies with section 103-55, HRS, as
amended, entitled "Wages, hours, and working condition of employees of contractors
performing services." Section 103-55, HRS, provides that the services to be
performed will be performed by employees paid at wages not less than wages paid to
public officers and employees for similar work. Offerors are further advised that in
the event of an increase in wages for public employees performing similar work
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during the period of the Contract, the Offeror will be obligated to provide such
increased wages.
Offerors will complete and submit the attached Wage Certificate certifying that the
services required will be performed pursuant to section 103-55, HRS. See Attachment
3 - Wage Certificate.
The Offeror will be further obligated to notify his/her employees performing work
under this Contract regarding the provisions of section 103-55, HRS, and current
wage rates for public employees performing similar work. The Offeror may meet this
obligation by posting a written notice to this effect in the Offeror's place of business
in an area accessible to all employees.
Offerors are strongly encouraged to account for salary increases as posted by the
State of Hawai'i Department of Human Resources Development (hereinafter
"DHRD"). The OHA will consider requests for increases as a result of wage
increases to public officers and employees during the Contract period or any option
period that is not published. At the release of this solicitation, the effective wages
through January 1, 2028 for state employees performing similar work have been
published by the DHRD.
If wages increase after the execution of the Contract, the Offeror may request an
increase in Contract price in order to correspondingly increase the wages of the
Offeror's employees performing the work, including any increase in costs for benefits
required by law that are automatically increased as a result of increased wages, such
as federal old-age benefits, workers' compensation, temporary disability insurance,
unemployment insurance, and prepaid health insurance.
The Offeror will not be paid for any reimbursement of retroactive pay negotiated by
the State. The Offeror's request for the increase must meet the following criteria:
1. At the time of the offer, if the Offeror's hourly wage rate is greater than the
prevailing State wage, the Offeror's requests for increase will not be considered.
2. At the time of the request, the Offeror must or must have provided documentation
to show that it is in compliance with section 103-55, HRS (i.e., its employees are
being paid no less than the known wage rates of a State position). Documentation
will include the employee's payroll records and a statement that the employees
are being utilized for this Contract.
3. Request for an increase must be made in writing to the OHA on a timely basis as
follows:
a. Request for increase for the initial Contract period must be made as soon as
practicable after the State wage agreements are made public. Approved
requests will be retroactive to the date of increase for the State employees
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with adequate documentation that the Offeror provided its employees a wage
increase.
b. To obtain the current wage information, download the information from the
Department of Human Resources Development's website at the following
address:
https://dhrd.hawaii.gov/state-employees/classification-and-compensation/
It is the sole responsibility of the Offeror to comply with section 103-55, HRS, as
applicable.
E. Confidential Information. If an Offeror believes that any portion of a proposal
contains information that should be withheld as confidential, the Offeror will request
in writing nondisclosure of such information and provide justification to support the
designation of confidentiality. Such information will accompany the proposal, be
clearly marked, and will be readily separable from the proposal documents to
facilitate the eventual public inspection of the non-confidential section of the proposal
documents. Note the price and the provisions of the minimum required services are
not considered confidential and will not be withheld.
Offerors who choose to identify portions of their proposal as confidential will be
responsible for ensuring that the minimum services are not included. The OHA will
not make any determination of confidentiality for the Offeror.
If the proposal is marked confidential in its entirety, the OHA Procurement Services
Program will not make a determination of confidentiality and will refer any request
for information to the OHA's Corporate Counsel Office and/or the State's Office of
Information Practices.
F. Exceptions. Offerors will list any exceptions taken to the terms, conditions,
specifications, or other requirements listed herein. Offerors must reference the RFP
section where the exception is taken and provide a description of the exception taken
and any proposed alternative. The OHA will retain the right to grant exceptions to
discretionary policies. Request for exceptions from State, Federal, or local laws will
not be approved.
VIII. Discussions with Offerors Prior to Proposal Submissions
Discussion may be conducted with the Offeror to promote understanding of the OHA's
requirements.
IX. Opening of Proposals
The date and time recorded for the receipt of any proposals by the OHA, any
modification to proposals, and withdrawals of proposals will be the date and time of
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receipt registered on HIePRO. The procurement file will be open to public inspection
after a contract has been awarded and executed by all parties. Proposals will not be
opened at a public proposal opening.
X. Additional Materials and Documentation
Proposal samples or descriptive literature should not be submitted unless specifically
requested within the RFP. Offerors may include up to five (5) pages of documentation,
literature and samples or brochures of related services which demonstrate experiences to
related services.
XI. RFP Amendments
The OHA reserves the right to amend this RFP at any time prior to the proposal
submission deadline. Offerors will be notified of the availability of amendments through
verbal or written communications. All amendments to this RFP will be posted to the
HIePRO website at https://hiepro.ehawaii.gov/ and to the OHA website at
www.oha.org/solictations.
XII. Additional Terms and Conditions
The OHA reserves the right to add terms and conditions during contract negotiation and
discussions. These terms and conditions may be applicable to the scope of the RFP and
will not affect the proposal evaluation.
XIII. Trade Secrets/Confidential Information
If an Offeror believes that any portion of their proposal contains information that should
be withheld as confidential, the Offeror will provide a written request for nondisclosure
of such information to be kept confidential and provide justification to support
confidentiality. Such information will accompany the proposal, will be clearly marked,
and will be readily separable from the proposal packet to facilitate eventual public
inspection of the non-confidential sections of the proposal packet. Note that price is not
considered confidential and will not be withheld.
XIV. Intellectual Property Rights
The OHA reserves the right to unlimited, irrevocable, worldwide, perpetual, royalty-free,
non-exclusive licenses to use, modify, reproduce, perform, release, display, create
derivative works from the work product, to disclose the work product, and to transfer the
intellectual property to third parties for the OHA's purposes.
The Offeror understands that the information obtained from these efforts is the sole
property of the OHA, that any use of the information must be approved by the Contract
Administrator, and that any information and all materials used to complete the project
will be returned to the OHA.
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