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Q25000696 Facilitation of at least 4 Deaf & Hard of Hearing Work Groups

General Information
Solicitation Number
Q25000696version:    05
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
10/07/2024
Amendment Date
10/14/2024
Amendment Reason
Restored original solicitation end date.
Offer Due Date & Time
10/14/2024 05:00 PM
Description
The Hawaii State Department of Health (DOH) Family Health Services Division (FHSD), Newborn Hearing Screening Program (NHSP) and Early Intervention Section (EIS) seeks a CONTRACTOR to facilitate several Deaf and Hard of Hearing (DHH) working group meetings, that will engage and utilize community members who serve or have lived experiences to support children with special health needs, specifically those who are DHH and need early intervention services.

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 Newborn Hearing Screening Program (NHSP) and the Early Intervention Section (EIS) promotes family-centered, community-based comprehensive, coordinate care for infants and toddlers with special health care needs from birth to three years of age.

The DOH, FHSD seeks a qualified community-based, non-profit organization in Hawaii to design and conduct working group meetings, coordinate all logistics for the meeting and meeting participants, design qualitative focus group questions or other information collection tools, facilitate collaborative group discussions, gather input and participant feedback, analyze and organize quantitative data gathered, support the development of a long-term action plan with recommendations to support the improvement of services for DHH children and their families as well as a report on key findings of gathered data.

The goal of this project is to gather partners from varying disciplines who provide support and services to DHH children to contribute and provide input to the development of an action plan for NHSP and EIS to respond to the needs of DHH children statewide. Working groups will convene to provide their experience and thoughts of meeting current needs.

Vendor will develop and utilize a Work Plan to assure progress towards meeting the overall objectives and goals of this project. The Work Plan will describe how the following objectives will be achieved:

1. Gather input and feedback on current NHSP and EIS programs (i.e., strengths/weakness/opportunities/threats analysis, etc.).
2. Gather input on areas for improvement as well as potential growth or need not currently addressed.
3. Gather input on recommendations and priorities for NHSP and EIS for the next 5 years. While this contract run time is only for one year (11/1/2024 - 10/31/2025) the recommendation in the final report should be oriented into a 5-year plan.
4. Gather input through focus/working groups to inform the action plan – to include contribution from families.
Contact Person
Tholen, Ian
Email
ian.tholen@doh.hawaii.gov
Phone
808-733-9062
General Comments
Procurement Officer
William Aakhus
Attachments
Scope of Service D HH Working Group 10082024.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.

Q25000696 Facilitation of at least 4 Deaf & Hard of Hearing Work Groups

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Facilitation of at least 4 Deaf & Hard of Hearing Work Groups
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Facilitation of at least 4 Deaf & Hard of Hearing Work Groups
Description
The Hawaii State Department of Health (DOH), Family Health Services Division (FHSD), Newborn Hearing Screening Program (NHSP) and 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 several working meetings for the community partners.
• Design and execute meeting evaluation(s).
• Support a minimum of eight working Group discussions.
• Coordinate registration and pre-meeting survey of participants.
• 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.

Q25000696 Facilitation of at least 4 Deaf & Hard of Hearing Work Groups

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.
  • How long is the Period of Performance for this contract? What are the contract start and end dates?: While this contract run time is only for one year (11/1/2024 - 10/31/2025) the recommendation in the final report should be oriented into a 5-year plan.
  • 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.
  • 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.
  • 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.
  • 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.