RFP LiveEvents

Smithsonian Institution

RFP# M-15000267-0000

Smithsonian Enterprises Live Events

I Background

A. About Smithsonian The Smithsonian Institution is a non-profit trust instrumentality that was created by act of Congress of the United States in 1846. The Smithsonian is the world’s largest museum and research complex consisting of 19 museums and galleries, the National Zoological Park and nine research facilities. In 2014, 28 million people from around the world visited the museums and the National Zoo. The total number of objects, works of art and specimens at the Smithsonian is estimated at nearly 137 million. The Smithsonian collections are the basis for research, exhibitions and public programs in the arts, history and culture, and the sciences. The Institution’s mission is the “increase and diffusion of knowledge.” See additional information - the Executive Summary of the Smithsonian’s Strategic Plan - attached as Exhibit A.

The Smithsonian’s statement of values and code of ethics require that Smithsonian’s revenue-generating activities support the Smithsonian mission and protect the Smithsonian's reputation, integrity, and independence. Smithsonian’s revenue-generating activities must be consistent with the Smithsonian mission, culture, governance, and status as a trust instrumentality of the United States and a tax-exempt organization.

Additional information about the Smithsonian Institution is available at: www.si.edu

B. About Smithsonian Enterprises Smithsonian Enterprises (SE), which includes the Institution’s retail, media, consumer products and education products divisions, offers a range of products and services that help to generate funding for Smithsonian’s core mission, museums and research, while remaining consistent with the Smithsonian mission, culture, governance, and status as a trust instrumentality of the United States and a tax-exempt organization. By providing products and services that reflect the mission of the museums and research centers, Smithsonian Enterprises plays a critical role in advancing the Institution’s mission: the increase and diffusion of knowledge.

C. About Smithsonian Media

Housed under Smithsonian Enterprises, the Smithsonian Media Group’s reach is extensive and global, connecting with more than 100 million users annually. Its extensive distribution system spans many platforms and outlets, among them Smithsonian magazine, Air & Space magazine, Smithsonian Books, the Smithsonian Channel, Smithsonian Live Events, and the wider Smithsonian Digital Network, including the Smithsonian Digital Studio and Smithsonian.com.

Additional information about the Smithsonian Media is available at:

Smithsonian Magazine and website: www.smithsonian.com

Air and Space Magazine: www.airspacemag.com

D. About Smithsonian Media’s Existing Live Events Existing Smithsonian Media events include:

http://www.si.edu/ http://www.smithsonian.com/ http://www.airspacemag.com/

The American Ingenuity Awards – This annual event consists of a Smithsonian magazine issue and one-night gala that honors cutting-edge work in nine categories by Americans or those working here in the United States. Past winners and presenters have included Stephen Hawking, Elon Musk, Rosanne Cash, Doug Aitken, Jeff Koons, Bill Morrison, Michael Beschloss, Beau Willimon, David Byrne and St. Vincent.

The Future is Here Festival - This is an annual spring event that can be described as TED meets the World Science Festival on the National Mall. There are activities at several museums including a kickoff cocktail party at the National Air and Space Museum and the Global Summit of Nerd Nite, an international organization devoted to science in bars. The main day is always a Saturday and distinguished speakers have included actors Patrick Stewart and George Takei, physicists Brian Greene and Stewart Brand, astronaut Mae Jemison, Google X leader Rich DeVauland, NASA's Mars Rover engineer Adam Steltzner, as well as scientists from inside and outside the Smithsonian.

Additional information about these events is attached hereto to Exhibit B (Live Event Information).

E. About the Project

SE wishes to expand its magazine-focused live event programs, and through this request for proposals (“RFP”) is soliciting a live event company to develop, produce, execute and manage a “thought leadership” event series. There is no incumbent. While SE has outsourced certain production and staging elements to support SE internal staff in the execution of its two existing events, the American Ingenuity Awards and the Future is Here Festival, this RFP addresses a new Live Events business initiative.

