MRO001–Floorcoverings and Accessories, Floorcovering Installation, Maintenance and Repairs: This Statewide Contract (SWC) covers the purchasing of carpeting, hard surface flooring, related products and accessories, and installation, maintenance, and repair.

The MRO001 contract establishes a partnership with vendors capable of supplying a comprehensive product catalog that encompasses environmentally and climate-preferable options. This includes products that assist the Commonwealth in achieving Net Zero emissions by 2050 and furthers the Commonwealth’s efforts to combat climate change and protect vulnerable communities. It incorporates products that improve energy and water efficiency, acceleration of the decarbonization of fuels, reduce toxicity, promote sustainable manufacturing, and make recycling of products and supplies easier to meet Executive Order 594 and the Green Communities Program.  

This contract contains only products that meet or exceed the minimum mandatory specifications as outlined in Attachment A: MRO001 Mandatory Environmental Specifications and Desirable Environmental Criteria, which can be found in the Master Contract Record. 

This contract also supports the following: 

• Minority Business Enterprise (MBE)
• Small Business Purchasing Program (SBPP)
• Women Business Enterprise (WBE) 

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 the Master Contract Record, refer to the MRO001 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 

This contract includes three (3) categories of products and services listed as follows:  

• Category 1: Carpet–Carpet products in this category includes: 
  • Carpet tile
  • Broadloom
  • Flocked
  • Area rugs
  • Mats
  • Adhesives
  • Other related products and accessories
• Category 2: Hard Surface Flooring–Products in this category includes:
  • Resilient flooring (all types, including vinyl, linoleum, cork, rubber, and ceramic tile) 
  • Wood flooring (all types, including engineered wood flooring and solid wood [pre-finished or unfinished], bamboo, and cork)
  • Laminate flooring
  • Stone
  • Adhesives
  • Other related products and accessories
• Category 3: Installation, Maintenance and Repair–This category is for: 
  • Construction
  • Reconstruction
  • Alteration
  • Installation
  • Demolition
  • Maintenance
  • Repair services
  • Associated materials if needed
  • This category also includes a turn-key service option. 
    • Turn-key service is a comprehensive service where a company handles every aspect of a flooring project, from selecting the flooring materials to complete installation, essentially providing a ready-to-use floor where the customer only needs to "turn the key" (turn-key) to start using it.
    • This includes design, material supply, site preparation, installation, and may include post-installation maintenance.

Note: All products in Category 1 and Category 2 must be supported by third-party certifications and meet all applicable building codes, with particular attention to International Building Code (IBC) Section 804 Interior Floor Finish requirements and environmental specifications. The Request for Response (RFR) provides detailed specifications for each product category. This document is located within the Master Contract Record.

Category 3: Turn-Key Service (Installation, Maintenance and Repair)

If an Eligible Entity requests a complete flooring service (turnkey), the vendor must, at no extra cost, measure the area, help the client choose the materials, and provide a job estimation that includes at least the following details:

• Flooring product pricing
• Installation pricing
• Materials/supplies 

Vendors must be approved vendors capable of supplying and installing all required flooring materials (carpet and hard surface) to provide comprehensive turn-key services. 

The pricing specified in Category 1 and Category 2 shall be strictly adhered to and may not be increased for turn-key service.  

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 Manufacturer Suggested Price Sheets are accessible through public view in COMMBUYS; therefore, buyers can access the price files and vendor catalogs without needing to sign 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 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 (Richard Levesque or Miranda Beaudet) to get the manufacturer added before they can sell their products on MRO001. If a vendor is not honoring their discount pricing from the price file, then the customer should contact the Category Manager (Richard Levesque or Miranda Beaudet).
• Price Sheets include the disclosure of chemicals and ingredients, EPD, HPD, PCRC, and 3d party certification/standards.
• 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): For Category 1 and Category 2, contract pricing is a specified discount off the MSRP catalog price. A Volume Discount is available, based on the quantity or size of the purchase. Refer to Additional Discounts for more information.

Note: Product pricing may be found on the Vendor List page, where links to all the vendor’s MBPOs are provided.

Quotes should be awarded based on best value. 

Please view the Construction and Construction-Related Labor Requirements for additional quote and threshold guidelines.

The following options are available for this contract:

• Fee-for-Service
• Outright purchase

This contract provides for the following methods of purchase:

• Quote Solicitation: Buyers can 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 can 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.

