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How to Use the Marketing Master Contracts

To access the Creative and Media Services Master Contracts or the Media Buying Master Contract, State entities can obtain marketing services through a Statement of Work process rather than through a full RFP process for each project. The CMO is available to support you through this process. Please reach out for consultation and assistance as needed.

Planning Around Contract Expiration Dates

Marketing Master Contracts are generally renewed or re-bid every two years via statewide RFP. If you have a project whose timeline is expected to straddle an upcoming contract expiration date, you’re advised to plan ahead and reach out to the CMO’s office for guidance on your specific situation. You may be best served doing your own RFP for your project if it’s a sizeable and long-term one – in which case, you should build more lead time into your project than you would normally need if you used a Master Contract.

Note: After reviewing the details below, check in with your business office before you embark on your project.

Creative and Media Services Master Contract 

The process to utilize the Creative and Media Services Master Contracts includes the following steps:

Step 1: Fill Out the Work Request Form

The Chief Marketing Office has developed a Work Request Form that you can use to describe your project needs and request proposals from the Marketing Master Contractors. The Work Request Form will prompt you for information on your project objectives, budget, timeline, deliverables, etc.—all the elements you will need to define the scope of work for the project.

 

Step 2: Send the Work Request Form to Master Contractors

Email the Work Request Form to the Master Contractors and cc: the Chief Marketing Office. The email addresses for each Master Contractor are listed on the Marketing Master Contracts page. We recommend sending the Work Request Form to all of the Master Contractors, however, if your project is under $100,000 you are only required to solicit responses from three.

 

Step 3: Review Technical Responses

Review technical response using the evaluation criteria that were outlined in the Work Request Form. Review questions received and supply answers by the dates outlined in the Marketing Work Request Form.

Note: The Master Contractors are not required to respond to the issuing State entity. Total time from request to proposal may take 10 –15 business days.

 

Step 4: Select a Master Contractor

Select and notify the Master Contractor you would like to work with based upon their technical response.

 

Step 5: Finalize the Project Scope

The selected technical response will become the project scope document that describes the services that will be performed. The Master Contractor you have selected will need to update their technical response to reflect any conversations you have during the selection period to make sure it accurately reflects the services, schedule, deliverables, and agreed-upon cost for those services.

Please note technical responses must be edited and re-submitted by the Master Contractors. State entities should not make edits to technical responses.

 

Step 6: Complete the Statement of Work Agreement

The Statement of Work Agreement is required. This agreement is the legal bridge that attaches the project scope (the finalized technical response) to the actual Marketing Master Contract between the State (ACCD/CMO) and the selected Master Contractor, and to the specific State entity requesting and paying for the individual project.

Signing Order

The selected Master 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 technical response from the selected Master Contractor)

 

Step 8: Send the Marketing Contract Package

Once your Marketing Contract Package is complete, send it to the selected Master Contractor, your business office, and the Chief Marketing Officer at marketing@vermont.gov.

 

Step 9: Setting up the Vendor Contract

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

 

Step 10: Provide the VISION Vendor Contract Number

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

 

Step 11: Complete the Project Scope

Complete the project scope with the Master Contractor as per the agreed upon estimate, timeline and deliverables outlined in the finalized technical response.

 

Media Buying Master Contract 

The process to utilize the Media Buying Master Contract includes the following steps:

Step 1: Complete the Media Planning and Buying Project Scope Form

Contact the Media Buying Master Contractor to define objectives, target audience, timeline, and budget (contact information is provided on the Marketing Master Contracts page) and have them complete the Media Planning and Buying Project Scope Form. This form is simpler than the Work Request Form and the process works better if it is completed by the Media Buying Master Contractor rather than the State entity.

Note: While you are not required to involve the CMO in this process, we are always here for consultation if needed. If you would like assistance, please contact the Chief Marketing Officer.

 

Step 2: Complete the Statement of Work Agreement

The Statement of Work Agreement is required. This agreement is the legal bridge that attaches the project scope (completed Media Planning and Buying Project Scope Form that was completed by the Media Buying Master Contractor) to the actual Master Contract between the State (ACCD/CMO) and the Master Contractor, and to the specific State entity requesting and paying for the individual project.

Signing Order

The Media Buying Master Contractor should sign first, followed by the State entity.

 

Step 3: Assemble the Complete Media Buying Contract Package

A completed project package includes:

  1. Signed Statement of Work Agreement
  2. Project Scope (Media Planning and Buying Project Scope Form completed by the Media Buying Master Contractor)

 

Step 4: Send the Media Buying Contract Package

Once your Marketing Contract Package is complete, send it to the Media Buying Master Contractor, your business office, and the Chief Marketing Officer at marketing@vermont.gov.

 

Step 5: Setting up the Vendor Contract

Ask your business office to set up a vendor contract under the Media Buying Master Contract for your project.

Tip: Follow the Instructions for Entering Information into VISION.

 

Step 6: Provide the VISION Vendor Contract Number

Provide the Media Buying Master Contractor with the VISION vendor contract number to include on all invoices.

 

Step 7: Complete the Project Scope

Complete project scope with the Media Buying Master Contractor as per the agreed upon estimate, timeline and deliverables outlined in the finalized technical response.