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Q26000186 Event Coordinator for 2026 Safe Sleep Summit

General Information
Solicitation Number
Q26000186version:    01
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
07/30/2025
Amendment Date & Time
08/01/2025 12:00 AM
Amendment Reason
Clarification on the following questions: 1) Is there an anticipated number of participants, or historical attendance figures from previous summits? 2024 Virtual Summit had 130 registrations 2025 Virtual summit had 160 registrations 2) Is there a preferred or tentative date for the 2026 summit? June- Date is TBD by DOH and Vendor 3) How many days is the summit expected to run? 1 day 4) Will FSVPU be covering the costs for the venue, food, and presenters, with the contractor’s role focused on coordinating those payments? The cost for all of those items is included in the scope price.
Offer Due Date & Time
08/08/2025 02:00 PM
Description
The Department of Health, Family Strengthening and Violence Prevention Unit (FSVPU) is seeking the expertise of a Safe Sleep Event Coordinator to plan and coordinate a summit. The event coordinator will be required to work collaboratively with FSVPU staff to arrange, pay for, and coordinate on-line registration, and securing appropriate platform, presenters, etc.
Contact Person
Berberich, Samantha
Email
samantha.berberich@doh.hawaii.gov
Phone
808-733-9073
General Comments
Procurement Officer
Samantha Berberich
Attachments
2026 Safe Sleep Summit_Events Coodinator.docx
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: Berberich, Samantha.

Q26000186 Event Coordinator for 2026 Safe Sleep Summit

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Event Coordinator for 2026 Safe Sleep Summit
1
JOB
624110, 813319, 923120, 561920, 624110, 923120, 813319 

Code Table
Commodity Code Description
624110 Child guidance agencies
813319 Social service advocacy organizations
923120 Maternity and child health program administration
561920 Event and meeting planning services
624110 Youth guidance organizations
923120 Health program administration
813319 Social change advocacy organizations
General
Quantity
1
Unit of Measure
JOB
Title
Event Coordinator for 2026 Safe Sleep Summit
Description
The Department of Health, Family Strengthening and Violence Prevention Unit (FSVPU) is seeking the expertise of a Safe Sleep Event Coordinator to plan and coordinate a summit. The event coordinator will be required to work collaboratively with FSVPU staff to arrange, pay for, and coordinate on-line registration, and securing appropriate platform, presenters, etc.
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.

Q26000186 Event Coordinator for 2026 Safe Sleep Summit

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