OFF48 Statewide Contract offers access to Printing Services (Commercial Printers), Copying Services (Copy Centers), Mailing Services (Mail Houses), and Promotional Products. For additional information, refer to the Master Blanket Purchase Order (MBPO) with RFR, referred to as the Master Contract Record.

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

In addition, OFF48 offers the following:

• Fixed Price (Categories 2 and 4)

OFF48 provides fixed pricing—no quotes required—using convenient cost sheets for basic, low-volume copying (Category 2).

• Repeat Orders

For repeat orders with identical specifications placed within 18 months of the original bid, buyers may request a quote from the original vendor. All such purchases must be properly documented in the procurement file, and buyers should periodically solicit competitive quotes to ensure fair pricing.

• Cost Savings:

Leverage the Commonwealth’s buying power to obtain competitive pricing, including potential for additional savings through a range of Prompt Pay Discounts.

• Time and Efficiency

Eliminate the time-consuming process of developing solicitations, issuing bids, and evaluation responses. The contract offers vetted vendors and established terms, streamlining procurement.

• Compliance Assurance

Utilizing OFF48 helps entities comply with their respective state procurement laws by providing a vetted contract vehicle for purchasing environmentally preferable products.

• Wide Eligibility

OFF48 is available to a broad range of entities, including state agencies, municipalities, public schools, and eligible non-profit organizations.

This contract consists of four categories listed as follows:

Category 1–Printing Services (Commercial Printers) including associated mail service/s

Category 2–Copying Services (Copy Centers) including associated mail service/s

Category 3–Mailing Services (Mail Houses), Strictly mail service only

Category 4–Promotional Products

OFF48 is a statewide contract for Printing Services (Commercial Printers), Copying Services (Copy Centers), Mailing Services (Mail Houses), and Promotional Products. Follow the link for the Master Blanket Purchase Order (MBPO) with RFR.

Please refer to the following list of products and services not available for purchase:

• Design work for projects can be sourced through PRF76
• Advertising, Marketing and Event Planning Services, refer to PRF70
• Postage and Mail Processing Equipment, Accessories, Services and Supplies, refer to OFF54
  

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
  

The following purchase methods are the only ones permitted under this contract:

• Direct Purchases Only: All transactions must be direct, outright purchases.
• Pricing: All categories are quote-based.
  • It is recommended that buyers request quotes from all vendors within the applicable category.
  • For Categories 1–4, at least three quotes are strongly encouraged.

Eligibility Requirements: Eligible entities may establish additional bidder requirements beyond those in the statewide contract. For example, vendors may be required to be approved under Category 3 for jobs involving a mail component.

Note: Product pricing may be found on the vendor information section, where links to all the vendors’ Master Blanket Purchase Orders (MBPOs) are provided.

Category-Based Pricing Instructions

How to Buy from Vendors on this Contract Based on Category:

Category 1: Printing Services

• For print jobs requiring mail service—where materials are distributed to multiple recipients but not bulk-shipped to a single location, buyers may request quotes that include both printing and mailing services.
• For Mail Services only, buyers must obtain quotes from vendors in Category 4.
• Proof Approval: Buyers are responsible for reviewing and approving vendor-provided proofs before project commencement.
• Delivery: All pricing must include FOB delivery to the ordering facility or a single designated location.

Category 2: Copying Services

• All Copy Center Vendors provide:
  • Quick-turnaround copying (within 48 hours)
  • Black & white or color copies, up to 20,000 copies or sets
• For copying projects requiring mailing to multiple recipients (not bulk delivery), buyers may request combined quotes for copying and mailing.
• For Mailing-only services, quotes must be obtained from Category 4 vendors.
• Delivery: All pricing must include FOB delivery to the ordering facility or a single designated location.
  

Category 3: Mailing Services

All Mail Service Provider Vendors offer:

• Automated, customized mailing of printed materials eligible for postal discounts.
• Full-service Mail House capabilities and should be prioritized for projects involving mail services alone or in combination with printing or copying.

Steps for Procuring Mail Services

A. Project Preparation

1. Contact the Mail Service Provider to discuss your mailing project.
2. Provide the following details:
   • Eligible Entity’s name and address database
   • Consultation on postal regulations and mail class/type
   • Type of mail piece (e.g., letter, postcard, newsletter)
   • Mailing schedule and pickup/delivery timeline
   • Required processing time, including proofing which may vary by Mail Service Provider

B. Inquire about the availability of postal discounts for Maling

C. Executive Agencies: Request Quote(s) In COMMBUYS as you would any bid and include supporting information as an attachment.

D. Ask for written, detailed, line-item quote(s) for all charges associated with mail/production project.

E. Important Considerations:

1. If using a bulk USPS mail account, ensure it has sufficient funds to cover postage.
2. If not using a bulk USPS account, you may either:
   • Provide the vendor with a check payable to the appropriate Postmaster (e.g., Postmaster Boston or Reading), or
   • Request the vendor includes the postage cost on the invoice as a pass-through with no markup.
3. If using UPS (Next Day, Second Day, or Ground), the vendor or Mail Service Provider must use your entity’s UPS account number and designate the shipment as outbound under the current Statewide Contract OFF48.

