Buy the Way
The Official Newsletter of the Operational Services Division
July 2017
In This Issue
Vendor Fairs Announced
Buyer Training
COMMBUYS Loyalty Program
Statewide Contract Updates
Tradespersons Statewide Contract: Test Your Knowledge
COMMBUYS Corner: Proper Vendor Notification on Bids & RFQs
Save the Date! Buyer Event: PRF67
Vendor Training
July 2017 Vehicle Auctions
Outreach Events
Vendor Fairs Announced
Do you know a business owner who would be interested in learning more about doing business with the Commonwealth? Forward them the flyer for the upcoming vendor fairs throughout the state!
In Fiscal Year 2016, the Commonwealth of Massachusetts spent more than $1.4 billion on goods and services available on Statewide Contract. The Operational Services Division (OSD)and local government purchasing and procurement officials are recruiting vendors to learn about becoming a Statewide Contractor and getting a slice of the $1.4 billion pie.
At the upcoming vendor fair events, prospective vendors are invited to attend and hear short presentations from OSD’s Supplier Diversity Office, COMMBUYS Help Desk, Strategic Sourcing Team, and local government officials. After these presentations, representatives of the speakers’ organizations will be available to meet with vendors individually to provide information pertaining to their areas of expertise, to include:
· COMMBUYS registration, navigation, and profile management;
· Becoming certified as a diverse or small business and ways to use those certifications;
· The government procurement process at the state and local level; and
· Available contracting opportunities
Thus far, three vendor fairs have been planned, with others being scheduled for the fall. If your organization is interested in hosting an event, contact .
· STOUGHTON | July 19, 3:00 p.m. to 6:00 p.m. | Stoughton Town Hall | VendorFairStoughton.eventbrite.com
· QUINCY | August 10, 3:00 p.m. to 6:00 p.m. | Quincy City Hall | VendorFairQuincy.eventbrite.com
· SAUGUS | August 16, 3:00 p.m. to 6:00 p.m. | MEG Foundation Building | VendorFairSaugus.eventbrite.com
Buyer Training
COMMBUYS Purchasing for Eligible Nonprofits July 18 (Boston)
COMMBUYS PunchOut & Line Item Catalog Ordering July 19 (Webinar)
How to Create a Departmental Master Blanket Purchase Order July 20 (Boston)
Introduction to Statewide Contracts and COMMBUYS June 25 (Boston)
COMMBUYS Organization Administrator July 26 (Boston)
RPA Release and RPA Release Enabled Contracts August 1 (Webinar)
UNSPSC for Buyers August 3 (Webinar)
How to Use Master Blanket Purchase Orders (SWC) August 9 (Webinar)
Essentials of State Procurement August 16 (Boston)
COMMBUYS PunchOut & Line Item Catalog Ordering August 21 (Webinar)
COMMBUYS Purchasing August 22 (Boston)
Introduction to Statewide Contracts and COMMBUYS August 24 (Boston)
COMMBUYS Purchasing for Eligible Nonprofits August 29 (Webinar)
Click here to see the full calendar.
COMMBUYS Loyalty Program
The Operational Services Division has revamped the COMMBUYS Hall of Fame Program to make it more inclusive and also to incorporate a broader array of activities that are representative of successful COMMBUYS implementation. Among others, the new COMMBUYS Loyalty Program will acknowledge catalog ordering, transacting business from yet unexplored Statewide Contracts and/or vendors, RFR bid posting and contract award, and qualified training. COMMBUYS organizations automatically will be entered to win badges at five levels of achievement across nine categories. Fiscal Year 2017 activity (July 1, 2016 - June 30, 2017) will be used to calculate each organization's baseline. This data will be shared in the coming weeks, along with the criteria to earn badges and advance to higher levels within each category. In the meantime, take a look at the new COMMBUYS Loyalty Program categories and get ready to participate!
1. Purchasing
a. Savvy Shopper - One point for every Purchase Order: Catalog, G2B, or Open Market (excludes RPA)
b. Historian - One point for each RPA-eligible transaction entered into COMMBUYS
c. Contract Explorer - One point for every unique Statewide Contract purchase
d. Vendor Explorer - One point for every unique Statewide Contract vendor utilized for a purchase
2. Procurement
a. eProcurement Pro - One point for every RFR posted in COMMBUYS
Note: Executive Departments also must post the bid award in COMMBUYS - a best practice for all organizations. Nonprofit organizations are not eligible to post bids in COMMBUYS.
3. Organizational Growth
a. Starting Line - One point for a new buyer organization activated with at least one Basic Purchaser
b. Team Builder - One point for every unique PO/Department Location added to the organization
4. Training
a. Sourcing Scholars - One point for each staff member who has completed the Strategic Sourcing Certificate Program. (SSCP is geared toward organizations following 801 CMR 21.00.)
b. Thirst for Knowledge - One point each time a staff member attends designated training
Contact us about joining COMMBUYS! Monday - Friday, 8:00 a.m. to 5:00 p.m. 888-MA-STATE or .
