Brown’s Designated Vendor Program (DVP) for External Marketing Services offers flexibility and choice for Brown units undertaking marketing communications projects. Units that work with an external vendor for their marketing projects — as an alternative to working with OUC or another marketing team within Brown — select from an approved pool of vendors across five marketing service categories: photography, video production, visual design, web development and writing/editing. For units that work with an external vendor, the University processes payment only for these approved external suppliers of marketing communications services.

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 marketing_communications@brown.edu if you need guidance.

There are several benefits to using an approved vendor from DVP such as the following:

• Vendors in the program are vetted to ensure that they have the skills and training necessary to deliver marketing projects that require an increasingly complex understanding of technology and laws governing privacy, copyright and accessibility.
• Vendors in the program are trained in the University’s messaging strategy, visual identity and image use policies which helps to ensure that project deliverables are aligned with University standards and saves time that might otherwise be spent on “discovery” at the start of a new client relationship.
• Vendors in the program have already executed Master Services Agreements with the University which means that the units hiring them need only develop a PSA with a scope of work to start a new project.

When the program was first developed, units across Brown nominated vendors with whom they had worked with a strong track record of service. Since then, a small number of vendors have been added strategically to address specific gaps in services. All vendors in the program submitted a portfolio of work and answered a series of in-depth questions about their strategic approach to their work, experience and qualifications. Teams of subject matter experts reviewed submissions, ensuring experience complying with federal requirements, where applicable, and checking professional references.

OUC evaluates the Designated Vendor Program on a regular basis, considering the volume and types of services that Brown units are using, as well as overall satisfaction with individual vendors. We seek to maintain the right balance of vendor relationships both to meet the needs of the community and retain vendors in the program with regular work.

If you hire a vendor that has not been approved into the DVP, the University will require you to suspend the project, pay the vendor for services rendered, and restart the project with an approved vendor per University policy.

Contact marketing_communications@brown.edu with any questions. We will help you identify a path to complete your project, including making recommendations about external vendors.

Similar to working with OUC, initiating a project with an external vendor requires advance planning. Consult the list of approved external vendors and review their online portfolios. 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.

We have partnered with the Office of Strategic Procurement and Contracts to ensure that DVP vendors are “preferred suppliers” so that you do not have to obtain competitive quotes. Please note, however, that you may still wish to do so to find the best price for your budget. The DVP does not establish pricing or rates, but rather requires vendors to agree to maintain consistent pricing structures to protect against drastic variance in pricing across Brown. Please also note that competitive bids are still required for any project over $250,000 that uses federal funds, as federal regulations require that those projects receive public bids.

Print deliverables created by vendors in the DVP 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.

Select the spend category that aligns with the marketing service provided.

• Photography (3865): Photography and related activities, including art direction, photo capture, photo editing and delivery, location scouting, etc.

• Video Production (3855): Video production and related activities, including video editing and delivery, scripting, directing and interviewing, storyboarding, location scouting, stylizing, etc.

• Visual Design (3141): Design-related services for print and publications, social media and email, illustration, etc. (Excludes website design. See new spend category for Web Development.)

• Web Development (3875): Website design, development and programming, etc.

• Writing and Editing (3845): Marketing writing, copy writing, content strategy, proofreading, editing, etc.