COUNTY OF HAWAII EVENT SPONSORSHIP PROGRAM FOR FISCAL YEAR 2026-2027

Notice is hereby given that the County of Hawai'i is requesting proposals for COUNTY OF HAWAII EVENT SPONSORSHIP PROGRAM FOR FISCAL YEAR 2026-2027. Proposals are due no later than 4:00 pm on Monday, August 31, 2026. Proposals must be submitted through the Procurement Portal at https://procurement.opengov.com/portal/hawaiicounty.

Background

Hawaii Island hosts numerous events throughout the year that contribute to the economic vitality and cultural fabric of our community. These events range from major international competitions to grassroots community gatherings. The County recognizes the significant economic impact and community benefit these events provide and seeks to establish a transparent, equitable process for allocating sponsorship funding.

Project Details

• Reference ID: 27-0007
• Department: Research and Development
• Department Head: Benson Medina (Director)

Important Dates

• Questions Due: 2026-08-15T09:59:00.000Z

Evaluation Criteria

• ECONOMIC IMPACT (30 pts) —

  Contributes to cultivating healthy generations.

  Documented or projected visitor spending, hotel occupancy, local business revenue, job creation

• COMMUNITY BENEFIT (25 pts) —

  Public accessibility, volunteer engagement, health/wellness promotion, charitable impact

• CULTURAL SIGNIFICANCE (10 pts) —

  Hawaiian culture preservation, paniolo traditions, agricultural heritage, island music, cultural arts

• ORGANIZATIONAL CAPACITY (15 pts) —

  Demonstrated ability to execute event successfully, financial management, track record.

• COUNTY RECOGNITION (10 pts) —

  Quality and prominence of County branding, opportunities for official participation, media exposure

• SUSTAINABILITY (10 pts) —

  Long-term viability, environmental practices, community partnerships, diverse funding sources

Submission Requirements

• Confirmation (required) —

  Director of Finance
  County of Hawai‘i
  Hilo, Hawai‘i 

  Dear Sir/Madam: 

  The undersigned hereby proposes to furnish and deliver the following goods or services:  The County of Hawaii (County) invites qualified event organizers, nonprofit organizations, and community groups to submit proposals for event sponsorship funding. The County seeks to support events that promote economic development, cultural preservation, community engagement, health and wellness, and enhance the quality of life for Hawaii Island residents and visitors. The contract period shall be from October 1, 2026 through June 30, 2027., to DEPARTMENT OF RESEARCH AND DEVELOPMENT, County of Hawai‘i, at 25 Aupuni Street, Suite 1301, Hilo, HI 96720, Hawai‘i, complete as specified, all in strict compliance with the Specifications and Special Provisions attached hereto and General Terms and Conditions for Goods and Services dated May 10, 2023, made a part hereof. 

  It is understood and agreed that the goods and/or services to be furnished are for the exclusive use of the County of Hawai‘i and are therefore exempt from Federal Excise Taxes and that the net bid price excludes such Federal Excise Tax.  Please note that effective January 1, 2020, the maximum General Excise Tax rate that may be charged of Hawai‘i County is 4.7120%.  The County of Hawai‘i is exempt from the City and County of Honolulu, 0.5% General Excise Tax Surcharge.  

  The undersigned further agrees that he has carefully read and understands the Proposal for this contract and that the Director of Finance, County of Hawai‘i, reserves the right to accept or reject any and/or all bids or proposals, or accept other than the low bid, if in his/her judgment, by so doing, it will be for the best interest of the public and the County of Hawai‘i. 

  All successful Proposers, for any single item exceeding $2,500.00, will be required to furnish proof of compliance with the requirements of § 3-122-112, Hawai‘i Administrative Rules (see Special Provisions No. 5.18).  

  Upon acceptance and award of this Proposal by the Director of Finance, the undersigned hereby agrees to enter into and execute the Contract as required by law within ten (10) calendar days after the award.  

• Bidder/Proposal Signature Page (required) —

  Please download the below documents, complete, and upload.

• Proposal (required)
• Redacted Copy of the Proposal (required)
• County Department(s)/Division(s): (required)
• Enter a brief description of products and services required for this solicitation. (required)
• Is this for a single department or various departments? (required)
• Please list various departments: (required) —

  You may input "Various" or list out departments

• Will there be a pre-proposal mtg? (required)
• Conference Call: (required)
• Conference ID: (required)
• Proposal Guaranty (required)
• Are licenses required for this RFP? (required)
• Please list license(s), and any relevant description here: (required)
• Will federal funds be used for this procurement? (required)
• Please select the applicable Federal Special Provisions? (required)
• Enter location of delivery: (required)
• Is insurance or certificate required? (required)
• Will you be using the following sections: (required)
• Liquidated damages: (required) —

  Provide applicable amount-

  Example: one-tenth of one percent (0.1%) or $150.00

  Liquidated damages, per section 10.7 of the General Terms and Conditions for Goods and Services, dated May 10, 2023, shall be assessed at ______________________ for each and every calendar day of delay or nonperformance and shall be pursued in accordance with section 10.7 of the General Terms and Conditions for Goods and Services dated May 10, 2023.

• Is this for Price Term Agreements? (required)
• Does the equipment or goods procured need to be delivered within a certain number of days? (required)
• All equipment or goods procured must be delivered within ______ from the date of the Notice to Proceed. (required) —

  Insert number of days.

• Is this for a single or multiple vendor award? (required)