Project Description

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HEAL is seeking a Contractor to support the coordination of its in-school and after-school music programs.

These programs operate across multiple partner schools and community settings, delivering structured music education through:

• School-day instruction (in-school programs)

• Year-round programming outside school hours (after-school programs)

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Students receive instruction in instrumental and vocal performance, music theory, ensemble collaboration, and related disciplines, along with opportunities to perform and develop real-world skills.

The program operates under a multi-site coordination model, involving teaching artists, school partners, and centralized management. During the initial phase, the program is expected to serve approximately 200 to 500 students across multiple locations.

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The purpose of this contract is to ensure consistent program delivery, strong coordination across sites, and effective program administration.

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Scope of Services

The selected Contractor will provide program coordination services including, but not limited to:

• Coordinating planning and execution of in-school and after-school programs

• Serving as the primary point of contact between HEAL, schools, instructors, students, and families

• Managing relationships with school districts and program partners

• Coordinating instructor onboarding, scheduling, and assignments

• Maintaining student rosters, attendance, and documentation

• Supporting program structure, student grouping, and delivery

• Tracking participation and program data

• Communicating updates, needs, and challenges to HEAL leadership

• Supporting coordination of performances, workshops, and program milestones

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Contract Term and Time Commitment

The anticipated time commitment is approximately 20 to 25 hours per week.

Proposers must clearly describe their availability and approach to meeting the coordination demands of a multi-site program.

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Proposal Requirements

All submissions must be structured as a formal proposal (bid) and include the following:

1. Experience of Individual

Description of relevant experience in program coordination, education, or similar services.

2. Qualifications

Background and qualifications of the individual performing the work.

3. Approach, Availability, and Timeline

Description of how the proposer will manage coordination across multiple program areas and sites, including availability.

4. Proposed Fees

Clearly stated rate (monthly or hourly).

5. References (Optional)

Professional references, if available.

Incomplete proposals may not be considered.

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Evaluation Criteria

Proposals will be evaluated based on:

• Relevant experience and qualifications

• Ability to manage multi-site program coordination

• Clarity and feasibility of proposed approach

• Availability and organizational capacity

• Cost and price reasonableness

• Overall responsiveness to this RFP

Terms and Conditions

• HEAL reserves the right to reject any or all proposals

• HEAL may request additional information from any respondent

• Issuance of this RFP does not guarantee contract award

• HEAL reserves the right to modify or cancel this RFP at any time

• All proposals submitted may be retained for record-keeping and compliance purposes

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Submission Instructions

To be considered, proposals must be submitted by:

Tuesday, April 21, 2026

Submission Method: Email proposal to: hlockhart@healcenterforthearts.org

Subject Line: Program Coordinator Proposal