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B26000257 IFB 26-03 Hawaii Tourism Conference Service Provider

General Information
Solicitation Number
B26000257
Status
Released
Department
Business, Economic Development, & Tourism
Division
Hawaii Tourism Authority
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
08/07/2025
Offer Due Date & Time
08/18/2025 02:00 PM
Description
The HTA is seeking a qualified conference service provider to perform services, including venue and transportation coordination, registration and budget management, and on-site event logistics as outlined in the scope for HTA’s Hawai‘i Tourism Conference scheduled for September 22-23, 2025.
Contact Person
Fermahin, Tracey
Email
tracey.a.fermahin@hawaii.gov
Phone
808-973-2255
General Comments
Procurement Officer
Tracey Fermahin
Attachments
IFB 26 03 Hawaii Tourism Conference Service Provider_FINAL 080725.pdf
ATTACHMENT 01 TRANSMITTAL LETTER OFFER FORM OF 1.docx
ATTACHMENT 02 BIDDER STATEMENT OF QUALIFICATIONS OFFER FORM OF 2.docx
ATTACHMENT 03 CONTRACTOR REFERENCES OFFER FORM OF 3.docx
ATTACHMENT 04 SUBCONTRACTOR REFERENCES IF APPLICABLE.docx
ATTACHMENT 05 CORPORATE RESOLUTION.docx
ATTACHMENT 06 CONFIDENTIAL INFORMATION LIST IF APPLICABLE.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: Fermahin, Tracey.

B26000257 IFB 26-03 Hawaii Tourism Conference Service Provider

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
IFB 26-03 Hawaii Tourism Conference Service Provider
1
JOB
812990, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920, 561920 

Code Table
Commodity Code Description
812990 Wedding planning services
561920 Convention organizers
561920 Convention or trade show event planners
561920 Convention services
561920 Convention promoters
561920 Craft fair organizers
561920 Craft fair managers
561920 Event and meeting planning services
561920 Craft fair promoters
561920 Flower show organizers
561920 Flower show managers
561920 Home show managers
561920 Flower show promoters
561920 Home show promoters
561920 Home show organizers
561920 Managers, trade fair or show
561920 Managers, convention
561920 Promoters of trade fairs or shows with or without facilities
561920 Promoters of conventions with or without facilities
561920 Trade fair organizers
561920 Trade fair managers
561920 Trade show managers
561920 Trade fair promoters
561920 Trade show promoters
561920 Trade show organizers
General
Quantity
1
Unit of Measure
JOB
Title
IFB 26-03 Hawaii Tourism Conference Service Provider
Description
The HTA is seeking a qualified conference service provider to perform services, including venue and transportation coordination, registration and budget management, and on-site event logistics as outlined in the scope for HTA’s Hawai‘i Tourism Conference scheduled for September 22-23, 2025.
Attachments

Print

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.

B26000257 IFB 26-03 Hawaii Tourism Conference Service Provider

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