SE seeks respondents with significant and relevant experience and a strong track record of success producing high profile “for profit” live events with national and international media brands; cultivating sponsorships with major national and international brands; and producing live events in major cities nationally and internationally. Minimum qualification requirements are set forth in Section III.D. Part 1, subpart 2.g (Qualifications and Experience) below.

The project (the “Project”) encompasses the conceptualization, development, sponsorship cultivation, production, promotion, and execution (hereafter collectively defined as “Stage” or “Staging”) of innovative “thought leadership” event series that are connected to Smithsonian magazine and its reporting; infused with the mission, vision, values and reputation of the Smithsonian; and combine cutting-edge science, history, art and pop culture into fresh and important new perspectives on life in the modern world (hereafter each individual event offering shall be referred to as a “Live Event Offering”).

This Project includes modifying and/or expanding the two existing SE Media live events - the American Ingenuity Awards and the Future is Here Festival.

The Smithsonian offers to the selected company the proven appeal of Smithsonian Magazine’s compelling content, as well as the Smithsonian brand. The Smithsonian will work with the selected company to identify and provide access to key Smithsonian Magazine assets, editorial and staff resources and, as appropriate, to other Smithsonian assets, and staff resources (hereafter defined as “Smithsonian Content”) in connection with the Project. Smithsonian anticipates that Smithsonian Content will be the basis of and inspiration for the Project. All uses of Smithsonian Content will be approved in advance by Smithsonian. The Smithsonian expects that the successful company will also bring to this relationship its ability to Stage the Live Event Offerings created for the Project. Further, the Smithsonian also expects that in turn the successful company will capitalize on the appeal of the Smithsonian brand and the depth of Smithsonian resources to develop differentiated and superior Live Event Offerings with the broadest possible reach.

II Scope of Work

A. The Smithsonian, through its Smithsonian Enterprises (SE) Media division, is seeking a live event company (hereafter defined as the “Company”) to implement the Project and, specifically, to Stage the Live Event Offerings in domestic and international venues that will include participation by global thought leaders (hereafter defined as “Participants”) and incorporate support from leading institutions and corporations (hereafter defined as “Event Partners”). The Company will be responsible for all labor, materials, services, and equipment required to Stage the Live Event Offerings in accordance with Smithsonian specifications, and all costs incurred to Stage the Live Event Offerings. These costs may be offset by revenue-generating opportunities such as Live Event Offering admission fees and corporate sponsorships. SE anticipates receiving a royalty on the revenue generated by the Company for the Project subject to a contractual agreement with a term of 2 years (with an option to renew for up to 5 additional years). The Smithsonian anticipates beginning development of Live Event Offerings to initiate the Project by no later than October of 2015.

B. The Smithsonian seeks a Company that can do the following in Staging the Live Event Offerings of the Project:

1. Employ strong, creative live event Staging capabilities with effective monetization strategies that includes sponsorship and ticket sales, consistent with Smithsonian requirements.

2. Provide an industry-leading team with a track record of proven success to work with

Smithsonian Media to implement the Project.

3. Access a broad range of domestic and international Participants and Event Partners.

4. Support the Smithsonian mission for “the increase and diffusion of knowledge” through the development of quality, innovative, and relevant Live Event Offerings in domestic and international locations that offer unique audience experiences and seamlessly incorporate appropriate content consistent with the Smithsonian Brand.

5. Support marketing and promotion of the Project via print, digital, social media, other emerging media channels or new distribution outlets, with corporate commitment and financial resources.

6. Utilize their own assets and leverage available Smithsonian assets to develop marketing and promotional initiatives.

7. Establish a process that will:

a) Allow Smithsonian to perform a review to evaluate and approve the proposed elements of the Project, including but not limited to each Live Event Offering, marketing and use of the Smithsonian brand, for compliance with the Smithsonian mission and brand identity, and other Smithsonian requirements.