For MOSAIC Users Only

Note: The master agreement for OFF48* in MOSAIC is OFF48000000000000000.

1. Encumbering Funds:
   1. Service Charges: Use a Contract (CT) and the corresponding commodity line.
   2.  Postage Charges: Use an Incidental Purchase Order (GAE), payable to the appropriate Postmaster.
      • Note: Eligible Entities using commercial printers for mail services should reimburse printers for postage (as a pass-through expense for post-production services) using this same method.
   3.  Vendor Payments: Process via PRC, referencing the appropriate PC and/or GAE document.
      

Category 4: Promotional Products

• When requesting quotes, buyers must either first request information from vendors or detail their needs in a request for quote document.
• Quote Requests should be sent to all vendors, however, only a minimum of 3 quotes are required.
• Delivery: All pricing must include FOB delivery to the ordering facility or a single designated location.
  

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

• Buyers should inform vendors to reference Contract OFF48 on all quotes and invoices
• Buyers should review and approve proofs provided by Vendors prior to each project
• Quotes should be awarded based on the best value
• Buyers must solicit at least three quotes from vendors on this contract
• Prepayment or Pre-ship Deposits are not allowed
• Sales tax is not allowed
• Fees and other surcharges, not allowed
• 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 terms and conditions of the Request for Response RFR
• Vendors cannot substitute products or services without buyer approval
• Substitutions without buyer approval can be returned at vendor cost

OFF48 offers several options for purchasing from vendors under this Statewide Contract. These options include Direct Quote Purchase through COMMBUYS and Direct Quotes Purchase Outside of COMMBUYS.

Only items contained in OFF48 are eligible for purchase under this contract.

This contract provides for the following methods of purchase:

• Direct Quotes using COMMBUYS

Buyers can solicit quotes directly from multiple vendors, award, and place orders through COMMBUYS using the solicitation-enabled contract Master Blanket Purchase Orders (MBPOs) or Statewide Contracts in COMMBUYS.

Refer to the Vendor MBPO Listing for a list of eligible vendors.

Refer to the How to Request Quotes from Vendors on Statewide Contracts for instructions.

• Direct Quotes (Outside of COMMBUYS)

Buyers can solicit quotes directly from multiple vendors outside of COMMBUYS by email or phone.

To ensure application of contract pricing, always reference OFF48 when requesting quotes and ensure OFF48 is referenced on all quotes received. All quotes should clearly indicate Free on Board (FOB) destination, with all charges for transportation and unloading prepaid by the vendor.

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 OFF48 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.

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). 

• Delivery Terms:
  • Must be F.O.B. Destination, freight prepaid.
  • All product and delivery costs must be included in the Vendor’s quote.
• Freight Charges:
  • Must be disclosed in the quote response.
  • Charges presented after quote acceptance will not be paid.
  • Must not exceed the actual freight cost paid by the Vendor.
• Delivery Requirements:
  • Delivery must be made inside to the designated location.
  • Vendor is responsible for delivering products in first-class condition and in line with standard commercial practices.
• Shipping Case / Box Labeling (at minimum):
  • Supplier name
  • Receiving customer name and address
  • When available, include:
    • Purchase order number
    • Part/stock number
    • Quantity per box
    • Any special designations requested by the Eligible Entity
      

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) (Tatiana Henry or Sean Corbin) 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.
  

• Vendors on OFF48 must meet all contractual requirements throughout the life of the contract, and are subject to an annual Business Review. 

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

• Buyers should inform vendors to reference Statewide Contract OFF48 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) (Tatiana Henry or Sean Corbin) for guidance. 
• Vendors must notify buyers of product substitutions.

State agencies must comply with Massachusetts Executive Order 515, which mandates the procurement of EPPs when they meet performance standards and offer best value.

This contract requires vendors to use paper and envelopes with at least 30% post-consumer recycled content (PCRC) for uncoated stock and 10% for paper coated stock, along with other PCRC product standards outlined in Appendix 1 of the OFF48 RFR (available via the OFF48 Master Contract Record on COMMBUYS under “Agency Attachments”).

Vendor Requirements:

• Offer higher recycled content paper options
• Indicate recycled content on all printed materials
• Maintain a recycling program with regular pickups
• Be registered with MassDEP’s Compliance Certification Program or meet equivalent out-of-state environmental standards
• Printers are encouraged to recycle solvents and ink, use water-based plate developers, adhesives, and cleaners, and avoid chlorinated solvents
• Mailing service vendors must use ENERGY STAR–certified equipment

Request EPP Choices: Buyers are encouraged to request environmentally preferable products—such as those made with recycled materials or certified by FSC, ENERGY STAR, GreenSeal, UL ECOLOGO, or Fair Trade—and to prioritize features like solar power, rechargeability, and low-toxicity materials.

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 OFF48* 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).

When placing orders with a vendor, MOSAIC users must reference the contract ID number OFF48* 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).

Please refer to the price list for each vendor on OFF48 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.