Specific Qualifications or Requirements The Bidder shall: Be based in the state of Hawaiʻi; Have demonstrated expert knowledge and skills in logistics, planning, and coordination with a minimum of three (3) years of experience for small to large-scale events; Have knowledge of the Rape Prevention and Education (RPE) Program and Sexual Violence Prevention (SVP) efforts, including: Understanding the history, funding, and purpose of RPE in Hawaiʻi. Awareness of primary prevention goals and evidence-based strategies supported by RPE. Experience applying prevention principles in culturally relevant and community-centered ways. Have demonstrated knowledge and familiarity working with DOH and other state agencies, including an understanding of DOH policies, rules, and regulations related to procurement (e.g., purchase orders), guidelines for meetings, swag gifts and conference activities; Have at least three (3) years of experience using Zoom, Microsoft teams, or other platforms to host planning meetings; Have their own electronic and technological equipment, such as cellphone, landline telephone, computer, printer, scanner, and fax machine for managing, arranging, and organizing large-scale conference events; Reflect a professional attitude and appearance in all settings, events, communications, and activities that are related to this scope; and Provide two (2) letters of support from public and/or private programs that support your expertise in supporting and implementing events. Description of Tasks and Responsibilities The Bidder shall describe in detail how the following will be accomplished:: Serve as the expert or procure expertise in planning implementing and providing the technical support to host an in-person conference; Organize and oversee all aspects of a full-day conference for 150-200 participants, including agenda design, event flyers, coordination of breakout sessions, speaker management, provide online registration, secure appropriate venue, and on-site event logistics to ensure a high-quality participant experience. Ensure in person support before and during conference events to address sign-in, and other problems; Schedule and facilitate meetings with FSVPU biweekly, presenters, and HCASA to plan for the summit as needed; Serve as the point of contact and liaison for registrants and presenters for summit; Collaborate with FSVPU on the management and distribution of all conference supplies and materials; Provide a summary of attendance for the conference that will include but not limited to: the name, title and organization of each attendee; Record and archive the conference on a universally accessible platform to enable on demand opportunities; Develop evaluation criteria and survey measures and methodology in coordination with and as directed by FSVPU; survey for obtaining quantitative and qualitative feedback from conference participants; Develop a method to obtain greater than sixty percent (60%) of the evaluation forms or surveys from participants. Compile responses and provide a summary report to the DOH within thirty (30) days after the summit. Effectively plan and execute a one-day conference for 150-200 participants, demonstrating sound budget management and adherence to a total budget of $45,000. Provide an itemized budget for review and approval by FSVPU prior to finalizing Summit arrangements. Procure and process invoices and payments to vendors in coordination with and directed by FSVPU within a reasonable amount of time, not to exceed thirty (30) days after the event; Provide a signed, dated, final invoice, and brief feedback report within thirty (30) days following the conference.
