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Q23003000 Event Planner

General Information
Solicitation Number
Q23003000version:    02
Status
Awarded
Department
Health
Division
Office of Public Health Preparedness
Islands (where the work/delivery is to be performed)
Oahu
Category
Services
Release Date
06/01/2023
Amendment Date
06/06/2023
Amendment Reason
Clarify Scope of Work.
Offer Due Date & Time
06/15/2023 02:00 PM
Description
Assist the Office of Public Health Preparedness (OPHP) with hosting a 3 day CERC training. The trainers will be coming from CDC and the attendees will be by invitation only. The Event Planner will be requested to provide assistance in the planning of this event and provide staffing support at the event. The cost of the event shall be divided into two sections, reimbursable costs which are expenses that the Event Planner will be asked to pay in advance and be reimbursed later by OPHP, not to exceed $45,000, and the cost of its own staff plus profit, not to exceed $30,000. The latter section will be this solicitation. A more detailed description of the scope of work is attached below.
Contact Person
Hirata, Roger
Email
roger.hirata@doh.hawaii.gov
Phone
808-587-6580
General Comments
This bid is for the second section only which is for the cost of the Event Planner's staffing plus profit. The not to exceed amount is $30,000. The first portion, the reimbursable cost to OPHP is not a part of this bid. Bidder must be HCE compliant.
Procurement Officer
Roger Hirata
Attachments
Revised Scope of Work-2023 CERC Training SOW Event Planner revised.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: Hirata, Roger.

Q23003000 Event Planner

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Event Planner
500
HOUR
561920 

Code Table
Commodity Code Description
561920 Convention or trade show event planners
General
Quantity
500
Unit of Measure
HOUR
Title
Event Planner
Description
The bid should include the cost of staffing necessary for the Event Planner to plan this function, man the registration table at the event, and a reasonable profit.
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: Hirata, Roger.

Q23003000 Event Planner

Instructions
  • 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 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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 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.