Cultural Engagement Request for Proposals

Background: Laukahi: The Hawaiʻi Plant Conservation Network (Laukahi) is a program of the nonprofit Hawaiʻi Conservation Alliance Foundation. We are a self-directed alliance of agencies, organizations, and individuals working to protect Hawaiʻi’s native plant species through coordinated conservation efforts. The network emerged from a statewide capacity assessment and the resulting Hawaiʻi Strategy for Plant Conservation (HSPC), which is intentionally aligned with global conservation goals. Laukahi focuses its efforts on the protection of Species of Conservation Importance (SCI), the unique plants that comprise our native ecosystems. Laukahi has helped articulate a collective vision and establish an organized framework to increase progress toward important conservation goals in Hawaiʻi. Internally, our focus is on projects that increase network communication, facilitate collaboration, and report on progress towards our shared goals. Externally, Laukahi aims to raise public awareness of native plants by sharing their enormous cultural value through captivating storytelling and increasing access to native plant materials for traditional use. This project will enable Laukahi to report progress on two HSPC targets - Target 17: Broad public understanding of the natural and cultural value of Hawaiʻi’s native plant diversity is achieved by supporting education and awareness; and Target 20: Indigenous and local knowledge innovations and practices associated with plant resources are maintained or increased, as appropriate, to support customary use, sustainable livelihoods, local food security, and health care. Upon completion of this project, Laukahi will integrate and publish this work on its website as a useful tool for the community and conservationists alike.

Statement of Need: Laukahi is pleased to announce a Request for Proposals to create a series of data tables that will link ethnobotanical information for 790 SCI (contact coordinator@laukahi.org for a list of taxa) to our existing database and a summary narrative for each. In order for Laukahi to be successful, we need to engage our community to gain public support for plant conservation. The results of this project will invite the public to develop new connections and deepen existing relationships with native plants. Laukahi is seeking to meaningfully incorporate local knowledge of traditional uses of native plants in our conservation priorities. If we can connect the stories of our community with the plants, we can better understand what we are protecting and why. Ethnobotanical information on the traditional/contemporary uses of Hawaiian native plants should be sourced from existing literature (digitized, online, and published work), with an emphasis on resources available through Hawaiian culture-centered databases such as http://ulukau.org, including bilingual (English and Hawaiian language) resources as feasible. Cultural uses and values surrounding the selected species (e.g., relational values, ceremonial uses, spiritual values, etc.) should also be characterized with respect to diverse forms of cultural expression including (but not limited to) oral history reports, oli (chants), hula (dances), and mele (songs). At a minimum, the information must include all traditional and contemporary uses and/or cultural identity factors associated with each SCI. Additional information may also be collected via interviews with local community members and cultural practitioners, conducted in alignment with organizational policies on human subjects research (if available) or with existing guidelines on free, prior, and informed consent such the Hawaiʻi-based standards linked here. Methodology can be discussed, but we are looking for extensive reporting, including any place-based information attained. We understand there may be some taxa without any known cultural uses or identity factors, and we would like to understand that information as well. The final product is expected to share strong synergies with existing ethnobotanical databases but will expand on those efforts by providing up-to-date information from disparate sources to enhance knowledge of native plants and to support continued relationships with those species into the future.
Project Description: We envision the project having three components; however, we welcome proposals that outline other approaches and solutions to our statement of need. These project funds could be the first phase of a larger project, if proposed. The goal is to develop data sets which enable Laukahi to link the conservation status of Hawaiian native plants with their traditional/contemporary uses, and/or cultural identity factors, and connect the community with their plants. A potential example could include:
1. Discovery: Complete a literature and reference review to interpret and document traditional uses and intangible cultural identity factors, both historical and contemporary, and knowledge innovations (e.g., customary practices used to inform present day efforts) for native plants. We envision a comprehensive spreadsheet compilation with a short narrative paragraph for each.
2. Interviews: Identify and conduct at least five, 1-3hr interviews with local and cultural practitioners respected for their knowledge of native plants. Interviews should represent a broad subset of practitioners from across the state , including perspectives from at least five islands as feasible. A recording of each interview should be provided, although full transcriptions are not necessary. Information learned from the interviews should be added to the spreadsheet example in Appendix A.
3. Narratives: Synthesize information and insights to draft text narratives and/or images that communicate the cultural value of SCI and explain traditional/contemporary uses and/or identity factors. This would include links and references.
A successful proposal should:
- provide a solution to our need and explain the methodology that would be used.
- show experience with accurately translating the Hawaiian language to English.
- show experience with data gathering, compilation, and analysis.
- provide a solution for data aggregation (possibly with examples from prior projects).

