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P25002295 RFP 25-14 Facilitation of Community & Visitor Industry

General Information
Solicitation Number
P25002295version:    01
Status
Awarded
Department
Business, Economic Development, & Tourism
Division
Hawaii Tourism Authority
Islands (where the work/delivery is to be performed)
Statewide
Category
Goods and Services
Release Date
04/17/2025
Amendment Date & Time
04/25/2025 02:00 PM
Amendment Reason
Addendum 1 to HTA RFP 25-14 Facilitation of Community and Visitor Industry Convenings to Inform Tourism Plans includes the answers to questions submitted via HIePRO.
Offer Due Date & Time
05/19/2025 02:00 PM
Description
HTA’s 2020-2025 Strategic Plan calls for a focus on destination management, which HTA has defined as “attracting and educating responsible visitors; advocating for solutions to overcrowded attractions, overtaxed infrastructure, and other tourism-related problems; and working with other responsible agencies to improve natural and cultural assets valued by both Hawai‘i residents and visitors.” HTA is soliciting proposals from qualified companies to provide facilitation support in convening community stakeholders, industry leaders, and the public sector. These convenings aim to inform the writing of the HTA 2026-2030 Strategic Plan, six (6) Destination Management Action Plans (DMAPs), and an update to the Tourism Functional Plan.

The Strategic Plan guides action for the next five (5) years in support of our mission of advancing regenerative tourism and destination management. The DMAPs identify and prioritize clear actions, articulate the roles of the agencies responsible for implementation, and set measurable outcomes for each of the islands of Kaua‘i, O‘ahu, Maui, Moloka‘i, Lāna‘i, and Hawai‘i Island. Finally, the Tourism Functional Plan establishes a framework for inter-agency cooperation in managing tourism and the visitor industry.

The facilitation of community convenings shall be a collaborative process with government agencies, the visitor industry, community leaders, and other sectors. The goal is to identify facilitation strategies and processes that can balance stakeholder input and strategic directions, while holding meetings that can productively guide the writing of several complementary plans.

Contact Person
Fermahin, Tracey
Email
tracey.a.fermahin@hawaii.gov
Phone
808-973-2255
General Comments
Please note that the contract start date of June 17, 2025, is the anticipated date.
Procurement Officer
Tracey Fermahin
Attachments
HTA RFP 25 14 Facilitation of Comm. & Visitor Industry_FINAL 041725.pdf
ATTACHMENT 01 Minimum Qualifications Checklist.docx
ATTACHMENT 02 Offeror Check List.docx
ATTACHMENT 03 Proposal Transmittal Letter.docx
ATTACHMENT 04 Contractor References.docx
ATTACHMENT 05 Subcontractor References.docx
ATTACHMENT 06 Corporate Resolution.docx
ATTACHMENT 07 Confidential Information List.docx
HTA RFP 25 14 Addendum 1.pdf
AG-008 103D General Conditions (1.10.23).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: Fermahin, Tracey.

P25002295 RFP 25-14 Facilitation of Community & Visitor Industry

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
RFP 25-14 Facilitation of Community and Visitor Industry
1
JOB
541611, 541611, 711510, 541611, 541612 

Code Table
Commodity Code Description
541611 Strategic planning consulting services
541611 Business management consulting services
711510 Writers, independent (freelance)
541611 General management consulting services
541612 Organization development consulting services
General
Quantity
1
Unit of Measure
JOB
Title
RFP 25-14 Facilitation of Community and Visitor Industry
Description
HTA’s 2020-2025 Strategic Plan calls for a focus on destination management, which HTA has defined as “attracting and educating responsible visitors; advocating for solutions to overcrowded attractions, overtaxed infrastructure, and other tourism-related problems; and working with other responsible agencies to improve natural and cultural assets valued by both Hawai‘i residents and visitors.” HTA is soliciting proposals from qualified companies to provide facilitation support in convening community stakeholders, industry leaders, and the public sector. These convenings aim to inform the writing of the HTA 2026-2030 Strategic Plan, six (6) Destination Management Action Plans (DMAPs), and an update to the Tourism Functional Plan.

The Strategic Plan guides action for the next five (5) years in support of our mission of advancing regenerative tourism and destination management. The DMAPs identify and prioritize clear actions, articulate the roles of the agencies responsible for implementation, and set measurable outcomes for each of the islands of Kaua‘i, O‘ahu, Maui, Moloka‘i, Lāna‘i, and Hawai‘i Island. Finally, the Tourism Functional Plan establishes a framework for inter-agency cooperation in managing tourism and the visitor industry.

The facilitation of community convenings shall be a collaborative process with government agencies, the visitor industry, community leaders, and other sectors. The goal is to identify facilitation strategies and processes that can balance stakeholder input and strategic directions, while holding meetings that can productively guide the writing of several complementary plans.
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: Fermahin, Tracey.

P25002295 RFP 25-14 Facilitation of Community & Visitor Industry

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.
  • 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.
  • 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.
  • 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.
  • 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 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.