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Q23001863 Spring Tourism Update 2023 Service Provider

General Information
Solicitation Number
Q23001863version:    02
Status
Awarded
Department
Business, Economic Development, & Tourism
Division
Hawaii Tourism Authority
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
03/10/2023
Amendment Date
03/22/2023
Amendment Reason
Addendum 2 is made to RFQ 23-06 (Q2300163) Spring Tourism Update 2023 Service Provider to amend the answer to the Questions & Answers that were submitted in HIePro. Question #3: How many neighbor island travelers to be booked? Travel to include air, ground transfer, correct? Any per diem or overnight stays? Answer: At this time, our current list of speakers does not require travel accommodations and per diem. This may change depending on availability of funds and further planning. For the purposes of planning your proposal please plan for 3 travelers from the continental US. They may or may not be confirmed but budget should be set aside to handle it in case HTA determines that we will have traveling guests. HTA will provide the following for travelers: accommodations, air and ground transportation, as well as per diem for each traveler as necessary.
Offer Due Date & Time
03/27/2023 02:00 PM
Description
The Hawai‘i Tourism Authority (HTA) is a state agency established under Chapter 201B, Hawai‘i Revised Statutes, to manage tourism for the State. The HTA is administratively attached to the Department of Business, Economic Development & Tourism (DBEDT). The HTA’s powers and responsibilities include coordinating with global marketing contractors, visitor industry partners, travel trade, MCI partners, and community stakeholders to ensure that destination marketing and communications are in line with our unique Hawaiian and multi-ethnic cultures, authentic activities, and natural resources.

The HTA is seeking a qualified conference service provider to perform services including venue and transportation coordination, registration and budget management, and other event logistics as outlined in the scope for a conference scheduled for Wednesday, April 12, 2023.

Scope of Work:
The Contractor shall perform and provide all, in a satisfactory and proper manner as determined by the STATE, goods and services listed as follows, and as may be further described in the proposed Tourism Conference Service Provider RFQ, including but not limited to the following project management and professional services. Under the supervision of, and in collaboration with the HTA Chief Brand Officer and the HTA staff, the successful contractor shall provide the HTA with the following services:

The Hawai‘i Tourism Authority (HTA) seeks a conference service provider to assist with its Spring Tourism Update 2023 scheduled for Wednesday, April 12, 2023 at the Hawai‘i Convention Center. The conference service provider shall work with HTA and HTA’s other contractors to coordinate and execute all related tasks to ensure the success of the following four main components.



Contact Person
Fermahin, Tracey
Email
tracey.a.fermahin@hawaii.gov
Phone
808-973-2255
General Comments
Please see attached document for full Solicitation Description.
Procurement Officer
Tracey Fermahin
Attachments
RFQ 23 06 Spring Tourism Update 2023 Service Provider FINAL 031023.pdf
103D-1 General Conditions.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: Fermahin, Tracey.

Q23001863 Spring Tourism Update 2023 Service Provider

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
RFQ 23-06 - Spring Tourism Update 2023 Conference Service Provid
1
JOB
561920, 561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
561920 Convention organizers
General
Quantity
1
Unit of Measure
JOB
Title
RFQ 23-06 - Spring Tourism Update 2023 Conference Service Provid
Description
The HTA is seeking a qualified conference service provider to perform services including venue and transportation coordination, registration and budget management, and other event logistics as outlined in the scope for a conference scheduled for Wednesday, April 12, 2023.
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: Fermahin, Tracey.

Q23001863 Spring Tourism Update 2023 Service Provider

Instructions
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • 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.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • 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.
  • 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 and Hawaii, and 4.1666% for the island of Maui.
  • 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.
  • 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 NIC Hawaii, the vendor administering the HIePRO. Payment must be made to NIC Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • 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.
  • 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.
  • 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.