COMMBUYS CLM Policy Update
Effective December 8, 2025, the Operational Services Division revised policy to simplify procurement processes for state agencies while ensuring state procurements continue to be conducted fairly, competitively, and in accordance with law. Per the 12/8/2026 update, agencies no longer are required to use COMMBUYS CLM for the following activities:
- Creating Requests for Response (RFR) and Bid Amendments
- Creating Evaluation Criteria
- Executing the Standard Contract Form and Contract Amendments
- Creating Contract Package Documents (Form W-9, Contractor Authorized Signatory Listing (CASL) Form, Prompt Payment Discount (PPD) Form, Electronic Funds Transfer (EFT) Form)
With this change, agencies no longer are required to have a fully populated electronic “Contract Folder” in COMMBUYS CLM; however, agencies still are required to maintain a Procurement File pursuant to 801 CMR 21.06(1). Refer to the policy memo for additional details. Agencies still must use COMMBUYS CLM to request policy waivers.
Requesting Policy Waivers in COMMBUYS CLM
Agencies still must maintain a COMMBUYS CLM account for the following processes:
- Requests for approval to post Due Diligence Notices of Intent (NOIs)
- Requests for waivers from the mandatory use of Statewide Contracts
- Requests for approval to enter into Interim Contracts
- Requests to join or make purchases from other Cooperative Contracts
- Requests to make purchases from State Agency Departmental Contracts (select “Other” from the dropdown menu)
- Other procurement exceptions requiring OSD approval
OSD offers a job aid and a video to assist agencies with requesting procurement exceptions in COMMBUYS CLM.
Refer CLM policy questions to the QA unit at OSD.QA@mass.gov. If you need COMMBUYS CLM technical assistance, contact the OSD Help Desk at 888-627-8283.
COMMBUYS CLM Overview
COMMBUYS Contract Lifecycle Management (CLM) is a simple solution to manage the creation of RFR, RFQ, Renewal, Amendment, Emergency, Interim, and Due Diligence posts, and supporting documents needed during the procurement process. CLM serves as a repository for required and miscellaneous contract-related documents and easily facilitates the contract execution process – including the use of Adobe Sign to execute contracts with vendors. COMMBUYS CLM use is encouraged by Executive Departments and is not currently available to other purchasing entities.
Why COMMBUYS CLM?
While CLM now is optional, other than for exception requests, Executive Departments still may choose to take advantage of the tool’s benefits:
- Automates and streamlines the contract lifecycle process
- Facilitates contract management for the complete contract lifecycle, from creation to execution to renewal to expiration. It offers tracking and archiving abilities with a searchable database
- Allows contract managers to create contracts and other documents efficiently and effectively through collaboration with Sourcing team members
- Creates ease of mind by establishing an organizational process
Training
Job Aids and Guides with step-by-step instructions
- Job Aid: How to Request a Procurement Exception in COMMBUYS CLM
- Job Aid (video): How to Request a Procurement Exception in COMMBUYS CLM
- COMMBUYS CLM Training FAQ
- Job Aid: How to Create a New Sourcing Strategy in COMMBUYS CLM
- Job Aid: COMMBUYS CLM Bid Package Creation
- Job Aid: COMMBUYS CLM Sign In with Single Sign On (SSO)
- Guide: Renewing Contracts in COMMBUYS CLM
- Guide: COMMBUYS CLM Approval Instructions
- Guide: COMMBUYS CLM Legal Approval Instructions
- Guide: COMMBUYS CLM Organization Administrator Instructions
- Guide: Awarding Contracts in COMMBUYS CLM