On this page you will learn the specifics on how to handle any type of change to your company’s information, from changing the email address for your company’s contact person, to filing paperwork in the event that your company merges with another company.

When a company initially signs a contract with the Operational Services Division, it is required to sign and complete several forms. Depending upon the information that has changed you will be required to submit forms or update information on your COMMBUYS Account. This web page provides information on frequent changes and the process for updating information with the Commonwealth.

 

  1. Contract Manager Contact information or New Contract Manager 
  2. Office Location (No Change to Legal or Remittance Address)
  3. Office Location and Remittance Address (No Change to Legal Address)
  4. Legal Address Change (With or Without a Change to the Remittance Address)
  5. Change to Remittance Address ONLY
  6. Add More Remittance Addresses (No Change to Current Remittance Address)
  7. EFT Account Information
  8. Company Name (No Tax ID Number Change)
  9. Tax Identification Number (TIN) Change
  10. Signatory Authorities (Additions/Deletions)
  11. SDP (Supplier Diversity Program) Partner

 

  1. Contract Manager Contact information or New Contract Manager

All updates to contract manager information for your business may be made within COMMBUYS. In addition, Email your OSD Strategic Sourcing Lead (SSL) with the name, email address, telephone number and job title of the new Contract Manager.

If the previous Contract Manager is no longer with your company and you do not know how to access your company’s  COMMBUYS Account, you may contact the  COMMBUYS Help Desk (commbuys@state.ma.us) for assistance.

 

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  1. Office Location (No Change to Legal or Remittance Address)

Update your office location in COMMBUYS.  There is no need for any other action/notification.

 

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  1. Office Location and Remittance Address (No Change to Legal Address)

Submit the following documents in hardcopy with original ink signatures to your OSD Strategic Sourcing Lead (SSL):

  • Letter on your company’s official letterhead, stating the changes that have occurred.  Specify that the company’s Legal Address has not changed.  Identify any additional changes that took place as a result of the move, such as phone or fax number.  Also, if your company does not have a DUNS number, that should be stated in the letter.
  • Massachusetts Substitute W-9 Form doc format of w_9.doc

IMPORTANT:  Make sure that the company’s name, dba (if any), and address are identical on both documents.  Be sure to include your DUNS number on the W-9 Form, unless stated in your letter that the company has no DUNS number.  Use the W-9 Form from the link above, NOT the U.S. Treasury version of the form.

Check to see if any of the information on your company’s COMMBUYS Account needs to be updated, and if so, make changes by logging into your account and updating it.

 

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  1. Legal Address Change (With or Without a Change to the Remittance Address)
Submit the following documents in hardcopy with original ink signatures to your OSD Strategic Sourcing Lead (SSL):

IMPORTANT:  Make sure that the company’s name, dba (if any) and address are identical on all three documents.  For the W-9 Form and Commonwealth Terms and Conditions, the Tax ID numbers must also match exactly.  Be sure to include your DUNS number on the W-9 Form, unless stated in your letter that the company has no DUNS number.  Use the W-9 Form from the link above, NOT the U.S. Treasury version of the form.

Check to see if any of the information on your company’s COMMBUYS Account needs to be updated, and if so, make changes by logging into your account and updating it.

Although nearly all Statewide Contracts receive payments via EFT, the remit address is important because this is the address that will be used by municipalities and other entities who do not use the Commonwealth’s accounting system.  It will also be used when EFT information is being changed, if for whatever reason the EFT payment is rejected, or if a hardcopy check was generated.

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  1. Change to Remittance Address ONLY

Submit the following documents in hardcopy with original ink signatures to your OSD Strategic Sourcing Lead (SSL):

  • Letter on your company’s official letterhead, stating the changes that have occurred.  Also, if your company does not have a DUNS number, that should be stated in the letter.
  • Massachusetts Substitute W-9 Form doc format of w_9.doc

IMPORTANT:  Make sure that the company’s name, dba (if any) and address are identical on both documents.  Be sure to include your DUNS number on the W-9 Form, unless stated in your letter that the company has no DUNS number.  Use the W-9 Form from the link above, NOT the U.S. Treasury version of the form.

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  1. Add more Remittance Addresses (No Change to Current Remittance Address)

Submit a letter on your company’s official letterhead, identifying the additional remit addresses, to your OSD Strategic Sourcing Lead (SSL).  This must be in hardcopy with original ink signatures.

Although nearly all Statewide Contracts receive payments via EFT, the remit address is important because this is the address that will be used by municipalities and other Contract users who do not use the Commonwealth’s accounting system.  It will also be used when EFT information is being changed, if for whatever reason the EFT payment is rejected, or if a hardcopy check was generated.

 

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  1. EFT Account Information

Download and complete the EFT Form and submit in hardcopy to your OSD Strategic Sourcing Lead (SSL).  The form must have the original signature of one of your company’s Signatory Authorities.   Including a voided check is optional.  Be sure to complete the section of the form entitled “Filling out this field is a requirement for changing account number.”  This must match the current information on file for your company.

The process for changing the EFT account takes approximately ten days.  While the new account is being tested, hardcopy checks will be sent to your company’s remittance address.

 

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  1. Company Name (No Tax ID Number Change)

Follow the above instructions for changing Legal Address.
 

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  1. Tax ID Number Change

This is the most complicated of all changes to make to your Statewide Contract, as a change in Tax ID is often the result of significant changes in the company’s organizational structure – for example, as the result of a merger, or acquisition of/by another company.  It is possible that the change may affect your company’s ability to continue to do business under the Statewide Contract.  For example, if your company is acquired by a company that has been debarred from doing business with the Commonwealth, your Statewide Contract could be suspended from new business or terminated.  The Statewide Contractor does not have the authority to transfer their Statewide Contract to another entity under any circumstances without the approval of the OSD Strategic Sourcing Lead (SSL).

