OFF52–Office, School, Library, Furniture, Accessories & Services: This is a Statewide Contract (SWC) for office, school, library furniture, accessories, and services, including but not limited to dormitory, residential, correctional, and healthcare furniture types, as well as refurbished and reused furniture options and quick drop-ship items.

Products and services frequently purchased through this contract include but are not limited to all types of workstations and free-standing office furniture. Services frequently purchased include installation, disassembly, or re-installation of furniture.

This contract uses tiered discounts based on spend, with the most current manufacturer’s annual catalog as the pricing reference.

In addition to this, the contract also offers the following:

• The contract includes both Value Added Resellers and Distributors.
• Quick ship options are available, providing more streamlined and efficient deliveries. Quick ship is defined as a shipment occurring within 10 business days of order placement, at no additional charge to the Eligible Entity.
• Rental options are available (indicated by the vendor and by category). Rental is limited to 6 months.
• This contract provides options for refurbished and reused furniture.
• Vendors must offer products that meet third-party environmental certifications or standards, as outlined in the RFR’s Environmental Specifications, Section 4.9.3. These certifications include, but are not limited to:
  • Cradle to Cradle Certified® or Material Health Certificate (Silver or higher)
  • Declare: Living Building Challenge (LBC) Red List Free
  • GreenScreen Certified®
  • BIFMA LEVEL®
  • Listed in the Center for Environmental Health (CEH) Database for Healthier Furniture
  • SCS Indoor Advantage Gold® Certified (Low-Emitting)
  • Intertek Clean Air Gold® Certified (Low-Emitting)
  • MAS Certified Green® (Low-Emitting)
  • UL GREENGUARD Gold®
  • Free of: Per- and polyfluoroalkyl substances (PFAS), Vinyl or polyvinyl chloride (PVC), Antimicrobial additives
  • Has a proposition 65 warning labels
  • Compliant with California Technical Bulletin 117-2013 (furniture flammability) and verified to be free of added flame retardants (via product tag/label)
  • Certified by the Forest Stewardship Council (FSC) for wood and bamboo products
• Vendors must disclose in the OFF52 Master Discount Sheet (attachment located in the Agency Attachments section in the OFF52 Master Contract Record) whether furniture has an Environmental Product Declaration (EPD), a Health Product Declaration (HPD), or meets any of the third party environmental certifications or standards listed above.

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 OFF52 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.
• In addition, this contract offers the following:
  • Remanufactured furniture is readily available with potential discounts, while ensuring it performs at the same level as new furniture.
  • Americans with Disabilities Act-compliant (ADA-compliant) options as indicated by vendor, by category, and by product line.
  • Additional category for furniture accessories.
    

This contract includes 12 categories of both products and services listed as follows:

Note: Detailed descriptions can be found in Appendix.

• Category 1: Systems Furniture (Workstations/Cubicles)
• Category 2: Seating
• Category 3: Office Furniture
• Category 4: Specialty Storage/Shelving
• Category 5: Preconfigured Walls, Cabinetry, and Millworks
• Category 6: Early and Higher Education, Library, and Dining Furniture
• Category 7: Dormitory, Residential, Healthcare, Behavioral Healthcare, and Detention Facility Furniture
• Category 8: Ergonomic Accessories and Specialty/Custom Furniture
• Category 9: Refurbished and Reused Furniture
• Category 10: Quick Ship
• Category 11: Furniture Services–Project Management
• Category 12: Furniture Services–Installation, Repair, and Storage/Inventory
  

This contract does not cover the following products or services; however, they are available through the indicated statewide contracts:

Note: For more detailed guidance on using these contracts, please refer to the OSD Contract User Guides accessible through the links below.

• OFF53 Office Supplies or its replacement–Whiteboards and bulletin boards that fit any of the following requirements:
  • Sized 4' x 6' and up
  • Requiring professional installation
  • Priced at $500 and over

Note: Standard office supplies, including desk accessories like blotters, calendars, staplers, and tape dispensers, should not be purchased under the Office Supplies category of this contract.

• OFF50 Audio, Video, Multimedia Presentation Equipment and Supplies or its replacement– Smart boards and other electronically enabled products
• FAC122 Landscaping Products, Parks and Recreation Equipment and Related Products, Supplies and Service or its replacement–Outdoor furniture
• FAC126 Records Management, Storage and Archiving Services or its replacement–Records storage and archiving services
• FAC127 Moving Services and Storage or its replacement–Moving services and storage

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 can access the price files and vendor catalogs without needing to sign into a COMMBUYS account.

