Appendix B

Procurement Process at a Glance - Quick Reference Chart for the Procurement of Goods and Services under 801CMR21.00

Large Procurement

Procurement
Value
Procurement
Process
Procurement
Responsibility
Contract FormsSecondary
Reviews
Large procurement
(Total value greater than $150,000)

Post RFR on COMMBUYS as a Bid. The RFR also may be advertised elsewhere (optional), but must refer Bidders to COMMBUYS.

Must accept written response ONLY online via COMMBUYS.

Supplier Diversity Program (SDP) Plan required.

OSD conducts statewide contract procurements or designates to a Department.

Departments may conduct their own procurement: (1) if the commodity/ service is not available on statewide contract or (2) if the commodity/ service is available on a statewide contract and permission to not use the statewide contract and to procure on own is requested and approved in writing by OSD.

Commonwealth Terms and Conditions (T&C) signed once by each contractor.

Standard Contract Form (SCF).

Other RFR attachments.

Procurements for human and social services use the Commonwealth Terms and Conditions for Human and Social Services.

See CTR policy State Finance Law and General Requirements and Good and Services for additional details for contract execution (available on the CTR’s website).

Yes, if greater than $500,000 for services [CT] by CTR.

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Small Procurement

Procurement
Value
Procurement
Process
Procurement
Responsibility
Contract FormsSecondary
Reviews
Small procurement (Total value equal to or less than $150,000)

Post RFR on COMMBUYS as a Bid. The RFR also may be distributed in newspapers (optional) or as required by statute.

Must accept sealed written response ONLY online via COMMBUYS.

Supplier Diversity Program (SDP) Plan encouraged.

As required by the Small Business Purchasing Program, award to a registered small business, if meets all RFR requirements.

This type of procurement is conducted by each Department individually: (1) if the commodity/ service is not available on statewide contract or (2) if the commodity/ service is available on a statewide contract and permission to not use the statewide contract and to procure on own is requested and approved in writing by the Assistant Secretary for Operational Services, or designee.

Commonwealth Terms and Conditions (T&C) signed once by each contractor.

Standard Contract Form (SCF).

Other RFR attachments.

Procurements for human and social services use the Commonwealth Terms and Conditions for Human and Social Services.

See CTR policy State Finance Law and General Requirements and Good and Services for additional details for contract execution (available on the CTR’s website).

No, if Department has full delegation.

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Incidental Purchase

Procurement
Value
Procurement
Process
Procurement
Responsibility
Contract FormsSecondary
Reviews
Incidental purchase (Total value less than $10,000)
 
Reasonable price. See “Incidental Purchase” guidanceThis type of procurement is conducted by each Department individually, if the commodity/service is not available on statewide contract.

Invoice. SCF/T&C not required for incidental purchases <$5,000; See chart in Appendix B

for object classes that do not require SCF/T&C for purchases up to $10,000.

No

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