Family Support Professionals Event Coordinator Services

The Vendor is required to provide family support professionals (IAFSP) event coordinator services for includes:
•    Be licensed to conduct business in the state.
•    Have an office located in the state at the time of award.
•    Be compliant with all relevant state and federal statutes.
•    Have a minimum of five years of experience in coordinating meetings and small events.
•    Have prior experience working with state health departments or similar government agencies, with knowledge of procurement policies.
•    Provide one letter of support, detailing past work experience with maternal and child health initiatives.
•    Demonstrate capability to meet the administrative requirements of contracting with the department.
•    Be able to comply with the lease administrative requirements of the department of transportation (dot) for the Inouye international airport conference center (IIACC) to write a check with the lease agreement information provided on the check.
•    Be available for regular check-ins with the home visiting services unit (HVSU) through in-person meetings, phone, and video conferencing.
•    Exhibit professionalism and cultural sensitivity in all interactions related to this contract.
•    Demonstrate experience and proficiency in utilizing scheduling tools to coordinate meetings.
- Tasks and responsibilities
1. Collaboration with DOH, MCHB, home visiting services unit
•    Work closely with the assigned HVSU representative to ensure all tasks are executed efficiently and in alignment with program goals. 
•    Any purchases or reimbursements will require prior approval from HVSU.
2.   Travel and lodging
•    IAFSP staff
o    Book and manage roundtrip airfare, hotel, and ground transportation for two IAFSP Staff.
o    Purchase and coordinate all airfare for IAFSP staff.
•    Participant travel support
o    Arrange inter-island travel for agency participants
1.    Day 1, five supervisors.
2.    Days 2 and 3, a total of 53 people split between day 2 and 3.
o    Provide travel guidance in advance and process reimbursements for ground transportation and airport parking for neighbor island participants attending events as needed.
o    Track reimbursements for eligible parking or incidentals related to travel.
3.   Event coordination
•    Secure venues for:
o    Day 1 (strategic kickoff) – morning with DOH for half a day. 
o    Afternoon with program supervisors for half a day.
o    day 2 – a six-hour intro to the institute certification and rostering
o    Day 3 – a six-hour intro to the institute certification and rostering. 
•    Coordinate technology setup and room arrangements as needed. 
•    Oversee on-site logistics, including event setup, vendor coordination, and participant support.
4. Expense management
•    Provide invoice within 45 days of each meeting. 
•    Process and manage expenses related to event logistics, including venue costs, supplies, and hospitality services. 
•    Complete payments within six weeks of receiving invoices.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 14, 2025