ITC80–Imaging Devices, Supplies and Services: This Statewide Contract (SWC) encompasses the procurement of energy-efficient and environmentally preferable copiers, printers, digital duplicators, scanners, faxes, and related supplies and maintenance services from authorized sources.

Guidance for Executive Agencies regarding the moratorium on equipment acquisitions and the Massachusetts Probation Service (MPS) Program initiative is found in the Appendix.

Note: This contract may be used to procure the goods or services described in this user guide at any dollar amount. Any limitations, including for procurements involving construction, are outlined in this Contract User Guide.

For Master Contract Record, refer to the ITC80 Master Contract Record.

Benefits and Cost Savings

Statewide Contracts are an easy way to obtain benefits for your organization by: 

• Leveraging the Commonwealth’s buying power
• Simplifying the solicitation process
• Providing contracting expertise
• Enhancing vendor relationships through proactive management and oversight
• Offering competitive pricing
• Offering Prompt Payment Discounts (PPD), which is a percentage discount given to the buyer if the invoice is paid within a specified time, in accordance with the Commonwealth’s Bill Paying Policy

• Partnering with a pool of qualified and experienced vendors
• Accessing a wide range of environmentally preferable products and services 
  

The following is a complete list of the types of organizations generally allowed to use the Operational Service Division’s (OSD's) Statewide Contracts (SWCs). Some SWCs may be open to additional organizations, and some are more restricted in usage.

• Cities, towns, districts, counties, and other political subdivisions
• Executive, Legislative, and Judicial Branches, including all departments and elected offices therein
• Independent public authorities, commissions, and quasi-public agencies
• Local public libraries, public school districts, and charter schools
• Public hospitals owned by the Commonwealth of Massachusetts
• Public institutions of higher education
• Public purchasing cooperatives
• Non-profit, UFR-certified organizations that are doing business with the Commonwealth
• Other states and territories and their cities, towns, districts, counties, other political subdivisions, and public institutions of higher education without prior approval from the State Purchasing Agent 
• Other entities when designated in writing by the State Purchasing Agent
  

Note: The price files and vendor catalogs are accessible through public view in COMMBUYS; therefore, buyers may access the price files and vendor catalogs without signing into a COMMBUYS account.

• Vendor Price File: All vendors have been provided with a Microsoft Excel file outlining their awarded pricing, including approved manufacturers and the awarded discount percentage off the Manufacturers Suggested Retail Price (MSRP) for their base price. If a vendor does not have a manufacturer listed in their awarded price file, the vendor must contact the Category Manager (Jessica Ofurie) to get the manufacturer added before they can sell their products on ITC80. If a vendor is not honoring their discount pricing from the price file, then the customer should contact the Category Manager.
• Ceiling/Not-to-Exceed: The contract's published pricing, including discounts, is a maximum price or not-to-exceed limit and can be subject to further negotiation.
• Discount from Manufacturers Suggested Retail Price (MSRP): Contract pricing is a specified discount off the MSRP catalog price. Buyers should ask about volume discounts and special promotions such as discounted or free maintenance plans.

Note: Links to all the vendors’ Master Blanket Purchase Orders (MBPOs), where product pricing may be found, are provided in the Vendor List and Information.

Contract users should always reference ITC80 when contacting vendors to ensure they are receiving contract pricing. Quotes, not including construction services, should be awarded based on best value.

The purchase options identified below are the only acceptable options that may be used in this contract:

• Direct, outright purchases
• Leasing
• Short-term rental (six months or less)
• Cost per copy

This contract provides for the following methods of purchase:

• Quote Solicitation: Buyers may solicit quotes from multiple vendors (refer to the Vendor MBPO Listing), award vendors, and place orders through COMMBUYS. A solicitation-enabled contract allows the buyer to solicit quotes from vendors who have Master Blanket Purchase Orders (MBPOs) or Statewide Contracts in COMMBUYS. The buyers may create a solicitation-enabled bid using a release requisition, converting the requisition to a bid, and then requesting quotes from eligible vendors.

Refer to the How to Request Quotes from Vendors on Statewide Contracts job aid for more details.

• G2B Punchout: Buyers may purchase directly from the vendor’s eCommerce site using the Government to Business (G2B) functionality in COMMBUYS. Refer to the Vendor MBPO Listing for G2B Punchout-enabled vendors. A COMMBUYS punchout provides the ability to purchase directly from the website of certain sellers (vendors). Buyers can “punch out” to a seller’s online shopping website to search for and choose the desired items. Once the items are selected and checked out, the system transfers these items to COMMBUYS to complete a release requisition.
  • Refer to the How to Purchase from a COMMBUYS G2B Punchout job aid for more details.
  • ITC80 vendors who currently have PunchOut catalogs:
    • CAM Office Services
    • G.A. Blanco
• Direct Purchase of Non-Fixed Price Item ($0 Line Item) on Vendor’s MBPO: Applicable to products and services that may require customized quoting. Review the Vendor MBPO Listing for a list of eligible vendors. The buyer can create a Release Requisition in COMMBUYS, submit the requisition for approval in COMMBUYS, and then send the vendor a Release Purchase Order.

