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Office of Training and Outreach www.mass.gov/OSD 617-720-3300 Copyright© Operational Services Division All Rights Reserved Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services Division Commonwealth of Massachusetts
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Page 1: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 2: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 3: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 4: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

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.

Page 5: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

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

Page 6: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

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

Page 7: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

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

Page 8: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

• 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

Page 9: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 10: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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     

Page 11: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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.

Page 12: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 13: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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.

Page 14: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

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!

Page 15: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 16: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 17: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 18: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 19: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 20: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 21: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 22: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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.

Page 23: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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 Comm-PASS?

Buyer can locate: RFR

Statewide Contracts

Departmental contracts

Post Bids

Vendors can locate: Opportunities to bid

Buyer Specifications

Page 24: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 25: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 26: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

1. Select the Contracts Tab

Page 27: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 28: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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.

Page 29: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 30: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 31: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

5. View the Contract by selecting the glasses

Page 32: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 33: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

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

Page 34: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

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

Page 35: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

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

Page 36: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 37: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 38: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

Vendor Information

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

Page 39: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

Office of Training and Outreachwww.mass.gov/OSD

617-720-3300Copyright© Operational Services Division All Rights ReservedCopyright© Operational Services Division All Rights Reserved

Vendor Pricing Information

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

Page 40: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 41: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 42: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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

Page 43: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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     

Page 44: Office of Training and Outreach  617-720-3300 Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services.

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


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