The Smithsonian will retain approval rights over all aspects of the Project and through all phases of planning, management and operation.

b) Provide SE, on an annual basis, with the strategic plan for the Project that reflects Live Event Staging over the following twenty-four (24) month period.

c) Rapidly address the concerns of Live Event Offering Participants and Event Partners based upon the highest standards of ethics and integrity and provide SE with timely and consistent results and feedback.

8. Provide a positive, transparent, and responsive working relationship with Smithsonian that enables the Project to successfully operate and expand during the course of the relationship.

C. The Smithsonian anticipates that the successful Company will be responsible for executing all aspects of the

Project, subject to Smithsonian approval, including but not limited to the following:

1. Strategy

a) Development of an overall Project strategy for SE approval, to include, at a minimum, proposed Live Event Offering concepts with feasibility assessment and business plan for each.

2. Development

a) Development of Live Event Offerings for SE approval, to include but not necessarily limited to proposed content and format, list of suggested venues, timeline and execution plan, identification of desirable live event target Participants and Event Partners, and marketing, promotion, and public outreach strategy. (Note: after execution of a contract, Company will develop Live Event Offerings in close collaboration with SE editorial leadership.)

3. Production

a) Cultivation and securing

(1) target Event Partners (sponsor agreements subject to Smithsonian approval as to form and content, and Smithsonian will be a third party beneficiary on each sponsorship agreement).

(2) Participants with SE approval to execute against all requirements for the Live Event Offering.

b) Securing and coordination with approved host venues (host venue agreements will be subject to Smithsonian approval as to form and content, and Smithsonian will be a third party beneficiary on each host venue contract).

c) Organizing and coordinating Live Event Offering operational requirements, to include but not necessarily be limited to: transportation, lodging, security, ticketing, support equipment, operational staff, concessions, etc.

d) Establishing and coordinating event marketing, promotion, and public outreach (advertising and marketing copy will be subject to Smithsonian approval as to form and content).

4. Execution

a) Implementing, coordinating and managing Live Event Offerings

(1) Marketing, promotion, and public outreach campaigns

(2) Fulfillment of obligations to Event Partners and Participants

(3) Live Event Offering operations, including scheduling, audiovisual and interactive requirements, media relations, ticketing, security, attendee surveys and feedback, and, for international venues, provision of bilingual/multilingual staff and/or translators in the native language of the host venue as necessary.

5. Assessment

Coordinating the post-event assessment of Live Event Offering performance and documenting recommendations for improvement.

6. Ensuring that the Project and all related services and activities are conducted within the highest standards of quality, integrity, and ethics, and recognizing the Smithsonian’s status as a tax exempt entity, and in accordance with applicable Smithsonian policies.

7. Administrative and back office functions, to include:

a) Quarterly statement of royalties due to SE concurrent with the royalty payment

b) Annual royalty forecasts and updates on a timeline to be agreed upon between SE and the successful Company.

8. The Company will comply with any requirements that are necessary for the execution of the Project.

D. Smithsonian contemplates providing the following support for the Project:

1. Reasonable access to Smithsonian Content as appropriate for the purposes of developing

Live Event Offerings for the Project.

2. Promotion, at Smithsonian’s discretion, through Smithsonian Enterprises website with possible access to other Smithsonian websites and other Smithsonian marketing channels to be agreed upon. For the avoidance of doubt, commercial advertising, marketing, or sales activities may not take place within the public areas of the museums.

3. A non-exclusive license to use the Smithsonian Institution name and logo for purposes of Staging Live Event Offerings and administration of the Project.

4. A non-exclusive license to use and reformat approved Smithsonian Content for the purpose of Staging Live Event Offerings and administration of the Project. Company shall be solely responsible for obtaining and paying for all costs associated with any necessary permissions from third parties for the use of Smithsonian Content, including but not limited to permissions relating to rights of privacy, rights of publicity, and trademark in items of Smithsonian Content to which Smithsonian owns the copyright.

5. Smithsonian staff to perform reviews to evaluate and approve the proposed elements of the Project, including but not limited to each Live Event Offering, marketing and use of the Smithsonian brand, for compliance with the Smithsonian mission and brand identity, and other Smithsonian requirements.