Refer to the How to Make a Statewide Contract Purchase in COMMBUYS job aid for more details.

For extend beyond, the following stipulations are in place:

• Buyers may not enter into a written agreement that will go more than sixty (60) months beyond the maximum end date of the contract. Existing services may be completed and payments made during this period. 
• No new agreements, including leases, rentals, or service contracts, may be made after the contract's expiration.
  

COMMBUYS is the Commonwealth of Massachusetts' e-procurement platform, serving as a central marketplace for state agencies and other Eligible Entities to procure goods and services, connecting government buyers and businesses. It aims to streamline the purchasing process, ensuring transparency and efficiency in the procurement process.

For Executive Agencies, COMMBUYS is required. Per 801 CMR 21.00, Executive Agencies must use established Statewide Contracts (SWCs) for the purchase of products and services. To set up a COMMBUYS buyer account or to update an existing agency account, the buyers must contact the COMMBUYS Help Desk at: 888-627-8283 or OSDhelpdesk@mass.gov.

While COMMBUYS use is not mandated for Non-Executive Agencies and other Eligible Entities, it is highly recommended to streamline the procurement process and assist buyers in making informed purchasing choices. Eligible entities should follow their internal guidelines for COMMBUYS use.

COMMBUYS is the Commonwealth of Massachusetts' e-procurement platform, serving as a central marketplace for state agencies and other Eligible Entities to procure goods and services, connecting government buyers and businesses. It aims to streamline the purchasing process, ensuring transparency and efficiency in the procurement process.

For Executive Agencies, COMMBUYS is required. Per 801 CMR 21.00, Executive Agencies must use established Statewide Contracts (SWCs) for the purchase of products and services. To set up a COMMBUYS buyer account or to update an existing agency account, the buyers must contact the COMMBUYS Help Desk at: 888-627-8283 or OSDhelpdesk@mass.gov.

While COMMBUYS use is not mandated for Non-Executive Agencies and other Eligible Entities, it is highly recommended to streamline the procurement process and assist buyers in making informed purchasing choices. Eligible entities should follow their internal guidelines for COMMBUYS use.

Buyers can view contract documents on COMMBUYS without requiring a COMMBUYS account or logging in.  
To find contract documents in COMMBUYS, follow these steps:

1. On the COMMBUYS home page, enter ITC80 in the search tool and select Blankets from the drop-down list.
2. Select the Search icon. The related Master Blanket Purchase Orders (MBPOs) information opens in a table format. 
3. To view the associated contract documents, under the Blanket # column, select the applicable Purchase Order (PO) link. MBPO opens for the selected PO and the attachments can be found in the Agency Attachments or Vendor Attachments section. 

All standard contract documents are within the Master Contract Record. Access them directly by selecting ITC80 Master Contract Record.

OSD is participating in the National Association of State Procurement Officials (NASPO) cooperative procurement and information on this contract may be found in the Copiers and Managed Print Services. Documentation may be found in the Documents/Details section of the website.

If applicable, to find vendor-specific documents, view the links to the individual vendor MBPOs on the Vendor Information page, and follow these steps:

1. On the Vendor Information page, select the applicable Purchase Order (PO) link. The Master Blanket Purchase Order (MBPO) opens for the selected PO.
2. If applicable, on the MBPO, scroll down to the Vendor Attachments section to find the vendor-specific documents.
3. To view, select the desired document link.

Please refer to the following guidelines:

• Executive Departments must use diverse and small businesses to the extent possible based on contract terms, Supplier Diversity Office (SDO), and departmental policies, laws, and regulations.
• The Small Business Purchasing Program (SBPP) applies to small procurements ($250,000 or below annually), while the Supplier Diversity Program (SDP) applies to large procurements (over $250,000 annually). Executive Departments must consider these requirements when soliciting quotes or issuing Statements of Work (SOWs).
• Operational Services Division (OSD) provides a list of SDO businesses through the Statewide Contract Index. Refer to the Programs (SDP and SBPP) tab on the index (scroll to view the tab).

• In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment.
• For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.
• Vendor SDP commitment percentages may be found on the Vendor List table.

• If available, departments must notify at least two certified small businesses capable of providing the product or service. Bids received from SBPP-participating small businesses must be evaluated, and if one meets the department’s best value criteria, the contract must be awarded to that vendor.
• For more information, refer to Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams.
• Vendor SBPP Certification status can be found on the Vendor List table.

The awarded vendor’s use of subcontractors is subject to the provisions of the Commonwealth’s Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract (SWC). 

