Keep Your Company's Information Current

Learn the specifics on how to handle any type of change to your company’s information, from changing the email address for your company’s contact person, to filing paperwork in the event your company merges with another company.

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 in your COMMBUYS account. This web page provides information on frequent changes and the process for updating information with the Commonwealth. 

Contract Manager's Contact Information or New Contract Manager

All updates to Contract Manager’s information for your business may be made within COMMBUYS. In addition, Email your OSD Strategic Sourcing Contract Manager (SSCM) with the name, email address, telephone number, and job title of the new Contract Manager. 

If the previous Contract Manager no longer is with your company and you do not know how to access your company’s COMMBUYS account, you may contact the OSD Help Desk for assistance. 

Office Location (no change to legal or remittance address)

Update your office location in COMMBUYS.  There is no need for any other action/notification.

Acceptable Forms of Signature

Effective June 15, 2021, for all 1) Office of the Comptroller (CTR) forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in the following ways: 

1. Traditional “wet signature” (ink on paper); 
2. Electronic signature that is either: 
   1. Hand drawn using a mouse or finger if working from a touch screen device; or 
   2. An uploaded picture of the signatory’s hand-drawn signature 
3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. 

If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. 

Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script or an electronic symbol, are not acceptable forms of electronic signature. 

Office Location and Remittance Address (no change to legal address)

Submit the following documents via electronic medium following the acceptable forms of signature mentioned above to your OSD Strategic Sourcing Contract Manager (SSCM): 

• Letter on your company’s official letterhead, stating the changes that have occurred. Specify that the company’s Legal Address has not changed. Identify additional changes that took place as a result of the move, such as phone or fax number. Also, if your company does not have a DUNS number, that should be stated in the letter. 
• Massachusetts Substitute W-9 Form 

IMPORTANT: Make sure that the company’s name, DBA (if any), and address are identical on both documents. Be sure to include your DUNS number and Unique Entity Identifier (UEI) on the W-9 Form, unless stated in your letter that the company has no DUNS number. Use the W-9 Form from the link above, NOT the U.S. Treasury version of the form. Check to see if any of the information on your company’s COMMBUYS account needs to be updated, and if so, make changes by logging into your account and making those updates. 

Change to Remittance Address Only

Submit the following documents via electronic medium with the above-mentioned acceptable form of signature to your OSD Strategic Sourcing Contract Manager: 

• Letter on your company’s official letterhead, stating the changes that have occurred. Also, if your company does not have a DUNS number, that should be stated in the letter. The letter should be signed by authorized signatory listed on the Contractor Authorized Signatory Listing (CASL, See below). 
• Massachusetts Substitute W-9 Form 

IMPORTANT: Make sure that the company’s name, DBA (if any), and address are identical on both documents. Be sure to include your DUNS number and Unique Entity Identifier (UEI) on the W-9 Form, unless stated in your letter that the company has no DUNS number. Use the W-9 Form from the link above, NOT the U.S. Treasury version of the form. 

Legal Address Change (with or without a change to the remittance address)

Submit the following documents via electronic medium following the acceptable forms of signature mentioned above to your OSD Strategic Sourcing Contract Manager: 

• Letter on your company’s official letterhead, stating the changes that have occurred. Also, if your company does not have a DUNS number, that should be stated in the letter. 
• Massachusetts Substitute W-9 

Add More Remittance Addresses (no change to current remittance address)

Submit a letter on your company’s official letterhead via electronic medium with acceptable forms of signature mentioned above, identifying the additional remit addresses, to your OSD Strategic Sourcing Contract Manager.  

Although nearly all Statewide Contracts receive payments via EFT, the remit address is important because this is the address that will be used by municipalities and other Contract users who do not use the Commonwealth’s accounting system. It also will be used when EFT information is being changed, if an EFT payment is rejected, or if a hardcopy check was generated. 

EFT Account Information

To update your company’s EFT information, contact your OSD Strategic Sourcing Contract Manager, who will send you the EFT form. The form must be signed by the Authorized Signatory listed on the Contract Authorized Signatory Listing (CASL). CASL for Corporations or CASL for Sole Proprietors. 