Any changes other than to the Tax ID Number, such as name, address, contract manager, and so forth, will be covered by completing the process described below.

Begin the process with an email to your SSL, explaining the reason for the change in the Tax ID number.  Your SSL will ask for any additional information needed to determine whether the “new entity” is eligible to continue as a Statewide Contract holder.  Once your SSL has given approval for the identity change, provide the following forms in hardcopy with original signature to your SSL in accordance with the directions below.

Download the forms listed below. Print them and complete them unless otherwise directed below. 

  1. Contractor Authorized Signatory Listing doc format of consig.doc
    The person signing the forms below must be an Authorized Signatory on this form.  If the Authorized Signatory has not changed, include a copy of the latest Contractor Authorized Signatory Listing that was sent to your SSL.  Otherwise, download and complete this form in accordance with the instructions provided under “Signatory Authority (Additions/Deletions)”
  1. Change in Contractor Identity Form doc format of Change in Contractor Identity Form
    In the "Indicate Reason for Contractor Identity Change," put an explanation as to why the Commonwealth should allow the former Statewide Contractor's contracts to be reassigned to the new company.  Include sufficient information to assure reviewers that we can count on the new company to meet the obligations entered into by the former Statewide Contractor.  Attach an explanation if there isn't room on the form.
    Enter “NA” for all items referencing “Maximum Obligation.”
    When completing this form, on the first page, you will see the following:

CURRENT CONTRACTOR INFORMATION:

________(Check here if multiple contracts are affected; leave this section blank and attach a completed

 “Contractor Change Schedule of Multiple Contracts” instead.)

“Multiple contracts” refers to multiple STATEWIDE contracts, such as a company which had a Statewide Contract under ITS43 Technical Specialists and a separate Statewide Contract under ITC47 IT Computer Hardware and Services.  If your company has multiple engagements under a single Statewide contract, DO NOT “Check here,” DO complete the section below, and DO NOT complete the “Contractor Change Schedule of Multiple Contracts.”

CURRENT CONTRACTOR AMENDED INFORMATION

For the “TERMINATION DATE,” enter the date you want to have as the last day payments can be made to the former Statewide Contractor.  Once this date has passed, Contract users who use MMARS (the Commonwealth’s accounting system) will no longer be able to encumber payments.  It is acceptable for the current Statewide Contract to overlap with the new Statewide Contract for several months.  If your company has current engagements with Contract users, contact these clients to find out how quickly they can arrange to make payments to the new Statewide Contractor.  Executive Departments and other MMARS users “encumber” funds to a specific Statewide Contractor name and tax id, and changing the encumbrance can require significant lead time. 

NEW CONTRACTOR INFORMATION:

For the “START” date, enter the earliest date you would like the new Statewide Contract to be effective.  It will not actually be effective until all parties have signed the next page.

  1. MA Substitute W-9 Form doc format of w_9.doc
(Verification of Tax Reporting Information (W-9) Important:  Do NOT use the US Treasury version of this form.
  2. Commonwealth Standard Terms and Conditions doc format of c_tc.doc
  3. EFT application - Required ONLY if a new address is needed for payments via Electronic File Transfer.  Follow the link, complete the form online, PRINT the completed form, and include it in the package
  4. Supplier Diversity Plan – Required ONLY if you wish to change the Supplier Diversity Plan. Attach a new SDP Form 2 docx format of sdprplanform2
and a copy of your new partner’s SDO certification as an MBE or WBE.  You may not change your company’s commitment amount/percentage, or the type of plan you are offering, without the approval of your SSL.
  5. Consultant Contractor Mandatory Submission Form – Required ONLY if this was a part of your original RFR submission. 
  6. Letter on letterhead signed by the authorized signatory indicating the original name/Tax ID number, the new name/Tax ID number, the reason for the change, and the preferred effective date of the identity change.  If the legal address has changed, the new and old addresses must be included in the letter.  Also, if the remit address on the MA Substitute W-9 Form is different from the remit address currently on file, indicate whether the new remit address should be ADDED, or if it should REPLACE the old remit address.   In addition, reference any other changes being made or requested such as EFT, SDP Partner, Authorized Signatories, or the Consultant Contractor Mandatory Submission form.
    Important:  Please review package to be certain that all references to the company’s legal name, legal address, and tax identification number are the same on all documents.  If they are not exactly the same, the documents will be rejected.  “ABC Co Inc” is NOT THE SAME as “ABC Company Inc.”
  7. COMMBUYS Account
    Do not make changes to your Company’s COMMBUYS Account until after you have verified, by checking with your OSD SSL, that the change has been made effective.  Once this has happened, make any updates needed.
    If the previous COMMBUYS Account holder is no longer with your company and you do not know how to access your company’s COMMBUYS Account, you may contact the COMMBUYS Help Desk (commbuys@state.ma.us) for assistance.

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  1. Signatory Authorities (Additions/Deletions)

Download and complete the Contractor Authorized Signatory Listing and submit in hardcopy to your OSD Strategic Sourcing Lead (SSL).   Complete both pages of the form (page 2 is NOT optional for Statewide Contractors).  Include the names of all Authorized Signatories in the table on page 1:

AUTHORIZED SIGNATORY NAME

TITLE

 

 

The signature verification on page 2 may be done by either a Notary Public or your company’s corporate clerk.

 

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  1. SDP (Supplier Diversity Program) Partner

Send an email to your OSD Strategic Sourcing Lead (SSL) explaining the change.  Attach a new SDP Form 2 (Declaration of SDP Partners).  You may not change your company’s commitment percentage without the approval of your SSL (Strategic Sourcing Lead).

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