Request for Quotation
Department of Education and Early Childhood Development
Project Specification
For
Music Director
(Performing Arts Unit,
Victorian State Schools Spectacular and
DEECD Major Events)
1.
Scope
The appointment of the Music Director supplier role is made by the Department of Education and Early
Childhood Development and, in all matters, is accountable to the General Manager, Communications
Division and Manager, Major Events and Content Development.
The Music Director will have responsibility for the musical performance outcomes of the Performing Arts
Unit, including the Victorian State Schools Spectacular and entertainment at designated departmental
major events. The supplier will provide music advice for the staging of such major events as the
Victorian Education Excellence Awards and the Premier’s VCE Awards.
The Music Director will work with other creative suppliers under a Creative Director. The creative team
will be supported administratively by two Victorian Public Service staff who report to the Manager, Major
Events and Content Development. The contracts and performance of all suppliers, including the Music
Director, are managed by the Manager, Major Events and Content Development.
The program operates out of studios at 102 Rupert Street, Collingwood. The facility has a dance studio,
band studio, choir studio, costume workshop and storage, music and equipment storage and offices.
The successful supplier will be engaged under the contract for service arrangement and undertake the
requirements of the contract. As a guide to the time requirements, the Music Director will normally work
from the studios for 4 days per week including Saturdays during the Victorian Government school terms.
Other weekend work is likely to be required for performances, rehearsals and auditions.
The successful supplier will be required to comply with the policies and procedures of the Department of
Education and Early Childhood Development.
2.
Background
The DEECD Performing Arts Unit (previously known as Joining the Chorus):

Promotes excellence in the performing arts

Provides participation and engagement opportunities for students.
The Performing Arts Unit has delivered these aims through the following elements:

Performance ensemble programs

Victorian State Schools Spectacular

Advice and coordination of student performances for departmental functions and other
designated events

Costume and sheet music hire for schools

Professional development workshops for teachers.
3.
Deliverables
Within the constraints as applied by the Department of Education and Early Childhood Development
(DEECD) in relation to budget, timelines, materials and people, the Music Director is responsible for all
music matters related to the development and running of the DEECD Performing Arts Unit, including the
music ensembles, the Victorian State Schools Spectacular and other major events.

The DEECD Performing Arts Unit
Specifically, this includes:
o
Implementing this initiative’s artistic activity program relating to music.
o
Providing the Department with accurate and timely information to enable appropriate decisions
to be made on matters of music planning and budgeting.
o
Coordinating and administering all music ensembles including:
o
Developing and implementing a communications strategy for auditions and rehearsals
o
Coordinating and participating in the audition process
o
Liaising with the respective directors of the stage band, choir and vocal ensembles
and any other music ensembles which may be formed, and coordinating the
instruction of all music ensembles
o
Coordinating specialist teachers/instructors to ensure high quality performances
o
Engaging accompanists and support staff when required
o
Coordinate the maintenance of musical instruments and additional hire equipment
when required.
o
Ensuring compliance with all relevant legislation.
o
Ensuring the morale and discipline of the participating students are maintained to professional
standards, including referring to the Department management any disciplinary action or issues
deemed necessary of students.
o
Providing advice where appropriate to school music staff on program development.
o
Sharing in office duties and attending weekly meetings.

The Victorian State Schools Spectacular arena-style production
Specifically, this includes:
o
Collaborating with the Creative Director and Dance Director develop to interpret the score and
vocals to affect the artistic vision.
o
Coordinating and running the choir, orchestral and vocal elements of the VSSS, including:
auditions and casting; recruiting appropriate staff; rehearsals (including regional rehearsals);
sourcing print and music recordings; creation of rehearsal CDs and music books for distribution
to cast and schools, and other communication to schools.
o
Providing musical direction to the cast, coordinating orchestral and vocal arrangements in
appropriate keys, overseeing the training and rehearsals of vocalists, backing group singers
and the orchestra.
o
Liaising with the sound designer and audio staff regarding technical requirements.
o
Taking an active role in the facilitation of the dress and technical rehearsals for the VSSS in
cooperation with the Creative Director and stage manager.
o
Collaborating with the DEECD Manager, source, negotiate and complete performance rights,
copyright and publishing contracts with respective publishing authorities.

