OFF51: School, Instructional, Arts & Crafts, Recreational and Therapeutic Supplies: This is a Statewide Contract (SWC) for School Instructional, Arts & Crafts, Recreational and Therapeutic Supplies. OFF51 replaces OFF45 Art and Instructional School Supplies. This state contract is available for use by Connecticut; other states are eligible to join OFF51 at any time. The buying structure of this contract no longer includes a Market Basket option. Product pricing has been established using a discount percentage off Manufacturer Suggested Retail Price (MSRP). Recreational and Therapeutic supplies have been added in addition to the art and instructional school supplies. The contract offers a robust product catalog that includes environmental and climate preferable products.

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.

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 Master Blanket Purchase Order (MBPO) with RFR. 

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 4 categories of products listed as follows:

• Category 1: Instructional Supplies
• Category 2: Arts and Craft Supplies
• Category 3: Recreational Supplies
• Category 4: Therapeutic Supplies
  

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

• Digital Duplicating Supplies: Copiers, Printers, Scanners and Related Devices and Services are available through ITC80 or its replacement contract.•  Multipurpose Copy Paper including 25% Cotton Bond Paper: Office Supplies, Recycled Paper, and Envelopes are available through OFF53 or its replacement contract: • Audiovisual Equipment, Supplies & Services: Audio, Video, Multimedia Presentation Equipment and Services are available through OFF50 or its replacement contract.
• School & Office Furniture: Office, School and Library Furniture, Accessories & Services are available through OFF52 or its replacement contract. • Outdoor furniture: Landscaping Products, Parks and Recreation Equipment and Related Products, Supplies and Service are available through FAC122 or its replacement contract.
• IT Hardware and Services: Computers, chrome books, iPad etc. & accessories are  available through ITC73 or its replacement contract. • Cleaning products, equipment and/or supplies: Environmentally Preferable Cleaning Products, Equipment and Supplies are available through FAC118 or its replacement contract.
• Any items requiring installation to a permanent/fixed structure.
• Additional items reviewed during the term of the contract that overlap a statewide contract.

Procurement Exclusions for Connecticut

• Multipurpose Copy Paper and Toner is available through Contract #18PSX0032| Office Supplies, Toner, and Cut Sheet Paper
• Audiovisual Equipment, Supplies & Services is available through Contract #19PSX0015|Audio Visual Equipment
• Classroom and School Furniture is available through Contract #15PSX0041 |Classroom and School Furniture
• Office Furniture is available through Contract #16PSX0190 | Freestanding Office, Lounge, Dormitory and Residential Furniture
• Outdoor furniture is available through Contract #17PSX0081 |Playground, Recreation and Park Equipment
• Athletic Equipment and Supplies is available through Contract #18PSX0319 |Purchase of Athletic Equipment and Supplies
• Computer Hardware is available through Contract #13PSX0280 |Minnesota NASPO ValuePoint Computer Equipment
• Any items requiring installation to a permanent/fixed structure.
• Additional items reviewed during the term of the contract that overlap an existing contract. For more information regarding the above-listed contracts for the state of Connecticut please go to Connecticut’s Department of Administrative services website. 

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.

The pricing options are outlined as follows:

• Discount from Manufacturers Suggested Retail Price (MSRP): Contract pricing is a specified discount off the MSRP catalog price. Volume discounts are available.

Note: Product pricing may be found on the vendor information section, where links to all the vendors’ MBPOs are provided.

Purchases made through this contract will be direct, outright purchases.

COMMBUYS G2B Punchout: Buyers may purchase directly from the vendor’s eCommerce site using the Government to Business (G2B) functionality in COMMBUYS. See 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.

See the How to Purchase from a COMMBUYS G2B Punchout job aid for more details.

Punchout-Participating Vendors:

• CAM Office Services
• Lakeshore Learning
• School Specialty

Direct Quotes using COMMBUYS:

Used for products and services with fixed pricing, viewable in vendor catalogs or price files. See the Vendor MBPO Listing for a list of eligible vendors. The buyer can submit a request for goods and services from a Statewide Contract (SWC) or a Departmental Contract. This option is for users with Basic Purchaser or Department Access privileges in COMMBUYS. Once the requisition is approved, a Purchase Order (PO) is generated and can be sent to the vendor. Requisitions are documents used to request goods and services. A requisition is the first document used to generate a PO.

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

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 OFF53 in the Requesting for Quotes (RFQ) and ensure OFF53 is referenced on all quotes and invoice received.

All quotes should clearly indicate Free on Board (FOB) destination, with all charges for transportation and unloading prepaid by the vendor/s for all Commonwealth departments, cities, towns, and political subdivisions within the Commonwealth of Massachusetts.

