OFF54 Mail Equipment: This is a Statewide Contract for the purchase, service and leasing of Postage and Mail Processing Equipment, Accessories, Services & Supplies. Equipment that can be purchased within Category 1, includes new or refurbished digital postage equipment including related accessories, software and supplies as well as new, predecessor or refurbished equipment maintenance and supplies. Equipment that can be purchased within Category 2, includes new or refurbished equipment for Folding and/or Inserting, Sorting, Tabbing, Letter Opening, Pressure Sealing, Check Imprinting, Endorsing and Bursting including related accessories and supplies as well as new, predecessor or refurbished equipment maintenance and supplies.

For Master Contract Record, refer to the Master Blanket Purchase Order  with RFR. 

Note: This contract may be used to procure the goods or services described in this user guide at any dollar amount. Any limitations, including for procurements involving construction, are outlined in this Contract User Guide.

Benefits and Cost Savings

Statewide Contracts are an easy way to obtain benefits for your organization by: 

• Leveraging the Commonwealth’s buying power
• Simplifying the solicitation process
• Providing contracting expertise
• Enhancing vendor relationships through proactive management and oversight
• Offering competitive pricing
• Offering Prompt Payment Discounts (PPD), which is a percentage discount given to the buyer if the invoice is paid within a specified time, in accordance with the Commonwealth’s Bill Paying Policy

This contract includes 2 categories listed as follows:  

• Category 1: Postage and Mailing Systems Equipment, Accessories, Supplies and Service
• Category 2: Mail Handling Equipment, Accessories, Supplies and Services
  

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 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.

Fixed Pricing: Contract pricing has been negotiated but further negotiations can be made. 

Note: Product pricing may be found on the vendor information page, where links to the vendor’s MBPO are provided.

Buyers must solicit quotes when using this contract.

For purchases of $10,000 and above, Buyers are required to solicit quotations from all eligible vendors and obtain a minimum of three (3) responses. This ensures a competitive bidding process and helps the Buyer find the best possible value for their purchase. A “no bid” response is considered an acceptable response.  

For purchases under $10,000, soliciting quotes is at the discretion of the Buyer. However, before making a purchase, Buyers should consult with their Chief Purchasing Officer or equivalent authority.

Pre-Delivery Site Review: The Contractor is responsible for reviewing the installation site to confirm compliance with the manufacturer’s installation criteria. If special installation (e.g., rigging) is needed, costs must be negotiated with the ordering entity and noted on the equipment confirmation form before the purchase order is issued.

Unsuitable Locations: If the original installation site does not meet specifications, the Contractor and entity must identify a suitable alternative. If none is available, the order will be canceled with no further obligation.

Equipment Delivery and Installation: All equipment pricing must include delivery and installation statewide. 

Equipment and required start-up supplies: must be delivered simultaneously with or within an agreed timeframe. 

Supplies: must be labeled "Start Up Supplies" and reference the purchasing entity's order number.

Shipping Charge Exceptions: Shipping charges may be negotiated under extenuating circumstances at the Commonwealth’s discretion, such as expedited shipping requested by the agency or oversized/heavy item repairs. Exceptions must be requested by the agency; vendors may not request them.

Labeling Requirements: At installation, the Contractor must affix a legible label or decal to each unit, showing:

• • Warranty period (with dates)
  • OEM or Authorized Dealer contact information (name, address, phone)
  • Model number and serial/machine ID number

EnergyStar Compliance: Equipment marked as EnergyStar compliant must be delivered and installed with all applicable power management features enabled.

• Prepayment or Pre-ship Deposits are not allowed  
• Sales tax is not allowed  
• Fees and or surcharges (including travel, fuel, delivery) 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 Request for Response (RFR) Terms and Conditions. For more information, please refer to the Master Blanket Purchase Order and the RFR. Contact Category Manager (Tatiana Henry or Sean Corbin) with any questions.
  

• Purchase: available for all categories (equipment, supplies, and services).
  Equipment (New or Used): may be acquired though outright purchase, term-lease, or rental-which may not exceed Six (6) months. 
• Services: may be acquired through outright purchase based upon time (hourly rate) and material pricing or fixed price pricing, e.g. annual maintenance contract.
• Term Lease: available for all categories typically (36, 48 and 60-month terms). It covers equipment, supplies, and services across all categories.
• Rental: available for all categories. Six (6) months maximum (non- renewal). Covers equipment, supplies, and services across all categories.

Loaner Equipment

• Available if existing equipment requires off-site repair.
• Must be equivalent or better in performance.
• Provided, delivered, installed, and configured at no cost.
• Setup and basic training must occur within 1 business day or agreed timeline.
• Loaner remains until original equipment is repaired and operational.
• If unavailable due to customization, alternate equipment must be provided.

Relocation of Leased Equipment

• Requires prior notice and Contractor approval (not to be unreasonably withheld).
• Contractor and Entity will determine who performs the move.
• Contractor-approved relocation by the Entity does not void warranties.
• Contractor is liable for damage they cause during relocation.
• Entity is responsible for costs to restore performance after a self-managed move.

