Event Coordination

Summary (Newest Update)

Background The Hawaii State Department of Health (DOH), specifically the Family Health Services Division's Maternal and Child Health Branch (MCHB) and Home Visiting Services Unit (HVSU), is seeking proposals for event coordination services. The HVSU supports the Your ‘Ohana Network (YON), which provides essential resources and skills to at-risk pregnant women and families to ensure their children are healthy and ready to learn. The goal of this contract is to enhance the effectiveness of YON by facilitating timely and meaningful meetings among its members. Work Details The contractor will provide comprehensive event coordination services, including: 1. **Collaboration with DOH, MCHB, HVSU**: Work closely with an assigned MCHB representative to ensure efficient execution of tasks aligned with program goals. 2. **Event Planning and Logistics**: a. Pre-Event Preparation: Coordinate venue availability at the Inouye International Airport Conference Center (IIACC), hospitality services per DOH guidelines, and technology setup. b. Event Coordination: Oversee logistics during events, vendor coordination, and participant support; be available to address issues as they arise. c. Post-Event Follow-Up: Submit invoices within 45 days post-meeting. d. Expense Management: Manage expenses related to logistics, ensuring payments are completed within six weeks of receiving invoices. 3. **Meeting Details**: Facilitate eight meetings total - four All-Model meetings with approximately 20 attendees each from 9 AM to 3 PM, and four Home Visiting Advisory Committee & Hawaii Home Visiting Network meetings with approximately 25 attendees each from 9 AM to 3 PM. Period of Performance The contract period will extend from March 1, 2026, through February 28, 2027. Place of Performance The services will be performed in Hawaii, specifically at the Inouye International Airport Conference Center (IIACC) for events. Bidder Requirements Bidders must be licensed to conduct business in Hawaii, have a local office at the time of award, comply with all relevant statutes, possess a minimum of five years' experience in event coordination, have prior experience with state health departments or similar agencies, provide a letter of support detailing past work in maternal and child health initiatives, demonstrate capability to meet administrative requirements for contracting with DOH, comply with DOT lease requirements for IIACC payments, be available for regular check-ins via various communication methods, exhibit professionalism and cultural sensitivity in interactions, and show proficiency in scheduling tools.