Strategic Planning Implementation Meeting for DOH-CSHNB

Strategic Planning Implementation Meeting for Children with Special Health
Needs
Scope of Services
I. Introduction
A. Overview and Purpose
The Hawaii State Department of Health (DOH) Family Health Services Division
(FHSD) seeks a CONTRACTOR to coordinate a strategic planning meeting and
focus group that will strengthen the partnerships to support children with special
health needs.
The DOH, FHSD is working to assure that all children and youth with special
health care needs will reach optimal health, growth, and development, by
improving access to coordinated system of family-centered health care services
and improving outcomes, through systems development, assessment,
assurance, education, collaborative partnerships, and family support. The
Children with Special Health Needs Branch (CSHNB) promotes family-centered,
community-based comprehensive, coordinate care for children and youth with
special health care needs from 0-20 years.
The DOH, FHSD seeks a qualified community-based, non-profit organization in
Hawaii to design and conduct a strategic plan implementation meeting,
coordinate all logistics for the meeting and meeting participants, support logistics
and honorarium for speaker(s), support the use of educational materials and
information for participants, and report the pre and post meeting evaluation
surveys.
B. Description of the Service Goals
The goal of this project is to convene staff and partner organizations from diverse
disciplines who provide support and services to Children with Special Health
Needs (CSHN). Participants will contribute to and provide input on the current
strategic plan for the Children with Special Health Needs Branch (CSHNB) to
ensure it is responsive to the needs of CSHN statewide.
The Vendor will develop and implement a Work Plan to ensure progress toward
achieving the overall project goals and objectives. The Plan will describe how the
Vendor will accomplish the following:
1. Coordinate all logistics for a one-day, in-person meeting of approximately 100
participants, including securing a venue accessible to neighboring island
participants and arranging meals (continental breakfast, lunch, and snacks).
2. Provide support for keynote and breakout session speakers, including
honoraria, travel, and transportation arrangements as needed.

3. Identify and provide educational materials to enhance participant engagement
and support knowledge acquisition.
4. Design, administer, and analyze evaluation surveys to assess the extent to
which meeting objectives are achieved.
II. Scope of Services
A. Specifications and Requirements
The Bidder shall describe in detail how from May 15, 2026, or upon DOH
FHSD approval, through May 10, 2027, it will provide the following:
B. Period of Performance
1. Develop a Work Plan that outlines the objectives listed in the B.
Description of the Service Goals and required activities below.
2. Organize and execute a planning meeting for the CSHNB staff.
CONTRACTOR must provide in person assistance during the
strategic planning meeting and focus group discussions.
a. Develop a meeting agenda with CSHNB.
b. Research and secure a meeting venue that is within budget
and convenient for neighbor island participants.
c. Suggest designs for a Plenary session to present the work of
the CSHNB.
d. Suggest and support keynote speakers or breakout
speakers.
e. Suggest and support Group activity for multidisciplinary
teams to raise, discuss, and note priorities and opportunities
for new, developing, or improved programs/activities
3. Identify and secure educational materials to support participant
engagement.
4. Coordinate registration and pre-meeting survey of participants.
a. CONTRACTOR must deploy, collect, analyze and report the
registration and pre-meeting surveys,
b. The data from the registration will be needed to coordinate
travel logistics. The results of the pre-meeting survey will be
used to design meaningful focus group discussion questions
and identify priorities and areas of concerns among the
meeting participants.
c. The registration and pre-meeting surveys must be specified
in a timeline of events within the Work Plan.
5. Design and execute meeting evaluation(s).
a. Digital surveys must be linked to the original online
registration for the attendees.

b. An overall meeting evaluation at the conclusion of the event
must be submitted. Evaluation must include
recommendations for follow up with participants.
6. CONTRACTOR must issue all payments directly to other vendors
and services needed to meet the scope of service identified in the
contract.
The period of performance is from May 15, 2026, to May 10, 2027.
III. Experience of Capability
The awarded vendor:
A. Must demonstrate a thorough understanding of the purpose and scope of
this project, as well as demonstrate the necessary knowledge, skills, and
experience relating to the delivery of the proposed services.
B. Cite any previous experience relevant to this project with respect to
conducting strategic planning sessions and/or meetings with an emphasis
on Children with Special Health Needs. Include a brief description of the
scope of services performed and the period of performance covered by
prior work relevant to this proposal.
C. Have knowledge and experience in working with people of all abilities and
the knowledge of providing inclusive accommodation to ensure full
participation of all individuals.
D. Have a minimum of four years of experience working with a variety of
Hawaii state agencies.
E. Have competence and ability to use different tools to communicate and
share information with multiple stakeholders.
F. Shall demonstrate adequate staffing capacity to provide contracted
services and deliverables.
G. Must provide evidence of being a nonprofit organization registered and
resides in the State of Hawaii.
H. Must be available to meet in-person with FHSD.
IV. Compensation and Payment
A. Submitting a Proposal
1. Submit a proposal to meet the project goals/requirements through a
scope of work to provide the requested services for the period May
15, 2026, and conclude by May 10, 2027.
2. The attached Cost and Timeline Proposal must be completed and
submitted as part of the Bidder's response to this solicitation.

3. For technical assistance with HIePRO, please call the Hawaii
Information Consortium at 808-695-4620 or send an email to
hiepro@hawaii.gov.
B. Procedure for Invoicing
The awarded vendor shall submit third invoices: (1) one-third of the
awarded amount shall be invoiced upon completion of an agreed-upon
detailed workplan and timeline; (2) one-third of the awarded amount shall
be invoiced after the completion of the statewide stakeholder meeting; (3)
final one-third of the awarded amount shall be invoiced after the
completion of all deliverables. The final invoice must be submitted by May
10, 2027. See Cost and Timeline Proposal.
C. Form of Payment
The awarded vendor shall be equipped to accept State purchase orders
as forms of payment.
D. Fee to Hawaii Information Consortium (HIC)
Please be advised that the awarded vendor will be responsible for paying
Tyler Hawaii a fee of 0.75% of the award, capped at $5,000. HIC will bill
the awarded vendor directly via e-mail, and the vendor can make payment
online or by sending a check via regular mail.
E. Hawaii Compliance Express
The awarded vendor must demonstrate proof of compliance for all awards
of $2,500 or greater. This includes a Certificate of Vendor Compliance
from Hawaii Compliance Express, which includes a Certificate of Good
Standing from the Department of Commerce and Consumer Affairs, a Tax
Clearance from the Department of Taxation, and Compliance with HRS
Chapters 383, Hawaii Employment Security Law (Unemployment
Insurance) 386, (Worker's Compensation law) 392 Temporary Disability
Insurance and 393 Prepaid Healthcare Act, from the Department of Labor
and Industrial Relations.
NOTE: The attached Cost and Timeline Proposal shall be completed and submitted as
part of the Bidder's response to this solicitation.

Cost and Timeline Proposal
Tasks and Responsibilities
Fiscal Year Amount ($)
(May 15, 2026, to May 10, 2027)
05/15/2026- The Hawaii State Department of Health (DOH),
5/10/2027 Family Health Services Division (FHSD) seeks a
qualified community-based, non-profit organization
in Hawaii to:
* Develop a Work Plan that outlines the
objectives listed in the B. Description of the
Service Goals and required activities.
* Organize and execute a strategic planning
implementation meeting.
* Provide support for keynote and breakout
session speakers.
* Identify and provide educational materials
for participant engagement.
* Design and execute meeting evaluation(s).
* CONTRACTOR must issue all payments
directly to other vendors and services
needed to meet the scope of service
identified in the contract.
Sub Total
Hawaii GET
Sub Total
Total