5-Attachment B Scope of Work JK26-34.docx

DRAFT Scope of Work Attachment : B

1. Introduction This Scope of Work (SOW) outlines a procurement with the bid winning vendor for the continuation and expansion of the Rural Community Concert & Education Engagement project. The primary objective is to bring fully produced, high-caliber performing arts events to underserved rural communities in Utah that lack access to traditional grant funding. This project seeks to foster cultural connections, inspire a love for music, and strengthen community relationships by providing free public concerts and separate educational outreach activities. This procurement is essential to effectively bridge the gap between our agency and communities that have historically been difficult to reach.

This Scope of Work will be issued under Rural Community Concert & Education Engagement Project.

1.1. Background

‘Community Programs’ at the Utah Division of Arts & Museums (UA&M), in response to an identified gap in grant program reach, initiated this pilot program in FY24. The program aimed to provide fully produced and fully funded concerts and separate educational engagements in Beaver, Daggett, Morgan, Piute, Rich, and Sevier counties. This pilot program proved highly successful, with participating communities expressing enthusiastic support and a desire for continued engagement.

This procurement is crucial as our agency lacks the internal capacity to create and sustain this level of community-based cultural outreach. The project's success is not just in providing performances but in establishing lasting relationships within these communities through educational outreach activities, which can be leveraged for future division programming and initiatives.

1.2. Scope of Work

The overarching goal is to expand the reach and impact of UA&M through the Rural Community Concert & Education Engagement Project. The vendor(s) will work closely with UA&M Community Programs staff to identify target communities for this engagement. This procurement aims to deliver free public concerts and educational outreach activities to underserved rural communities, with a focus on inspiring youth and building a stronger cultural fabric in these areas. The vendor will have access to a wide variety of performing art forms (i.e. classical, folk, country, etc.) and will work with the community to choose what will work best for them.

The timeline below will be repeated each of five contract years pending state and federal fund allocations. The activities for the initial fiscal year FY26 will begin in May 2026 or as soon as the contract is awarded.

· Objective 1: Community Engagement and Concert Production

· Timeline: May 1, 2026 – June 30, 2027.

· Tasks: The vendor will receive targeted communities from staff at UA&M. The vendor (in conjunction with UA&M staff) will then research and identify appropriate community contacts, foster relationships, and coordinate all aspects of concert production. This includes artist booking, providing all audio/visual and technical requirements, and promotional outreach.

· Objective 2: Educational Outreach and Community Engagement

· Timeline: Concurrent with concert production.

· Tasks: Vendor will organize and execute interactive community outreach activities to deepen the impact of the artist's presence in the community.

· Objective 3: Performance and Community Building

· Timeline: Concurrent with concert production.

· Tasks: Vendor will deliver a fully funded, fully produced, high-caliber public performance in each target community to gather residents and support community building.

· Objective 4: Build and Foster Community Relationships for UA&M

· Timeline: May 1, 2026 – June 30, 2027.

· Tasks: Work with UA&M to target communities, create relationships, coordinate with those communities for concert and community outreach planning, and make introductions between those community leaders and UA&M staff.

· Objective 5: Reporting and Analysis

· Timeline: Ongoing throughout the project duration.

· Tasks: Vendor will provide regular reports detailing concert attendance and community outreach attendance as well as community feedback (including letters of thanks).

1.3. Requirements

The following requirements are essential for the successful execution of this project. The timeline below will be repeated each contract year. The activities for the initial fiscal year FY26 will begin in May 2026 or as soon as the contract is awarded. Vendor will invoice UA&M after the completion of each community visit.

· Task 1: Project Coordination and Communication

· Timeline: Ongoing ( Year One - May 1, 2026 – June 30, 2027) (July – June for each of the following contract years)

· Description: The Vendor will serve as the primary point of contact for all project logistics, artist bookings, and community outreach. They will be responsible for ensuring all technical and personnel requirements are met for each event.

· Requirements:

· The Vendor: Provide a dedicated project manager to act as a single point of contact for UA&M. Conduct monthly project meetings to review progress and address any issues.

