Each Statewide Contract has its own unique compliance and reporting requirements. Statewide contractors are responsible for understanding and complying with reports and timeframes. Contractors should review the RFR and the commitments that were made in their RFR responses. Some contracts may include a penalty if reports are not submitted on time or for non-compliance with other contract requirements. Statewide contractors are responsible for understanding and complying with all reporting requirements.

 

Statewide Contract - Scope of Contract

Statewide contractors must adhere to the following sales/marketing requirements and limitations regarding their Contract: Vendors may only sell those goods and/or services for which they are awarded a Statewide Contract pursuant to the terms and conditions applicable to the awarded contract.

 

Comm-PASS SmartBid Account

Statewide contractors must ensure that information provided to their Comm-PASS SmartBid Account is accurate. The information provided by you not only displays in the Business Directory but also provides a way for OSD to communicate with you. Statewide contractors should maintain accurate and current information through their subscriber profile update capacity.

Registering Business with the Secretary of the Commonwealth

  • Any individual who is doing business under a name other than his or her own name must file a business certificate in the city or town hall where the business is to be located, or by incorporating with the Secretary of the Commonwealth
  • Foreign corporations must register with the Secretary of State within 10 days of starting to transact business in the Commonwealth


Subcontracting Policies

Prior written approval of the OSD Procurement Manager is required for any subcontracted service of the Contract. Statewide contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors. Additional information can be found in section 9 of the Commonwealth Terms and Conditions. doc format of c_tc.doc


Vendor Contact Information

Changes to the following statewide contractor contact information must be promptly reported via e-mail to the OSD Procurement Manager: company name, legal address, remittance address, company contract manager name, telephone number and email address, tax identification number, authorized signatories, SDO-certification status, changes to SDP Plan or EFT information. It is the responsibility of the statewide contractor to ensure that this information is received by the OSD Procurement Manager. In some instances additional paperwork will be required to be submitted along with a letter on official company letterhead. Please review the "What if my Information Changes" web pages for additional information.


Marketing

When promoting the goods and services on Statewide Contract, a contractor's marketing information must be factual in nature and not critical of other statewide contractors. Contractors must not display the Commonwealth of Massachusetts Seal for commercial purposes as use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law. Most Statewide Contracts require Contractors to seek and receive prior written approval before distributing marketing information to eligible entities. If you are in doubt about the marketing requirements of your Statewide Contract, you are advised to contact your OSD Procurement Manager.


Reporting Requirements

Each Statewide Contract has specific reporting requirements. Reporting information may include; Contract Engagement/Sales Report, Supplier Diversity Program Expenditure Report, $ave$mart Activity and Savings Report and others. Statewide contractors are advised to review the RFR and their response to determine reporting requirements and timelines.

 


If you would like more detailed information about the state procurement process, please refer to the Commonwealth's Procurement Information Center.