Hawai State Procurement Office - Hi - Agency Bids & RFPs

The deadline for proposal submission is Monday, May 04, 2026, by 4:30 p. m. Hawaii Standard Time (HST). Proposals must be mailed and postmarked by this date or hand-delivered by this time. The bid notice states, all mailins postmarked after 12:00 midnight or hand delivered includingcourier mail later than 4:30 p. m. , hst, on or after the monday, may 04, 2026 deadline will not be accepted.

The bid notice indicates a cost reimbursement pricing structure will be used, where the state pays for budgeted costs actually incurred in delivering services up to the stated maximum obligation. Payments are made monthly after services are rendered, with initial payments potentially including allowable expenditures incurred prior to the contract start date. The bid states, allowable expenditures, in accordance with hrs 103f cost principles, incurred prior to the start of the contract period july 1, 2026 or later, in order for services to start at the beginning of the contract period, may be included in the invoice submitted for expenses incurred during the first month of contract services rendered.

The bid notice outlines a three-phase evaluation process: Phase 1 (Evaluation of Proposal Requirements), Phase 2 (Evaluation of Proposal Application), and Phase 3 (Recommendation for Award). Phase 2 involves scoring based on criteria such as experience and capability (20 points), project organization and staffing (15 points), service delivery (55 points), and financial aspects (10 points). The bid states, he state will evaluate the applicants experience and capability relevant to the proposal contract, and evaluation criteria for this section will assess the applicants approach to the service activities and management requirements outlined in the proposal application.

Applicants must demonstrate necessary skills, abilities, and knowledge related to infant and toddler development training. Staff and trainers must have specific educational qualifications and experience, such as college credits in early childhood education or child development and relevant work experience. The bid states, he staff or trainers used must have at a minimum: a. 12 college credits in early childhood education ece or child development cd or related fields. . . and a combined total of 3 years of experience in training adults who work with children or b. 6 college credits in ece or child development. . . and a combined total of 5 years of experience in training adults who work with children.

The bid notice mentions that failure to comply with contractual specifications may be deemed cause for corrective action and subject to contractual remedies. It also states, if the provider or its employees have been determined to have engaged in discriminatory conduct under services of this agreement, the department shall take action through contractual remedies allowed under this agreement.

The bid does not require the submission of samples.

The bid notice specifies that protests must be filed within five working days of the postmark of the notice of findings and decision. The bid states, he notice of protest shall be postmarked by usps or hand delivered. . . within five working days of the postmark of the notice of findings and decision sent to the protestor.

The estimated total funding for the initial contract period is $192,****. The bid states, a maximum amount of 192, **** in total funding from federal funds is allocated for the initial contract period of july 1, 2026 to june 30, 2027.

The full installation and beneficial use of the system is expected by Monday, May 31, 2027.

The bid notice states that the state shall have thirty (30) calendar days after receipt of invoice or satisfactory completion of the contract to make payment. The HSPLS will reject any offer submitted with a condition requiring payment within a shorter period or interest payments greater than that allowed by HRS ****.

The full system warranty shall cover all equipment, hardware components, conveyors, sorters, induction units, scanners, sensors, control systems, electrical components, and associated peripherals. Software warranty shall include bug fixes, security patches, and version updates. The warranty start date shall occur upon successful completion of installation, testing, staff training, and written acceptance by HSPLS following site acceptance testing.

The award will be made to the most responsible offeror whose bid is determined to be the most advantageous to the HSPLS based on the evaluation criteria listed in the RFP, which include technical solution and system design, implementation and project management plan, workflow optimization and operational efficiency, service, maintenance and support, cost proposal and long-term value, and experience and past performance.

Offerors must be registered and licensed to do business in the State of Hawaii, have past experience providing similar services to at least three public libraries (preferably Horizon Sirsi customers), demonstrate a clear understanding of the services, provide detailed engineered layout drawings, outline the installation process, provide a detailed workflow management plan, offer a detailed training program, provide comprehensive service level information with an uptime guarantee of at least 99. 5%, comply with OSHA standards and applicable building/fire codes, and provide a detailed logistics plan for shipping to Hawaii.

A non-mandatory pre-proposal conference will be held virtually on Thursday, April 16, 2026, at 9:30 am HST. Attendance is optional but strongly encouraged.

The deadline to submit questions is Thursday, April 30, 2026, at 2:00 pm HST.