The Hawaii Tourism Authority (HTA) is seeking a qualified Conference Service Provider for the 2026 Hawaii Tourism Conference, tentatively scheduled for September ****, 2026. The provider will be responsible for venue and transportation coordination, registration, budget management, and onsite event logistics. The contract period is twelve months, from June 2026 to May 2027. Bids must be submitted electronically through the HIEPRO system by 2:00 PM HST on May 21, 2026. Questions regarding the proposal should be submitted in HIEPRO by May 13, 2026, at 2:00 PM HST. A mandatory transaction fee of 0. 75% (not to exceed $5,000) will apply to the awarded contract. The total funds allocated for this project, exclusive of attendee registration and sponsorship revenue, shall not exceed $211,**** USD. Award will be made to the lowest responsive and responsible bidder.
The bid proposals are due by May 21, 2026, at 2:00 PM HST. The estimated contract start date is the week of June 1, 2026, and the contract term is twelve months, ending May 2027.
The bid notice states that payment shall be made to the contractor upon satisfactory completion and acceptance of services and submission of a proper invoice, in accordance with the terms of the contract. The state shall make payment within thirty (30) calendar days after receipt of a proper invoice or satisfactory completion of services, whichever is later.
The bid notice states that award shall be made to the responsive and responsible bidder offering the lowest total administrative cost. The total funds allocated for this project, inclusive of all conference costs and the contractor's administration fee, shall not exceed two hundred eleven thousand three hundred sixty and no/100 dollars ($211,**** USD), exclusive of attendee registration and sponsorship revenue.
Bidders must possess all applicable licenses and certifications required to perform the work and submit a completed bid form of2, which includes a statement of qualifications confirming licensure, relevant experience, and ability to perform the scope of work. Bidders must also be compliant with all laws governing entities doing business in the state, verified on Hawaii Compliance Express (HCE).
The bid notice mentions conducting site visits as part of the coordination responsibilities for the conference, but it does not specify if a mandatory site visit is required for bidders.
The bid notice does not mention the submission of samples.
The bid notice specifies a deadline to submit written questions by May 13, 2026, at 2:00 PM HST. It also mentions that protests can be settled and resolved prior to the commencement of an administrative proceeding.
The total funds allocated for this project, inclusive of all conference costs and the contractor's administration fee, shall not exceed $211,**** USD, exclusive of attendee registration and sponsorship revenue.