The updated EFT form will require a voided check or a signed letter from the financial institution on their letterhead with routing number and account number. If updating account information, be sure to complete Part III of the form with the new and old account information. This must match the current information on file for your company. 

The process for changing the EFT account takes approximately 10 business days.

Company Name (no tax ID number change)

Follow the above instructions for changing Legal Address.

Tax ID Number Change

This is the most complicated of all changes to make to your Statewide Contract, as a change in Tax ID often is the result of significant changes in the company’s organizational structure – for example, as the result of a merger or acquisition of/by another company. It is possible that the change may affect your company’s ability to continue doing business under the Statewide Contract. For example, if your company is acquired by a company that has been debarred from doing business with the Commonwealth, your Statewide Contract may be suspended from new business or terminated. The Statewide Contractor does not have the authority to transfer their Statewide Contract to another entity under any circumstances without the approval of the OSD Strategic Sourcing Contract Manager. 

Any changes other than to the Tax ID Number, such as name, address, contract manager, and so forth, will be covered by completing the process described below.

Begin the process with an email to your OSD Strategic Sourcing Contract Manager (SSCM), explaining the reason(s) for the change in the Tax ID number. Your SSCM will ask for additional information needed to determine whether the “new entity” is eligible to continue as a Statewide Contract holder. Once your SSCM has given approval for the identity change, provide the following forms via electronic medium with acceptable signature to your SSCM in accordance with the directions below. 

Download or request the forms listed below from the OSD Strategic Sourcing Contract Manager.  

Contractor Authorized Signatory Listing: The person signing the forms below must be an Authorized Signatory on this form. If the Authorized Signatory has not changed, include a copy of the latest Contractor Authorized Signatory Listing that was sent to your OSD Strategic Sourcing Contract Manager. Otherwise, download and complete the appropriate form: 

Contractor Authorized Signatory Listing Form (CASL) for Corporations 

Contractor Authorized Signatory Listing Form (CASL) for Sole Proprietors  

Change in Contractor Identity Form (CICI)

Request the CICI form from the Strategic Sourcing Contract Manager  

1. MA Substitute W-9 Form – Verification of Tax Reporting Information (W-9) Important: Do NOT use the US Treasury version of this form. 

2. Supplier Diversity Program – Required ONLY if you wish to change the Supplier Diversity Program (SDP) to increase your commitment. You may not change your company’s commitment amount/percentage or the type of plan you are offering without the approval of your SSCM. Send your updated SDP form to SSCM. 

3. Letter on letterhead signed by the authorized signatory indicating the original name/Tax ID number, the new name/Tax ID number, the reason for the change, and the preferred effective date of the identity change. If the legal address has changed, the new and old addresses must be included in the letter. Also, if the remit address on the MA Substitute W-9 Form differs from the remit address currently on file, indicate whether the new remit address should be ADDED or if it should REPLACE the previous remit address. In addition, reference other changes being made or requested such as EFT, SDP Partner, Authorized Signatories, or the Consultant Contractor Mandatory Submission form. Important: Please review package to be certain that all references to the company’s legal name, legal address, and tax identification number are the same on all documents. If they are not the same, the documents will be rejected. “ABC Co Inc” is NOT THE SAME as “ABC Company Inc.” 

4. COMMBUYS Account – Do not make changes to your Company’s COMMBUYS account until after you have verified with your OSD SSCM that the change has been made effective. Once this has happened, make any updates needed. If the previous COMMBUYS  account holder no longer is with your company and you do not know how to access your company’s COMMBUYS Account, contact the OSD Help Desk at [e-mail] for assistance. 

Signatory Authorities (additions/deletions)

Download and Complete the appropriate form. Once completed, send the form to the OSD SSCM via electronic medium: 

Contractor Authorized Signatory Listing Form (CASL) for Corporations 

Contractor Authorized Signatory Listing Form (CASL) for Sole Proprietors 

Don't Miss Out When Your Statewide Contract is Renewed or Rebid

Always keep your COMMBUYS registration information up to date. Contact the OSD Help Desk at [e-mail] if you are not able to access the account. 

Make sure that someone from your company monitors emails issued from COMMBUYS as this is how current contractors will be notified that their contract is being renewed or rebid.