Please refer to the following guidelines for pricing options:

• 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. The Product Master Discount Sheet may be found in the attachments list in the OFF52 Master Contract Record.
  • If a vendor does not have a manufacturer listed in their awarded price file, the vendor must contact the Category Manager (Tatiana Henry or Sean Corbin) to get the manufacturer added before they can sell their products on OFF52.
  • If a vendor is not honoring their discount pricing from the price file, then the customer should contact the Category Managers as well.
• Discount from Manufacturers Suggested Retail Price (MSRP): Off52 offers discounted pricing, which is a percentage off of the MSRP. This information is available in the OFF52 Master Discount Sheet located in the attachments of the OFF52 Master Contract Record in COMMBUYS.
• Ceiling/Not-to-Exceed: Pricing is ceiling pricing and allows the user to negotiate stronger discounts based on the project scope, with no further approval from OSD required. Eligible entities are encouraged to obtain competitive quotes from multiple awarded contractors. Negotiations are encouraged for purchases that fall within the total purchase volume as outlined in Tier 2 and higher in the Response for Request (RFR) Form and Master Discount Sheet.
• Sell pricing for Category 10 is based on a direct sell price. Bidders should provide their standard direct-sell pricing for all products included in this category. This pricing will serve as a reference for buyers when utilizing this contract.
• For pricing of Categories 11 and 12, any work performed after delivery must be mutually agreed upon by the vendor and the Eligible Entity prior to delivery and installation, including all pricing terms. Bidders must submit their labor rates in their quote/bid response form. These rates will be published in COMMBUYS.

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

Please refer to the following guidelines:

• Quotes should be awarded based on the best value.
• Quotes must be submitted in writing.
• While negotiation is not guaranteed, discussions on pricing are welcome, especially for Tier 2 projects. Negotiation depends on the project's phase, size, scope, and anticipated spending on products and services. Note: The pricing details for Tier 2 are outlined in the vendor price sheet.
• Tier 1 pricing provides clients with the best possible value upfront. Further negotiations on this tier are generally not necessary due to the existing discounts. Note: The pricing details for Tier 1 are outlined in the vendor price sheet.
• It is recommended that bidders specify that the quote should include project reference information, contract number, list price, discount applied, and sell price.
• When requesting quotes, it is encouraged to specifically request an itemized quote, with separate line items for materials and labor.
• When submitting your quote, please ensure that you include the following information:
  • Title of document to include the agency and description (for example, Quote: Vendor Name_DPH_12 months storage)
  • Include a project/task name
  • Include a “Ship to” and “Bill to” address (or e-mail for DCAMM billing)
  • Include the Project Manager’s name and contact information
  • Clarify all timelines, delivery restrictions, building requirements and/or CORI requirements with vendors
  • A detailed price breakdown, including the manufacturer's price, applicable discounts, and the final selling price
    

Obtaining Quotes for Construction Services

Please note the following specific requirements that apply to construction services, depending upon the scope of your bid:

• For construction services or public works projects under $10,000, select a vendor based on sound business practices that align with your entity’s procurement policies and procedures.
• For construction projects estimated between $10,000 and $50,000, a minimum of three (3) quotes must be solicited, and at least two (2) written responses must be received. The contract shall be awarded to the lowest responsible bidder.

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

• Purchases made through this contract will be direct, outright purchases
• This is a fee-for-service contract

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.

Buyers may solicit quotes via category specific Solicitation-Enabled Master Blanket Purchase Order. Each OFF52 category has its own solicitation-enabled MBPO to facilitate ease of ordering through the contract. Refer to the Vendor List and Information table for MBPO numbers and additional information.

Performance and Payment That Goes Beyond Contract End Date

The extend beyond period is in place to allow performance and payment obligations under a contract to continue after the contract term has ended. This period is primarily used to aid the transition between an expiring contract and its replacement and to ensure the continuity in service delivery.

For extend beyond, the following stipulations are in place:

• Buyers may not enter into a written agreement that will go more than three (3) 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.
• Agreements established prior to the Master Agreement expiration may allow performance and payment obligations to continue until the maximum Extend Beyond date.
  

• Encumbrances must be established before the contract end date, and deliveries/installations must be accepted before the fiscal year end.

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 OFF52 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. A sample SOW has been added as an attachment in the OFF52 Master Contract Record.

When creating a statement of work, make sure to include language that will make it clear that all associated documents are in reference to the OFF52 statewide contract by using the OFF52 contract number.

