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How to Use the Statewide Marketing Contracts

Use the Statewide Marketing Contracts for marketing services by following the steps below. Our office is here to support you throughout the process. Email us at marketing@vermont.gov if you have questions. After you review the steps below, check in with your business office to determine how to proceed.  

Note: Know the contract expiration dates 

Our office renews or re-bids the Statewide Marketing Contracts every two years. If your project might straddle an upcoming contract expiration date, let us know. We'll help you plan and draft the Statement of Work. 

  1. Step 1: Fill Out the Work Request Form

  2. Step 2: Send the Work Request Form to Statewide Marketing Contractors

  3. Step 3: Review Responses 

  4. Step 4: Select a Contractor 

  5. Step 5: Finish the Project Scope 

  6. Step 6: Complete the Statement of Work Agreement 

  7. Step 7: Assemble the Complete Marketing Contract Package 

  8. Step 8: Send the Marketing Contract Package 

  9. Step 9: Setting up the Vendor Contract 

  10. Step 10: Provide the VISION Vendor Contract Number 

  11. Step 11: Complete the Project Scope 

Step 1: Fill Out the Work Request Form 

Use the Work Request Form to describe your project. This will include any relevant background, audience information, objectives, budget, timeline, and deliverables. 

Step 2: Send the Work Request Form to Statewide Marketing Contractors 

Email your completed Work Request Form (PDF) to the Statewide Marketing Contractors. Remember to cc the Chief Marketing Office. Email addresses for each Statewide Marketing Contractor are on the Statewide Marketing Contracts page. We recommend sending the Work Request Form to several Statewide Marketing Contractors. 

Step 3: Review Responses 

Review proposals using the evaluation criteria outlined in the Work Request Form. Review the questions you received from the contractors. Answer their questions by the date outlined in the Marketing Work Request Form.

Note: Statewide Marketing Contractors are not required to respond to your work request. 

Step 4: Select a Statewide Marketing Contractor 

After reviewing responses, select the Statewide Marketing Contractor you want to work with. Let the contractor know that you selected their proposal. Let the other contractors who submitted responses know that you did not select them. 

Step 5: Finish the Project Scope 

The proposal you select becomes the project scope. You may need to ask the selected contractor to update their technical response to reflect any changes you requested during the selection process. If you request changes, make sure the selected contractor makes these edits. You should not edit the technical response. The final scope should include the services, timelines, deliverables, and costs you agreed to. 

Step 6: Complete the Statement of Work Agreement 

You must complete the Statement of Work Agreement. This agreement is the legal bridge that attaches your project scope (the finalized proposal) to the actual Statewide Marketing Contract.

If your project includes services related to websites or digital applications, connect with your ADS lead to determine if Attachment D on the BGS Purchasing and Contracting Forms webpage is required. If required, include it with the Statement of Work Agreement.

Signing Order

The selected Statewide Marketing Contractor should sign first, followed by the State entity.

Step 7: Assemble the Complete Marketing Contract Package 

A completed Marketing Contract Package includes:

  1. Copy of the original Work Request Form
  2. Signed Statement of Work Agreement
  3. Project Scope (final proposal from the selected Statewide Marketing Contractor)

Step 8: Send the Marketing Contract Package 

Send the completed Marketing Contract Package to the Statewide Marketing Contractor, your business office, and the Chief Marketing Office at marketing@vermont.gov.

Step 9: Setting up the Vendor Contract 

Ask your business office to set up a vendor contract under the Statewide Marketing Contract for your project. Tip: Follow the Instructions for Entering Information into VISION.

Step 10: Provide the VISION Vendor Contract Number 

Provide the Statewide Marketing Contractor with the VISION vendor contract number to include on all invoices.

Step 11: Complete the Project Scope 

Complete the project with the Statewide Marketing Contractor. The completed project should align with the budget, timeline and deliverables outlined in the project scope.