Statewide Contract Updates
Resources
· Procurement Schedule
· COMMBUYS
· Statewide Contract User Guides
· Statewide Contract Reference Guide
New Statewide Contract Bidding Opportunity ITS69 – Managed Print Services
The Commonwealth of Massachusetts is seeking to establish Statewide Contract agreements with multiple vendors for the acquisition and ongoing provisioning of Managed Print Services (MPS). Service providers will take responsibility for meeting the customer’s office printing needs, including the printing equipment, supplies, services, and the overall management of the printer fleet. The resulting contract will be the primary Statewide Contract used by Executive Agencies for print-related services. The contract also will be open for use by all eligible entities, including cities and towns, local school districts, public institutions of higher education, public authorities, among others. Interested bidders are encouraged to review the bid documents in COMMBUYS – BD-18-1080-OSD03-SRC01-17661.
This is an open enrollment bid and the Strategic Sourcing Team (SST) anticipates accepting and evaluating proposals for up to 12 months. The evaluation and awarding of vendors, however, will begin immediately following the amendment deadline of July 10, 2017, in support of a new Executive Agency MPS policy, anticipated to become effective in
August 2017.
Interested bidders must acknowledge the bid to be apprised of any updates/amendments to the bid. To acknowledge the bid, login to COMMBUYS, navigate to the bid (using the Advanced Search, enter ITS69 in the Bid Description field) and select “Yes” on the Acknowledge Receipt and View Solicitation window. You must be a registered vendor to take this action.
Join the COMMBUYS Community!
Businesses must be registered in COMMBUYS to receive solicitation notices in your areas of interest, submit quotes, and transact business with entities using the CB system. Set up a free vendor profile at COMMBUYS.com today!
· Locate COMMBUYS vendor registration resources.
· Register to attend the Locate and Respond to Bids in COMMBUYS webinar.
· COMMBUYS Help Desk: 888-MA-STATE or .
Is an IT Purchase on Your To-Do List?
Consider Leasing through Newly Renewed Statewide Contract ITC49
Statewide Contract ITC49, offering acquisition term lease financing for information technology equipment, associated software, and other peripheral equipment, recently was renewed.
ITC49 contracts with Advanced Computer Services, Inc., ePlus Group, Inc., Hewlett-Packard Financial Services Company, and Ontario Investments, Inc. have been renewed through February 28, 2018, and OSD welcomes new contractor, Carousel Industries, which was awarded a contract through the same term.
Please note that the following businesses have not as yet renewed their ITC49 contracts and may not provide new services under ITC49: Apple Inc., IBM Corporation, Dell Financial Services LP, and Presidio, Inc. Their contracts, if renewed, will be reflected in COMMBUYS and the ITC49 Contract User Guide.
Forward questions to Jeanne Pestana at 617-720-3105.
NEW! Statewide Contract FAC104
Landscaping Products, Parks and Recreation Equipment, and Related Products, Supplies, and Services
To expand the offerings from the Commonwealth's previous Statewide Contracts for outdoor items such as plants, playgrounds, benches, and mulch (to name a few), OSD is pleased to launch Statewide Contract FAC104, with the following categories:
· Nursery Products
· Turf and Landscape Products
· Compost and Mulch
· Soil Aggregate Products
· Fertilizer, including Organic
· Playground Equipment
· Playground Surfaces
· Site Furnishings/Amenities
· Sport and Fitness Equipment
· Outdoor Shelter/Shade Structures
· Splash Pads and Water Play
· Parks and Recreation Installation and Maintenance
· Fencing, Railing, Decking, Partitions and Lockers
· Related Specialty EPP Products
Contract Highlights
· The number of FAC104 vendors – 33 – reflects a 50% increase over the predecessor contract (FAC79), affording a wider selection of manufacturers and increased opportunity for negotiation;
· Contractors were selected based on competitive pricing and/or discounts;
· Prompt Pay Discounts are provided by all contractors; Volume Purchase Discounts are available from some vendors – refer to the contractor’s Price Sheet on their MBPO in COMMBUYS;
· Contractors were awarded by category and county. Reference the FAC104 Contract User Guide for awarded categories by vendor and contract guidance.
Refer questions to Katherine Morse at 617-720-3153.
Business Process Redesign Services Available under Statewide Contract PRF61
Business Process Redesign Services (BPR) through Statewide Contract PRF65 ended on June 30. However, BPR continues to be available on Statewide Contract PRF61 for Management Consultants, Program Coordinators, and Planners Services – now with 16 additional awarded vendors in the following categories:
· Program Development, Organizational and Strategic Planning Services
· Professional Development Services
The newly awarded BPR contractors join the more than 70 previously awarded vendors providing expertise across an array of service categories. All contractors are listed in COMMBUYS and the PRF61 Contract User Guide.
