Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Welcome to the Operational Services Division Commonwealth of Massachusetts

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved How to Use Statewide Contracts & Navigating Comm-PASS

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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. eligible entities

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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 Quotation Is it required? -Check OSD Update -Language of the RFR

Office of Training and Outreach Copyright© 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 Contractdocument number on all your documents – Request for Quotes – Purchase Orders – Payment Vouchers – s and faxes to vendors or procurement manager

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved On-line Resources

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved 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.

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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.

Office of Training and Outreach Copyright© 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!

Office of Training and Outreach Copyright© 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 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

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Before You Buy – Check for Cost Saving Opportunities Surplus Propery Program $ave$mart Program Prompt Payment Discount

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Surplus Property

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Surplus Property

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved $ave $mart A Partnership between OSD & Statewide Contract Vendors for additional cost savings

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved $ave $mart

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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.

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Navigating Comm-PASS

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved 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 Copyright© Operational Services Division All Rights Reserved Searching for a Statewide Contract 1.Select the Contracts Tab

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Searching for a Statewide Contract 2.Select the Search for a Contract Link

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved 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.

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Searching for a Statewide Contract 3.Select the Statewide Contract Indicator & Document Status “Active” the click Search

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Searching for a Statewide Contract 4.Select the Search Result Link at top

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Searching for a Statewide Contract 5.View the Contract by selecting the glasses

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Understanding Statewide Contracts 1.Read the Summary Tab for basic information about the Statewide Contract

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Understanding Statewide Contracts 2.The Rules Tab will identify Calendar Rule Type and applicable Procurement Laws

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Understanding Statewide Contracts 3.Issuer(s) Tab provides Contract Manager information…

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Choosing a Statewide Contract Vendor 5.The Vendor Tab will list all the AWARDED Statewide Contract Vendors

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved Vendor Information Here you will find the Contact Person, Phone Number and for the Vendor.

Office of Training and Outreach Copyright© 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.

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved 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 Helpdesk

Office of Training and Outreach Copyright© 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

Office of Training and Outreach Copyright© Operational Services Division All Rights Reserved On-line Resources

Office of Training and Outreach Copyright© 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 address on sign-in sheet and I will send you a copy of this Power Point. Register: for a Comm-PASS Class: Go to: Click: OSD Events & Training Click: OSD Training & Event Calendar