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. Our offices does not need to approve your Statement of Works, we simply ask that you follow these steps and send us a copy of the final marketing contract package for our records.   

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: Fill Out the Work Request Form
• 2: Send Out the Work Request Form
• 3: Review Responses
• 4: Select a Contractor
• 5: Finish the Project Scope
• 6: Complete the SOW Agreement
• 7: Assemble the Marketing Contract Package
• 8: Send the Marketing Contract Package
• 9: Set up the Vendor Contract
• 10: Provide the VISION Vendor Contract Number

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. 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. 

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  Statewide Marketing Contract Work Request Form

  Outline your request for Statewide Marketing Contractors with the Work Request Form.

  • Complete the Statewide Marketing Contract Work Request Form

Step 2: Send Out the Work Request Form  

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 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 SOW 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. 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.

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.

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  Statement of Work Agreement

  Complete the Statement of Work Agreement to generate a legal bridge to the finalized vendor proposal.

  • Statement of Work Agreement

Step 7: Assemble the 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: Set 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.