Welcome to the
Operational Services Division
Commonwealth of Massachusetts
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
How to Use Statewide Contracts
&
Navigating Comm-PASS
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Agenda
•
•
•
•
•
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What is a Statewide Contract
How to locate Statewide Contracts
How to use Statewide Contracts
OSD Updates
Money Saving Opportunities
Navigating Comm-PASS
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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.
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Ground Rules for Using Statewide
Contracts
• Print, read and comply with all instructions in the OSD
Update.
• Use OSD Update
• Request for Quotation
Is it required?
- Check OSD Update
- Language of the RFR
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
On-line Resources
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Contract
ANI - Live Animal
CLT - Clothing/Footwear
ENE - Energy/Fuel/Utilities
FAC - Environ. Services
FAC - Facility Maint/Repair
FIR - Fire/EMS
GRO - Food/Groceries
HLS - Homeland Security
HSP - Healthcare/Toiletries
HSS - Human/Social Serv.
ITC - IT Hardware
ITS - IT Software & Services
ITT - Telecommunications
LAW - Safety/Enforce/Prot.
MED - Healthcare
OFF - Office/Recreat./Educ.
PRF - Professional Services
SSP - State Surplus Property
VEH - Vehic/Trans/Rd/Maint
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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.
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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!
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Who do I contact with Questions?
Contact the
Vendor Contract
Manager
Contact the OSD
Strategic Sourcing Lead
• Via the “Vendor Information” tab
in Comm-PASS
• Resolve Vendor issues:
•
Via the “Issuer(s)” tab
in Comm-PASS
•
Resolve Statewide Contract issues:
 Terms and conditions,
including products and pricing
 Vendor pricing
 Delivery charges
 Other
 Disputes regarding delivery,
invoicing or vendor
performance
 Vendor status
 Any additional questions
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Before You Buy – Check for Cost
Saving Opportunities
• Surplus Propery Program
• $ave$mart Program
• Prompt Payment Discount
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Surplus Property
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Surplus Property
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
$ave $mart
A Partnership
between OSD &
Statewide
Contract
Vendors for
additional cost
savings
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
$ave $mart
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Comm-PASS Overview
What is Comm-PASS?
Comm-PASS (Commonwealth Procurement Access &
Solicitation System) is the Commonwealth’s sole eProcurement 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.
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
What is Comm-PASS?
Buyer can locate:
 RFR

Statewide Contracts

Departmental contracts

Post Bids
Vendors can locate:
 Opportunities to bid

Buyer Specifications
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Navigating Comm-PASS
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Home Page Tabs
Quick Quotes
Allow for a quick response for small procurements
and quotes on Statewide Contracts
Solicitations
This tab provides a range of solicitation
search links
Contracts
This tab provides a range of contract search links
Forums
This tab provides a range of forum
(question and answer) search links
Business Directory
This tab brings users to the Business
Directory, a ‘Yellow Pages’ for Comm-PASS
Join
On the Join page, buyers and vendors can
sign up to become members of the Comm-PASS
Community
Related Links
This tab has a listing of helpful procurement
websites
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Statewide Contract
1.
Select the Contracts Tab
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Statewide Contract
2.
Select the Search for a Contract Link
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Contract
ANI - Live Animal
CLT - Clothing/Footwear
ENE - Energy/Fuel/Utilities
FAC - Environ. Services
FAC - Facility Maint/Repair
FIR - Fire/EMS
GRO - Food/Groceries
HLS - Homeland Security
HSP - Healthcare/Toiletries
HSS - Human/Social Serv.
ITC - IT Hardware
ITS - IT Software & Services
ITT - Telecommunications
LAW - Safety/Enforce/Prot.
MED - Healthcare
OFF - Office/Recreat./Educ.
PRF - Professional Services
SSP - State Surplus Property
VEH - Vehic/Trans/Rd/Maint
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Statewide Contract
3.
Select the Statewide Contract Indicator & Document
Status “Active” the click Search
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Statewide Contract
4.
Select the Search Result Link at top
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Searching for a Statewide Contract
5.
View the Contract by selecting the glasses
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Understanding Statewide Contracts
1.
Read the Summary Tab for basic information about the
Statewide Contract
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Understanding Statewide Contracts
2.
The Rules Tab will identify Calendar Rule Type and
applicable Procurement Laws
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Understanding Statewide Contracts
3.
Issuer(s) Tab provides Contract Manager information…
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Understanding Statewide Contracts
4.
Use the OSD Update for guidance on “How to” use the
contract found on the “Forms & Terms” Tab
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Choosing a Statewide Contract Vendor
5. The Vendor Tab will list all the AWARDED Statewide
Contract Vendors
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Vendor Information
Here you will find the Contact Person, Phone Number
and E-mail for the Vendor.
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Vendor Pricing Information
Select the glasses to view Vendor documents
i.e. price lists, catalog listings, rates and more.
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
Need Assistance?
Statewide Contract Questions
Contact 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 status
Contact the Vendor directly:
• Vendor's tab on Comm-PASS
Comm-PASS Questions
• comm-pass@state.ma.us
• Comm-PASS Helpdesk 1-888-627-8283
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
On-line Resources
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300
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/osd
Click: OSD Events & Training
Click: OSD Training & Event Calendar
Office of Training and Outreach
www.mass.gov/OSD
Copyright© Operational Services Division All Rights Reserved
617-720-3300