ITC83 IT Asset Lease Services: This Statewide Contract (SWC), authorized by the ITC83 SST and the Operational Services Division, facilitates the financing of IT asset leases for Commonwealth departments and other Eligible Entities. It covers leasing of authorized IT equipment, including printers, copiers, servers, laptops, and peripheral equipment.

This contract is not intended to be used to purchase IT assets; rather it is intended only for the leasing of IT assets for their operational term, at the end of which the IT assets return to the possession of the contractor. Please see the other ITC – Information Technology – Hardware or ITS – Information Technology – Software and Services Statewide Contracts for outright purchase of IT equipment.

ITC83 Statewide Contract will no longer support software apart from the software associated with leasing IT equipment. Software can be leased under the current software Statewide Contract, ITS75–Software and Services. Each Eligible Entity is responsible for executing its own forms and paying its own invoices for lease financing acquired through this statewide contract. Each participating entity is responsible for signing its own forms and paying its own bills for any lease financing secured through this statewide contract

For the Master Contract Record, refer to the Master Blanket Purchase Order (MBPO) with RFR

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.

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
• Competition among equipment contractors and independent financing contractors for every lease result in good rates

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
  

Quotes must be requested from all vendors on the contract.

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: If a vendor does not have a manufacturer listed in their awarded price file, the vendor must contact the Category Manager (Tina Sang or Hayley Lebert) to get the manufacturer added before they can sell their products on ITC83. If a vendor is not honoring their discount pricing from the price file, then the customer should contact the Category Manager (Tina Sang or Hayley Lebert).

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.

• This contract is for the leasing of information technology (IT) assets only.
• Quote Solicitation: Buyers must request Quotes from all vendors on the contract. (see the Vendor MBPO Listing Master Blanket Purchase Order (MBPO), 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 can create a solicitation-enabled bid using a release requisition, converting the requisition to a bid, and then requesting quotes from eligible vendors.
• A consistent Request for Quotation (RFQ) process is used for each lease request in order to secure fixed quotes from, and ensure competition among, the lease financing contractors.
• The following standardized documents are available for use by all Eligible Entities that acquire IT asset lease financing pursuant to this statewide contract:
  • General Lease Terms and Conditions;
  • Lease Quote Form; and
  • IT Asset Listing Acceptance Form: includes Essential Use Certification and Certificate of Appropriation.

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

Note: MOSAIC and COMMBUYS do not interface. Payment request and invoice must be reported in both MOSAIC and COMMBUYS.

How to Purchase From the Contract

Eligible entities are required to seek quotes from contractors on this statewide contract by referencing Statewide Contract ITC83 and utilizing the Lease Quote Form. The lease rate will be fixed for each lease for the direction of the lease.

• The Eligible Entity requests quotes from contractors on the appropriate IT Asset Statewide Contract(s), or from other
• vendors if allowed by the Eligible Entity's procurement regulations, for the IT asset(s) being sought.
• The Eligible Entity selects the quote which represents the best value from among the quotes returned from IT asset vendors.
• The Eligible Entity completes the IT Asset Transaction Summary section of the IT Asset Lease Quote Form, including contact information, a description of the IT asset(s), and the other details requested in the Form.
• The Eligible Entity submits the IT Asset Lease Quote Form along with a copy of the selected best value quote and a completed IT Asset Listing (page 1) on the IT Asset Listing Form to all IT asset lease contractors.
• IT asset lease contractors must respond with lease quotes within five (5) business days from receipt of the IT Asset Lease Quote Form. Contractors may refuse to provide quotes for IT assets or for a requested lease but must inform the requesting Eligible Entity of this refusal within five (5) business days.
• Contractors must complete the IT Asset Lease Quote Form to provide the amounts for term leases ONLY. Options for fair market value lease-purchase, options for lease-purchase, options for upgrades, and options for early buyouts may not be included.
• Contractors are encouraged to suggest changes to the IT Asset Lease Quote request that will result in a lower lease rate or other cost savings during the term of the lease. The Eligible Entity may choose not to select these changes.
• The Eligible Entity selects the IT Asset Lease Quote that represents the best value and the authorized signatory of the Eligible Entity signs and dates the IT Asset Lease Quote form.
• The Eligible Entity provides the executed IT Asset Lease Quote Form to both the IT asset contractor and the IT lease contractor which are identified on the form. This execution authorizes the IT asset lease contractor and the IT asset contractor to proceed with delivery of the IT asset(s).
• Upon receipt of all IT Assets subject to the lease, the Eligible Entity will submit the signed IT Asset Listing Form confirming receipt of the IT assets and acceptance of the lease. The acceptance date shall be the later of:
  • Date of IT asset receipt (deemed to be 5 days after IT asset is shipped from supplier or manufacturer) plus
  • twenty-five (25) calendar days; or
  • Twenty-five (25) calendar days after the expected delivery date indicated on the IT Asset Lease Quote form; Or
  • The first lease payment is due no earlier than thirty (30) calendar days after the acceptance date.

Contract users should always reference ITC83 when contacting vendors to ensure they are receiving contract pricing. Quotes, not including construction services, should be awarded based on best value.

COMMBUYS functionality provides a mechanism to easily obtain quotes, as specified by the Contract. The buyer would create a Release Requisition and then convert it to a Bid. After approval by the buyer approving officer, the bid is then sent to selected vendors to request quotes.

For a full description of how to complete a quote in COMMBUYS visit the Job Aids for Buyers webpage, and select: ➢ The COMMBUYS Purchase Orders section and choose Request Quotes From Vendors on Statewide Contracts job aid.

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 ITC83 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. 

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.

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) (Tina Sang or Hayley Lebert) 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.
  

• Timeliness and accuracy of required Quarterly Sales, Supplier Diversity Program expenditures, and Statewide
• Contract Administration reports
• Customer satisfaction surveys
• Responsiveness to Requests for Quotes (the sum of Bids + No-Bids as a percentage of RFQs received)
• Number of complaints received
  

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

• Buyers should inform vendors to reference Statewide Contract ITC83 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) (Tina Sang or Hayley Lebert) for guidance. 
• Vendors must notify buyers of product substitutions.

Contract users should make sure that any IT Assets that are leased through this contract comply with existing EPP requirements from those contracts. Visit the EPP Information Technology website for more information about environmentally preferable IT requirements and choices.

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 ITC83* 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).