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B26002729 IFB 27-12 2026 Hawaii Tourism Conference Service Provider

General Information
Solicitation Number
B26002729
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
05/08/2026
Offer Due Date & Time
05/21/2026 02:00 PM
Description
The Hawai‘i Tourism Authority (HTA) is a state agency established under Chapter 201B, Hawai‘i Revised Statutes, to manage tourism for the State. The HTA is administratively attached to the Department of Business, Economic Development & Tourism (DBEDT). The HTA’s powers and responsibilities include coordinating with global marketing contractors, visitor industry partners, travel trade, MCI partners, and community stakeholders to ensure that destination marketing and communications align with our unique Hawaiian and multiethnic cultures, authentic activities, and natural resources. 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 tentatively scheduled for September 24 – 25, 2026.
Contact Person
Fermahin, Tracey
Email
tracey.a.fermahin@hawaii.gov
Phone
808-973-2255
General Comments
Please note that the start and end dates for the contract are approximate.
Procurement Officer
Tracey Fermahin
Attachments
HTA IFB 27 12 2026 Hawaii Tourism Conf Svc Provider FINAL 050826.pdf
ATTACHMENT 01 BID FORM OF 1.docx
ATTACHMENT 02 BID FORM OF 2.docx
ATTACHMENT 03 Subcontractor References if applicable.docx
ATTACHMENT 04 Corporate Resolution.docx
ATTACHMENT 05 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.

B26002729 IFB 27-12 2026 Hawaii Tourism Conference Service Provider

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
IFB 27-12 2026 Hawaii Tourism Conference Service Provider
1
JOB
561920, 561920, 561920, 561920, 711320, 561920, 561920, 711320, 561920, 561920, 561920, 561920, 561920 

Code Table
Commodity Code Description
561920 Event and meeting planning services
561920 Managers, trade fair or show
561920 Managers, convention
561920 Promoters of trade fairs or shows with or without facilities
711320 Managers of arts events without facilities
561920 Trade show managers
561920 Trade show organizers
711320 Organizers of arts events without facilities
561920 Convention managers
561920 Convention organizers
561920 Convention or trade show event planners
561920 Convention services
561920 Convention promoters
General
Quantity
1
Unit of Measure
JOB
Title
IFB 27-12 2026 Hawaii Tourism Conference Service Provider
Description
The Hawai‘i Tourism Authority (HTA) is a state agency established under Chapter 201B, Hawai‘i Revised Statutes, to manage tourism for the State. The HTA is administratively attached to the Department of Business, Economic Development & Tourism (DBEDT). The HTA’s powers and responsibilities include coordinating with global marketing contractors, visitor industry partners, travel trade, MCI partners, and community stakeholders to ensure that destination marketing and communications align with our unique Hawaiian and multiethnic cultures, authentic activities, and natural resources. 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 tentatively scheduled for September 24 – 25, 2026.
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.

B26002729 IFB 27-12 2026 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.
  • 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.
  • 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.
  • 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.
  • 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.