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 Comm-PASS SmartBid Account. This web page provides information on frequent changes and the process for updating information with the Commonwealth.

 

1 What if the Contract Manager information changes (name, e-mail, telephone or fax number)?

2 What if my company has moved - change in physical address?

3 What if there's changes to my company remit to address?

4 What if there's changes to my company legal address?

5 What if there's changes to the Signatory Authority?

6 What if there's a new "SDP Partner"(formerly known as AMP)?

7 What if there's changes to my EFT bank account?

8 What if my company name has changed?

9 What if my company Tax Identification Number (TIN) has changed?

10 What if there's a change in Comm-PASS SMARTBID Administrator (name, e-mail, telephone or fax number)?


What if my Information Changes Answers


1- What if the Contract Manager information changes (name, e-mail, telephone or fax number)?

In the event that there is any change to the Contract Manager for the Statewide Contract (name, e-mail, address and telephone or fax number) please do the following:

  • Send an e-mail with the updated information to your OSD Strategic Sourcing Services Lead (SSSL).
  • Send a letter to OSD Strategic Sourcing Services Lead (SSSL) on official letterhead describing the change.
    • Ten days after submitting paperwork to the OSD Strategic Sourcing Services Lead (SSSL), please check the Comm-PASS Vendor(s) tab for your contract to ensure the correct information is reflected.
  • Log into your company's Comm-PASS SmartBid account and make the change.
    • Business Directory updates occur in "real time" after updating the information in Comm-PASS, so please view the actual Business Directory listing to ensure the correct information is reflected.

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2 - What if my Company has moved - change in physical address (See Change to Legal Address below)?

If your company has an actual change in the physical address (physical address refers to the main location where you do business with the Commonwealth), statewide contractors are required to: send an e-mail with the new physical address to your OSD Strategic Sourcing Services Lead (SSSL). You will need to submit a signed updated W-9 form along with a letter on official company letterhead describing the change to your OSD Strategic Sourcing Services Lead (SSSL).

  • W-9 Massachusetts Substitute W-9 Form doc format of w_9.doc - Complete the Request for Taxpayer Identification Number and Certification Form (Massachusetts Substitute W-9) form and submit to your OSD Strategic Sourcing Services Lead (SSSL).
    • Ten days after submitting paperwork to the OSD Strategic Sourcing Services Lead (SSSL), please check the Comm-PASS Vendor(s) tab for your contract to ensure the correct information is reflected.
  • Log into your company's Comm-PASS SmartBid account and make the change.
    • Business Directory updates occur in "real time" after updating the information in Comm-PASS, so please view the Business Directory to ensure the correct information is reflected.

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3 - What if there's changes to my company's remit to address?

If the "remit to" address changes for your company, statewide contractors are required to send an e-mail with the new remit to address to your OSD Strategic Sourcing Services Lead (SSSL). You will need to submit a signed updated W-9 form along with a letter on official company letterhead describing the change to your OSD Strategic Sourcing Services Lead (SSSL).
 

  • W-9 Massachusetts Substitute W-9 Form- doc format of w_9.doc Complete the Request for Taxpayer Identification Number and Certification (Massachusetts Substitute W-9) form and submit to your OSD Strategic Sourcing Services Lead (SSSL).
    • Ten days after submitting paperwork to the OSD Procurement Manager, please check the Comm-PASS Vendor(s) tab for your contract to ensure the correct information is reflected.

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4 - What if there's changes to my company's legal address? 

If your company has an actual change in the legal (i.e. corporate) address statewide contractors are required to send an e-mail with the new legal address to your OSD Strategic Sourcing Services Lead (SSSL). Update and submit the following forms to your OSD Strategic Sourcing Services Lead (SSSL) along with a letter on official letterhead describing the change:
 

  • W-9 Massachusetts Substitute W-9 Form doc format of w_9.doc -Complete the Request for Taxpayer Identification Number and Certification (Massachusetts Substitute W-9) form and submit to your OSD Strategic Sourcing Services Lead (SSSL).
  • Commonwealth Terms and Conditions doc format of c_tc.doc - Complete updated Commonwealth Terms and Conditions.
  • Ten days after submitting paperwork to the OSD Strategic Sourcing Services Lead (SSSL), please check the Comm-PASS Vendor(s) tab for your contract to ensure the correct information is reflected.
  • Log into your company's Comm-PASS SmartBid account and make the change.
  • Business Directory updates occur in "real time" after updating the information in Comm-PASS, so please view the Business Directory to ensure the correct information is reflected.

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5 - What if there's changes to the Signatory Authority?

Any Contractor (other than a sole-proprietor or an individual contractor) must provide a listing of individuals who are authorized as legal representatives of the Contractor that can sign contracts and other legally binding documents related to the contract on the contractor's behalf. When this information changes, i.e. someone leaves your company or a new staff person is authorized to sign contracts, send an e-mail with the new signatory authority information to your OSD Strategic Sourcing Services Lead (SSSL). You will need to submit a signed updated Contractor Authorized Signatory Listing along with a letter on official company letterhead describing the change to your OSD Strategic Sourcing Services Lead (SSSL).

 

  • Contractor Authorized Signatory Listing doc format of consig.doc - Please complete this form and submit to your OSD Strategic Sourcing Services Lead (SSSL). Please note that, if your OSD Strategic Sourcing Services Lead (SSSL) requires you to complete and submit the second page of this form, then this second page must be notarized.

