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Work with Marketing Vendors

If you’re planning a marketing or outreach project, browse the information on our site or contact us. If you would like to work with a marketing vendor, follow the steps below to solicit marketing proposals and execute a marketing contract. After reviewing the details below, check in with your business office before you embark on your project.

Step 1: How will you Request Proposals 

You can request proposals from the Statewide Marketing Contractors via a Statement of Work process, request proposals from vendors on the CMO’s list of Prequalified Marketing Vendors, or request proposals from vendors not on the prequalified list. These options are described in more detail below.

Statewide Marketing Contractors have individual contracts in place for marketing services with the State of Vermont. You can use one of the Statewide Marketing Contracts for marketing projects of any size. The contracts allow state entities to obtain marketing services from these firms without going through a full RFP process. Instead, services can be obtained through a Statement of Work process. Detailed information can be found on our Statewide Marketing Contracts page.

The CMO maintains a list of Prequalified Marketing Vendors. Prequalified Marketing Vendors have registered with the Chief Marketing Office. Each registered Prequalified Marketing Vendor can provide specific marketing services to State entities. The Prequalified Marketing Vendor list provides basic contact information for each vendor and shows which marketing categories the vendor registered for. You can use this list to determine which marketing vendors you want to request proposals from.

If you choose to work with a prequalified vendor, you will need to draft and execute your own contract with the selected vendor.

If you are interested in soliciting a bid from a vendor who is not a Statewide Marketing Contractor or on the list of Prequalified Vendors, and your contract is over $10,000 they will need to register to become a prequalified vendor before they start working with the State. Interested vendors can learn more on the Become a Prequalified Marketing Vendor page. 

Registration Requirement

Yes, for $10,000 or Above
If the marketing contract is greater than $10,000, you are required to work with a registered marketing vendor. Your RFP should make note that registration is required for all marketing-related contracts above $10,000 and should direct vendors to contact the CMO’s office to complete the registration process. 

No, for $10,000 or Less
In the marketing contract is less than $10,000, you are not required to work with a registered marketing vendor. The CMO office encourages vendors to apply in order to be added to the list of Registered Marketing Vendors for marketing services that any state agency can reference to quickly and easily find vendors for their projects.

Step 2: Determine the Contract Amount 

Once you have determined how you will request proposals, you will need to establish your contract amount.

Request for Proposals (RFP) and contract required. Unless you are using a Statewide Marketing Contract, projects of this size must follow the guidance outlined in Bulletin 3.5. For projects that are $100,000 or less, use the Simplified Bid process or the Standardized Bid process. For projects that are more than $100,000, use the Standardized Bid process.

RFP not required. For projects that are less than $25,000, we recommend following the Simplified Bid process, which involves soliciting a minimum of three competitive bids or quotes.

RFP not required. For projects that are less than $10,000, we recommend following the Simplified Bid process, which involves soliciting a minimum of three competitive bids or quotes.

Step 3: Define the Scope of Work 

Once you have determined how you will solicit bids from marketing vendors and established your contract amount, you will need to define your scope of work.

If you are you are planning to use the Statewide Marketing Contracts, the complete process is outlined on the Statewide Marketing Contracts page.

To define your scope of work, use the Statewide Marketing Contract Work Request Form. The questions will define your scope of work (objectives, budget, timeline, deliverables, etc.). When you submit the form, you will receive a summary email with PDF and Word document of the details. The email will provide instructions on how to contact the Statewide Marketing Contractors. 

If you are reaching out to vendors included or not included on the List of Registered Marketing Vendors, you must follow the process and notification of a bid request outlined in Bulletin No. 3.5 Procurement and Contracting Procedures, which includes preparing an RFP. 

For any contract with a value over $10,000, please make sure the Requirement to Become a Registered Marketing Vendor Statement below is included in your RFP instructions. RFPs for a marketing contract shall contain a description of the work proposed and/or services and products needed, as well as the requirement to become a Registered Marketing Vendor with the State of Vermont. All other state or agency/department requirements for formatting and issuing RFPs will apply.

Please allow time in your RFP timeline for vendors to Register as a Marketing Vendor. Registration takes about 15 minutes and it takes a week or less to be added to the List of Registered Marketing Vendors. Marketing vendors must be registered before a contract can be executed.

Requirement to Become a Registered Marketing Vendor Statement for Requests for Proposals

"All bidders on this project must be Registered as a Marketing Vendor with the State of Vermont in order to submit an eligible proposal and be considered for this work. Registering with the Vermont Business Registry and Bid System DOES NOT register you as a marketing vendor. Registration takes about 15 minutes and can be completed at any time. Information on Registering as a Marketing Vendor, can be found at cmo.vermont.gov.”

To define your scope of work, use the Marketing Scope of Work Form. The questions will define your scope of work (objectives, budget, timeline, deliverables, etc.). When you submit the form, you will receive a summary email with PDF and Word document of the details. The email will provide instructions on the next steps. 

Need help developing your scope or writing your RFP?

The CMO’s office is available to review your Work Request Form. Please use us as a resource. 

 

Step 4: Get CMO Approval if Required 

The amount of your contract will determine if you need to obtain CMO approval. If you are working under a tight timeline for contract approval, contact the CMO before requesting proposals and share a general description of your project and any supporting documents that provide more context about the work. This way, the CMO can ask any questions that come to mind before the contract hits our desk.

As outlined in Bulletin 3.5, any contract involving marketing with a value of $25,000 or above requires approval of the CMO prior to being executed.

For projects that are less than $25,000, it is not required to obtain CMO approval prior to the contract being executed.

It is required to obtain CMO approval prior to any change order being executed on an existing contract that was originally over $25,000 and received prior approval or change orders the push the existing contract over the $25,000 approval threshold.

Step 5: Request Bids 

If you opt to use the Statewide Marketing Contracts, follow the instructions included in the email summary you receive when you complete the Work Request Form. If you opt to reach out to vendors on the list of prequalified vendors or other entities that are not on the list, you may use the Marketing Scope of Work Form to develop your scope, but will need to the solicit bids according to the process(s) outlined in Bulletin 3.5.

When using the list of prequalified vendors, we recommend filtering the vendor pool to those who are registered in the service categories that apply to your scope of work (e.g., videography) and whose work samples and location are a good fit for your project.

Step 6: Execute a Contract 

Once you’ve selected a vendor, work with your business office to execute a contract for your project. When you get to this step, check with your department’s business manager or contracting specialist to make sure you follow your agency’s contracting policies and for general guidance on preparing and routing your contract documents. If you have selected a Statewide Marketing Contractor, please refer to the Using the Statewide Marketing Contracts page for more details.

Contracting Notes

Contract Disputes
Contract disputes between prequalified marketing vendors and State of Vermont agencies/departments will be handled by the contracting agency/department. 

Contract Dates and Prequalification Status
Contract dates may be set beyond the expiration date of the prequalification status. The contract may not be executed or renewed with the vendor unless the vendor is prequalified at the time of contract renewal.