Qualifications: The contractor should be proficient in database research together with social science methods to incorporate knowledge from multiple forms of evidence. Candidates with demonstrated experience conducting interviews and those who are knowledgeable in Hawaiian culture and language are preferred. Other required qualifications include experience with Microsoft applications such as Excel and Access and experience organizing, compiling, and analyzing data.

Eligibility and Additional Requirements: Laukahi expects a competitive application and review process. Prospective vendors are encouraged to provide any additional information that will help us find a contractor with an awareness of the value of native plants and what is needed for their conservation. Project proposals should clearly indicate how efforts and costs will be split between the project components above. Vendors are encouraged to propose
additional modules or add-on features that could be integrated if more funding and/or time was available. Proposals should list key project staff and their roles and responsibilities. The successful vendor must have a Business License in good standing with the State of Hawaiʻi by the time the contract is awarded. After initial evaluation of proposals, Laukahi reserves the right to interview top applicants before the contract is awarded. References, job history, and a list of previous clients must be provided. Laukahi staff and directors may contact any client of the vendor, whether included in the vendor’s reference list or not, and use such information in the evaluation process. In performing the services subject to this RFP, the vendor will agree that it will not discriminate against any employee or applicant for employment because of race, creed, color, sex, or national origin. The successful vendor shall comply with all federal and state laws, and regulations and policies pertaining to the prevention of discriminatory employment practice. Failure to perform under this provision constitutes a material breach of contract.

Award and Contract: Successful applicants will be awarded a six-month contract for services not to exceed $8,000, to be completed by November 30, 2021. The award will be provided in no less than two payments, with the first installment paid within two weeks of contract approval, via a check from the Hawaiʻi Conservation Alliance Foundation. The final installment will be provided within two weeks following verification of final delivery of all products on November 30, 2021. Any changes to the contract or extensions on any deadlines must be negotiated by both parties and all modifications will be documented and approved in a new contract.
Pre-bid Meeting:
Laukahi will host an online chat on Wednesday, May 12, 2021 to provide additional information and give prospective vendors an opportunity to request clarification and more information. To participate in the pre-bid meeting, send an email address for the invite to coordinator@laukahi.org by Tuesday, May 11.
Application Instructions and Contract Deadlines:
All proposals must be received by Laukahi by 5 PM HST on May 28, 2021 by email: (coordinator@laukahi.org). An email confirming receipt will be sent to each vendor. Proposals will be reviewed and ranked by Laukahi staff and the Advisory Council. Laukahi reserves the right to conduct interviews and reference checks for all applicants. Following acceptance of an offer, Laukahi will issue the notification of award and execute the contract no later than June 14, 2021.
Proposals should include the following:
1. Cover letter: A brief description of the applicant’s, or team’s, background and experience with previous projects make your proposal stand out from the rest. Please provide links to previous work where appropriate. For applications from teams or multiple applicants, the cover letter should list team members and describe their roles and responsibilities.
2. Narrative: A detailed account of how your solution(s) will meet the needs described in the RFP. Include a summary of the work plan, timeline, and process for developing the project. The narrative should describe the final product in detail and include mock-up and templates, where appropriate, to demonstrate the applicant’s vision and capacity.
3. Budget: A narrative and justification for expenses needed to complete the project. The budget should include estimates for any additional modules or proposals for follow-up work. Laukahi will cover the costs for inter-island travel.
4. References: Provide a list of previous clients and projects with links and contact information.
Contact Information:
Should any prospective vendor be in doubt as to the true meaning of any portion of this RFP, or should the vendor find any ambiguity, inconsistency, or omission therein, the vendor shall make a written request for an official interpretation or correction by the due date above. All questions should be directed to Laukahi: coordinator@Laukahi.org. (Please email if above links are broken)

Appendix A: Sample data collection template