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P26002669 Videography and Distribution Services of Meetings and Events

General Information
Solicitation Number
P26002669
Status
Released
Department
Accounting and General Services
Division
Archives
Islands (where the work/delivery is to be performed)
Statewide
Category
Goods and Services
Release Date
05/11/2026
Offer Due Date & Time
06/11/2026 05:00 PM
Description
The Hawaiʻi State Archives has been tasked with assisting State and Local Boards and Commissions, located on all islands, with livestreaming and recording of their meetings in order to increase public accessibility and participation. This solicitation is to obtain an experienced service provider capable of handling the livestream and recording of these meetings as well as other State of Hawaiʻi public events. Please see the RFP proposal description of the desired services and qualifications, which are attached to this solicitation.
Contact Person
Yi, Ju Sun
Email
ju.sun.yi@hawaii.gov
Phone
808-586-0312
General Comments
See attached documents.
Procurement Officer
Adam Jansen
Attachments
RFP Description-Boards and Commissions.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: Yi, Ju Sun.

P26002669 Videography and Distribution Services of Meetings and Events

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Videography and Distribution Services of Meetings and Events
1
JOB
516210, 541922, 512290, 516210, 516210, 512191, 512290, 512110, 518210, 516210 

Code Table
Commodity Code Description
516210 Video on Demand (VOD) streaming distribution services
541922 Commercial event videography services
512290 Audio recording of meetings or conferences
516210 Media (e.g., audio, video) streaming distribution services
516210 Broadcasting exclusively on Internet, audio
512191 Video postproduction services
512290 Recording seminars and conferences, audio
512110 Video production and distribution
518210 Video and audio technical streaming support services
516210 Video on Demand (VOD) programming
General
Quantity
1
Unit of Measure
JOB
Title
Videography and Distribution Services of Meetings and Events
Description
Videography and streaming services for State and Local Boards and Commissions and other State of Hawaiʻi public events. Please see the RFP proposal description of the desired services and qualifications, which are attached to this solicitation.
Attachments Download All

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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: Yi, Ju Sun.

P26002669 Videography and Distribution Services of Meetings and Events

Instructions
  • 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.
  • 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.
  • 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.
  • 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.