2013-2014 Request for Contract Proposals
VSA International Young Soloists: Music for Every Student
Issued June 6, 2013
A VSA and Accessibility program of the John F. Kennedy Center for the Performing Arts
SUMMARY
Contract Description: Seeking Contractors to perform music education programs designed to
give students with disabilities, ages 5 to 22, the skills to develop their musicianship. Programs
provide at least 30 instructional hours per student within a three month period.
Contract Amounts: $5,000 to $20,000
Contract Proposal Deadline: July 31, 2013, at 11:59 p.m. (Eastern Time)
Conference Call – How to Prepare a Contract Proposal (optional to participate):
June 25, 2013, 3:00 PM EDT
July 11, 2013, 3:00 PM EDT
Call: 866-822-3904, Passcode: 2977488#
Captioning available at: http://www.streamtext.net/player?event=CFI-KennedyCenter
(alternative format available upon request)
Background
VSA, a program of the John F. Kennedy Center for the Performing Arts (Kennedy Center)
executes a variety of disability-related arts education initiatives in the performing arts (theater,
dance, music), literary, media, and visual arts.
Program Description:
VSA’s International Young Soloists: Music for Every Student programs are designed to give
students with disabilities, ages 5 to 22,* the skills to develop their musicianship, to participate in
a musical ensemble, and to receive individual and/or group instruction. There is a secondary
focus on the skills of self-regulation, learning to collaborate with a group, and skills associated
with instrumental or choral practice.
VSA Music for Every Student programs are conducted at the local, regional and national level
and provide students with a rich curriculum that develops both the individual skills of the student
on his/ her chosen instrument (inclusive of voice) as well as the skills necessary to collaborate
with others in a musical ensemble and to perform in front of an audience. These programs must
provide at least 30 instructional hours per student within a three month period, and serve
students with disabilities in inclusive or disability specific elementary, middle/junior and/or high
schools or alternative educational settings.
*Ages 5–18, or students up to age 22 receiving special education services through the Individuals with
Disabilities Act.
Scope of Work
To accomplish the above, eligible and qualified contractors are being sought to perform a VSA
Music for Every Student program at the local, state or regional level to expand the Kennedy
Center’s program impact.
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
Page 1 of 5
All VSA Programs have the following core components:
1. Are arts-based, educational, and involve individuals with disabilities or the disability
experience.
2. Are physically and programmatically accessible to individuals with disabilities, or are
conducted such that requests for accommodation, effective communication, or
physical access shall be fulfilled.
3. Have clear and articulated learning objectives and intended outcomes.
4. Incorporate written assessments at both the participant and programmatic levels.
In addition, for the VSA Music for Every Student program, all contractors must:
5. Involve and serve youth with disabilities, ages 5 to 22 enrolled in an inclusive or
disability specific elementary, middle/junior, or high school, or alternative educational
setting.
6. Provide a music-based program of at least 30 instructional hours per student within a
three month period.
7. Provide for disability-specific professional development of staff and/ or teachers
involved in VSA Music for Every Student Programs including but not limited to
participation in VSA’s Music for Every Student best practices virtual symposium.
8. Convene, at least twice yearly, a local advisory panel made up of adults (and
students, if desired) with disabilities as well as experts in the field of special
education, to reflect on VSA Music for Every Student programming. VSA Staff will
be invited to at least one of these sessions.
9. Eligible students will be encouraged to enter VSA’s International Young Soloist
Competition. Contractors will ensure that all participating teachers and students
know about the VSA International Young Soloist Competition.
10. Has multiple means of engagement but ultimately focuses on each student gaining
facility on a musical instrument (inclusive of voice).
11. Reflect an understanding of strategies for childhood/adolescent cognitive, social, and
behavioral development that help youth with disabilities succeed as learners.
Contract Amount, Term and Payment Structure
The Kennedy Center is seeking proposals from contractors to perform a VSA Music for Every
Student program. The Center will accept only one VSA Music for Every Student proposal per
contractor.
1. Contract Term: The term of the contract will be for no more than 11 months, from
October 1, 2013 to August 31, 2014, and execution of the services must take place
within this time frame.
2. Contract Amount: $5,000 to $20,000 per contract. The Kennedy Center reserves the
right to award less or more than the proposed amount based on the scope of proposal
submitted. The contract must be based on a firm, fixed-price quote that contains all
information necessary to allow the Kennedy Center to comprehensively evaluate the
proposed costs.
