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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Welcome to theOperational Services Division
Commonwealth of Massachusetts
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
How to Use Statewide Contracts&
Navigating Comm-PASS
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
• What is a Statewide Contract• How to locate Statewide Contracts• How to use Statewide Contracts• OSD Updates• Money Saving Opportunities• Navigating Comm-PASS
Agenda
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Office of Training and Outreachwww.mass.gov/OSD
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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.
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Office of Training and Outreachwww.mass.gov/OSD
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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
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Office of Training and Outreachwww.mass.gov/OSD
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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
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Office of Training and Outreachwww.mass.gov/OSD
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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
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Office of Training and Outreachwww.mass.gov/OSD
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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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
On-line Resources
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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.
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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.
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Office of Training and Outreachwww.mass.gov/OSD
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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!
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Before You Buy – Check for Cost Saving Opportunities
• Surplus Propery Program
• $ave$mart Program
• Prompt Payment Discount
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Office of Training and Outreachwww.mass.gov/OSD
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Surplus Property
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Surplus Property
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
$ave $mart
A Partnership between OSD & Statewide Contract Vendors for additional cost savings
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
$ave $mart
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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.
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Office of Training and Outreachwww.mass.gov/OSD
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What is Comm-PASS?
Buyer can locate: RFR
Statewide Contracts
Departmental contracts
Post Bids
Vendors can locate: Opportunities to bid
Buyer Specifications
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Navigating Comm-PASS
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Home Page Tabs
Quick 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
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Office of Training and Outreachwww.mass.gov/OSD
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Searching for a Statewide Contract
1. Select the Contracts Tab
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Searching for a Statewide Contract
2. Select the Search for a Contract Link
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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.
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Searching for a Statewide Contract
3. Select the Statewide Contract Indicator & Document Status “Active” the click Search
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Searching for a Statewide Contract
4. Select the Search Result Link at top
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Office of Training and Outreachwww.mass.gov/OSD
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Searching for a Statewide Contract
5. View the Contract by selecting the glasses
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Understanding Statewide Contracts
1. Read the Summary Tab for basic information about the Statewide Contract
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Office of Training and Outreachwww.mass.gov/OSD
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Understanding Statewide Contracts
2. The Rules Tab will identify Calendar Rule Type and applicable Procurement Laws
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Office of Training and Outreachwww.mass.gov/OSD
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Understanding Statewide Contracts
3. Issuer(s) Tab provides Contract Manager information…
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Office of Training and Outreachwww.mass.gov/OSD
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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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Understanding Statewide Contracts
4. Use the OSD Update for guidance on “How to” use the contract found on the “Forms & Terms” Tab
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
Choosing a Statewide Contract Vendor
5. The Vendor Tab will list all the AWARDED Statewide Contract Vendors
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Office of Training and Outreachwww.mass.gov/OSD
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Vendor Information
Here you will find the Contact Person, Phone Number and E-mail for the Vendor.
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Office of Training and Outreachwww.mass.gov/OSD
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Vendor Pricing Information
Select the glasses to view Vendor documents i.e. price lists, catalog listings, rates and more.
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
On-line Resources
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Office of Training and Outreachwww.mass.gov/OSD
617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved
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