Personal Property, Use, and Inspection

• Leased and rented equipment remains Contractor’s personal property.
• Contractor may inspect during business hours by appointment.
• Contractor must not interfere with use unless the Entity is in default.

Title, Liability, Risk of Loss, and Insurance

• Contractor retains title and bears all risk and insurance costs.
• Entities are liable only for:
  • Loss due to negligence,
  • Theft by an employee,
  • Damage from nuclear and radioactive exposure.
• The Commonwealth is self-insured.
• Any Contractor-imposed liability limitations are void.

Defective Equipment: Repair or Replacement

• Equipment must meet standard specs and warranties.
• Contractor must repair or replace within required timeframes.
• No payment obligation during downtime if unresolved.
• Replacement must be equal or better, at no cost.
• If unrepaired, lease may be terminated; Contractor must remove equipment free of charge.
• No fees, penalties, or payment increases allowed for replacements.

Upgrades or Replacements (Non-Defective Equipment)

• May be negotiated during lease term.
• Must use existing contract items.
• No penalties, premium charges, or payment acceleration allowed.
• If lease balance exists, parties may negotiate a buyout at current depreciated equipment value.
• Equipment swap must be free of delivery and removal charges.
• Contractors may not charge extra for “upgrade options” during the lease; doing so is a material breach.

Modifications by Eligible Entities

• Allowed with Contractor’s prior written approval.
• Must not:
  • Damage the equipment,
  • Impair Contractor’s title or interest,
  • Void warranties,
  • Create mechanic’s liens without consent.
• Equipment value must be maintained or improved.
• Payment terms may be renegotiated to reflect changes.

Term Lease & Equipment Return

• Leases cannot be renewed under original terms, but at current depreciated equipment value.
• Short-term extensions require renegotiated terms reflecting depreciation.
• Unauthorized renewals are a material breach; overcharges must be reimbursed.
• Entity must schedule return; Contractor must pick up within 10 business days.
• $50 per day late pickup fee applies, deductible from Contractor payments.

Rental Renewals & Equipment Return

• Rentals may not exceed six (6) months.
• Extensions require renegotiation as short-term leases at reduced rates based on depreciated equipment value.
• Unauthorized extensions are a material breach.
• Entity must schedule return; Contractor must pick up within 10 business days.
• $50 per day late fee applies, deductible from Contractor payments.

Equipment Purchase During or After Lease

• Early buyouts/purchases are not part of the lease.
• Purchases may be negotiated during or at lease end at fair market value only.
• No additional payments, fees, penalties, or accelerated charges allowed.

All orders placed under this contract should include the following statements: 

• This order is placed under Statewide Contract OFF54.
• All terms and conditions of Statewide Contract OFF54 are incorporated herein and made a part hereof. Conflicting or additional terms, conditions or agreements included in or attached to this form shall be considered to be superseded and void.
  

OFF54 offers several options for purchasing from vendors under this Statewide Contract.  
These options include Direct Quote Purchase through COMMBUYS and Direct Quote Purchase Outside of COMMBUYS.

Direct Quotes using COMMBUYS
Buyers are required to solicit a minimum of three (3) quotes for purchases over $10,000 when using this contract. A “no bid” response is considered an acceptable response.  For purchases under $10,000, soliciting quotes is at the discretion of the Buyer. 

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 MPBO 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 OFF54 in the Requesting for Quotes (RFQ) and ensure OFF54 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/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.

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 five (5) years 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.
  

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 OFF54 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.

• 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). 

Warranties
All warranties must be based on commercial use, with a minimum one (1) year commercial warranty required. Suppliers are encouraged to offer longer warranty periods at no additional cost. Any extended warranty options must be described in the narrative response. Specific warranty terms for certain products or product lines should also be clearly outlined.

Extended Warranty
Suppliers must provide extended warranty options for all products at a discounted rate as stated in the bid response form.

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 OFF54 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.

This contract offers buyers equipment and supply options for energy efficient and remanufactured products:

• Energy Efficient Products: Buyers should choose the most energy efficient options and prioritize those registered with the Electronic Equipment Environmental Assessment Tool (EPEAT). All ENERGY STAR and EPEAT registered devices should be delivered with the power management features enabled.  
• Refurbished, Remanufactured and Recycled Products: 
  • Refurbished Equipment: This contract offers refurbished options. These devices undergo thorough refurbishment and retain their original features, functionality, and model numbers. Per contract terms, remanufactured units must meet the same performance standards as new equipment. 
  • Use of recycled and remanufactured supplies: Warranties and service contracts may not restrict the use of recycled paper,  generic supplies or remanufactured supplies. Vendors may not fault the use of recycled paper and/or supplies for equipment failures.
    
  • Vendor labeling restrictions: Vendors are prohibited from affixing warning labels to equipment regarding the use of generic or remanufactured supplies.  
• Smart Chips: Buyers are encouraged to discuss “smart chips” technology with vendors and ensure that any such technology does not prevent the use of generic or remanufactured supplies.  
  

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 OFF54PURCHASE* or OFF54LEASES* or OFF54SERVICE* 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).