Request for Quotation
Department of Education and Early Childhood Development
Project Specification
For
Costume Designer/Wardrobe Coordinator
(Performing Arts Unit,
Victorian State Schools Spectacular and
DEECD Major Events)
Scope
The appointment of the Costume Designer/Wardrobe Coordinator 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 Costume Designer/Wardrobe Coordinator will have responsibility for the costume and prop coordination
of the Performing Arts Unit, including the Victorian State Schools Spectacular and performances at
designated departmental major events (such as the Victorian Education Excellence Awards and the
Premier’s VCE Awards).
The Costume Designer/Wardrobe Coordinator 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 Costume Designer/Wardrobe
Coordinator 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.
Background
The DEECD Performing Arts Unit (previously known as Joining the Chorus):
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Promotes excellence in the performing arts
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Provides participation and engagement opportunities for students.
The Performing Arts Unit has delivered these aims through the following elements:
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Performance ensemble programs
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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.
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 Costume Designer/Wardrobe
Coordinator is responsible for all costume and prop 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 Costume Designer/Wardrobe Coordinator will participate in and contribute to the broad planning of all
elements of the Performing Arts Unit program and will be responsible for the following elements:
Costume design
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In consultation with the creative team, design and create concepts of costumes for all elements of
the DEECD Performing Arts Unit program including the performance ensembles, the Victorian
State Schools Spectacular and other departmental major events.
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The design of the costumes will take into account the creative, financial and practical parameters
set by the Creative Director and departmental management, and at all times will be suitable for
school age children.
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Submit the designs for approval by the Creative Director and transform the approved costume
designs into working patterns for construction.
Costume Coordination
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Plan and coordinate the provision and construction of the costumes for all elements of the
Performing Arts Unit program including the performance ensembles, the Victorian State Schools
Spectacular and other departmental major events taking into account the parameters set by the
Creative Director and DEECD Manager, and the availability of current costume stock.
Prepare instructions and produce instruction documents where necessary.
Plan, source and undertake the purchasing of fabrics, patterns, haberdashery and accessories for
costumes.
Order and liaise with external contractors for the construction of bulk quantity costumes and props.
Liaise with schools and individual performers and collect and maintain records for costume sizes.
Coordinate the distribution of costumes to schools participating in the Victorian State Schools
Spectacular.
Coordinate the sewing and completion requirements of costumes (if necessary) to schools
participating in the Victorian State Schools Spectacular.
Select and supervise costume assistants (when required) and other staff for on-site workroom.
Manage the hire of Performing Arts Unit costumes to schools for their productions, including
maintaining records.
Maintain the costume stock and the records relating to the stock and report on their use.
Provide advice to school representatives regarding costuming.
Attend rehearsals and performances as required.
Attend production meetings and other meetings which may be required from time to time.
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.
Important Dates
(These dates should be regarded as indicative only.)
It is expected that the supplier role of Costume Designer/Wardrobe Coordinator 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.
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.
8.
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.
9.
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.
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Submission
Suitable suppliers are invited to submit a quote proposal which must include:
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Supplier’s name and any relevant company details including legal name, trading name, address,
ABN and contact details (including an email address).
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Supplier’s qualifications and other professional experience relevant to the project services.
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Declaration of any conflict of interest and how any conflict of interest may be managed.
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Details of referees.
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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
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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.
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Demonstrated experience in conceptual costume design, creation of costumes and costume
coordination for professional large-scale events and musical or theatrical productions.
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Demonstrated ability to plan and meet construction and production timelines.
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Experience in the coordination and maintenance of large costume stocks, including the
maintenance of electronic databases.
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Ability to satisfy the Working with Children Act 2005 or current VIT registration.
Pricing Schedule
Submissions must be received by 5pm, Tuesday 14 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.