Welcome to the Operational Services Division Commonwealth of Massachusetts

Office of Training and Outreachwww.mass.gov/OSD

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Welcome to theOperational Services Division

Commonwealth of Massachusetts



How to Use Statewide Contracts&

Navigating Comm-PASS



• What is a Statewide Contract• How to locate Statewide Contracts• How to use Statewide Contracts• OSD Updates• Money Saving Opportunities• Navigating Comm-PASS

Agenda



What are Statewide Contracts?

Statewide Contracts (SWC) are procured by OSD for specific commodities and/or services and are required for use by all executive agencies and available for use by other eligible entities.

http://www.mass.gov/?pageID=afterminal&L=5&L0=Home&L1=Budget,+Taxes+&+Procurement&L2=Procurement+Information+&+Resources&L3=Buy+From+a+State+Contract&L4=Information+about+Statewide+Contract+Purchasing&sid=Eoaf&b=terminalcontent&f=osd_buy_bc_contracts_eligible&csid=Eoaf



Who Can Use Statewide Contracts?

• Executive Departments are required to use Statewide Contracts

• Non-executive Commonwealth Departments• Independent Authorities• Municipalities• Non-Profit Human & Social Service Contractors• All other political subdivisions regardless of

geographic location.• These entities include:

– Municipal departments, municipal and/or county purchasing cooperatives, state colleges, universities, and public school/districts



What Are on Statewide Contracts?

• Commodities and Services that are frequently procured by agencies.

• These include, but are not limited to:– Animals, Clothing, Facility Maintenance, Food,

Fuel, Healthcare, Homeland Security, Human/Social Services, IT Hardware/Software, Office Supplies, Professional Services, Telecommunications, Vehicles



Why Should I Use Statewide Contracts?

• OSD uses leverage volume purchasing power of the Commonwealth to drive down prices and increase best value to all public purchasers.

• Additional Cost Savings Opportunities– Surplus Property Program– $ave$mart– Prompt Pay Discount



Ground Rules for Using Statewide Contracts

• Print, read and comply with all instructions in the OSD Update.

• Use OSD Update

• Request for QuotationIs it required?- Check OSD Update - Language of the RFR



Ground Rules for Using Statewide Contracts

• Only Purchase goods and Services that are on the contract.

• Include the Statewide Contract document number on all your documents– Request for Quotes– Purchase Orders– Payment Vouchers– E-mails and faxes to vendors or procurement

manager



On-line Resources



Searching for a Contract

ITC - IT HardwareITS - IT Software &

ServicesITT - TelecommunicationsLAW - Safety/Enforce/Prot.MED - HealthcareOFF - Office/Recreat./Educ.PRF - Professional ServicesSSP - State Surplus

Property

VEH - Vehic/Trans/Rd/Maint

ANI - Live AnimalCLT - Clothing/FootwearENE - Energy/Fuel/UtilitiesFAC - Environ. ServicesFAC - Facility Maint/RepairFIR - Fire/EMSGRO - Food/GroceriesHLS - Homeland Security HSP - Healthcare/ToiletriesHSS - Human/Social Serv.



What is an OSD Update?

• Found under ‘Forms & Terms’ tab in Comm-PASS• Notifies departments that a new contract has

been executed and is available for use.• Publicizes any changes to existing Statewide

Contracts.– Contract Renewal– New Pricing– Addition/Deletion of Contractor– Other changes to General Information

• Strategic Sourcing Lead maintains the document



Request for Quotations (RFQ)

• Some Statewide Contracts require departments to issue a Request for Quotations (RFQ) to three or more Statewide Contractors in order to get the best value and/or generate competition for the lowest price.

• Other Statewide Contracts may suggest but not require that a department seek three quotes in order to ensure best value by generating competition for the lowest price.



How Do I Know if I Need an RFQ?

• If a contract requires an RFQ, you will find that specification on the “Forms & Terms” tab on one of the following documents:– OSD Update– Request for Response (RFR)

• When in doubt...contact the Strategic Sourcing Services Lead and ask!



Who do I contact with Questions?

