ACE FAQ
Find answers to your frequently asked questions about the ACE program:
For Faculty and Staff
- Why should I use the ACE program?
- Do I have to use the ACE program for marketing communications projects?
- What is UCM’s role with my project if I use an ACE supplier?
- How is using this program different from working with any vendor I choose independently?
- Are the ACE suppliers suited for both large and small projects?
- If an ACE supplier creates/plans for advertisements, do we still need to go through Ad Review?
- How were the suppliers in the ACE program selected?
- How do I know who is in the program?
- How do I contact the ACE suppliers?
- How do I know which vendor is contracted for which service?
- What do I need to do to retain an ACE supplier for my project?
1. Why should I use the ACE program?
By using an ACE supplier, a lot of the administrative work has been taken care of for you. ACE provides easy access to suppliers who have contracts in place with the university, and have been trained on Rutgers brand assets and on the university’s communications and procurement policies.
2. Do I have to use the ACE program for marketing communications projects?
Using an ACE firm is not required, but is strongly recommended.
3. What is UCM’s role with my project if I use an ACE supplier?
UCM is available to work with you for as much or as little support as you need. Consider using UCM as a resource as you develop your Request for Quote, evaluate your ACE supplier quotes, develop your Statement of Work, and manage your project deliverables. UCM will also be contacting you after your project with an ACE supplier is complete to find out if your project goals were met and get your feedback on using the ACE program. Note that UCM is also available for consultation on marketing communications projects that are outside the scope of the ACE program as well.
4. How is using this program different from working with any supplier I choose independently?
If you choose to use a supplier that is not contracted through ACE, you will be responsible for establishing the rates, obtaining all the contract details, and handling all of the necessary procurement paperwork and brand training.
5. Are the ACE suppliers suited for both large and small projects?
Yes. The ACE suppliers range from large multifaceted marketing agencies to independent freelancers—and offer everything in between.
6. If an ACE supplier creates/plans for advertisements, do we still need to go through Ad Review?
Yes. Ad Review is still required, and ACE suppliers will be trained on this policy and process as part of their Rutgers brand training.
7. How were the suppliers in the ACE program selected?
In July 2018, an RFP for 10 categories of marketing communications services was issued and all responses were evaluated by a universitywide review committee.
8. How do I know what suppliers are in the ACE program?
View the complete list of ACE suppliers online. A university NetID is needed to access this list.
9. How do I contact the ACE suppliers?
Contact information for the ACE suppliers is contained in the ACE supplier list.
10. How do I know which vendor is contracted for which service?
The ACE supplier list contains details about which supplier is contracted for which type of service.
11. What do I need to do to retain an ACE supplier for my project?
You will need to complete a Statement of Work form and submit a service request in RU Marketplace through myRutgers. Once you have received your purchase order (PO) number, you can begin working with your ACE supplier.
For Suppliers
- How do I become an ACE supplier?
- I missed the initial RFP for this program, now what?
- When can I start working with Rutgers departments?
- How will Rutgers departments know I am part of ACE?
- Can I reach out to departments directly?
- What if I am already working on a project with Rutgers?
- How will the details of my engagement terms with Rutgers be shared?
- How do I bid for projects?
- How should I submit an invoice?
1. How do I become an ACE supplier?
For new suppliers interested in being considered for a master service agreement under the ACE program, please fill out the ACE Supplier Consideration Form.
2. I missed the initial RFP for this program, now what?
The list of suppliers who have expressed interested in the ACE program, through this online form, will be reviewed periodically. If there is an opportunity to become an ACE supplier in the future, you may be contacted.
3. When can I start working with a Rutgers department?
Work can begin once a purchase order (PO) number has been issued.
4. How will Rutgers departments know I am part of ACE?
The ACE program will be communicated to the university community at regular intervals. As part of these communications, we will share access to the ACE supplier list, which contains all the details for the contracted suppliers.
5. Can I reach out to departments directly?
Yes, ACE suppliers may contact departments directly.
6. What if I am already working on a project with Rutgers?
All projects with an active purchase order (PO) should continue as planned.
7. How will the details of my engagement terms with Rutgers be shared?
The ACE supplier list (Net ID required), that is available to the Rutgers community, contains the firms' contact details, contracted services, and related not-to-exceed rates.
8. How do I bid for projects?
Rutgers departments will contact suppliers directly and share a Request for Quote form when they have a need to work with an ACE supplier.
9. How should I submit an invoice?
All invoices must adhere to the rates established as part of the ACE master service agreement and must include the PO number related to the project being billed for. Email invoices to accountspayable@finance.rutgers.edu.