Travel Events Government Bids & RFPs

Offers are due at 2:00 p. m. Hawaii Standard Time (HST) on August 17, 2026.

HTA will pay invoices within 30 days upon verification of satisfactory performance.

Award will be made to the responsible offeror whose proposal is determined to be the most advantageous to the state based on evaluation criteria including overall capabilities of firm, brand marketing plan, familiarity with Hawaii brand and product, and cost.

Offerors must demonstrate relevant experience in destination brand marketing services, particularly within the Japan market and the Hawaii tourism industry. They must also have or establish an office in Japan and assign a project manager who is 100% dedicated to the HTA account.

Protests concerning the solicitation or solicitation content must be submitted in writing before the proposal due date.

Proposals may be automatically rejected for reasons including late submissions, non-responsiveness, non-responsibleness (e. g. , lack of Certificate of Vendor Compliance), refusal to abide by general conditions, failure to cooperate, falsification of information, or lobbying efforts.

The total estimated value for the entire contract is $18,300,****.

The conference is scheduled for September 14 through September 18, 2026.

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform (IPP) system.

Award will be made to the responsible quoter whose quote is most advantageous to the government based on technical, past performance, and price, listed in order of importance.

Quoters must confirm their facility is compliant with the Hotel and Motel Fire and Safety Act of **** and the Americans with Disabilities Act (ADA).

A site visit of the facility may be conducted prior to award.

The document clearly states there is no requirement for sample submission.

Questions regarding this solicitation are due no later than 1 pm EST on July 10, 2026.

In the event of noncompliance with the clause regarding racially discriminatory DEI activities, the contract may be canceled, terminated, or suspended, and the contractor may be declared ineligible for further government contracts.

Proposals must be submitted electronically by 16:00 on August 7, 2026.

The BPA holder shall submit a summary invoice at least monthly or upon expiration of the BPA, whichever occurs first, for all deliveries made during a billing period. The invoice shall identify the delivery tickets covered therein, stating the total dollar value, and supported by recent copies of the delivery tickets.

The government intends to award BPAs based on initial quotations, without holding discussions, although they may hold discussions if there is a need. Technical acceptability and responsibility determination will be reviewed.

Offerors must demonstrate their ability to perform, including having a project manager, operating an established business in Ecuador, starting SAM registration, providing past performance information and references, possessing necessary personnel, equipment, and financial resources, and having all required licenses and permits.

If the BPA holder refuses to accept orders or furnish quotations in compliance with the terms of the agreement, it is likely that the government will cancel the agreement.

Refusing to accept orders or furnish quotations in compliance with the terms of the agreement may lead to the cancellation of the agreement.

The embassy estimates that the volume of purchases annually through this agreement will be from US$2,**** to US$40,000. 00. The total amount ordered under this agreement life will not exceed US$350,000.

Performance is required to start September 15, 2026.

The work requires a Top Secret level of facility security clearance. All personnel performing on or supporting this contract in any way will be U. S. citizens. Specific roles require Secret, Top Secret, or SCI clearances.

The services are sought for June/July/August of 2027 or February 2028.

Funds are not presently available for this contract. Obligation is contingent upon the availability of appropriated funds, and no legal liability for payment arises until funds are made available and confirmed in writing.

The contract award will be made to the venue representing the best value trade off, assessed by the above requirements by the contracting officer.

Facilities must meet minimum requirements including location, event space size, sleeping room capacity, hotel rating, and recent refresh or new build.