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

For Category 5 and Category 1:

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.

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.

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). 

Shipping

For shipping, please adhere to the following guidelines:

• Free Quick Ship options for product lines as indicated in Category 10. Shipment is within 10 business days of order at no additional charge.
• Shipping cases and packing slips must show the name of the supplier, the name and address of the receiving customer, and the purchase order number.
• Awarded vendors may not include additional charges for blanket wrapped items.
• Upon delivery, vendors must obtain a signature from the authorized personnel on the packing slip.
• Proof of delivery documentation must be maintained for a minimum of eighteen (18) months after delivery.
• Damaged shipments will not be accepted. If a shipment is accepted but later found to be incomplete, incorrect, or damaged, the awarded vendor will either replace it at no cost to the Eligible Entity or provide a full refund or credit (no restocking fees) with the option to return it at the vendor's expense.
  

Delivery

For delivery, please adhere to the following policies:

• Awarded vendors must make deliveries and have products available for delivery statewide.
• Delivery must be F.O.B. (Freight on Board) Destination Prepaid freight with no delivery expenses paid by users of this contract.
• Delivery on this contract is defined as delivery to a mutually agreed location. The vendor needs mutually agreed-upon written delivery instructions from the purchasing entity before shipping if the final destination was not identified during the quote.
• Awarded vendors shall be responsible for all delivery and unloading of products at no additional charge.
• All deliveries shall be completed within the vendor's standard operating hours, as specified in their bid submission. Changes may be granted with written approval of the Eligible Entity.
• Recipient should have a suitable loading dock, freight elevator, or similar facilities capable of handling the shipment. Stair carries may be included as an additional cost.
• Awarded vendors must be responsible for the delivery of products in first class conditions at the point of delivery, and in accordance with good commercial practice.
• Awarded vendors must strictly comply with all security and property entrance policies and procedures established for Department of Correction facilities and other Eligible Entity facilities.
  • The awarded vendor must be prepared to supply a list of driver's names and any other background information necessary to the Department of Correction or an Eligible Entity for security clearance into the various locations throughout the state.
  • All vendor vehicles are subject to inspection upon entering and leaving all Department of Correction facilities.
• Awarded vendor is responsible for securing any required permits from state and local government entities.
  • Awarded vendors will provide any information those entities may request.
  • Awarded vendors' responsibilities include attending inspections when requested by permitting entities and itemizing the cost of any required permits within the quote provided for the commodity or service.
• Access to the location for delivery will be coordinated by the awarded vendor with the Eligible Entity by a phone call at least one business day in advance of the delivery date and time. This will ensure that the delivery can proceed smoothly and that the Eligible Entity is prepared for the arrival of the goods.
  

Installation

For installation, please follow these guidelines:

• The vendor is responsible for performing a site survey and reviewing the installation location before accepting an order.
• If special installation is necessary, the associated costs must be mutually agreed upon and documented on the purchase order before it is released.
• No installation charge for loose seating, file cabinets, or other drop-in-place items.
  

Storage

For storage, please follow these guidelines:

• For temporary storage lasting less than 30 days, additional charges may not apply unless otherwise agreed upon in advance.
• For temporary storage exceeding 30 days, charges will be assessed based on the square footage of the stored items at a pre-negotiated rate. Agreement on this charge is required at least ten business days in advance of billing.
  

Returns

For returns, please adhere to the following policies:

• Products returned due to quality issues, duplicate shipments, obsoletion, damage, or other reasons shall be picked up by the contractor within five (5) business days after notification, with no restocking charge.
• The defective product will be replaced with a specified product, or the ordering entity will be credited or refunded for the full purchase price.
• Returns for products ordered in error must be processed within 15 days of delivery to receive a credit.
• Products must be returned in new, unused conditions with original packaging.
• The contractor is not entitled to charge for these returns. 

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

• Vendors have indicated the length of the Manufacturer’s Warranty by product line on the discount sheet, which will apply to all products purchased within that line, including remanufactured furniture options.
• The awarded vendor will promptly replace and install any product that has been damaged in transit, or that fails during the warranty period.
• Replacement parts and installation made under the warranty shall be free of charge.
• Vendors will be responsible for insuring that item(s) received, that do not meet the written guarantees and/or warrantees published by the manufacturer are replaced within thirty days of notification by the department who purchased the item.
• Returning defective items/products will be done so at the expense of the vendor.
• All awarded bidders will have an expectation to guarantee labor for one year after substantial completion at no additional cost.
• Any replacement parts outside of warranty will be discounted at the same rate as new parts/products.
  