Depending on the level of support provided by the Smithsonian, for tax compliance purposes, there may need to be two separate agreements between the Smithsonian and the selected offeror: a license/representation agreement and a services agreement.

E. Non-Exclusivity. Smithsonian anticipates that the contract with the selected Company will be non-exclusive and will concern only the Project detailed in this RFP. The Smithsonian may contract at any time with any other individuals or entities to establish, develop, and promote other types of live events and programs that are not addressed by the RFP.

F. Key Terms and Conditions. The Smithsonian anticipates entering into a contract(s) that will include certain “Key Terms and Conditions”, attached hereto in Exhibit C (Key Terms and Conditions) and incorporated by reference herein. Please read Exhibit C carefully, as it contains information essential to the conduct of the Project.

III. RFP Instructions and Conditions

A. General Instructions and Conditions

1. The purpose of this RFP is to provide interested parties with sufficient information to enable them to prepare and submit proposals for consideration by the Smithsonian. Your proposal should only address the services and requirements described herein.

2. Proposals prepared in response to this RFP shall comply with the instructions and proposal requirements contained in this document. Proposals that deviate from these instructions and requirements may be disqualified at the Smithsonian’s discretion.

3. The Smithsonian reserves the right to enter into negotiations with companies in the competitive range at its discretion and based upon the best interests of the Smithsonian.

4. The Smithsonian is not responsible for paying any proposal preparation costs or any other costs associated with a response to this request. This RFP does not obligate the Smithsonian to enter into any agreement, nor shall it be construed as authorization for companies to proceed with any work directly or indirectly related hereto.

5. All information and materials submitted in response to this RFP for consideration by the Smithsonian will become the Smithsonian’s property and will be returned only at the Smithsonian’s discretion.

B. Pre-Submittal Requirements.

1. Intent to Submit. Companies interested in participating in this RFP are requested to provide notice of their intent to submit a proposal. Please submit written notification by email to the attention of Susan Engelhardt, Office of Contracting, Smithsonian Institution, at engelhardts@si.edu. This email notification should be received by 2:00 p.m. Eastern time on Monday, June 15, 2015.

2. Questions. All substantive and administrative questions about this RFP must be submitted in writing by email to the attention of Susan Engelhardt, Office of Contracting, Smithsonian Institution, at engelhardts@si.edu. Questions must be submitted by 2:00 P.M. Eastern time on Monday, June 15, 2015 in mailto:engelhardts@si.edu order to ensure a response. Questions having an impact on the RFP will be answered and issued to all interested companies via RFP amendment.

C. Submission Process.

1. This RFP is being issued to Companies interested in Staging Live Event Offerings for the Project as described herein. Each Company must submit one (1) original and four (4) copies of its proposal in hardcopy format.

2. Proposals and proposal modifications shall be submitted in sealed envelopes or packages, with the subject matter of the RFP and the name and address of the Company clearly identified. Proposals and modifications sent via email, fax, or to any other address will not be considered.

3. All hard copies of the proposals must be sent to the person and address specified below via courier service (i.e. FedEx, UPS, DHL) or hand delivery and must be received no later than by 2:00 p.m. Eastern time on Tuesday, July 7, 2015 in order to be considered.

Proposals shall be sent to:

Susan Engelhardt Office of Contracting Smithsonian Institution 2011 Crystal Drive, Suite 350 Arlington, VA 22202-3709

4. Smithsonian reserves the unconditional right to cancel this RFP or to terminate negotiations at any time without cost or liability to Smithsonian. Participation in this RFP or any resulting contract constitutes an affirmative waiver by Companies of any claim to proposal preparation costs. Interested Companies should note that this is not a solicitation for a federal contract and is therefore not governed by federal procurement procedures.

