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P25003256 Artists in the Schools Program Administrative Support

General Information
Solicitation Number
P25003256
Status
Awarded
Department
Accounting and General Services
Division
State Foundation on Culture and the Arts
Islands (where the work/delivery is to be performed)
Statewide
Category
Services
Release Date
06/12/2025
Offer Due Date & Time
07/01/2025 02:00 PM
Description
This contract will provide administrative support necessary for implementing the HSFCA's Artists in the Schools (AITS) Program grant and the Collaborative Residency (CR) Project residencies.

AITS grants are made to public and charter schools for arts residencies with teaching artists from the HSFCA's Artistic Teaching Partners Roster. AITS grants provide engaging, creative, and fun learning experiences based on the Fine Arts standards for all grade levels, through residencies with qualified teaching artists from the Artistic Teaching Partners Roster.

Tasks

Contractor will assist with the implementation of the HSFCA's Artists in the Schools (AITS) Program:

Disburse the HSFCA AITS budget allocation () by contracting each individual teaching artist and arts organization per the AITS list approved by the SFCA Commission; approximately 36 contracts.

collect from each teaching artist, and keep on file, a Form W-9

collect from AITS teaching artists, and keep on file, the schedule for each granted school arts residency

collect invoices for all payments

issue checks to the contracted teaching artists in a timely fashion; arrange payment schedules, usually one payment upon signing the contract, and one after the final report and/or other requirements received, or other arrangement as mutually agreeable

issue and collect HSFCA final reports from each contracted teaching artist for each AITS residency

correspond with teachers to ensure they fill out the final teacher report for each residency

issue an IRS Form 1099-Misc to each contracted teaching artist for each calendar year

maintain confidentiality regarding artists' and teachers' personal information

assist in related to needs of the program as they come up on a case by case basis

support teaching artist review and observation

coordinate film/photography for AITS residencies are various islands

Contractor will work with SFCA’s Arts Education Speicliast.

Deliverables

residency schedule 30 days after AITS teaching artist contract signed - for each school

final report/interim report form from each school by July 30, 2026

record of payments to teaching artists for contracted work by HSFCA contract end date

record of other payments as required, e.g. reimbursements for art supplies to AITS school or artist by HSFCA contract end date

approved HSFCA contract final report 30 days after HSFCA contract end date

Budget

Proposed budget should include the granted funds to be disbursed (the maximum amount of grants to be dispersed is $615,845), as well as administrative support fees. The amount of funds the be disbursed may change based on the SFCA budget. The awarded organization should be prepared to adjust their budget and administrative fees based upon the decided budget.
Contact Person
Rosengren, Danica
Email
danica.rosengren@hawaii.gov
Phone
808-586-0768
General Comments
Procurement Officer
Danica Rosengren
Attachments
Artists in the Schools Hiepro call.pdf
AG-008 103D General Conditions (1.10.23).pdf

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Rosengren, Danica.

P25003256 Artists in the Schools Program Administrative Support

Line Items
#
Title
Quantity
Unit of Measure
Commodity Code
 

1
Artists in the Schools Program Support
1
JOB
923110 

Code Table
Commodity Code Description
923110 Education program administration
General
Quantity
1
Unit of Measure
JOB
Title
Artists in the Schools Program Support
Description
This contract will provide administrative support necessary for implementing the HSFCA's Artists in the Schools (AITS) Program grant and the Collaborative Residency (CR) Project residencies.

AITS grants are made to public and charter schools for arts residencies with teaching artists from the HSFCA's Artistic Teaching Partners Roster. AITS grants provide engaging, creative, and fun learning experiences based on the Fine Arts standards for all grade levels, through residencies with qualified teaching artists from the Artistic Teaching Partners Roster.

Tasks

Contractor will assist with the implementation of the HSFCA's Artists in the Schools (AITS) Program:

Disburse the HSFCA AITS budget allocation () by contracting each individual teaching artist and arts organization per the AITS list approved by the SFCA Commission; approximately 36 contracts.

collect from each teaching artist, and keep on file, a Form W-9

collect from AITS teaching artists, and keep on file, the schedule for each granted school arts residency

collect invoices for all payments

issue checks to the contracted teaching artists in a timely fashion; arrange payment schedules, usually one payment upon signing the contract, and one after the final report and/or other requirements received, or other arrangement as mutually agreeable

issue and collect HSFCA final reports from each contracted teaching artist for each AITS residency

correspond with teachers to ensure they fill out the final teacher report for each residency

issue an IRS Form 1099-Misc to each contracted teaching artist for each calendar year

maintain confidentiality regarding artists' and teachers' personal information

assist in related to needs of the program as they come up on a case by case basis

support teaching artist review and observation

coordinate film/photography for AITS residencies are various islands

Contractor will work with SFCA’s Arts Education Speicliast.

Deliverables

residency schedule 30 days after AITS teaching artist contract signed - for each school

final report/interim report form from each school by July 30, 2026

record of payments to teaching artists for contracted work by HSFCA contract end date

record of other payments as required, e.g. reimbursements for art supplies to AITS school or artist by HSFCA contract end date

approved HSFCA contract final report 30 days after HSFCA contract end date

Budget

Proposed budget should include the granted funds to be disbursed (the maximum amount of grants to be dispersed is $615,845), as well as administrative support fees. The amount of funds the be disbursed may change based on the SFCA budget. The awarded organization should be prepared to adjust their budget and administrative fees based upon the decided budget.
Attachments Download All

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Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Rosengren, Danica.

P25003256 Artists in the Schools Program Administrative Support

Instructions
  • ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
  • RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
  • OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions. The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
  • COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  • QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
  • TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to Tyler Hawaii, the vendor administering the HIePRO. Payment must be made to Tyler Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
  • VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
  • HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai , Hawaii, and Maui.
  • VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
  • VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.