Blog Post

Blog Post  Steps to Consider If You’re Interested in Statewide Contracting Part 2

11/21/2022
  • Operational Services Division

Steps to Consider If You’re Interested in Statewide Contracting: Part 2 of 2

The Operational Services Division frequently is approached by vendors looking to do business with the state, and the agency suggests steps vendors may take if they are interested in selling their products and services to Commonwealth public purchasers.

In our first segment, we offered steps vendors may take so they are poised to respond to bid opportunities once posted in the state’s procurement system, COMMBUYS. In this installment, we discuss additional actions vendors may take once the state announces its intent to post a Statewide Contract (SWC) bid and suggested activities once the bid is posted.

Actions to Take as the Bid Opportunity Approaches

The state announces its intent to post a SWC bid opportunity (Intent to Procure notice) at least 40 days in advance of the release of the RFR. During this time, vendors should review their progress against the previous recommendations and consider the following actions:

  1. Assemble your bid team, the individuals who will review the RFR, once posted, gather the required information and documentation, and submit the quote in COMMBUYS. The team may consist of project managers, legal and finance staff, and the individuals who prospectively will manage the Statewide Contract.
  2. Consider adjusting the business’ commodity codes in COMMBUYS, as appropriate, to be in line with those provided on the Intent to Procure notice.
  3. Investigate possible Supplier Diversity Plan (SDP) partners. In most cases, SWC vendors must commit to spending a specific percentage of their contract sales with qualifying diverse businesses. Understand which businesses are eligible to serve as SDP partners and use the state’s Directory of Certified Businesses and the U.S. Veterans Administration Vendor Information pages to identify possible sub-contractors or partners that may provide general business support to your organization by way of janitorial, accounting, legal, catering, or IT services, for example.

 

Actions to Take When the Bid is Posted

  1. Acknowledge the bid to be apprised of any updates/amendments to the bid: Login to COMMBUYS, navigate to the bid using the Advanced Search, and select “Yes” on the Acknowledge Receipt and View Solicitation window.
  2. Thoroughly review the RFR document and compile a list of questions.
  3. Attend the Bidders Conference, if offered, and submit questions through the Q & A feature in COMMBUYS.
  4. Assemble all required information and documentation.
  5. Plan ahead! Allow sufficient time to submit your quote in COMMBUYS. This timeframe may vary widely; however, vendors are advised – at a minimum – to begin several days in advance of the bid opening date (due date) and at a time when OSD Help Desk staff are available (M-F, 8 a.m. – 5 p.m.) should they have questions. Late submissions will not be accepted.
  • Operational Services Division 

    Where government meets business and business meets government through procurement, business diversity, and customer focus.
  • Help Us Improve Mass.gov  with your feedback

    Please do not include personal or contact information.
    Feedback