Statewide Contractor Administration Fee
Each quarter, Statewide Contract Vendors are required to report total sales from Eligible Entities. In addition to the sales report, a 1% Administration Fee, based on sales adjusted for credits or refunds, is to be remitted. Get additional details on the Administration Fee FAQs page.
Important Update: New Administration Fee Reporting Process Beginning with FY23 Q1 Reporting
Effective October 2022, Statewide Contract Vendors will use the VRM system to submit both their quarterly Sales Reports, as well as Administration Fee payments. This new process will affect FY23 Q1 (July 1, 2022 - September 30, 2022) Administration Fee payments.
Refer questions to the OSD Help Desk at 888-MA-State (627-8283).
Statewide Contract Sales Reporting
In addition to Administration Fee Reporting, Statewide Contract Vendors are required to report sales data for the previous quarter through the Vendor Report Management (VRM) portal. Refer to our Submitting Statewide Contract Sales Reports page for additional information.
Important Changes Effective October 2022 - New Administration Fee Payment Process and Revised Deadlines for Sales Reporting
Effective October 2022, Statewide Contract Vendors will use the VRM system to submit both their quarterly Sales Reports, as well as Administration Fee payments. This new process will affect FY23 Q1 (July 1, 2022 - September 30, 2022) Administration Fee payments.
Revised Deadlines for Sales Reporting
Note that Sales Reporting deadlines will be revised beginning with FY23 Q1 reporting to accommodate the new Administration Fee reporting process. Sales Reports will be due 30 days after the conclusion of the calendar quarter: January 31, April 30, July 31, and October 31.
Administration Fee payment due dates will remain unchanged - 45 days after the conclusion of the calendar quarter: February 15, May 15, August 15, and November 15.
If you have questions, contact the OSD Help Desk at 888-MA-State (627-8283).
Statewide Contract - Scope of Contract
Vendors may sell only those goods and/or services for which they are awarded a Statewide Contract and in accordance with the terms and conditions applicable to the awarded contract.
Statewide Contract - Additional Requirements
In addition to the Reporting and Scope requirements noted above, each Statewide Contract has unique requirements. Statewide Contractors should review the RFR and the commitments made in their RFR Response. Some Statewide Contracts impose penalties (for example, contract suspension or termination or monetary penalties) for non-compliance with Statewide Contract requirements. Statewide Contractors are responsible for understanding and complying with all Statewide Contract requirements. Statewide Contractors should ensure that all of their employees or representatives (such as sales representatives and invoicing staff) who deal with Buyers are aware of the Statewide Contract requirements.
COMMBUYS Profile Maintenance
Always keep your COMMBUYS profile up to date, which also includes ensuring that the UNSPSC commodity codes associated with your account are accurate. Contact OSDHelpDesk@mass.gov if you are not able to access the account. Assign someone from your staff to monitor the email address listed on your COMMBUYS registration, so that you will be notified when your contract is being renewed or rebid, or as new bid opportunities matching your commodity codes become available.
Subcontracting Policies
Statewide Contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors. Additional information may be found in Section 9 of the Commonwealth Terms and Conditions. Many Statewide Contracts require advance approval of the Buyer for use of subcontractors and other Statewide Contracts require disclosure of subcontractor information, if requested by the Buyer. Some Statewide Contracts may require approval of the Statewide Contract Manager prior to the use of subcontractors.
Registering Your Business with the Secretary of the Commonwealth
Any individual doing business in the Commonwealth using a name other than their own must file a business certificate in the city or town where the business is located, unless the business has been incorporated and files annual reports with the Secretary of the Commonwealth.
Foreign corporations must register with the Secretary of the Commonwealth within 10 days of starting to transact business in the Commonwealth, except in unusual circumstances. Vendors should note that the Statewide Contract may require such registration even if it is not otherwise required by law.