3. Payment Structure: Payment will be made in three (3) parts upon demonstrated
satisfactory completion of tasks and receipt of a progress report and an invoice from the
contractor. Payments will occur on the following schedule:
o Payment 1: 30% of contract amount upon receipt of signed contract agreement
o Payment 2: 30% of contract amount upon receipt of Mid-term report and invoice
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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o Payment 3: 40% of contract amount upon receipt of Final report and invoice
4. Reporting Requirements: Written progress reports must be submitted with each
invoice (see above). The Kennedy Center reserves the right to request additional
progress reports, or for amplification and clarification of the submitted progress reports.
A final report must be submitted with the final invoice no later than Monday, September
8, 2014, at 11:59 p.m. (Eastern Time). The final report must address the actual results of
the VSA Music for Every Student program and report in depth on program activities,
outcomes, evaluation results, participation data, and provide evidence of those results at
the end of their programs.
5. Acknowledgement and Logo: Contractors will acknowledge their performance of a
VSA Music for Every Student program on behalf of the Kennedy Center by using the
required credit line and logo on all program-related material and webpages/sites.
6. Public Performance or Display: Contractors must inform Kennedy Center staff of any
intended public performance or display of material developed during the VSA Music for
Every Student program.
7. Training: Contractors will be required to participate in training and/or professional
development as follows:
o Participation in VSA Music for Every Student best practices virtual symposium
8. Use of contract dollars for the following are prohibited:
o Food and beverages
o Production costs such as but not limited to: rental of space; purchase of
equipment or materials; equipment or materials to mount an exhibition or
performance.
o Costs for the purchase of equipment or durable goods (non-durable art supplies
exempt)
o Costs for culminating events, public events, receptions, fundraisers, tours,
exhibitions, or performances
9. Subcontracting: Subcontracting is permissible only so long as contractor receives
advance approval from the Kennedy Center before expenses are incurred and payments
made. Contractor should not proceed until receiving written prior authorization. For the
purposes of this RFP, subcontracting is defined as the relinquishing of significant
oversight and management to a third party or paying 65 percent or more of the total
value of the contract to a third party.
10. Contract, Not Federal Grant: Contract will be partially supported through a grant from
the U.S. Department of Education to the Kennedy Center. Although the contract will not
constitute a Federal grant or award subject to the reporting and auditing provisions of
OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations,
the expenditure of Federal monies still will be subject to all other applicable Federal
guidelines and OMB Circulars. The Kennedy Center requires that the contractor adhere
to such guidelines while providing services hereunder.
Contractor Eligibility Requirements
1. Commercial, for-profit entities, non-United States entities and individuals are not eligible
and will not be considered.
2. Contractor must have at least three (3) years of experience operating an arts education
program.
3. Contractor must demonstrate past practice or experience in working with youth with
disabilities, ages 5 to 22. Contractors with at least (3) years of experience working with
youth with disabilities preferred.
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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4. Contractor must demonstrate the capacity to identify youth with disabilities, ages 5 to 22,
to participate in the programs.
5. Contractor must demonstrate that it has the resources, staff, and capacity to manage
and execute the proposed program within the designated timeline.
6. Contractor must comply with any state, local, and, if applicable, school district
requirements regarding criminal background checks for program employees,
contractors, and volunteers.
7. Contractors must: (a) conduct or be prepared to conduct upon request or need, the
proposed program in spaces that are physically accessible to individuals with disabilities
and (b) be able and prepared to provide, appropriate accommodations and effective
communication upon request during all stages of the VSA Music for Every Student
program.
Contract Proposal Deadline
1. Proposal Submission Deadline: July 31, 2013, at 11:59 p.m. (Eastern Daylight Time)
2. Notification: Selected recipients will be notified on a rolling basis or by September 15,
2013.
How to Submit a Contract Proposal
Contractor may submit only one VSA Music for Every Student program proposal for
consideration. It is permissible for other organizations to name the contractor as partner or
collaborator in a separately submitted proposal.
1. Proposals must be prepared using the Proposal Form attached with this RFP. Proposals
must:
 Be submitted as a Microsoft Word document
 Use 11 point type
 NOT exceed 5 pages (excluding the required attachment)
 Be well-written and error-free
2. Proposals must be submitted by email by the submission deadline. Completed proposals
must be emailed to [email protected].
3. Proposals received after the proposal submission deadline will not be considered. The
Kennedy Center is not responsible for any delays in transmission of proposals via email.
4. Materials and information submitted in connection with the proposal process will not be
returned, will be treated confidentially, and will not be shared.