Contact the Vendor Contract Manager

• Via the “Vendor Information” tab in Comm-PASS

• Resolve Vendor issues: Vendor pricing Delivery charges Other

Contact the OSDStrategic Sourcing

Lead

• Via the “Issuer(s)” tab in Comm-PASS• Resolve Statewide Contract

issues: Terms and conditions,

including products and pricing

Disputes regarding delivery, invoicing or vendor performance

Vendor status

Any additional questions



Before You Buy – Check for Cost Saving Opportunities

• Surplus Propery Program

• $ave$mart Program

• Prompt Payment Discount



Surplus Property



Surplus Property



$ave $mart

A Partnership between OSD & Statewide Contract Vendors for additional cost savings



$ave $mart



Prompt Payment Discount

• Most Statewide Contract vendors offer a PPD for early payments

• Identified by ““ icon in Comm-PASS , under Programs next to Vendor Name– Details of the PPD can

be found in the OSD Update

• Planning ahead could mean more money in your budget



Comm-PASS Overview

What is Comm-PASS? Comm-PASS (Commonwealth Procurement

Access & Solicitation System) is the Commonwealth’s sole e-Procurement website in which visitors may access procurement information, documents, and forms posted by public entities within Massachusetts. Comm-PASS assists public procurement professionals and officials to conduct their business in an efficient and effective manner. It was implemented in 1997 and replaced in 2004.



What is Comm-PASS?

Buyer can locate: RFR Statewide Contracts Departmental

contracts Post Bids

Vendors can locate: Opportunities to bid Buyer Specifications



Navigating Comm-PASS



Home Page TabsQuick QuotesAllow for a quick response for small procurements and quotes on Statewide Contracts

SolicitationsThis tab provides a range of solicitationsearch links

ContractsThis tab provides a range of contract search links

ForumsThis tab provides a range of forum(question and answer) search links

Business DirectoryThis tab brings users to the BusinessDirectory, a ‘Yellow Pages’ for Comm-PASS

JoinOn the Join page, buyers and vendors cansign up to become members of the Comm-PASS Community

Related LinksThis tab has a listing of helpful procurement websites



Searching for a Statewide Contract

1. Select the Contracts Tab




2. Select the Search for a Contract Link



Searching for a Contract

ITC - IT HardwareITS - IT Software &

ServicesITT - TelecommunicationsLAW - Safety/Enforce/Prot.MED - HealthcareOFF - Office/Recreat./Educ.PRF - Professional ServicesSSP - State Surplus

Property

VEH - Vehic/Trans/Rd/Maint

ANI - Live AnimalCLT - Clothing/FootwearENE - Energy/Fuel/UtilitiesFAC - Environ. ServicesFAC - Facility Maint/RepairFIR - Fire/EMSGRO - Food/GroceriesHLS - Homeland Security HSP - Healthcare/ToiletriesHSS - Human/Social Serv.




3. Select the Statewide Contract Indicator & Document Status “Active” the click Search




4. Select the Search Result Link at top




5. View the Contract by selecting the glasses



Understanding Statewide Contracts

1. Read the Summary Tab for basic information about the Statewide Contract




2. The Rules Tab will identify Calendar Rule Type and applicable Procurement Laws




3. Issuer(s) Tab provides Contract Manager information…



Contact the Procurement Manager(Strategic Sourcing Lead)

• Resolve Statewide Contract issues:– Terms and conditions, including products and

pricing– Disputes regarding delivery, invoicing, or

vendor performance– Vendor status– With any questions

• Via the ‘Issuer(s)’ tab in Comm-PASS




4. Use the OSD Update for guidance on “How to” use the contract found on the “Forms & Terms” Tab



Choosing a Statewide Contract Vendor

5. The Vendor Tab will list all the AWARDED Statewide Contract Vendors



Vendor Information

Here you will find the Contact Person, Phone Number and E-mail for the Vendor.



Vendor Pricing Information

Select the glasses to view Vendor documents i.e. price lists, catalog listings, rates and more.



Understanding Your Responsibilities

• Read the OSD Update

• Follow any special instructions/restrictions

• Ask Questions!

• Only purchase what is awarded within the contract from the vendor



Need Assistance?

Statewide Contract QuestionsContact your Strategic Sourcing Lead:• Issuer's tab on Comm-PASS

• Terms and conditions, including products and pricing

• Disputes regarding delivery, invoicing, or vendor performance

• Vendor statusContact the Vendor directly:• Vendor's tab on Comm-PASS

Comm-PASS Questions• [email protected]• Comm-PASS Helpdesk 1-888-627-8283

mailto:[email protected]



Resources

• Statewide Contract Booklet

• Job Aid “How to Search for and Read an Active Statewide Contract”

• OSD Update• Emergency Response

Reference Guide

www.mass.gov/osd



On-line Resources



Training Opportunities Available

OSD Training Department can customize a training workshop for your individual organization. We can travel to your office and present to your agency.

Please include e-mail address on sign-in sheet and I will send you a copy of this Power Point.

Register: for a Comm-PASS Class: Go to: www.mass.gov/osdClick: OSD Events & TrainingClick: OSD Training & Event Calendar

http://www.mass.gov/osd

Documents

Welcome to the Operational Services Division Commonwealth of Massachusetts