5. The Smithsonian reserves the right to reject any and all proposals received as a result of this request. Noncompliance with the instructions and conditions of this RFP may result in disqualification of your proposal. The Smithsonian may refuse to consider any proposal received after the exact date and time specified for receipt.

6. The Smithsonian Institution plans to award without requesting additional information, but does reserve the right to request additional information if later determined by the Smithsonian Enterprises’ Contracting Official to be necessary. At Smithsonian’s option, Companies in the competitive range may be invited to meet with Smithsonian representatives in person in Washington D.C., or over the telephone to discuss their proposals and answer questions. Travel and per diem for any such meeting will be the responsibility of each Company.

7. Authorized Negotiators. Companies are hereby placed on notice that the only persons authorized to conduct discussions and/or make commitments on behalf of the Smithsonian regarding this RFP and all matters incident hereto are the Smithsonian Enterprises Contracting Official and his designated representatives.

D. Proposal Requirements. The Smithsonian’s requirements and expectations are set forth herein.

Please note the minimum qualification requirement in Section III.D. Part 1, subpart 2.g (Qualifications and Experience) below. All proposals must include the following:

Part 1: Technical Submission

1. A narrative describing your strategy and brand vision for the Project as well as how it will be differentiated from live events offered by other brands/companies, taking into account the requirements in the SOW above. Narrative shall also include:

a. How your Company is uniquely qualified to execute all aspects of the Project, with specific reference to your Staging experience and successes with major domestic and international brands/companies, as well as institutional and corporate thought leaders, on projects similar in size and scope to this Project.

b. How you propose to position the Project in the marketplace.

c. Your strategy for modifying and expanding the two existing events - the American

Ingenuity Awards and the Future is Here Festival; your strategy for developing an assortment of Live Event Offerings; your growth plan for the potential 7 year term of the contract; and your proposed process for engaging the Smithsonian in the Project including the Staging process and required Smithsonian reviews.

d. A description of the in-house Staging capabilities your company will commit to support the Project. For any capabilities or services that you would need to outsource for the Project, identify the capability/service and the vendor proposed for outsourcing. Please note that SE is seeking a company to present a single solution to the development, production, execution and management of these events. The offeror may propose partnering with other companies who have expertise in the areas SE is seeking in order to present a single solution.

e. A sample timeline that includes all key elements necessary to achieve an approved Live Event Offering by no later than October 2015

f. A description of your proposed marketing/promotional strategy for the Project and how you plan to enlist major domestic and international brands/companies as well as institutional and corporate thought leaders. Please include your intended use of print, digital, social media marketing, and public relations activities for the Project as well as your plans for expanding your Project marketing activities in the future.

g. A narrative addressing your plan for managing your relationship with the Smithsonian. Please include the process you would propose for rapidly addressing the concerns of Live Event Offering Participants and Event Partners with the highest standards of ethics and integrity while providing SE with timely results and feedback.

h. Please identify the key personnel to be assigned to the operation of the Project along with a description of each person’s role and their bios or resumes.

i. Based upon your review of the Smithsonian links provided to you or your own research, please provide a description of the types of access to Smithsonian Content and the support from Smithsonian that you would anticipate receiving based on the strategy for the Project that you are proposing, taking into account the information provided in this RFP.

2. A narrative describing your company’s overall qualifications and experience, including the following:

a. A company profile

b. Locations of your company office(s)

c. Bios of the key company executives

d. An overview of your current business activities including:

i. The number of years your company has been in business

ii. The event contracts (executed within the past 3 years) that your company has with domestic and international brands/companies. The number of years you have conducted business with each brand/company and a description of the projects that you have executed with them.

e. Your Company’s proposed organizational structure to be used to operate the Project, including subcontractors or outsourced resources, identification of proposed program managers, and/or the approach for filling key jobs if specific individuals are not identified.

f. Your company’s policy on quality, service, and ethics and the procedures your company uses in the resolution of your client’s issues or complaints.

g. Minimum qualifications are (i) at least five (5) years’ experience producing and executing high profile “for profit” live events with globally recognized national and international media brands; and (ii) complete back office and logistical operations capability.

