Royal South Street Society Ltd (South Street) is a not for profit entity, located in Ballarat. South Street was formed in 1879, and manages the operation of Victoria's largest and Australia's oldest performing arts eisteddfod which typically runs in various locations, including the historic Her Majesty's Theatre, across Ballarat between July and November each year.

The annual eisteddfod includes competitions across twelve disciplines, including calisthenics; dance; vocal - including the preliminary rounds of the exclusive Herald Sun Aria; choral; debating; the annual Victorian Brass Band Championships; piano, including a prestigious Chopin competition; and schools' orchestras, bands, ensembles and instrumental solos. In recent years, South Street has also introduced competitions for all abilities participants.

Recent years have seen South Street incur significant financial losses due to the closure and renovations of Her Majesty's Theatre and the COVID19 pandemic.

The Board of South Street is seeking tender submissions from qualified firms to undertake an operational review of the organisation in order to identify and implement improvements to future eisteddfodau and to help ensure the ongoing viability of South Street.

Scope
Board/Governance
Board Structure:
1. Review constitution
2. Skills analysis
3. Sub-Committee Structure
4. Review of Terms of Reference
5. Review of policies and procedures
6. Provide recommendations for improvement
Staff:
7. Review Structure of Staffing
8. Review of Position Descriptions
9. Provide recommendations for improvement
Competitions:
10. Discipline viability
11. Discipline management
12. Venues
13. Ability to run virtual competitions
14. Review of costs
15. Provide recommendations for improvement
Funding & Finances:
16. Financial analysis
17. Benchmarking
18. Financial viability (by discipline and in general)
19. Funding sources, including grants and sponsorships
20. Provide recommendations for improvement
Volunteers:
21. Volunteer engagement and management
22. Volunteer recruitment/regeneration
23. Understanding of volunteer time commitments required
24. Volunteer feedback
25. Provide recommendations for improvement
Timeline:
26. Invitations to tender sent 20 November 2020
27. Advertised in the Ballarat Courier and on the Tenderlink platform on Saturday 21 November 2020
28. Tenders to be submitted by 5pm Wednesday 9th December 2020
29. Successful applicant notified by Friday 18th December 2020
30. Fieldwork/investigations to be undertaken between late January 2021 and end of February 2021
31. Final report by 15 March 2021.
Tender Response to Include:
32. Overview of your firm
33. Details of key staff involved in the project/engagement
34. Details of experience relevant to the Royal South Street Society (i.e. not-for-profit, performing arts sector, volunteer organisations, etc.)
35. Details of similar engagements conducted in the past 5 years
36. An overview of the methodology to be applied when undertaking the review
37. A commitment to meeting the timeline specified above
38. A detailed quote (GST Exclusive) including an indication of hours required to undertake the engagement.

Further information and questions
Further information in relation to the operational review can be obtained by submitting questions in writing to:
Susan Hughes
Finance Officer
admin@royalsouthstreet.com.au
As staff are working remotely, email correspondence is preferred.
Tender Submission
To be submitted by email to admin@royalsouthstreet.com.au by 5pm Wednesday 9th December 2020.
Late submissions will not be accepted.