To set up a COMMBUYS buyer account, contact your organization’s COMMBUYS administrator.

For questions about Direct Quotes purchasing using COMMBUYS, contact OSDhelpdesk@mass.gov, or call (888) 627-8283.

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 OFF51 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.

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

Delivery must be provided at no additional cost and without minimum order requirements. All orders shall be Free On Board (FOB) destination, with freight included. Orders must be delivered within 24 to 48 hours after order confirmation. Deliveries shall occur during regular business hours, typically 8:00 AM to 5:00 PM EST/EDT, Monday through Friday. Contractors offering extended delivery hours beyond this timeframe should specify those additional hours. Any changes to delivery times require written approval from the Eligible Entity.

It is highly desirable that all in-stock orders be processed and shipped within 24 to 48 hours of order receipt, maintaining a 95% fill rate. If an item is not in stock and must be fulfilled via drop shipment, it is highly desirable that delivery occur within five (5) business days after order receipt. Items drop-shipped directly from the manufacturer are subject to the manufacturer’s lead times. In such cases, contractors must notify the customer of the estimated ship date. If the estimated date is not acceptable, the customer may cancel that portion of the order without penalty.

Contractors must be able to pack and label orders for specific classrooms or individual teachers in “teacher-packs,” as defined by the ordering customer. Contractors must also be able to hold orders and delay shipments during standard school breaks (summer, winter, and spring) upon request. No additional charges will be accepted for teacher packs, pallets, or inside deliveries.

All orders must be labeled and packaged adequately to ensure safe handling and proper delivery. Deliveries may involve multiple drop points within a single location, which may include desktop and/or departmental deliveries. If an item is out of stock, an acceptable substitute should be provided within the original delivery timeframe. If a suitable alternative cannot be arranged, the contractor must make every effort to complete delivery as soon as possible. When requested, contractors must coordinate delivery times directly with the contract user.

Contractors must comply with all security and property access policies established by Eligible Entities. It is the awarded bidder’s responsibility to follow these procedures prior to attempting entry. Contractors must be prepared to provide a list of driver names and any other background information required for security clearance into various locations across the state. If a contractor uses an independent delivery company, the contractor remains responsible for ensuring coordination between the delivery company and the contract user. Deliveries that are late or cannot be made within the above guidelines may be canceled at no cost to the Commonwealth.

Products returned due to quality issues, duplicate shipments, outdated or damaged items must be picked up by the contractor within five (5) business days of notification, at no cost to the customer. Such items shall be replaced with the specified products or fully credited/refunded to the ordering entity. Products ordered in error must be returned for credit within fifteen (15) days of receipt, provided they are in resalable condition (original packaging, unused). The contractor may not charge any fees or restocking charges for these returns.

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

• The warranty for the Commonwealth shall be the manufacturer’s standard warranty starting from the date of acceptance by the Purchasing Entity. 
  

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

• Dock Delivery Discount: A discount if product is delivered directly to the loading dock.
• Volume Discount: A discount is negotiated for buyers who purchase a certain quantity of product or service.

Note: Vendor discounts are detailed in the vendor list table and the price files within each vendor's Master Blanket Purchase Order (MBPO) or Master Contract Record MBPO.

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) (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.
  

• Key Performance Indicators
  • Vendor compliance for Sales Reports, SDP, and Admin Fee
  • Customer Satisfaction
  • Consistency of products and services
  • Quality of products and services
  • Customer service, responsiveness of vendors
  • Vendors satisfying EPP requests and reporting guidelines
    

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

• Buyers should inform vendors to reference Statewide Contract OFF51 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.

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) (Tatiana Henry or Sean Corbin) for approval. The new product or service requested must comply with the established specifications and scope of the contract.

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

The following items must be certified non-toxic by the Art and Creative Materials Institute (ACMI):

• Crayons
• Markers (including highlighters)
• Paints

Vendors are encouraged to offer products that meet additional environmental and health criteria which may be found below in Appendix 1.  These include, but are not limited to:

• Contains recycled content
• Are free of high-hazard chemicals (e.g., lead, asbestos, ketones, xylene, acetone, phthalates, fragrances)
• Are low-odor, water-based, and fragrance-free
  

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 OFF51* 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).

Vendors must ensure product availability and statewide delivery to all locations in Massachusetts, including the islands.

Link to Map of Massachusetts: https://www.sec.state.ma.us/divisions/cis/maps.htm   
Link to Map of Connecticut: https://portal.ct.gov/-/media/DEEP/gis/Resources/IndexCountyTLpdf.pdf

Desirable Environmentally Preferable Products (EPP) Specifications