Strategic Planning Implementation Meeting for DOH-CSHNB

Q26002524 Strategic Planning Implementation Meeting for DOH-CSHNBGeneral InformationSolicitation Number
Q26002524 version:
01 Status
ReleasedDepartmentHealthDivisionFamily Health Services DivisionIslands (where the work/delivery is to be performed)
StatewideCategoryGoods and ServicesRelease Date 04/27/2026Amendment Date & Time04/27/2026 02:30 PMAmendment Reason
Updated projected/anticipated participation count (throughout solicitation) from 100 to 120 persons.Offer Due Date & Time05/01/2026 04:30 PMDescriptionA. 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.
We anticipate and hope to have 120 total participants in this meeting at approximately $95 per participant.
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 120 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.
The Bidder shall describe in detail how from May 15, 2026, or upon DOH FHSD approval, through May 10, 2027, as described in the HIePRO Line Items.
CONTRACTOR must issue all payments directly to other vendors and services needed to meet the scope of service identified in the contract.
MAHALO for your time and interest in supporting Hawaii DOH and Hawaii families!Contact PersonTholen, IanEmail ian.tholen@doh.hawaii.gov Phone808-733-9062General CommentsProcurement OfficerIan TholenAttachments SoW 2026 CSHNB Meeting.pdf
AG-008 103D General Conditions (1.10.23).pdf

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Tholen, Ian.

Q26002524 Strategic Planning Implementation Meeting for DOH-CSHNBLine Items

Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Tholen, Ian.

Q26002524 Strategic Planning Implementation Meeting for DOH-CSHNBInstructions

• TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
• OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions.
  
  The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
• VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
• COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  
• VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
• VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
• HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai , Hawaii, and Maui.
• ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
• RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
• QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.