· UA&M: Provide a dedicated contact person to approve plans and facilitate communication.

· Milestone: 25% completion after initial planning and artist booking for the first quarter's events.

· Task 2: Community Outreach Engagement

· Timeline: Ongoing Ongoing ( Year One - May 1, 2026 – June 30, 2027) (July – June for each of the following contract years)

· Description: The Vendor will research and establish relationships with community leaders, school administrators, or other pertinent points of contact to schedule and coordinate community outreach activities.

· Requirements:

· The Vendor: Provide documented proof of contact and confirmed event dates with community partners.

· UA&M: Facilitate relationships with local entities.

· Task 3: Event Production and Execution

· Timeline: Ongoing Ongoing ( Year One - May 1, 2026 – June 30, 2027) (July – June for each of the following contract years)

· Description: The Vendor will provide all necessary staff, technical expertise, and equipment to present a high-quality performing artist. This includes managing all audio/visual requirements and on-site logistics.

· Requirements:

· The Vendor: Provide a comprehensive production schedule for each event at least 30 days in advance.

· Milestone: 75% completion after the successful execution of 75% of the scheduled events.

· Task 4: Program Reporting and Evaluation

· Timeline: Ongoing ( Year One - May 1, 2026 – June 30, 2027) (July – June for each of the following contract years)

· Description: The Vendor will document the project's impact and success through detailed reporting on attendance, community feedback, and other key metrics.

· Requirements:

· The Vendor: Submit a quarterly report to UA&M by the 15th of the following month, including event dates, attendance numbers, and a summary of community feedback.

· Milestone: 90% completion after the submission of the final quarterly report.

· Task 5: Final Project Review and Future Planning

· Timeline: August 30, 2027, for year one, and August 30th for each of the following contract years.

· Description: The Vendor will present a comprehensive project summary to UA&M to inform future collaboration and expansion.

· Requirements:

· The Vendor: Provide a detailed final report, including an analysis of the program's overall impact, lessons learned, and recommendations for future projects.

· UA&M: Participate in a final review meeting.

· Milestone: 100% completion upon the submission of the final report and the conclusion of the final review meeting.

2. Compliance Standards for Acceptance: Success will be determined by adherence to the agreed-upon timeline and deliverables. The vendor will be deemed compliant if they successfully execute all scheduled public performances and educational outreach activities as outlined in this SOW and provide timely, comprehensive reports.

Monitoring: The vendor will be required to give monthly progress reports during the active concert season consisting of: confirmed event dates, artist selection, and a summary of community outreach progress.

3. Project Deliverables The following deliverables must be produced and provided by the vendor to UA&M.

· Task: Schedule and coordinate all aspects of the rural community concerts.

· Deliverable: A complete schedule of agreed upon public concerts and accompanying educational outreach activities for the duration of the ( Year One - May 1, 2026 – June 30, 2027) (July – June for each of the following contract years). This schedule will be delivered to the UA&M project contact via email in a spreadsheet format no later than September 15, 20XX.

· Task: Produce and execute each scheduled public performance and educational outreach.

· Deliverable: Successful completion of each public performance and educational outreach activity, and a minimum of three (3) high-resolution photographs per event. These will be delivered to the UA&M project contact within 14 days of each event via a shared online folder.

· Task: Provide ongoing project updates and a final report.

· Deliverable:

1. Quarterly Reports: Submit four (4) quarterly reports detailing event attendance, community feedback, and financial summaries. Each report will be no more than three pages and delivered via email to the UA&M project contact. The first report is due by October 15, 20XX, and subsequent reports are due on the 15th of the month following each quarter's end.

2. Final Report: A comprehensive project summary report, no more than ten pages, detailing the overall impact, lessons learned, and a final budget reconciliation. This report is due to the UA&M project contact by August 30, 20XX.

4. Project Timeline - here is an example of what the timeline may look like Project Timeline: Year One

Years Two through Five Annual Cycle: May 1 – April 30 (2027–2031)

5. Project Budget $150,000 per year for 5 fiscal years