• Direct Purchase of Non-Fixed Price Item ($0 Line Item) on Vendor’s MBPO: Applicable to products and services may require customized quoting. Refer to 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.

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 MRO001 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.

The buyers must complete a detailed SOW when soliciting quotes.

The following are examples of information to include in the SOW (your agency may require more details):  

• Scope of services
• Deliverables dates
• Location of service
• Detailed budget
• Estimated total costs 
• Number of staff
• Rate(s) per hour

This contract may include construction, reconstruction, alteration, installation, demolition, maintenance, and repair work, including associated materials. The Eligible Entity is responsible for consulting with legal counsel to determine if work sought under this contract qualifies as construction under G.L. c. 149 or G.L. c.30, § 39M.

Please refer to the following construction and construction-related labor requirements:

• Purchasing entities are responsible for compliance with applicable construction procurement law requirements. Information concerning specific G.L. c. 149 and c. 30 construction requirements may be found in the Office of the Inspector General’s Public Procurement Charts.
• It is the responsibility of the Eligible Entity to determine whether installation work includes construction as defined by M.G.L. c.149 or M.G.L. c.30, §39M. Chapter 30B Procurement Assistance from the Office of the Inspector General is available on the OIG Public Procurement web page. Access the 30B Hotline at 617-722-8838 or email 30B Hotline
• For further information about the public construction bidding laws, please email the Attorney General’s Office Bid Unit. Visit the Attorney General’s Public Construction web page to learn more about Public Bidding Laws. 

Note: Operational Services Division (OSD) does not provide legal guidance on construction law.

Construction Thresholds

Please refer to the following requirements:

• Construction services purchased under this contract are limited to $50,000 or less per engagement (job/project). The total cost of all maintenance and service agreements, including those spanning multiple years, shall not exceed $50,000 over the life of the contract.
• For construction materials and labor valued from $10,000-$50,000, the buyers must solicit a minimum of three (3) quotes and receive two written responses. The contract shall be awarded to the responsible bidder who offers the lowest price.
• For construction materials and labor estimated to cost less than $10,000, a Buyer may use sound business practices to award the work to a vendor without seeking additional quotes. Using an OSD statewide contract satisfies the sound business practices requirement of G.L. c. 149 for jobs costing less than $10,000.

Construction Project Costs Between $10,000 to $50,000

According to G.L. c. 149, § 44A(2)(B), when estimating the cost of a construction project that will use Operational Services Division (OSD) Statewide Contract, awarding authorities must include in their cost estimates all costs, including but not limited to construction labor, materials, and non-construction labor. 

For jobs estimated at $10,000 or more, buyers must solicit three (3) responses from awarded vendors. At least two (2) of these must include a dollar quotation. A vendor's decline to bid can count as one (1) response. 

If two (2) dollar quotes are not received after the request for quotation (RFQ) process, contact the Category Manager (Richard Levesque or Miranda Beaudet). 

In instances where Statewide Contract is used to procure a construction contract that exceeds $25,000, according to G.L. c. 149, § 29, payment bonds are required from the selected vendor. It is the responsibility of the Eligible Entity to enforce this requirement when soliciting quotes.

Construction Project Costs $10,000 and Under

For jobs estimated to cost less than $10,000, a buyer may award the work to a vendor without seeking additional quotes. Using an OSD statewide contract satisfies the sound business practices requirement of G.L. c. 149 for jobs costing less than $10,000.  

Construction Project Costs Greater than $50,000

If soliciting quotes for a construction project involving costs that will be greater than $50,000, Eligible Entities must go out to Public Bid as required by G.L. c. 149 § 44A. Contracts cannot be used for construction projects with estimated costs exceeding $50,000. Additionally, G.L. c. 7C, §§ 44-57, Design Services for Public Building Projects, is outside the scope of this statewide contract. 

Note: Quote solicitation is not required for existing flooring replacement where the original manufacturer's product is necessary and only one vendor offers that product.

The Massachusetts prevailing wage laws require that covered employees on public works projects be paid a minimum hourly rate set by the Department of Labor Standards (DLS). The prevailing wage laws apply to both union and non-union employers and employees. The buyer has a legal obligation to request a prevailing wage schedule from the Department of Labor Standards (DLS). To get the proper rates for your region/job, you must request a determination. Questions regarding the Prevailing Wage Law may be answered by accessing the DLS website or by calling the DLS Prevailing Wage Program at 617-626-6953.