Direct questions about BPR and other PRF61 services to Sorraia Tavares at 617-720-3304.
Note to Massachusetts Management Accounting and Reporting System (MMARS) Users: There are two PRF61 MAs set up in MMARS: PRF61* and PRF61A*(a continuation MA). All PRF61 vendors are located under one of these two MAs.
VEH95 Road Salt Pricing Reduced for 2017/2018 Winter Season
Good news for buyers wishing to take advantage of the supply and delivery of road salt for the 2017/2018 winter season: pricing through Statewide Contract VEH95 has been reduced by an average of 2.12% from last season, based on contract usage.
Interested VEH95 buyers are advised to submit the required Memorandum of Understanding (MOU) and Estimated Usage Form by August 10, 2017. Note that pre-treated road salt also is available via VEH95a. Contact your designated area vendor for product details.
Contract Resources
Contract information is available on COMMBUYS: Select Contract & Bid Search > Contracts/Blankets > Enter “VEH95” in the Contract/Blanket Description field. Each vendor’s MBPO page contains the contract RFR, VEH95 Contract User Guide, awarded pricing, and the MassDOT Highway Area map to identify your service location and associated vendor.
Refer all questions to Stephen Lyons, Deputy Strategic Sourcing Lead, at 617-720-3373.
Tradespersons Statewide Contracts: Test Your Knowledge
Several months ago, the Operational Services Division rolled out the first Tradespersons Statewide Contract, TRD01, (with additional trades contracts on their way) providing a long-anticipated list of service categories to address Department and municipal construction, installation, maintenance, and repair needs across the Commonwealth. Launching the Trades Statewide Contracts became viable with Governor Baker’s signing of the Act to Modernize Municipal Finance and Government regulation, which authorized OSD to issue blanket contracts for services for building construction and public works projects up to $50,000. Through our interactions with the buyer community, we realize that some questions about these contracts remain: the vetting of awarded vendors; how the TRD contracts work; and their overall utility for public entities. Test your knowledge...
1. In advance of award, vendors' qualifications go through comprehensive review.
This is true! We’ve done the due diligence work needed to find licensed and skilled tradespeople. OSD checks current trades licenses/certifications, all required insurance (including Comprehensive Commercial/Business Motor Vehicle Liability Insurance), and OSHA 10 certification. OSD collects and reviews business verification information provided by the Secretary of State’s Corporation Division or the city/town where the business was established, as well as three business references. View copies of vendors’ submitted forms, including the contractor’s experience, in COMMBUYS.
2. Getting quotes for your projects has been simplified.
Absolutely! TRD01 has over 70 vendors for your consideration with more on their way. Use COMMBUYS to forward a Statement of Work (SOW) to your selected vendors in a few clicks; non-Executive entities may reach out to vendors through email or by phone. Buyers may choose to use OSD’s SOW template or their own. We are looking forward to launching TRD02 and TRD03 and will do so once we have ample vendors to provide coverage across most regions and categories.
3. TRD projects are capped at $50,000.
Not necessarily. Services (labor) and project-related materials purchases are viewed differently. Services from TRD contracts are limited to $50,000 per engagement, but if the project requires additional equipment, parts, and/or materials, the total cost of the project may exceed $50,000. Refer questions about Construction Law as defined by M.G.L. c.149 or M.G.L. c.30, §39M to your legal counsel, the Attorney General's Office, and/or Inspector General's Office.
Did you know...The Commonwealth has negotiated a number of restrictions to prevent vendors from passing on additional costs. Contractors may not charge buyers a security deposit or additional insurance. They only may be paid for hours worked on location. No meals, commuting expenses, fuel surcharges, lodging, incidental expenses, or other expenses may be billed to the buyer.
4. The opportunity to add my local vendors to the contract has passed.
Fortunately, this concern is unfounded. The TRD01 contract is open for quote submissions through February 2018 and thereafter will be reopened every three months to accommodate additional vendors. TRD02 and TRD03 are similarly set up. Encourage your vendors to submit a quote – send them to mass.gov/trades or to the COMMBUYS Help Desk: 888-MA-STATE.
5. It's simple to learn who's on contract and their pricing information.
That’s correct! In addition to having dedicated contract records (MBPOs) in COMMBUYS with extensive vendor information, buyers have easy access to available vendor information in our Trades Index. It provides pricing information (maximum percent mark-up over prevailing wage and materials), prompt pay discounts, regional coverage specifications, and awarded trades categories by vendor. The Index is updated monthly and may be found at mass.gov/trades and in COMMBUYS.