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

• Dock Delivery Discount: A discount given if product is delivered directly to the loading dock.
• Tiered Discount: A discount that offers progressively larger savings as the order size or spending threshold increases, depending on the contract.

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.
  

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

• Buyers should inform vendors to reference Statewide Contract OFF52 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.

• The buyer is legally required to provide a prevailing wage schedule or sheet to vendors upon request.
  

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.

contract requires vendors to disclose whether their products have a Health Product Declaration (HPD) and an Environmental Product Declaration (EPD). These declarations assist buyers in identifying environmental, climate and health information about the products.

Refurbished or Reused Furniture: The contract includes Category 9 for refurbished/reused furniture and buyers are strongly encouraged to consider these options.  All refurbished or remanufactured furniture under this contract must be restored to original performance standards and functions.

Third-Party Certifications and Standards: Vendors must also disclose whether their products or product lines:

• have third-party certifications
• meet specific environmental or health standards
• possess other environmental or climate-related attributes

Details of these certifications and standards are available in the OFF52 Master Discount Sheet located in the OFF52 Master Contract Record.

Certifications and Standards include:

• Cradle to Cradle Certified or have a Material Health Certificate, silver or higher
• Declare Living Building Challenge (LBC) Red List Free
• GreenScreen Certified®
• BIFMA LEVEL
• Listed in the Center for Environmental Health (CEH) Database for Healthier Furniture
• SCS Indoor Advantage Gold-Certified (low-emitting)
• Intertek Clean Air Gold-Certified (low-emitting)
• MAS-Certified Green-Certified (low-emitting)
• UL GREENGUARD GOLD
• Free of per- and polyfluoroalkyl substances (PFAS)
• Does not have a Prop 65 warning
• Free of vinyl or PVC
• Free from antimicrobials
• Meets California’s furniture flammability standards (perTechnical Bulletin 117-2013) and is free of added flame retardants (verified by product tag/label)
• Forest Stewardship Council (FSC) (For wood and bamboo products)

Flame Retardants and Massachusetts Fire Codes: Many chemical flame retardants are semi-volatile organic compounds that migrate into indoor air and dust. These substances are often persistent, bioaccumulative, and toxic, raising environmental and health concerns.

Where permissible by fire safety codes, non-chemical flame-retardant solutions—such as smolder-proof fabrics—should be prioritized. Recent amendments to the Massachusetts Fire Code and the City of Boston’s Fire Prevention Code enable certain spaces to select flame retardant-free furniture. Refer to the Guidance for Environmental Preferable Furniture: Review of Chemicals of Concern and Certifications & Standards for detailed code explanations, environmental and health impacts, and product alternatives with minimized flame-retardant content.

State agencies must comply with Massachusetts Executive Order 515, which mandates the procurement of EPPs when they meet performance standards and offer best value. Purchasing entities are also encouraged to discuss greener purchasing options with vendors – which includes products with less or no chemicals of concern, fabrics free of fluorinated stain treatments, antimicrobials, PFC and or flame retardants, and recycled content.

Learn More

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

Product Specifications, including Environmental Standards and Requirements

Product components may be made from a variety of materials including but limited to the following:

• Fabric
• Metal
• Plastic
• Medium Density Fiberboard (MDF)
• Gypsum
• Paint
• Powder coating
• Foam
• Laminate
• Veneer
• Glass
• Electrical wiring
• Mechanical devices

Vendors carry a minimum of three manufacturing lines for each product category they are awarded. Each product category must have at least two manufacturers whose products either have an EPD, an HPD, or hold a third-party certification or standard as listed in the Environmentally Preferable Products (EPP) section.

When placing orders with a vendor, MOSAIC users must reference the contract ID number OFF52* 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).

Category details are listed as follows:

Category 1: Systems Furniture (Workstations/Cubicles)

• New panel, benching, beam-based systems that include non-acoustic and acoustic with electrical and non-electrical options
• Worksurfaces
• System furniture related storage and electrical systems

Category 2: Seating–Loose and fixed seating to be used in a variety of settings such as office space, reception, cafeteria/dining, lounge, healthcare, industrial, instructional, institutional, and outdoor

Category 3: Office Furniture

• Custom and pre-designed office furniture such as desks, tables, file cabinets, bookcases, and case goods
• LAN (Computer) furniture such as computer tables
• Outdoor furniture
• Computer command stations/systems
• Multimedia furniture
• Cabinets/enclosures
• Integrated technology furniture

Category 4: Specialty Storage/Shelving

• Custom and predesigned storage components and systems that include mobile high-density shelving, specialty storage, etc. Storage components and systems may be used manually, mechanically, or with electrical assistance.
• Services such as file organizing, file conversion, interfiling, file labeling, and file relocation are allowed under this category.

