For the purposes of this program, a marketing service is defined as any creative service that promotes the University, its people and/or its activities that is not considered news or documentary. For example, a freelance photographer or writer hired for a news article or magazine feature story would not fall under the program. A freelance photographer or writer hired for a promotional brochure would fall under the program. Contact [email protected] if you are unsure.

The selection of vendors started with offices and departments across Brown. OUC pursued multiple rounds of nominations by asking offices to provide the names and contact information for the vendors with whom they have worked (explaining that any past or current vendors working with any office would have to apply for the program). We asked these vendors with an established record of performing services for Brown to apply to the program. Vendors submitted a portfolio and answered a series of in-depth questions about their strategic approach to their work, experience and qualifications. Teams of subject matter experts spent several months reviewing submissions, ensuring experience complying with federal requirements, where applicable, and checking professional references before making final decisions.

If you hire a vendor that has not been approved into the DVP, the University may require you to suspend the project, pay the vendor for services rendered, and restart the project with an approved vendor. All DVP vendors have entered Master Service Agreements with the University and require a Scope of Work Agreement for each individual project.

Similar to working with creative teams within University Communications, initiating a project with an external vendor requires advance planning. You should notify University Communications as soon as you are conceiving your projects (several weeks or months before the project should begin, considering typical project timelines) to ensure you have sufficient time either to schedule the project with University Communications or to work with an external vendor and develop a Scope of Work Agreement before work begins. Consult the list of approved external vendors and review the vendors’ online portfolios to see their work. You will work directly with the vendor you choose to hire to develop an agreement for the work.

All DVP vendors have Master Services Agreements with the University so once you have selected a vendor, the Contract Requester in your unit will request a Statement of Work through the Brown Contract Management System (BCM). The Contract Request consists of completing some preliminary questions and information and attaching supporting documents, including a proposal if the vendor has provided one. Once approved, the Contract Manager will create the contract record, work with the appropriate parties for review and approval, and send the final contract for e-signature via DocuSign.
 

Print deliverables created by vendors in the Designated Vendor Program must follow the University's policy for outsourced print through the Brown External Print Vendor Program. “Essential” print projects as defined by University policy are communications that meet one or more of the following criteria and cost more than $3,000 to produce: 1) a print format is necessary to meet compliance requirements, accessibility standards, health and safety protocols, and/or any other regulatory requirement that, if not met, would put the University at legal risk; 2) a digital-only approach would result in a diminished user experience; and/or 3) a digital-only approach would result in the inability to reach certain audience segments and may adversely affect participation rates, fundraising goals, and/or general awareness of University programs.