What is a Statewide Contract? How do I sell to the state, or use these contracts as an out-of-state buyer? And how do I achieve the best value throughout the procurement process?
If 2025 has taught us anything, it's that challenges in business and government always arise when we least expect them. But don't worry, the Help Desk at the Operational Services Division is ready to answer your questions. We know you're busy, especially with the holiday season kicking off, and maybe you don't have time to call. So, we're bringing the answers to you! Today, we're counting down the top public procurement questions of 2025, covering the most sought-after questions our Help Desk receives.
You’re listening to WOSD News, your guide to Massachusetts Public Procurement Insights.
The OSD Help Desk often fields questions from businesses interested in selling to the state. They ask, “How do I become an Awarded Statewide Contract Vendor?”
To become an awarded Statewide Contract Vendor and sell goods and services to the state, you must respond to a fair, open, and competitive bid solicitation in COMMBUYS, be selected for an award by the Strategic Sourcing Team and execute a contract with the Operational Services Division. The Commonwealth establishes category-specific Statewide Contracts, which enable suppliers to sell a range of goods and services to Commonwealth buyers within contract terms. Once a Statewide Contract is established, it may be a while before the Commonwealth re-opens the bidding opportunity. Luckily, there are several steps you may take to prepare for when new bids are posted. To get started, businesses should set up a free business profile in the state’s e-procurement system, COMMBUYS. Then, we always recommend you review OSD’s Procurement Schedule, which is updated monthly on the COMMBUYS homepage. This will provide information on the Statewide Contract activity occurring over the next six months. For more information on becoming a Statewide Contract Vendor, head to mass.gov/sell-to-the-state.
Next, “I represent a municipality. How do I get started purchasing from SWCs?”
To get started purchasing from Statewide Contracts, you’ll want to identify which products or services you need and select the Statewide Contract with the appropriate offerings. OSD’s Statewide Contract User Guides are an excellent resource for exploring the plethora of products and services offered across 19 categories. Each Statewide Contract is different. If you are interested in a product with an established price, you may review the price file in COMMBUYS, then reach out to Statewide Contract Vendors. If your purchase requires a quote, you must follow the quote guidance provided in the Contract User Guide. For more information on Local Government Purchasing for municipalities, head to mass.gov/local-government-purchasing.
Did You Know: When municipal buyers use OSD’s Statewide Contracts and follow the purchasing guidance in the Contract User Guide, you can be assured that your purchase meets 30B requirements.
Vendors often ask, “What’s the best way to search for bid opportunities?”
A listing of recent Bid opportunities posted by State Agencies, cities, towns, and other public buyers is located on the Operational Services Division and COMMBUYS homepages. We update this list every week, so check back each week for updated information. Additionally, if you haven’t already, be sure to update your COMMBUYS Seller Account to include appropriate Commodity Codes, also called UNSPSCs, so you get an email notification when a bid is posted related to your offerings.
The public procurement process must be fair and open to all Vendors, ultimately achieving Best Value for all. What is Best Value? OSD Training Supervisor Erin Powers has the answer.
Erin: Hi it’s Erin! Think about the word “value.” We assign value to more than dollars and cents. Friendships are valuable. Being a good person...that’s valuable. “Best Value” is a procurement standard that encourages Executive Agency procurement professionals to consider many aspects and considerations when acquiring goods and services.
With the best value standard established in the Massachusetts procurement regulation, procurement professionals may consider what has value in the particular instance. Sure, price is an important indicator of value, but other things like product durability, timeliness, and delivery may also be considered, along with desired policy initiatives like small business involvement, supplier diversity, and the environmental impact of our purchasing choices. For Statewide Contracts, the goal is being able to define value as best fits the situation.
Next question, “I am interested in a specialty training class in my city or town, how do I schedule a session?”
The OSD Training Unit provides specialty training sessions to Buyers upon request. For specialty training classes we ask for a minimum of 12 staff members in attendance and a meeting space, unless the meeting is virtual. For in-person training, access to computers usually is needed, so ideally staff should have access to laptops or a computer lab. To send your request or ask questions, email OSDTraining@mass.gov.
“I am an out-of-state Buyer interested in using Statewide Contracts. Am I eligible?”
If you are an out-of-state Buyer you may be eligible to use OSD’s Statewide Contracts! This includes states, territories, and state government departments located outside of Massachusetts, and no prior approval is needed by the Massachusetts purchasing agent. Other eligible entities include local governments, public colleges, and universities outside of the state; however, these entities do require approval from the state purchasing agent. If you organization requires approval to buy from OSD’s Statewide Contracts, please contact purchasing.agent@mass.gov.
Next, we’ll hear from Senior Help Desk Specialist, James Reid, who will answer a question that many Buyers have: How do I increase my chance of receiving high-quality responses from Vendors when purchasing from a Statewide Contract? Take it away, James.
James: First, you should provide a clear and detailed scope of work that specifically outlines your requirements, expectations, and evaluation criteria. You also may extend outreach to all awarded Vendors on the Statewide Contract of interest using COMMBUYS and follow up with an email or phone call inviting them to review the RFQ or RFR. If Vendors have specific questions pertaining to your bid, they may be submitted in the COMMBUYS Q&A section. When posting in COMMBUYS ensure your bid is posted properly, select the “Allow Electronic Quote” checkbox, and include the letters “RFQ” in the bid description. Following these tips will put you on the right track to receiving high-quality bid responses from Statewide Contract Vendors. For more guidance, contact the OSD Help Desk at 888-627-8283 or email OSDHelpDesk@mass.gov.
Last but not least, callers ask “How may small and diverse businesses access more opportunities with the state?”
OSD works closely with the Commonwealth’s Supplier Diversity Office, or SDO, to increase opportunities for SDO Certified businesses and Small Business Purchasing Program participants. Opportunities include reopening existing Statewide Contracts to attract additional vendors, networking events with potential buyers, state agency spending goals for buying goods and services from SDO certified businesses including but not limited to minority-, women-, and veteran-owned businesses, and the Supplier Diversity Hub – an on-demand portal for State agencies, statewide contract vendors, and small businesses to connect. There are so many ways for small and diverse businesses to work with the state. For more information, head to mass.gov/sdo.
This concludes today’s episode on the top public procurement questions of 2025! Head to the description for links to valuable resources, helpful documents, and OSD Help Desk contact information.
On behalf of the Operational Services Division, Happy Holidays! We’ll see you in 2026 with more procurement insights on WOSD News.
This podcast was produced, audio engineered, and edited by me, Layla Palmer.
Thank you for joining us.