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Q26001530 Special Pathogens and Emerging Infectious Diseases Summit

General Information
Solicitation Number
Q26001530
Status
Awarded
Department
Health
Division
Disease Outbreak Control Division
Islands (where the work/delivery is to be performed)
Oahu
Category
Services
Release Date
01/13/2026
Offer Due Date & Time
01/28/2026 02:00 PM
Description
Planning and coordination of the Hawaii special pathogens and emerging infectious diseases summit
Contact Person
Krylov, Gregory
Email
gregory.krylov@doh.hawaii.gov
Phone
-(808) 768-6977
General Comments
Procurement Officer
Krylov, Gregory
Attachments
Attachment 1 General Conditions.pdf
Attachment 2 Special Conditions.pdf
Attachment 3 Offer Form.pdf
Attachment 4 Price Quotation Form.pdf
DOH DOCD 2026 03 SPEID Summit Final.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: Krylov, Gregory.

Q26001530 Special Pathogens and Emerging Infectious Diseases Summit

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
SP-EID Summit Planning and Coordination
1
EACH
561920, 611430, 541611, 923120 

Code Table
Commodity Code Description
561920 Event and meeting planning services
611430 Management development training
541611 Administrative management consulting services
923120 Health program administration
General
Quantity
1
Unit of Measure
EACH
Title
SP-EID Summit Planning and Coordination
Description
An Offeror must complete, in its entirety, the “Price Quotation Form,” attached hereto as Attachment 4. Price Quotation Forms that are not completed correctly may be considered non-responsive..

Project Planning
-Identify volunteer faculty and DOH staff to serve on the planning team.
-Provide biweekly progress updates and attend coordination calls with DOH for the duration of the Contract.
-Gather input from APIC, HSAG, and other external partners.
-Develop and submit a project management timeline and communication plan.
Venue and Logistics Management
-Identify potential venue spaces and submit list (as outlined in the Scope of Services) to DOH for approval.
-Secure approved venue.
-Manage audio-video, registration, signage needs, name badges, and accessibility on day of summit.
-Provide onsite coordination staff during summit.
Program Development and Agenda
-Collaborate with planning team to develop and submit theme, agenda, speaker list, curriculum, and case presentations.
-Manage speaker communications and confirmations.
-Develop and submit final conference program for DOH approval.
Recruitment Planning and Participation Support
-Recruit at least 75 but no more than 100 registrants for the summit.
-Coordinate and reimburse for travel related expenses for speakers, as outlined in the Scope of Services.
-Develop materials and conduct marketing/promotional efforts.
-Develop summit registration system.
Accreditation Planning
-Identify and reimburse accreditation entity to provide CE credits for summit participants.
-Coordinate accreditation application and reporting requirements.
Post-Event Evaluation and Reporting
-In collaboration with planning team, develop, finalize and distribute participant survey.
-Analyze survey feedback.
-Create and distribute Certificate of Attendance for CME/CE ineligible attendees.
-Submit final evaluation report to DOH.
Attachments

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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: Krylov, Gregory.

Q26001530 Special Pathogens and Emerging Infectious Diseases Summit

Instructions
  • 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.
  • 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.
  • 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.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • 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.
  • 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.
  • 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 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.
  • 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.