Your proposal should include sufficient information to identify and describe the previous experience and effectiveness of your company in similar or related work and to demonstrate your company’s current capacity to provide the services required.

3. References. Three references from current major domestic and international brands/companies with which you currently conduct live event programs similar in size and scope to this Project.

References should include contact name and title, address, phone number, and a brief description of the relationship. References provided should demonstrate performance relative to the subject matter of this RFP.

4. A statement from your company certifying that there is no material litigation, either pending or threatened, or any contractual or business relationship involving your company or any of its principals, shareholders, partners, officers, or employees which would prevent or limit your company from providing any services described in this RFP, or would hinder your company’s ability to achieve fully the stated objectives and an affirmative statement that your company is responsible and able to conduct business in the District of Columbia and throughout the United States. To be provided as a signed, certified document with your proposal.

5. Representations and Certifications. Please complete the Representations and

Certifications form, attached hereto in Exhibit D, and sign and return with your proposal.

Part 2: Business, Financial, and Legal Submission

1. A clear and complete description of all business and financial terms proposed including but not limited to:

a. Advance and/or minimum annual guarantee

b. Royalty rate or rates

c. Annual financial projections (with all assumptions indicated) for each year of the proposed term, including projected royalties to the Smithsonian.

2. Your Company’s most recent corporate financial statement and a copy of your company’s insurance certificates evidencing that your Company is able to meet the insurance coverage required in Exhibit C.

3. A sample of the type of contract typically used by your company to provide services similar to those required for the Project.

4. Please provide an explanation of any exceptions or deviations your company will require with respect to the Key Terms and Conditions in Exhibit C, attached. Exceptions will not automatically cause a proposal to be deemed unacceptable. However, exceptions not providing obvious benefit to the Smithsonian Institution may result in rejection of a proposal as unacceptable.

IV. Evaluation Criteria. Subject to the discretion of the Smithsonian, any Company may be selected who is deemed responsible, whose proposal conforms to the requirements in all of the RFP documents, and is judged, based on the evaluation criteria below, to represent the best value to the Smithsonian. The Smithsonian will not select a Company whose proposal is determined to be unacceptable to the Smithsonian.

Evaluation factors:

1. Quality and creativity of proposed Project plan, including the plan’s fit with the Institution’s brand, mission, and core values as well as demonstrated ability to effectively communicate the Smithsonian’s mission and core values.

2. Financial, business, and legal terms, including but not limited to annual financial projections for each year of the proposed term, including advance, minimum annual guarantee, royalty rate, and projected royalties to the Smithsonian.

3. Qualifications and experience, including demonstrated ability to Stage and administer differentiated, superior, innovative, and successful domestic and international live events with the broadest possible audience reach (must meet minimum qualifications in order to be considered).

4. Marketing/promotional plan and timeline for implementation of the Project.

5. Past performance of your Company (e.g., compliance with contract requirements, quality of events and services provided, timeliness of performance, cost control, business relations). The Smithsonian may use past performance information obtained from sources other than the references identified by your Company.

All evaluation factors other than the financial, business, and legal terms factor, when combined, are more important than the Financial, business, and legal terms factor. The Smithsonian reserves the right in all cases to be the sole judge determining whether a company meets the evaluation criteria.

V. DEADLINES

June 15, 2015 Questions and notifications of intent to submit a proposal must be received at the email address engelhardts@si.edu by 2:00 P.M. Eastern time on June 15, 2015.

July 7, 2015 Proposals must be received via overnight courier or hand delivery at 2011 Crystal Drive, Suite 350 Arlington, VA 22202 by 2:00 P.M. Eastern time on July 7, 2015 in order to be considered.

VI. ATTACHMENTS

Exhibit A: Executive Summary: Smithsonian Strategic Plan Exhibit B: Smithsonian Media Live Events Exhibit C: Key Terms and Conditions Exhibit D: Representations and Certifications of Company (please complete, sign and return)