Blog Post  Purchasing from Statewide Contracts - Tips for Municipalities and Other Eligible Entities

Statewide Contracts (SWCs) are an easy way to realize cost benefits and secure time savings. They offer state-negotiated pricing and benefits, and organizations may use SWCs to forgo the extensive time needed to develop solicitations, issue bids, evaluate responses, and execute contracts. Purchases from Statewide Contracts also meet the requirements of M.G.L. c. 30B, § 1(c) provided buyers adhere to the guidelines outlined in each Statewide Contract User Guide. Here are a few tips to help you navigate Statewide Contracts and ensure you reap the benefits our contracts offer. 

Review the Statewide Contract User Guide

Each Statewide Contract offers a User Guide that provides contract details and guidelines for proper use of the contract. It’s important to read this document thoroughly to ensure you take full advantage of the negotiated benefits and adhere to the contract’s guidance to meet 30B requirements.

User Guides include contract benefits, such as prompt pay discounts and extended warranties, pricing, quote requirements, emergency services, environmental specifications, return policies, and expectations buyers should have when working with awarded vendors. The table of contents will help you navigate areas of the User Guide, including:

• Contract Name and Contract Number – you must advise vendors you are seeking goods/services related to the specific Contract, identified by the Contract number
• Contract Summary – quickly determine if the contract covers what you need
• Find Bid/Contract Documents – link to contract documents, including Price Sheets in COMMBUYS – no login required!
• Pricing, Quote, and Purchase Options – explains the contract’s pricing structure which varies from contract to contract, e.g., Products – price sheets, discounts off MSRP or list price; Services – hourly rates or mark-up percentages over prevailing wage
• Additional Information/FAQs – various contract guidance including frequently purchased items, available discounts, and Statement of Work templates
• Vendor List and Information – summarizes all vendors, awarded categories/regions, phone numbers, and emails

Purchasing Basics

For products where a contract price is established:

1. Review the Price File in COMMBUYS, linkable from the Contract User Guide
2. Reach out to the vendor(s) via phone or email and identify the SWC number, e.g., FAC116
3. Suggested message: Please provide the best price available through OSD Statewide Contract [Contract Number], including all applicable discounts and warranties, for the following items…

For purchases that require quotes:

1. Follow the quote guidance provided in the Contract User Guide. As a best practice, contact all vendors eligible to provide that product or service. Note that for services, some contracts offer a Statement of Work (SOW) template for buyer use/ consideration.
2. Follow steps 1-3, provided above.

Contact the OSD Help Desk with questions at 888-MA-State (627-8283).