Appendix D

Transaction Matrix

The purpose of the matrix below is to give direction to user Departments for purchasing commodities and services. When the “Contract Documentation Required” column indicates that a statewide contract is required, it assumes that there is a statewide contract executed and on file with the Operational Services Division and the Master Agreement (MA) is available for Departmental use.

 

Statewide Contracts Any Value:

Statewide Contracts
Any Value
TransactionSecondary
Review
Contract Documentation Required
Commodity on Statewide ContractRQS/PC/PRC,N/AMA number referencing a statewide contract. Purchase Order for Commodities and/or Services (or the equivalent).
Commodity leases on statewide contractRQS/CT/PRC
RPO/PRM
N/AMA number referencing a statewide contract. Purchase Order for Commodities and/or Services (or the equivalent).
Services on Statewide ContractRQS/CT/PRCN/AMA number referencing a statewide contract. Purchase Order for Commodities and/or Services (or the equivalent).

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Incidental Purchases / Purchases up to $10,000 (purchases NOT on Statewide Contract):

Incidental Purchases / Purchases up to $10,000 (purchases NOT on Statewide Contract)TransactionSecondary
Review
Contract Documentation Required
Commodity or Service not on Statewide ContractINP (<$5,000)N/A

Object codes in EE, FF, GG, JJ, KK, RR do not require T&C/SCF, invoice only*

Object codes in HH, LL, MM, NN do not require T&C/SCF <$5,000, invoice only*

Commodity or Service not on Statewide ContractGAP/GAE/GAX (>$5,000-$10,000)N/AObject codes in HH, LL, MM, NN require T&C/SCF >$5,000
Commodity or Service not on Statewide Contract

RQS/CT/PRC RPO/PRM (service)QS/PC/PRC (commodity)
(any amount)

 

N/AT&C/SCF required if these transactions used

*T&C/SCF is recommended for any purchase requiring complex specifications, performance terms, or contractual terms (such as ownership of deliverables). The AGO has advised against Departments signing vendor contracts, purchase orders, or invoices with contractual terms, including website shopping carts and click-through agreements.

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<$150,000 - Small Procurements:

<$150,000 - Small ProcurementsTransactionSecondary
Review
Contract Documentation Required
Commodity or Service not on Statewide Contract

RQS/PC/PRC
(Commodity)

RQS/CT/PRC, RPO/PRM
(Service)

N/A* Standard Contract Form with ink signature and RFR reference number in the MMARS Board Award field are always required. RFR and electronic responses are required through COMMBUYS. Departments must check the “SBPP Only” button when posting a small procurement RFR.
Commodity leases not on Statewide Contract

RQS/CT/PRC
RPO/PRM

 

N/A* Standard Contract Form, with ink signature and RFR reference number in the MMARS Board Award field are always required. RFR and electronic responses are required through COMMBUYS. Purchase Order for Commodities and/or Services (or the equivalent)

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>$150,000 - Large Procurements:

>$150,000 - Large ProcurementsTransactionSecondary
Review
Contract Documentation Required
Commodity or Service not on Statewide Contract

RQS/PC/PRC
(Commodity)

RQS/CT/PRC, RPO/PRM
(Service)

Generally, $150,000 or above by OSD* Standard Contract Form with ink signature and RFR reference number in the MMARS Board Award field are always required,Solicitation: two screen shots: (a) the SUMMARY page, including the Related Contract Number value and (b) RULES page specifying “Online Responses Are Accepted.
Commodity leases not on Statewide ContractRQS/CT/PRC, RPO/PRMGenerally, $500,000 or above by CTR* Standard Contract Form, RFR and electronic responses are required through COMMBUYS a COMMBUYS screen print of the RFR and response files, RFR reference number in the MMARS Board Award field. Purchase Order for Commodities and/or Services (or the equivalent).

*The contractor must sign the applicable Commonwealths Terms and Conditions prior to executing the Standard Contract Form. The applicable Commonwealth Terms and Conditions needs to be signed only once for the contractor to do business with any Commonwealth Department. It must be recorded in the MMARS Vendor/Customer (VCUST) table. Once recorded, Departments should NOT ask contractors to re-sign the Commonwealth Terms and Conditions unless required due to a change in Tax Identification Number or other business change.

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