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P25002623 RFP 25-09 Public Relations, Communications, & Outreach Services

General Information
Solicitation Number
P25002623
Status
Cancelled
Canceled Reason
Upon careful review of the proposal submissions, the evaluation committee has determined that the offerors did not meet the criteria, which were ambiguous or otherwise inadequate specifications as part of the solicitation, in accordance with Hawai‘i Administrative Rules §3-122-96(2)(b).
Department
Business, Economic Development, & Tourism
Division
Hawaii Tourism Authority
Canceled Date
06/18/2025 03:07 PM
Islands (where the work/delivery is to be performed)
Statewide
Category
Goods and Services
Release Date
04/30/2025
Offer Due Date & Time
05/30/2025 02:00 PM
Description
The Hawaiʻi Tourism Authority (HTA) is the state agency responsible for representing the Hawaiian Islands around the world and for holistically managing tourism in Hawaiʻi in a sustainable manner consistent with community desires, economic goals, cultural values, preservation of natural resources, and visitor industry needs.

The Hawai‘i Tourism Authority (HTA) is seeking proposals from qualified firms or individuals to provide comprehensive communications and public affairs services. The purpose of this RFP is to solicit professional services that will help HTA develop and execute public relations strategies to assist HTA with media relations, community relations, crisis communication and management, and social media communications to manage public perceptions of HTA and Hawai‘i's tourism industry and communicate HTA’s programs in the areas of destination marketing, destination stewardship, and regenerative tourism.

The selected vendor will work closely with the Public Affairs Officer (PAO) to implement communication goals and ensure alignment with HTA's overall mission and strategic objectives.
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 23, 2025, is the anticipated start date.
Procurement Officer
Tracey Fermahin
Attachments
HTA RFP 25 09 PR Communications Outreach Svcs_FINAL 043025.pdf
ATTACHMENT 1 Offeror Check List.docx
ATTACHMENT 2 Proposal Transmittal Letter.docx
ATTACHMENT 3 Corporate Resolution.docx
ATTACHMENT 4 Standard Qualifications Questionnaire.docx
ATTACHMENT 5 Contractor References.docx
ATTACHMENT 6 Subcontractor References if applicable.docx
ATTACHMENT 7 Confidential Information List if applicable.docx
ATTACHMENT 8 Conflicts of Interest Disclosures and Attestations.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.

P25002623 RFP 25-09 Public Relations, Communications, & Outreach Services

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
RFP 25-09 Public Relations, Communications, and Outreach Service
1
JOB
541820, 541820, 541910, 541820, 541910, 541810, 541810 

Code Table
Commodity Code Description
541820 Public relations agencies
541820 Public relations consulting services
541910 Opinion research services
541820 Public relations services
541910 Public opinion research services
541810 Advertising agencies
541810 Advertising agency consulting services
General
Quantity
1
Unit of Measure
JOB
Title
RFP 25-09 Public Relations, Communications, and Outreach Service
Description
The Hawaiʻi Tourism Authority (HTA) is the state agency responsible for representing the Hawaiian Islands around the world and for holistically managing tourism in Hawaiʻi in a sustainable manner consistent with community desires, economic goals, cultural values, preservation of natural resources, and visitor industry needs.

The Hawai‘i Tourism Authority (HTA) is seeking proposals from qualified firms or individuals to provide comprehensive communications and public affairs services. The purpose of this RFP is to solicit professional services that will help HTA develop and execute public relations strategies to assist HTA with media relations, community relations, crisis communication and management, and social media communications to manage public perceptions of HTA and Hawai‘i's tourism industry and communicate HTA’s programs in the areas of destination marketing, destination stewardship, and regenerative tourism.

The selected vendor will work closely with the Public Affairs Officer (PAO) to carry out communication goals, ensuring alignment with HTA's overall mission and strategic objectives.
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.

P25002623 RFP 25-09 Public Relations, Communications, & Outreach Services

Instructions
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.