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Q25001348 Meeting/Event Coordinator

General Information
Solicitation Number
Q25001348
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
01/06/2025
Offer Due Date & Time
01/15/2025 02:00 PM
Description
The Hawaii State Department of Health, Maternal and Child Health Branch, Domestic and Sexual Violence Prevention Programs are seeking an experienced Meeting/Event Coordinator to assist with coordinating and managing statewide activities that could be in-person, virtual, online, or digital, e.g., meetings, trainings, workshops, and community awareness and outreach. The Meeting/Event Coordinator will be responsible for arranging such logistical tasks as meeting and event venues; supplies; audio-visual, Wi-Fi, and hospitality services; registration; subscriptions; surveys; interisland travel; lodging; per diem; speaker fees and honorariums; scholarships; and online, digital, and traditional methods of community awareness and outreach.
Contact Person
Berberich, Samantha
Email
samantha.berberich@doh.hawaii.gov
Phone
808-733-9073
General Comments
Procurement Officer
Samantha Berberich
Attachments
Scope HIePRO Meeting Event Coordinator Feb 01 2025 to April 30 2026.docx
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: Berberich, Samantha.

Q25001348 Meeting/Event Coordinator

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Meeting/Event Coordinator
1
JOB
561920, 611430, 561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
611430 Professional development training
561920 Convention or trade show event planners
General
Quantity
1
Unit of Measure
JOB
Title
Meeting/Event Coordinator
Description
The Hawaii State Department of Health, Maternal and Child Health Branch, Domestic and Sexual Violence Prevention Programs are seeking an experienced Meeting/Event Coordinator to assist with coordinating and managing statewide activities that could be in-person, virtual, online, or digital, e.g., meetings, trainings, workshops, and community awareness and outreach. The Meeting/Event Coordinator will be responsible for arranging such logistical tasks as meeting and event venues; supplies; audio-visual, Wi-Fi, and hospitality services; registration; subscriptions; surveys; interisland travel; lodging; per diem; speaker fees and honorariums; scholarships; and online, digital, and traditional methods of community awareness and outreach.
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: Berberich, Samantha.

Q25001348 Meeting/Event Coordinator

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.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • 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.
  • 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.
  • 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.
  • 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.