Category 5: Preconfigured Walls, Cabinetry, and Millworks

• Custom and predesigned architectural and drywall replacement, taller than 72” high, that can be installed and secure to both the floor and ceiling.
• Custom and predesigned movable partitions, typically found in larger conference space and attached permanently to the building.
• Custom and pre-designed mobile partitions, used to temporarily separate space.
• Custom and pre-designed case goods, cabinetry, and millwork style desks. Professional design and permits are usually required for products in this category. Prevailing wage labor for installation is also very common.

Category 6: Early and Higher Education, Library, and Dining Furniture

• Custom and predesigned furniture solutions for K-12 and higher education institutions, encompassing furnishings for libraries and dining facilities. Furniture in this category includes, but not limited to Department of Early Education and Care (EEC) activity and dramatic play, classroom, industrial/workshop, and Science, Technology, Engineering, Arts, and Mathematics/lab (STEAM/lab).
• Custom and predesigned library furniture that includes wood library furniture (wood end panel library shelving, chairs, tables, study carrels, circulation desks, etc.), laminate library furniture, and metal library furniture (metal library shelving, etc.).

Category 7: Dormitory, Residential, Healthcare and Behavioral Healthcare, and Detention Facility Furniture

• Custom and pre-designed furniture and accessories for the kitchen, living room, bedroom, laundry, and storage spaces within dormitory and residential settings.
• Custom and pre-designed furniture and accessories to be used in healthcare, behavioral healthcare, and detention settings. Furniture must be able to stand up to the industry standards of these types of settings.

Category 8: Ergonomic Accessories and Specialty/Custom Furniture

• Ergonomic accessories include items and equipment that are designed to complement good posture and minimize the risk of injury. Examples include ergonomic computer workstations, its accessories (desk lamps, clocks, magazine racks, adjustable keyboards, monitor arms, CPU holders.
• Custom crafted and predesigned furniture, accessories, and ancillary items.  Product offerings in this category include but are not limited to freestanding and wall mounted custom furniture, such as shelving, desks, tables, conference tables, credenza, visual communication boards, room ID signage, display cases, trash and recycling centers, coat hooks, racks, coat trees, and podiums and lecterns.

Category 9: Refurbished and Reused Furniture–Eligible entities are encouraged to utilize refurbished and reused furniture where it is feasible and does not compromise the product's performance or intended use. Refurbished and remanufactured furniture must be restored to original performance and function, aligning with this specification to the extent possible.

Category 10: Quick Ship

• Quick-ship furniture is defined as preconfigured and predesigned furniture that can be shipped within 10 business days of buyer’s award, at no additional charge to the Eligible Entity.
• The last tab on the Master Discount Sheet contains a comprehensive list of vendors with quick-ship availability, broken down by product line for categories 1-9. Please note that finish options are typically limited. This category is designated for the purpose of buyer informational sourcing. To acquire quick-ship products, please proceed to their respective product categories.

Category 11: Furniture Services – Project Management

• If prevailing wage is required, make sure to include this information in your quotes or bids so vendors know to include prevailing wage.
• Services for furniture projects, including space planning, design, computer-aided design (CAD) and Revit, product inventories, and project management, are provided at hourly rates, covering both self-performed services and work completed by subcontractors.
• Hourly rates will be determined based on classifications including regular time, overtime, Saturday work, Sunday/Holiday work, non-union status, union membership, and percentage above the prevailing wage.

Category 12: Furniture Services – Installation, repair and Storage/Inventory

• If prevailing wage is required, make sure to include this information in your quotes or bids so vendors know to include prevailing wage.
• Furniture services such as installation services, product inventories, refinishing services, reupholstering services, repair services, warehouse and storage, wood repair and touch-up, are provided at hourly rates, covering both self-performed services and work completed by subcontractors.
• Hourly rates will be determined based on classifications including regular time, overtime, Saturday work, Sunday/Holiday work, non-union status, union membership, and percentage above the prevailing wage.

Vendors will be able to provide the requested service(s) throughout the the entire State of Massachusetts as detailed in the Map of Massachusetts Counties in the Massachusetts Maps web page..

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.