Questions
Please direct questions about this RFP to:
Sonya Robbins Hoffmann
VSA and Accessibility Office
John F. Kennedy Center for the Performing Arts
Washington, DC 20566
Tel: 202-416-8822
Email: [email protected]
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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Contract Proposal Review Criteria
Proposals will be reviewed utilizing the Contractor’s:
1) Strength, based on:
a)
b)
c)
d)
e)
f)
Past practice and experience providing quality music education programs.
Demonstrated ability to identify and engage youth with disabilities, ages 5 to 22.
Quality and clarity of the program goals and design.
Capacity to manage and execute the program.
Appropriateness of the budget and the resources involved.
Qualifications of the personnel involved.
2) Merit of the proposed program, including the:
a) Alignment of the program to the core components of VSA Music for Every Student
program.
b) Depth of experience and practical skill-building opportunities for program participants.
c) Number of youth with disabilities, ages 5 to 22, served and per capita cost.
d) Potential of program to demonstrate likelihood of long-term impact and sustainability.
*Please note that organizations without specific programming for students with disabilities, but with
evidence of organizational strength in the area of accessibility or inclusive programming will be evaluated
on a case by case basis.
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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2013-2014 VSA International Young Soloists: Music for Every Student
CONTRACT PROPOSAL FORM
*Boxes on form will expand to fit text length*
General Information
Name of Organization
Legal Name of Organization,
if different from above
Mailing address
Physical address,
if different from above
Website
Primary Contact
Name and title
Work phone
Email
Alternate Contact
Name and title
Work phone
Email
Primary purpose or mission of organization (maximum 100 words)
Summary of proposed program (maximum 200 words)
Proposed program will include (check all that apply)
In-school programming
After school programming
Other setting (please describe briefly)_______________________________________
Total proposed contract fee
$_________________.00
Projected Number of Program Participants (integers only)
# of Students with disabilities
# of Students without disabilities
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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Detailed program description
Program narrative describing the proposed program with clearly articulated goals and objectives
(maximum 600 words).
Dates of proposed program(s), locations, proposed partners, if applicable
Organizational qualifications
Describe experience and capacity to deliver proposed program (maximum 250 words).
Personnel
a) Provide biographies of key program personnel (maximum 100 words each).
b) Names and contact information on key partners/collaborators (those committing
significant time, resources, or support).
*You may add additional rows if necessary*
Name
Short Bio
Name
Short Bio
Name
Short Bio
Proposed Contract Budget
Submit a program budget that provides sufficient transparency into the calculation of the
proposed contract fee (maximum 1 page).
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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REQUIRED ATTACHMENT – GENERAL INFORMATION AND DATA.
Please fill out this form and return with your application. Check all boxes related to the proposed
program that apply:
To check the box, right click on the box, then left click on “properties,” and under “default value”
click on “checked.”
Type of Professional Development (if
applicable)
Pre-Service Training (student
teachers/college education students)
Teaching Artists
Classroom Teachers
Special Education Teachers
Mentoring Residency (emerging
teacher/artists working with established
teacher/artists)
Other: Please specify _______________
Program Type
Inclusive programs (children with and
without disabilities participating together)
Disability specific programs (mostly
children with disabilities participating)
Other: Please specify _______________
Program Venue
Mainstream Classroom
Special Education Classroom
Disability Specific School
Community Settings (not
classroom/school based)
Healthcare/Hospital/Therapy Center
Museum/Arts Center
Theater/Performing Arts Center
Other: Please specify _______________
Grade Level
Pre-Kindergarten
Elementary School
Middle School/Junior High School
High School
Artistic Genre
Visual Arts
Video/ Film
Dance/ Movement
Theater/ Drama
Music
Literary Arts
Multi-Arts
Other: Please specify ______________
Disability Type
Severe/Profound or Multiple Disabilities
Mobility/Physical Disability
Deaf/Hard of Hearing
Blind/Low Vision
Cognitive (intellectual disability, autism,
learning disability)
Mental Illness or Emotional Disabilities
Other: Please specify _______________
Nontraditional Learning
Methods/Information Dissemination
Distance Learning
Webinar
Significant Information Published on
Webpage
Electronic Publication
Conference Presentation
Other: Please specify______________
Completed proposals with required attachment must be submitted by July 31, 2013, at
11:59 p.m. (Eastern Daylight Time) via email to [email protected]
2013-2014 Contract RFP – VSA International Young Soloists Music for Every Student
The John F. Kennedy Center for the Performing Arts
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