For shipping, delivery, and returns, please follow these guidelines:

• Equipment costs do not include supply costs. New equipment is often delivered with minimal initial supplies, so buyers should plan the initial supplies delivery from the equipment vendor to coincide with the equipment delivery.
• All quotations shall indicate Free on Board (FOB) destination. FOB destination means delivered and unloaded to all the Commonwealth departments, cities, towns, and political subdivisions within the Commonwealth of Massachusetts, with all charges for transportation and unloading prepaid by the vendor.
• The vendor must deliver goods to the department within ten (10) business days after receipt of order (ARO). Items delivered after 10 business days may be unacceptable and returned to the vendor at no cost to the Commonwealth.
• Delivery terms for custom-made goods shall be mutually agreed upon by the purchasing department and the vendor.
• Shipping charges may be negotiated and allowed under reasonable circumstances, such as agency-requested rush shipping or the transport of oversized/heavy items for repair. Vendors are not allowed to request an exception for shipping charges.
  

Vendors on this contract may be required to provide products or services in cases of statewide emergencies. The 801 CMR 21.05(3) defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Vendors' performance is measured by several factors, including the following:

• Buyers provide actionable feedback on vendors for this contract to optimize performance through the Procurated platform. On the Procurated website, click "Search for a Massachusetts Vendor to Review", then search for the vendor by name and select them from the list. Once you enter your professional email address, you will be forwarded to the review screen.
• Buyers are encouraged to reach out to the Category Manager(s) (Jessica Ofurie) if vendors are not meeting their contractual obligations and buyers may be surveyed for vendor performance feedback.
• Vendors will be evaluated on their current performance and may be asked to work with the Commonwealth toward improvement.
• Vendors must meet all contractual requirements throughout the life of the contract, including requirements for timely and accurate report submission, to remain in good standing under the contract.
  

For general procurement guidelines and best practices, follow these recommendations:

• Buyers should inform vendors to reference Statewide Contract ITC80 on all quotes and invoices.
• No prepayment should be made for products not yet delivered or services not yet rendered.
• No sales tax should be applied to invoices.
• No fees or surcharges (including travel, fuel, delivery) should be applied to invoices.
• Special order fees must be agreed upon by both parties upfront.
• Payments for products or services provided must be paid within 45 days per Massachusetts Bill Payment Policy, or sooner if applying Prompt Payment Discount.
• Buyers are not required to sign additional agreements with vendors that conflict with the Request for Response (RFR) Terms and Conditions. Contact the Category Manager(s) (Jessica Ofurie) for guidance. 
• Vendors must notify buyers of product substitutions.

To add a product or service to the list of eligible products or services sold under this contract, buyers must contact their Category Manager(s) (Jessica Ofurie) for approval. The new product or service requested must comply with the established specifications and scope of the contract.

This contract offers third-party certified products, high yield, and remanufactured toner cartridges. State agencies must comply with Massachusetts Executive Order 515, which mandates the procurement of environmentally preferable products (EPP) when they meet performance standards and offer best value.

The contract offers several sustainable features, clearly indicated on each vendor’s price sheet within their respective Master Blanket Purchase Oder (MBPO):

• EPEAT Registered: All copiers, multifunctional devices, and printers must meet the Electronic Procurement Environmental Assessment Tool (EPEAT) Bronze registration, or higher. EPEAT is an ecolabel that provides independent verification of manufacturers’ environmental claims.
• Other Energy Efficiency: There are multiple options for equipment with multifunctional and networked capabilities, energy savings features, and duplexing.
• Remanufactured Copiers: These devices undergo thorough refurbishment and retain their original features, functionality, and model numbers. Per contract terms, remanufactured units must meet the same performance standards as new equipment.
• High Yield and Remanufactured Toner Cartridges and Returns: In accordance with the Enterprise Printer Cartridge Acquisition Policy (effective October 31, 2012), all Executive Department agencies—and Non-Executive agencies using Commonwealth IT capital funds—must purchase remanufactured laser toner cartridges when available. All vendors under this contract accept returns of used cartridges. The Commonwealth's target is for remanufactured toner cartridges to account for at least 80% of purchases within Executive Departments.
• Post-Consumer Recycled Content: Recycled content percentages are available for copiers, printers, and related supplies, promoting further environmental goals.
  

Learn More

Explore the Environmentally Preferable Products (EPP) Procurement Program and discover detailed guidance in the EPP Products and Services Guide.

When placing orders with a vendor, MOSAIC users must reference the contract ID number ITC80* in the Agreement ID field in MOSAIC for encumbrances related to purchases from Statewide Contracts. Please address all inquiries regarding MOSAIC technical support and job aids by emailing the Comptroller Help Desk or by calling 617-973-2468. 

*The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MOSAIC).

Moratorium on Executive Department Equipment Acquisitions

For Executive Departments only: For information on the pause on acquiring new print devices through lease or purchase, as well as details on requesting waivers for this policy, please refer to the EOTSS EPS Moratorium Waiver Guidance under the Agency Guidance, Device Purchase/Lease Guidelines section.