SF30_Amend_0001_Q A_NEARFP16-11_Convening_Consultant.pdf

54OMB Approval 2700-0042

1. CONTRACT ID CODE PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1 5

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

Amendment 0001 03/25/16

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6)

CODE

National Endowment for the Arts, Grants & Contracts Ofc., Third Floor, Constitution Center 400 7th Street, SW, Washington, DC 20506

8. NAME AND ADDRESS OF CONTRACTOR (No. Street, county, State and ZIP: Code)

Co nst itut ion Ce nte r, 7th Str eet

SW

9A. AMENDMENT OF SOLICITATION NO.

Prospective Offeror W a s h i n g t o n D C

NEARFP16-11

9B. DATED (SEE ITEM 11)

X 03/10/16

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning one (1) copy of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or

(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATA SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and data specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

( ) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET

FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER Specify type of modification and authority)

E. IMPORTANT: Contractor is required to sign this document and return 1 copy to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of SF 30 Amendment 0001 to Solicitation NEARFP16-11 Convening Consultant Future Arts & Creativity in America is to incorporate pages 2 through 5, Questions and Answers (Q & A’s).

If you decide not to submit a proposal, please notify me with an e-mail to HARRISL@ARTS.GOV.

Please see additional pages for complete details.

All other terms and conditions remain the same and unchanged.

Except at provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Latonca M. Harris Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

(Signature of person authorized to sign)

BY Latonca M. Harris (Signature of Contracting Officer)

03/25/16

NSN 7540-01-152-8070 30-105 STANDARD FORM 30 (REV. 10-83)

PREVIOUS EDITION UNUSABLE Computer Generated Prescribed by GSA

FAR (48 CFR) 53.243

mailto:harrisl@arts.gov

AMENDMENT 0001, QUESTIONS AND ANSWERS (Q & A’S)

Solicitation NEARFP16-11 Convening Consultant Future Arts & Creativity in America

Please acknowledge receipt of the Amendment via email so that the Contracting Officer knows the paperwork was delivered and received. In accordance with the Standard Form 30 (SF30), Amendment of Solicitation the Contractor is required to sign the SF30 document and return 1 copy to the issuing office at the time proposals are due.

Q1: Will the event be held at the Kennedy Center for the Arts? If so, is the cost for use of rooms and meeting areas donated by the Kennedy Center or will this need to be budgeted? Are there in-house caterers, audio visual and other services that are already under contract that must be used and planned for in the budget?

A1: Yes, the event will be held at the Kennedy Center. The contractor will not be responsible for managing any aspect of this budget, including rooms, av, catering, and other services, as this will be paid for and managed between the NEA and Kennedy Center. – will be budgeted and split between the Kennedy Center and the NEA. The contractor is not responsible for managing the budget.

Q2: The available funding for this event will cover: all speakers, participants, hotels, food, air and ground transportation to the event as well as security?

A2: The NEA and Kennedy Center have a budget to cover all aspects of the convening. These will not be part of the contractor’s responsibilities.

Q3: What is the timeframe of the event (start time? end time?)

A3: It is a one day event. It begins at approximately 8:00AM (registration begins) and 7:00PM

(end of reception)

Q4: Has the NEA already begun to develop a list of emerging leaders? Has a methodology for the selection of emerging leaders been developed? Are you looking for input on methodology?

A4: We have not yet begun to create a list of speakers for this event. Yes, we would like input on methodology and specific suggestions for speakers, artists, and facilitators. Please also note that we are looking for speakers of all experiences, not just emerging.

Q5: Do we have access to the NEA website to create a separate invite URL for RSVPs and event details?

A5: No we do not. The contractor will need to recommend invitation software.

Q6: In an effort to leverage the convening as a jumping off point for ongoing national and local conversations, and in an effort to incorporate Dr. Chu’s signature leadership initiative, Creativity

Connects, can we think expansively and include communities across the country in this experience by creating interactive web casting and experiential participation?

A6: Potentially as long as there is a solid strategy behind the web casting, and it can be easily incorporated into the budget.

Q7: Is it possible to add a fund raiser for the NEA at the end of the day as an additional event.

The purpose would be to raise money for the NEA while also showcasing some of the emerging leaders. If a fund raiser is possible, can the event be held at an off-site venue (not at the

Kennedy Center)?

A7: No, we are not able to do a fundraiser at the end of the day.

Q8: Media / in-house coverage: Are we responsible for securing media to cover the event for exposure? What PR/Media goals have been identified for the event and afterwards?

A8: The NEA and Kennedy Center Offices of Public Affairs will be handling all media and PR goals.

Q9: Has this event been held before? If so, can you share the agenda? What success measures were used post-event?

A9: No, this is the first time.

Q10: In the overall scope of work, which holds more importance: Logistics/Agenda/Event

Management or Attendees?

A10: They are all of equal importance.

Q11: How many attendees would be new vs. currently involved with the NEA? What percentage would you expect be from out of town?

A11: We hope that up to 50% of the participants will be new to the field and the NEA. We expect that a majority of the participants will be from around the country.

Q12: Do you have a pre-determined budget for the event?

A12: Yes.

Q13: Are costs associated with travel and accommodations for the conference speakers included in the budget for this project?

A13: Yes. These costs are separate from this contract’s budget.

Q14: Will the Kennedy Center provide the space, accommodations and technology, as part of their contribution to the conference?

A14: See A1

Q15: Can you please comment on cost associated with catering, AV production or any other costs associated with technology?

A15: See A1

Q16: Who is the demographic attending?

A16: The audience will be comprised of a diverse set of people. They must by diverse in discipline, industry, gender, race, geographic location, arts, and non-arts, commercial and non-profit.

Q17: What invitation management systems have you used in the past?

A17: Event Farm.

Q18: Who would be the NEA's dream speaker?

A18: Elon Musk

Q19: What is the technology being unveiled to better communicate about arts? It helps better understand for marketing and organizing the event around it.

A19: The technology has yet to be built. It will be a microsite that will allow for information sharing around best practices, bright spots, implementation manuals, case studies, and individual input. We hope to have a prototype in the summer. For more information on the interactive digital graphic go to https://www.arts.gov/50th/creativity-connects.

Q20: Will media relations be a component that we should address?

A20: See A8

Q21: Are you looking for a social media strategy as part of the strategy?

A21: If it is related to the interactive component of the convening itself, but not related to press and media

Q22: Is there an overall event budget, or a budget range?

A22: See A2

Q23: Can you clarify whether the proposed budget is a proposed budget for the overall

Convening event, or are you only looking for the professional fee associated with executing the contract?

A23: We are only looking for the professional fee associated with executing the contract. There is an additional small budget, above the contractor’s fee, for the cost of licensing the invitation management software.

Q24: If you are looking for a proposed budget for the overall event, can you clarify whether our proposed budget include estimated direct costs incurred by The Kennedy Center for production?

A24: See A1, A2 and A23

Q25: Can you specify which spaces are to be used at The Kennedy Center, and which dates they are available for load in, setup and strike?

A25: We do not have this information yet.

https://www.arts.gov/50th/creativity-connects

Q26: What is the budget for the services outlined in the proposal?

A26: See A2, A23

Q27: Is a local presence throughout the course of the work important to the NEA?

A27: No, but the contractor should budget for several visits to Washington DC for planning purposes. Also previous work with the Kennedy Center is a plus.

END OF DOCUMENT