The staging of designated DEECD major events
Specifically, this includes:

Providing musical advice and coordinating student musical performance elements of DEECD
events such as the Victorian Education Excellence Awards, the Premier’s VCE Awards, and
other events as agreed.
4.
Intellectual Property and Ownership of Work
All intellectual property rights created, discovered or coming into existence as a result of or arising out
this contract shall be the property of and vested in the State of Victoria. Intellectual property rights
include any documentation produced by the contractor in providing the services.
5.
Important Dates
(These dates should be regarded as indicative only.)
It is expected that the supplier role of Music Director would commence by mid January 2011 for a period
of approximately 9 months until Friday 23 September 2011.
The next Victorian State Schools Spectacular may be performed in August 2011.
The Victorian Education Excellence Awards will be held in May 2011.
The Premier’s VCE Awards ceremony is expected to be held in July 2011.
6.
Relationship Management
Management Administration:
The Department Contract Manager and address for reports and invoices is:
Susan Ure
Manager, Major Events and Content Development Branch
Communications Division
Department of Education and Early Childhood Development
2 Treasury Place, Level 2
Mailing Address: GPO Box 4367, MELBOURNE VIC 3001
Email: ure.susan.d@edumail.vic.gov.au
7.
Service Hours
The hours during which the Contractor shall normally provide the services to the Department are:
Normally 4 days per week including Saturdays (approximately 9am—5pm) during the Victorian
Government school terms, although plans for the Victorian State Schools Spectacular will have to be
developed in December 2010 and January 2011 during school holidays. Additional days and other
weekend work will be required for performances, rehearsals and auditions.
Public Holidays are excluded.
7.
Reporting requirements:
The Contractor shall provide Contract Manager, Susan Ure, with brief reports on progress at agreed
stages.
Any matters which arise that may be deemed to materially affect the development of the project should
be communicated to the Department Project Manager within 24 hours of the matter being known to the
Contractor.
8.
Pricing
The prices offered for this service need to be in the form of Table 1 – Project Fees attached, detailing
the quoted fee for the approximate 9-month contract period. Please specify when the supplier can
commence the work as part of the pricing quote.
10. Other Expenses
The Department will meet travel expenses, including accommodation, incurred by the Contractor in the
performance of the services as approved by the Contract Manager or General Manager,
Communications Division. Flights and accommodation are to be managed through the Whole of
Government contract for Travel Services.
11
Submission
Suitable suppliers are invited to submit a quote proposal which must include:
a.
Supplier’s name and any relevant company details including legal name, trading name,
address, ABN and contact details (including an email address).
b.
Supplier’s qualifications and other professional experience relevant to the project
services.
c.
Declaration of any conflict of interest and how any conflict of interest may be managed.
d.
Details of referees.
e.
Any other relevant information.
Please note that your proposal can not be considered as accepted unless and until you receive written
notice of acceptance, delivered to your nominated email address.
12.
Selection Criteria

Excellent communication skills and ability to appropriately represent the Department in dealing with
students, schools, teachers, parents, suppliers, and media, as well as building partnerships with
relevant organisations

A tertiary degree in music and/or music teaching qualification or experience.

Demonstrated experience and reputation for excellent and innovative musical direction of
professional standard productions – particularly large-scale events

Demonstrated experience in developing vocal, choral and instrumental students to obtain optimal
education, training, engagement and performance outcomes

Demonstrated knowledge of performance rights, copyright and publishing contracts.

Ability to satisfy the Working with Children Act 2005 or current VIT registration.
Pricing Schedule
Submissions must be received by 10am, Monday 13 December 2010 and be emailed to:
ure.susan.d@edumail.vic.gov.au
Table 1 – Project Fees
Deliverables
Quote for a 9-month contract to deliver this role (including GST)
Please specify when the supplier can commence the work as part of
this pricing quote.
Total
Total
Please note - the above Schedule assumes


Rates to be inclusive of the GST.
The above work will be undertaken with, and under, the Contract Manager’s ongoing direction and
involvement.