Terms of agreement apply to vendors participating in the Designated Vendor Program.
Vendors approved through the program must successfully complete an online application and training process prior to performing marketing communications work for Brown University clients. Approved vendors are also required to enter a Master Services Agreement (MSA) developed by the University. The MSA governs all Scope of Work Agreements executed for individual projects.
The Designated Vendor Program does not establish pricing or contract terms for specific projects. Brown departments and offices will have the freedom to choose from a range of approved vendors and are strongly encouraged to contact the Office of University Communications if they desire assistance in matching their needs to an appropriate vendor. Brown clients may also choose to develop a Request for Proposal (RFP) process to select an approved vendor from the pool.
Brown clients must follow Brown policies when working with a vendor from the Designated Vendor Program, which includes entering into a Scope of Work Agreement for specific project work. This is in accordance with requirements of Brown’s Office of Purchasing and Insurance Services. The agreements must define the scope of work for the project, and all vendors for Brown are required to complete tax and other forms for payment of invoices.
Brown commits to service payment only for vendors listed with its Designated Vendor Program. University offices and departments seeking external vendor services will be required to use vendors on the Designated Vendor list, and Brown will make recommendations based on a vendor profile submitted by the vendor.
Provisions of Master Services Agreements
Under the mutually binding Master Services Agreements with each vendor approved for the Designated Vendor Program, Brown agrees to the following:
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Brown will require University offices and departments seeking external vendor marketing services to use vendors on the Designated Vendor Program supplier list.
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Brown will make the designated vendor information readily available and easily accessible for offices seeking marketing communications services.
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Brown’s business and purchasing units will commit to service payments only for marketing communications vendors listed with its Designated Vendor Program.
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Brown will make recommendations to Brown offices and departments based on a vendor profile submitted to Brown by the vendor.
Under the mutually binding MSA, vendors agree to the following:
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To participate in online training provided by the University about Brown’s Visual Identity Policy and Strategy, and to comply fully with all aspects of the policy
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To participate in online training provided by the University about Brown's Image Use policy, and to comply fully with all aspects of the policy
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To participate in online training about Brown’s messaging strategy provided by the University, and to comply fully with all aspects of the policy
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To participate in any future online training required by the University relating to policies or laws affecting marketing and communications for Brown or higher education institutions generally
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To comply with Brown’s requirements regarding web hosting and use of Brown technology resources (for vendors designing or developing websites)
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To produce communications compliant with all applicable laws and statutes relating to accessibility and the Americans with Disabilities Act, privacy, copyright, intellectual property and fair use
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To provide a representation of a completed project to the Office of University Communications upon final completion of a client project, if requested, such as:
- a PDF or other document for a final print design or publication
- a link to a video or photographic images
- a link to a final website (Note: All websites must be reviewed by the Office of Communications prior to launch.)
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Materials developed on a fee-for-service basis for Brown University offices and departments are considered the property of Brown. Vendors agree not to reproduce or otherwise use these materials for other projects without receiving in advance express written permission from the Brown University office or department that contracted for the work.
Brown reserves the right to remove a designated vendor from its program for any of the following:
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Evidence of a lack of consistency in rates charged to different Brown University clients for substantially similar work within a similar timeframe
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Repeated noncompliance with University policies and/or state and federal laws and statutes governing use of Brown resources, accessibility, privacy, copyright or intellectual property
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Deliberate or egregious misuse of the trademarked Brown University name or marks