mass.gov/osd © 2015 Operational Services Division. All Rights Mass_OSD OSD Programs and Services MCPPO - Supplies and Services Contracting As prepared by Training, Outreach, and Events

2 Agenda Contracts What is a Statewide Contract/Master Blanket Purchase Order? Who can use Statewide Contracts/Master Blanket Purchase Orders? Benefits of Purchasing from Statewide Contracts/Master Blanket Purchase Orders COMMBUYS demonstration Getting Familiar with Online Resources Other Costs Saving Programs Additional Resources

3 Operational Services Division Administrates the procurement process by: Establishing Master Blanket Purchase Orders for goods and services that provide customer satisfaction and ensure best value Supporting the socioeconomic and environmental goals of the Commonwealth (EPP, SDP, SBPP) Providing specific programs & services that support the procurement process Establishing policy and procedures to ensure compliance with all state laws, regulations and executive orders Managing the Commonwealths On-line Procurement System (COMMBUYS)

4 Statewide Contracts Defined Master Blanket Purchase Orders (MBPOs) Statewide Contracts (SWC) are procured by OSD for specific commodities and/or services and are required for use by all executive agencies and recommended for use by other eligible entities. COMMBUYS – Master Blanket Purchase Orders (MBPOs) Contract Management

5 Who is Eligible to Use Statewide Contracts?  Required for use by all Executive Agencies: - Department of Transportation (DOT) - Department of Recreation and Conservation (DCR) - Department of Agriculture (AGR) - ETC  MGL Chapter 30B : - Numerous Exceptions are available in MGL c. 30B, including the provision that allows cities and towns to utilize Statewide Contracts.

6 Who can use Statewide Contracts? ALL Municipal Departments: Cities, Towns, Districts, Counties, etc. Public libraries, public schools, and charter schools Public higher education institutions Constitutional Offices - Legislative and Judicial Branches - Executive Branch Departments (mandatory) Independent public authorities, commissions, and quasi-public agencies Public hospitals owned by Commonwealth Public purchasing cooperatives Not For Profits doing business with the Commonwealth Other states and territories Other entities (designated in writing by the State Purchasing Agent)

7 Benefits of Statewide Contracts Eliminates Procurement Process Leverages Contract Expertise Aggregates Buying Power Oversight Vendor Management (OSD) Prompt Payment Discount $ave$mart

8 Benefits of Using a Statewide Contract? Strategic Sourcing Approach

9 Best Value Contracts What is a “best value” contract? Measures factors beyond cost; consider total value Efficient and effective

10 Your Responsibilities Read and comply with contract user guide instructions for use Reference the (SWC/MBPO) number when communicating with seller Follow internal laws, policies, and regulations of your organization Follow internal record keeping requirements Ask questions when in doubt

11 Statewide Contract purchasing tools Tools available for searching

12 Statewide Contract List & Index Searchable excel spreadsheet for commonly purchased goods and service available on Statewide Contract

13 Contract User Guides Provide important information related to purchasing from the Statewide Contract

14 What is an OSD Contract User Guide? Get Familiar! Strategic Sourcing Lead creates and maintains the document Notify departments that a new contract(s) has been executed and is available for use Publicize any changes to existing Statewide Contracts. -Contract Renewal -New Pricing -Addition/Deletion of Contractor -OSD Program participation (EPP, SDP, SBPP) Found under the “Attachments” section in COMMBUYS

15 SWC Contract Listing COMMBUYS – How to Locate and Read a Master Blanket Purchase Order

16 Documentation/Reporting Requirements Buyer Responsibilities: Maintain proper documentation of your purchase You may be called upon to report on: Utilization/spend Vendor performance Customer Satisfaction Follow any/all internal practices related to documentation requirement Include the SWC# on all documentation/correspondence

17 Frequently Asked Questions: 1.How can I tell if a Master Blanket Purchase Order requires a quote? 2.What if a contractor is unresponsive to my quote request? 3.What if I have a problem with pricing and terms? 4.What if a contractor wants to sell me something that is NOT on the Master Blanket Purchase Order? 5.Where do I send a business that wants to know “How to do business with the state?”

