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Q25001594 Planning Conference for Deaf and Hard of Hearing Children

General Information
Solicitation Number
Q25001594
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
02/03/2025
Offer Due Date & Time
02/07/2025 04:30 PM
Description
The Hawaii State Department of Health (DOH) Family Health Services Division (FHSD)/Children with Special Health Needs Branch (CSHNB) Newborn Hearing Screening Program (NHSP) seeks a qualified community-based, non-profit with proven experience working with family support groups to coordinate a conference on Oahu that will support approximately up to 100 providers. A statewide Conference will provide an opportunity for providers to stay informed about family support services, statewide resources, language and communication options, best practices while servicing Deaf/hard-of-hearing children and their providers and allow for networking with peers and state agencies and services to enhance the early hearing detection and intervention program services statewide.

The purpose of this project is to support Deaf/Hard of Hearing children and their providers in optimal development by increasing the knowledge and skills of the providers who care for them.

The goal of this project is to gather providers of Deaf/Hard of Hearing children and providers statewide who have Deaf/Hard of Hearing children who are enrolled in early intervention programs and providers who provide direct services to deaf/Hard of Hearing children birth through three years of age, to increase their knowledge on available state resources and programs, as well as best practices for serving this community. The conference will provide an opportunity for providers of deaf/Hard of hearing children, and providers to hear updates, specialists and education from state departments and agencies to increase their knowledge of resources and skills on early hearing detection and intervention.

The conference will be conducted on Oahu and travel arrangements will be available for all attendees and providers statewide.
Contact Person
Tholen, Ian
Email
ian.tholen@doh.hawaii.gov
Phone
808-733-9062
General Comments
Procurement Officer
William Aakhus
Attachments
HIePRO Scope 2025 Providers Conference 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.

Q25001594 Planning Conference for Deaf and Hard of Hearing Children

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Organize & execute Oahu conference for ~100 providers
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Organize & execute Oahu conference for ~100 providers
Description
Organize and execute a conference on Oahu for approximately 120 providers. CONTRACTOR will be responsible for reserving the venue and coordinating the food (continental breakfast, lunch, snacks, beverages) for speakers and attendees. CONTRACTOR must provide assistance for the conference planning and coordinating to do the following:
a. Develop a conference agenda with NHSP.
b. Support participant engagement including providing air and ground transportation for non-Oahu providers.
c. Support keynote speakers and facilitators and assist with securing their travel and logistical needs.
Attachments

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2
Convene key stakeholders to collaborate on conference design
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Convene key stakeholders to collaborate on conference design
Description
Convene key stakeholders to collaborate on conference design such as assisting with development of conference goals and objectives, agenda, and speakers.
Attachments

Print

3
Assist with publicity, registration, and pre-conference planning
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Assist with publicity, registration, and pre-conference planning
Description
Assist with publicity, registration, and pre-conference planning.
Attachments

Print

4
Support providers with follow up resources
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Support providers with follow up resources
Description
Support providers with follow up resources or identified needs that arise from the conference.
Attachments

Print

5
Design and execute meeting evaluation Digital or paper survey
1
JOB
561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
General
Quantity
1
Unit of Measure
JOB
Title
Design and execute meeting evaluation Digital or paper survey
Description
Design and execute meeting evaluation Digital or paper surveys must be provided to participants to evaluate the conference.
a. An overall meeting evaluation at the conclusion of the event must be submitted. Evaluation must include recommendations for follow up with participants.
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.

Q25001594 Planning Conference for Deaf and Hard of Hearing Children

Instructions
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • 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.
  • 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.
  • 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.
  • 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 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.
  • 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.
  • 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.