If prevailing wage is required, make sure to include this information in your quotes or bids so vendors know to include prevailing wage.

In addition, all contracts by a state agency or state-assisted contracts for design, construction, reconstruction, installation, demolition, maintenance, or repair must contain Workforce Participation Goals for minorities and women. This is required by G.L. c. 149, § 44A(2)(G). A “state-assisted contract” is a construction project undertaken by a political subdivision of the Commonwealth or two or more subdivisions thereof for planning, acquisition, design, construction, demolition, installation, repair, or maintenance whose costs are paid for, reimbursed, grant funded, or otherwise supported, in whole or in part, by the Commonwealth. An affected awarding authority’s bid documents must include a reference to the specific goals that will be contained in the contract. The contract must also include the processes and procedures to ensure compliance with the Workforce Participation Goals, including reporting and enforcement provisions. For questions about the Workforce Participation Goals law, please email the Attorney General’s Office Bid Unit. 

The Office of the Attorney General’s Fair Labor Division is responsible for enforcing the prevailing wage laws. Review Prevailing Wage Enforcement for more information.

Buyers should always refer to a vendor’s Bidder Response Form (located in their COMMBUYS file) for their mark-up over prevailing wage and materials as well as a vendor’s charge for emergency services, holidays, and non-business hours.

Labor Hours

Business Hours (excluding holidays) are defined as Monday through Friday 7:00 a.m. to 5:00 p.m. Non-Business Hours are defined as periods outside of Business Hours.

Note: Many state facilities operate continuously (24/7).

Apprentice Labor Rates

Bidders may only include apprentice labor rates if they are participating in the Commonwealth's Approved Apprentice Program and can provide the required documentation. Refer to Information for apprentices to learn more.

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:

• If necessary, vendors can deliver products to the installer, marked for the correct recipient.
• The vendors must coordinate the time of delivery with the Eligible Entity. The vendor is responsible for delivery coordination, even if they use a separate delivery company.
• Delivery charges are authorized under this contract. Awarded vendors must disclose all delivery charges as a separate line item. The Purchasing Entity must authorize all such delivery charges, in writing, prior to the execution of any agreement.
• The vendors must include any lift gate charges in their product pricing. Lift gate charges are the responsibility of the awarded vendor. Liftgates are used during delivery when there is no loading dock or when cargo is too heavy to be loaded or unloaded by hand.
• Delivery is 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 vendors.
• Delivery for stock items is next day, and for non-stock items, all efforts are to be made for the items to be delivered within two (2) days.
• Returns: 
  • All products must carry a return policy. Return policies must be clearly stated and provided to the Eligible Entity prior to an order being placed.
  • Vendor must agree to accept returns of normally stocked products within 90 days of delivery at no cost to the buyer, including return shipping, in cases of product defects, non-conformance, or vendor error. 
    

For repairs and services warranties, please refer to these guidelines:

• To ensure efficient on-site repairs, vendors must send a qualified service person with a well-equipped service vehicle, including tools and common replacement parts, to diagnose equipment issues and facilitate timely repairs.
• All products must carry a valid commercial warranty. 
• At a minimum, all products under Category 2 must have a minimum warranty as standard with the industry.
• At a minimum, all carpet products under Category 1 must have a ten-year warranty from the date of Certificate of Agency Use and Occupancy.
  

Vendors in this statewide contract offer the following discounts, which can vary for each vendor: 

• Dock Delivery Discount: A discount is provided if product is delivered directly to the loading dock.
• Volume Discount: A discount is provided for the buyer if a certain volume of product or service is purchased. 

Note: Vendor discounts are detailed in the Vendor List table and the price files within each vendor's Master Blanket Purchase Order.

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) (Richard Levesque or Miranda Beaudet) 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 MRO001 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) (Richard Levesque or Miranda Beaudet) 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) (Richard Levesque or Miranda Beaudet) for approval. The new product or service requested must comply with the established specifications and scope of the contract.