18 A closer look at some goods/services 1.OVM10 – Purchase of Vehicles: Gasoline, Hybrid and Other Alternative Fuel Vehicles 2.OFF36 – Office Suppliers, Recycled Paper and Envelopes 3.PRF51 – Training Services

19 OSD Cost Saving Programs Surplus Property $ave$mart Prompt Payment Discount

20 Surplus Property

21 Surplus Property

22 $ave$mart Program SaveSmart opportunities change frequently! Before you buy, visit the SaveSmart Page: From >Buy From a Statewide Contract >SaveSmart Program

23 Cost Savings Opportunities Prompt Payment Discounts Discounts for payments made within the number of days specified on the Master Blanket Purchase Order Turnaround measured from date service is rendered/goods received or receipt of valid invoice (whichever is later) Based on 10, 15, 20, or 30 day turnaround FY 2012FY 2013 (first quarter only) Discounts Taken$6,973,832$2,074,250

24 Additional Resources COMMBUYS Helpdesk Phone: OSD Training, Outreach & Marketing Operational Services Division Phone

25 CONNECTING BUSINESS WITH GOVERNMENT The Commonwealth of Massachusetts’ Web Based Electronic Procurement And Purchasing System for Public Entities Statewide

26 What Is COMMBUYS?  COMMBUYS Is The Operational Services Divisions (OSD) Web-Based Electronic Procurement And Purchasing System  COMMBUYS Replaced The Previous Procurement Access & Solicitation System (Comm-PASS) And Is A Fully Functional And Integrated E-Procurement System.

27 One Year Later…  Announced in March 2014, Today COMMBUYS User Support Resources include: Fully Staffed Help Desk Software Trainers / Training Curriculum/ JobAids Sourcing  Establishment of the COMMBUYS Enablement Team Four Dedicated Regional Representatives for State Procurement and Purchasing Consultants Active members of Procurement associations

28  The State Has Made Significant Investments In A Scalable E- Procurement Solution For Use By Executive Agency, Municipality and Other Eligible Entities  COMMBUYS Is Web-based ~ No IT Support or Investment Required Implement ~ Access From Any Computer With Internet Access  Have Access To and Purchase From More Than 100 Statewide Contracts (SWC )  Create, Post, & Manage Your Bids to Over 11,000 Vendors COMMBUYS For Cities and Towns

29 What Are Statewide Contracts (SWCs)?  Procured For Specific Commodities And/Or Services  Are The Result Of A Fair Open and Competitive Process And Represent The ‘Best Overall Value’  Mandated for Use By All Executive Agencies for all purchases  COMMBUYS is Recommended For Cities and Towns School Districts Higher Education And Others!!

30 Sample Statewide Contracts  City and Town Government ITC47 IT Hardware and Services Contract ITT46 Network and Cell Services OVM10 Vehicles OFF32 Photocopier and Print Supplies  Police Fire & Public Safety CLT07 Clothing and Uniforms FIR04 Public Safety Equipment Supplies Services  School Districts FAC 64 Security Surveillance & Monitoring Systems OFF35 Art & Instructional Supplies OFF38 Cubicles, School and Library Furniture FAC79 Landscaping Green Roof Products and Playground Equipment GRO32 Dairy Products  Dept. of Public Works and Facilities/Maintenance FAC85 EPP Green Products, Services and Equipment FAC 88 Lawn & Grounds Equipment FAC76 Maintenance Repair & Operations Products Supplies & Services VEH95 Sodium Chloride ( Road Salt)

31 Inquiry and Search (Vendors/ Products/ Services) Catalogue and Contract Ordering Bid Posting and Management Workflow Enabled Requisitions and Purchase Orders Vendor / Contract Management Components of COMMBUYS

32 COMMBUYS Success To Date # of Orders Placed in COMMBUYS 15,950 # of Bids Posted on COMMBUYS 3,891 Catalog Line Items Available to Order 483,441 Vendors Registered in COMMBUYS 11,073 Value of OrdersOver $98 Million Average Weekly Total of New Purchases Made in COMMBUYS ~ $1,660,344* as of

33 To Get Started To Schedule A COMMBUYS Enablement Meeting For Your Municipality, please contact us at: Call