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6 - What if there's a new "SDP (formerly AMP) Partner"?

During the course of the contract there may be instances where you need to change your Supplier Diversity Program (SDP) Partner (formerly AMP). If you need to find a new SDP Partner, send an e-mail to your OSD Strategic Sourcing Services Lead (SSSL) and use the link below for the Supplier Diversity Office (SDO) website or call the SDP Help Desk for assistance. You will also need to submit a signed updated SDP Plan along with a letter on official company letterhead describing the change to your OSD SSSL.
 

  • Finding new SDO Certified Vendors - During the course of your contract there may be instances when you need to find additional SDO certified businesses to comply with your SDP Plan. The OSD SDP Help desk can provide you with assistance in locating a SDO certified business. The SDO website also provides a listing of Certified SDO businesses and is a helpful source for finding SDP partners. When using the SDO Directory of Certified Businesses to locate a business, please select the business type "All."
  • AMP Help Desk pdf format of helpdeskflyer.pdf - If you require assistance locating a SDO Certified Business, please contact the Supplier Diversity Office Help Desk at 617-720-3359 or via email at sdp@state.ma.us.
  • Updated SDP Plan - If the SDP Plan included Subcontractors, prior approval of OSD is required for any changes to subcontracted service of the Contract. Statewide contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors.

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7 - What if there's changes to my EFT Bank Account?

Electronic funds transfer (EFT) is the method of payment for all statewide contractors. If your EFT bank account changes, please complete the online form (See line below), print and sign the form and send it along with a voided check to your OSD Strategic Sourcing Services Lead (SSSL). Please note that it will take three to four weeks to change your EFT information.
 

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8 - What if my company name has changed?

If your company legal name changes (without a change in Tax Identification Number), you are required to send an e-mail with the name change information to your OSD Strategic Sourcing Services Lead (SSSL). Update and submit the following forms to your OSD Strategic Sourcing Services Lead (SSSL) along with a letter on official letterhead describing the change:
 

  • W-9 Massachusetts Substitute W-9 Form doc format of w_9.doc - Complete the Request for Taxpayer Identification Number and Certification (Massachusetts Substitute W-9) form and submit to your OSD Strategic Sourcing Services Lead (SSSL).
  • Commonwealth Terms and Conditions doc format of c_tc.doc - Complete updated Commonwealth Terms and Conditions.
  • Ten days after submitting paperwork to the OSD Strategic Sourcing Services Lead (SSSL), please check the Comm-PASS Vendor(s) tab for your contract to ensure the correct information is reflected.
  • Log into your company's Comm-PASS SmartBid account and make the change.
  • Business Directory updates occur in "real time" after updating the information in Comm-PASS, so please view the Business Directory to ensure the correct information is reflected.

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9 - What if my company Tax Identification Number (TIN) has changed?

If changes to your company require you to update your Tax Identification Number, send an e-mail with the updated TIN to your OSD Strategic Sourcing Services Lead (SSSL). Update and submit the following forms to your OSD Strategic Sourcing Services Lead (SSSL) along with a letter on official letterhead describing the change:
 

  • W-9 (Massachusetts Substitute W-9 Form) doc format of w_9.doc - Complete the Request for Taxpayer Identification Number and Certification (Massachusetts Substitute W-9) form and submit to your OSD Procurement Manager.
  • Change In Contractor Identity Form doc format of Change in Contractor Identity Form - This form must be completed if a statewide contractor is undergoing a structural change (e.g., merger, buyout, consolidation, etc.) that will result in a change in its Tax Identification Number (TIN).
  • Contractor Authorized Signatory Listing doc format of consig.doc (mandatory)
  • Supplier Diversity Program (SDP) Plan (if required under original RFR)
  • Supplier Diversity Office (SDO) Certification letter (if required under original RFR)
  • Consultant `Contractor Mandatory Submission Form doc format of Consultant Contractor Mandatory Submission Form (if required under original RFR, i.e. if Consultant Contract - HH, NN or UU object classes)
  • Ten days after submitting paperwork to the OSD Strategic Sourcing Services Lead (SSSL), please check the Comm-PASS Vendor(s) tab for your contract to ensure the correct information is reflected.
    Update your Comm-PASS SmartBid account - Prior to updating your SmartBid account, verify that your information has been updated in Comm-PASS. Please note that each night Comm-PASS cross checks Tax Identification Numbers against Statewide Contracts. If you change your TIN number on your SmartBid account prior to the OSD SSSL entering the information into the system, your Business Directory listing will not identify you as a statewide contractor. Once you have confirmed the information is updated in Comm-PASS:
  • Log into your company's Comm-PASS SmartBid account and make the change.
  • Business Directory updates occur in "real time" after updating the information in Comm-PASS, so please view the actual Business Directory listing to ensure the correct information is reflected

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10 - What if there's changes in Comm-PASS SmartBid Administrator (name, e-mail or telephone number)?

If there have been changes to the main administrator for your Comm-PASS SmartBid account, you must log onto the SmartBid account and update the information.

  • Business Directory updates occur in "real time" after updating the information in Comm-PASS, so please view the Business Directory to ensure the correct information is reflected.

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