As per the terms of this contract, approved vendors providing carpet, hard surface flooring, adhesives, and carpet cushions in Categories 1 and 2 are required to provide products that carry mandatory third-party certifications and standards. The required specifications may be found in the MRO001 Master Contract Record in the document titled Attachment A: Mandatory Environmental Specifications and Desirable Environmental Criteria, which is located in the Agency Attachments section. It is the intent of this contract to offer safer products, as outlined in the table of this attachment that recommends floor covering types as Preferred/Acceptable/Avoid or exclude as described in this document.    

Buyers may identify environmentally preferable options by reviewing vendor price sheets (which disclose chemicals and ingredients of concern), Environmental Product Declaration (EPD), Health Product Declaration (HPD), post-consumer recycled content (PCRC), and third party certification or standard as required in Attachment A: MRO001 Mandatory Specifications and Desirable Criteria document. Vendor price sheets are located in the attachments section of each vendor’s MBPO on COMMBUYS. Direct links to each vendor’s MBPO are provided within the Vendor List and Information section below. Contract users may contact the Category Manager(s) (Richard Levesque or Miranda Beaudet) with questions.

Note that per Executive Order 515, Executive Agencies are required to purchase Environmentally Preferable Products (EPPs) whenever they are readily available, perform to a satisfactory standard, and represent the best value for the Commonwealth. 

Learn More

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

Returns, Recycling, and Disposal

All products must carry a return policy. Return policies must be clearly stated and provided to the eligible entity prior to an order being placed. The vendor must clean up and remove any and all debris and packaging material resulting from their work at the Purchasing Entity’s premises. Upon completion of installation, the vendor must leave the Purchasing Entity’s premises clean, orderly, and ready for immediate use.

Collect and Recycle

Category 3 vendors have the service ability to collect and recycle products removed during installation. For flooring, vendors must ensure that it is recycled or properly disposed of and meets the Massachusetts Department of Environmental Protection’s Waste Ban for Treated and Untreated Wood and Wood Waste. 

Manufacturer Takeback Program for Carpet 

Carpet manufacturers should provide a takeback program to recycle products at the end of their useful life.

Luxury Vinyl Tile (LVT) Usage

LVT, which contains Polyvinyl chloride (PVC or vinyl) may be provided, subject to the approval of the Strategic Sourcing Team (SST). Vendors must disclose the use of such materials consistent with the terms of this Request for Response (RFR). If Bidders intend to offer LVT under this RFR, Bidders must list LVT on their price sheets and include all third-party certifications and standards, HPDs, and EPDs satisfactory to the Commonwealth Category Manager. The SST will determine the criteria for the inclusion of LVT on this Statewide Contract, and will determine whether to approve, in their sole discretion, these products for inclusion in this contract.

When placing orders with a vendor, MOSAIC users must reference the contract ID number MRO001* 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).

Performance Measures

Please refer to the price list for each vendor on MRO001 to verify the counties they service. All price sheets are housed in the vendor file or the vendor’s Master Blanket Purchase Order (MBPO). The counties they service should be included in the top row of each price column. 

The Commonwealth of Massachusetts has been divided into fourteen counties that include specific counties as indicated in the Map of Massachusetts Counties in the Massachusetts Maps web page and the following list:

See the Vendor List and Information for regions covered.

Truck Safety Standards

The RMV enacted new regulations (540 CMR 4.10 to 4.13) that apply to certain registered motor vehicles, trailers, semi-trailers, and semi-trailer units classified as Class 3 or above by the Federal Highway Administration, with a gross vehicle weight (GVW) rating of 10,001 pounds or more (“Heavy Vehicles”). Heavy Vehicles that are (1) leased or purchased by the Commonwealth on or after January 1, 2023, or (2) operated under contracts with the Commonwealth executed on or after January 1, 2025, that require the use of Heavy Vehicles in writing or by necessary implication, must be equipped with the following truck safety devices:

• Lateral protective devices (LPD), commonly called “Side Guards”
• Convex mirrors
• Crossover mirrors
• Back-up cameras

For snow and ice management and removal services and towing services, these regulations apply to Heavy Vehicles operated under contracts with the Commonwealth that were executed on or after July 1, 2025. Heavy Vehicles affected by the RMV regulations must be certified as compliant with these requirements beginning December 31, 2025 using the RMV portal. Please refer to MassDOT’s Truck Safety Devices for information about updates on truck safety devices, the certification and waiver process, and guidance for vendors. Further guidance will soon be available on the Operational Services Division (OSD) website.