2. Scope of Services
The Orchestra Contractor will serve as the exclusive provider of professional orchestral musicians and librarian services for Palm Beach Symphony.
A. Musician Engagement & Talent Provision
- Identify, contract, and manage high-quality independent professional musicians and librarian services trained in classical orchestral performance.
- Secure and confirm a consistent core group of professional musicians for all Palm Beach Symphony performances throughout the season.
- Establish contractual agreements with each independent professional musician prior to the start of each season.
- Maintain a vetted roster of musicians aligned with PBS artistic and professional standards.
- Provide qualified substitutes as needed to ensure uninterrupted service.
- Ensure all musicians understand their status as independent contractors, free to work for other contractors as well as PBS, and not employees of PBS.
- Ensure all musicians adhere to PBS professional, ethical, and cultural expectations while performing under the PBS name.
B. Scheduling & Roster Delivery
- Provide final season musician roster as well as the rosters for each PBS Masterworks concert by September 1 annually for inclusion in season materials.
- Coordinate all personnel needs based on finalized program requirements, rehearsal schedules, venues, and artistic direction.
- Consult with the Music Librarian, Music Director and Director of Artistic Operations regarding orchestral requirements including personnel and large instrument rentals.
C. Librarian Services
- Provide professional orchestral librarian services directly or via qualified independent subcontractor.
- Ensure timely preparation, marking, distribution, and collection of music materials consistent with professional industry standards.
- Ensure librarian services support rehearsal readiness and performance quality.
D. Budgeting & Financial Accountability
- Provide estimates and final quotes within PBS-defined deadlines.
- Submit revised quotes promptly if program or service requirements change.
- Operate within approved budgets and proactively identify any financial risks.
- Assume full responsibility for payment to all musicians and librarian personnel engaged by the Contractor in a timely manner.
- Maintain transparent accounting and provide documentation as requested.
E. Quality Control & Performance Standards
- Ensure musicians arrive prepared and meet professional standards of performance, behavior, and appearance.
- Address performance or conduct issues swiftly and professionally.
- Communicate with PBS leadership in advance of any replacement of musicians needed to maintain artistic excellence.
- Recognize that failure to meet PBS performance standards may constitute causef or termination.
F. Communication & Organizational Partnership
- Maintain timely, responsive, and professional communication with PBS leadership and engaged musicians.
- Coordinate directly with PBS leadership regarding rehearsal schedules, call times, and venue logistics.
- Participate in planning consultations as requested.
3. Ethical Standards, Compliance & RiskRequirements
PBS expects the Contractor and all engaged musicians to operate in a manner consistent with the Symphony’s mission, reputation, and professional standing.
The Contractor must:
A. Compliance with PBS Standards
- Ensure that all musicians and subcontractors uphold PBS standards of professionalism, respect, inclusivity, and appropriate conduct.
- Ensure no musician behavior undermines the safety, dignity, or working environment of PBS staff, patrons, volunteers, guest artists, or fellow musicians.
B. Legal, Tax, and Reporting Requirements
- Ensure full compliance with federal, state, and local laws, including tax reporting obligations.
- Provide required tax documentation, including but not limited to Form W-9 and issuance of Form 1099 (or equivalent documentation) to all musicians and subcontractors as required by law.
- Maintain records of musician engagement, payments, and reporting documentation.
C. Insurance Requirements
- Maintain appropriate insurance coverage, including general liability coverage and any other coverage reasonably required by PBS.
- Provide certificates of insurance upon request and prior to contract execution.
D. Independent Contractor Requirements
- Acknowledge and ensure that all musicians understand their status as independent contractors, free to work with other contractors, and not PBS employees.
- Contractor retains responsibility for all payroll-related obligations, reporting, and compliance for musicians engaged through Contractor.
E. Failure to Perform / Non-Appearance
- Acknowledge PBS’s right to proportionate fee adjustments or reductions in cases of musician failure to appear, failure to perform contracted services, or failure to meet engagement requirements.
F. Recording and Media Permissions
- Cooperate with PBS regarding recording permissions for non-commercial archival and promotional use, including obtaining necessary permissions from musicians where applicable.
4. Required Qualifications
Applicants should demonstrate:
- Professional experience contracting orchestral musicians at a high level.
- Deep knowledge of orchestral repertoire, instrumentation, and rehearsal/performance logistics.
- Proven ability to deliver consistently excellent musicians and reliable rosters.
- Strong organizational, financial, and communication skills.
- Ability to collaborate effectively with artistic leadership while operating independently.
- Demonstrated capacity to manage compliance requirements, documentation, and reporting.
5. Proposal Requirements
Proposals must include:
1. Background and qualifications (bio or organizational profile)
2. Service delivery plan (how rosters are built, confirmed, managed, and substituted)
3. Librarian services plan (in-house or subcontracted)
4. Compliance plan (tax reporting process, musician documentation, insurance coverage, etc.)
5. Fee structure and cost model (transparent administrative fees and pricing approach)
6. Sample documentation (roster sheets, contracts, budget estimates—if available)
7. Three (3) professional references
8. Proof of insurance or ability to obtain required coverage upon award
6. Submission Instructions
Submit proposals electronically in PDF format to:
David McClymont
Chief Executive Officer, Palm Beach Symphony dmcclymont@palmbeachsymphony.org
Deadline: March 31, 2026
Questions regarding this RFP must be submitted no later than: March 6, 2026.
7. Selection Criteria
PBS will evaluate proposals based on:
- Artistic quality and roster reliability
- Professional experience and reputation
- Operational discipline and communication responsiveness
- Budget discipline and transparency
- Compliance readiness and documentation practices
- Strength of references
PBS reserves the right to accept or reject any or all proposals and to request additional information from applicants.
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