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Q25000617 Supporting Early Intervention's Annual Stakeholder Meeting

General Information
Solicitation Number
Q25000617version:    02
Status
Awarded
Department
Health
Division
Family Health Services Division
Islands (where the work/delivery is to be performed)
Statewide
Category
Goods and Services
Release Date
09/26/2024
Amendment Date
10/02/2024
Amendment Reason
Updated solicitation time to reflect one week (7 days).
Offer Due Date & Time
10/02/2024 04:30 PM
Description
The Hawaii State Department of Health (DOH) Family Health Services Division (FHSD), Children with Special Health Needs (CSHNB), Early Intervention Section (EIS) seeks a CONTRACTOR to coordinate an Annual Stakeholder Meeting to obtain input from early intervention partners to inform the system that will be reported in the State Support Plan (SSP) and Annual Performance Report (APR) to the Office of Special Education Programs (OSEP).

The DOH, EIS is working to assure that all infants and toddlers, birth to three, with special needs will have access to a coordinated system of family-centered services and improve child and family outcomes, through systems development, assessment, assurance, education, collaborative partnerships, and family support. The EIS provides family-centered and evidence-based practices in the child and family’s natural environment.

The DOH, EIS seeks a qualified community-based, non-profit organization in Hawai‘i to partner with EIS to design and conduct an annual stakeholder meeting, including coordination of all logistics for the meeting and meeting participants. The Annual Stakeholder meeting will include presentation of data, facilitation of small group discussions to gather input/feedback to develop action plans for ongoing system improvement and evaluation. development of a long-term strategic plan. Post meeting evaluations and summary analysis is needed to inform future stakeholder meetings. Support is needed for family engagement (recruitment of families, training and support for family participation, and family focus groups).
Contact Person
Tholen, Ian
Email
ian.tholen@doh.hawaii.gov
Phone
808-733-9062
General Comments
Procurement Officer
William Aakhus
Attachments
Scope of Service_EIS Annual Stakeholder Meeting 09.25.2024- Final.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: Tholen, Ian.

Q25000617 Supporting Early Intervention's Annual Stakeholder Meeting

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Support/Organize Early Intervention's Annual Stakeholder Meeting
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Support/Organize Early Intervention's Annual Stakeholder Meeting
Description
The Hawaii State Department of Health (DOH), Family Health Services Division (FHSD), Children with Special Health Needs Branch (CSHNB), Early Intervention Section (EIS) 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 stakeholder meeting for early intervention, early childhood community and families.
• Provide in person assistance during the stakeholder meeting and focus group discussions.
• Support participant engagement including providing air and ground transportation and stipends for families to attend.
• Coordinate travel logistics and travel scholarships for families participating in the meeting.
• Design and execute meeting evaluation(s).
• Coordinate and facilitate two focus group discussions with families.
• The Contractor must issue all payments directly to other vendors and services needed to meet the scope of service identified in the contract.
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: Tholen, Ian.

Q25000617 Supporting Early Intervention's Annual Stakeholder Meeting

Instructions
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.