Welcome to the Operational Services Division Commonwealth of Massachusetts

1. Welcome to the Operational Services Division Commonwealth of Massachusetts

2. How to Use Statewide Contracts & Navigating Comm-PASS

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

4. 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.

5. 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

6. 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

7. 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

8. 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

9. 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

10. On-line Resources

11. Searching for a Contract 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 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.

12. 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

13. 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.

14. 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!

15. 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 OSD Strategic 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

16. Before You Buy – Check for Cost Saving Opportunities • Surplus Propery Program • $ave$martProgram • Prompt Payment Discount

17. Surplus Property

18. Surplus Property

19. $ave $mart A Partnership between OSD & Statewide Contract Vendors for additional cost savings

20. $ave $mart

21. 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

22. 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.

23. What is Comm-PASS? • Buyer can locate: • RFR • Statewide Contracts • Departmental contracts • Post Bids • Vendors can locate: • Opportunities to bid • Buyer Specifications

24. Navigating Comm-PASS

25. 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

26. Searching for a Statewide Contract • Select the Contracts Tab

27. Searching for a Statewide Contract • Select the Search for a ContractLink

28. Searching for a Contract 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 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.

29. Searching for a Statewide Contract • Select theStatewide Contract Indicator & Document Status “Active” the click Search

30. Searching for a Statewide Contract • Select the Search Result Link at top

31. Searching for a Statewide Contract • View the Contract by selecting the glasses

32. Understanding Statewide Contracts • Read the Summary Tabfor basic information about the Statewide Contract

33. Understanding Statewide Contracts • The Rules Tabwill identify Calendar Rule Type and applicable Procurement Laws

34. Understanding Statewide Contracts • Issuer(s) Tabprovides Contract Manager information…

35. 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

36. Understanding Statewide Contracts • Use the OSD Updatefor guidance on “How to” use the contract found on the “Forms & Terms” Tab

37. Choosing a Statewide Contract Vendor • The Vendor Tabwill list all the AWARDED Statewide Contract Vendors

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

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

40. 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

41. 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-PASSHelpdesk 1-888-627-8283

42. 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

43. On-line Resources

44. 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