TRD01 Tradesperson Installation, Repair and Maintenance Services: This is a Statewide Contract (SWC) for Tradespersons (TRD). This contract provides Vendors who perform construction, reconstruction, alteration, installation, demolition, maintenance and/or repair services and, if needed, provide associated materials and supplies.

Please note: The TRD contracts are set up differently in COMMBUYS. Due to the large number of vendors, each vendor has their own individual MBPO (Master Blanket Purchase Order) and are also listed in a Conversion Vendor File (Master Contract Record) based on their awarded category.  If a vendor is awarded in multiple categories, they will be listed in multiple Conversion Vendor Files. There is a Conversion Vendor File for each category.  The individual category Master Blanket Purchase Order (MBPO) numbers can be found in the Vendor List and Information page.

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 
  

This contract provides a list of prequalified vendors who as a condition of the contract agree to comply with the requirements for Construction Law and Prevailing Wage.

Tradesperson Index – Quickly locate information on the TRD contract vendors in this standalone index.  Contact, markups, and pricing information along with industry categories and counties they service can be found in the Tradespersons Contract Index also accessible from the COMMBUY homepage.

Proprietary products or Sole Source Vendors: At times, a product may be proprietary to a specific vendor or only available from a select or sole vendor (i.e. a specific maker of equipment; equipment requiring certified maintenance).  If that is the case, please note your procurement files to document your due diligence. Ordering a general product from one vendor without obtaining multiple responses or quotes does not demonstrate “best value” or due diligence.

Maintenance Agreements – Maintenance and service agreements are allowed under the TRD contracts.  Always obtain or provide a full scope of the services to include what is, and what is not covered, under a maintenance and service agreement. All services being provided under a maintenance agreement must be in writing and agreed to by both the buyer and vendor prior to work being performed. 

This contract includes 11 categories of trade services listed as follows:

• Category 1: Boiler Services - Servicing and maintenance of boiler system to include steam and forced hot water equipment including next-gen, high-efficiency condensing gas boiler systems.
• Category 2: Drain Services - Services include, but are not limited to drain cleaning, unclogging and blockage remediation, floor drain systems, outflow pipe maintenance, and damage/problem inspections.
• Category 3: Electrician Services - Provides electrician services in a variety of areas to include but not limited to, installation of new electrical components, maintenance and repair of existing infrastructure, solar, lighting, and related devices.
• Category 4: Fencing Services - Products and services related to the installation and maintenance of fencing and related enclosure systems.
• Category 5: General Contracting Services – Full-service line of general contracting (GC) services related to the installation, construction, demolition or maintenance of a structure, project, and related work.
• Category 6: Generator/Turbine Services - Services related to steam and gas turbines, turnkey outages, generators, controls systems, total turbine care & repair to include running condition assessments.
• Category 7: Glass/Window/Door Services - Providing products and services related to the purchase or replacement of glass, windows, and doors.
• Category 8: HVAC/Sheet Metal Services - Providing equipment and service to all elements of heating, ventilation, and air conditioning to include sheet metal fabrication related to HVAC.
• Category 9: Painting Services – All aspects of interior and exterior commercial painting services.
• Category 10: Plumbing Services - Plumbing services not limited to, gas, drainage, backflow, water heaters (related HVAC), storage tanks, fixtures, pumps, and energy efficiency equipment.
• Category 11: Solar Array Inspection Services - Covers inspection, standard corrective maintenance and maintenance to panels and roofing areas related to the current solar equipment; software code upgrades for legacy systems and ballast block replacement are also included. This contract does not cover the installation of a new solar system or equipment.

*Looking for Locksmith Services, please refer to ITC71.

Eligible Entities

Please see the standard list of Eligible Entities on our Eligible Entities Which May Use Statewide Contracts webpage.  

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
  

Applicable Procurement Law

• Executive Branch Goods and Services: G.L c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00.
• Construction Materials and Services: G.L. c. 149, § 44A; G.L. c. 30, § 39M.

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:

• Vendor Price File: Each awarded TRD vendor has a Bidder Response Form (BRF) located in their individual COMMBUYS MBPO under Agency or Vendor Attachments.  This BRF will be a Word document or part of an Excel file (depending on how long a vendor has been on contract). The BRF contains company information, a vendor’s markup over prevailing wage and markup over materials plus their rate for OT/holidays/emergencies. The counties in which they service are also listed in the BRF.  If a vendor file does not include a BRF, the vendor must contact the Category Manager(s) (Richard Levesque or Miranda Beaudet) to get their BRF added before they can sell their products on TRD01. If a vendor is not honoring their discount pricing from the price file, the customer should contact the Category Manager(s) (Richard Levesque or Miranda Beaudet).
• Product pricing information, including specific details, can be found in the Pricing Information Section of the Bidder Response Form on COMMBUYS.

This contract offers the following pricing options:

• Ceiling/Not-to-Exceed: Contract discounts and other pricing published under the contract represents “ceiling” or “not-to-exceed” pricing and may be further negotiated. 
• Pricing Structure–Percentage Markup over Prevailing Wage:
  • Regular Working Hours (Monday-Friday, 7:00 AM - 5:00 PM): Vendors shall apply a Percentage [%] markup over the prevailing wage for labor performed during these hours.
  • Overtime, Holidays, and Emergency Situations: Vendors shall apply a Percentage [%] markup over the prevailing wage for labor performed during these periods. Alternatively, vendors may propose a flat hourly rate for labor during these situations.
  • Materials/Supplies: A Percentage [%] markup shall be applied to the cost of materials and supplies provided by the vendor.
• Proprietary Products or Sole Source Vendors -- At times, a product may be proprietary to a specific vendor or only available from a select or sole vendor (ie: a specific maker of equipment; equipment requiring certified maintenance).  In those cases, please note your procurement files to document your due diligence. Ordering a general product from one vendor without obtaining multiple quotes does not demonstrate “best value” or due diligence.
• Buyers on the Cape and Islands should consider allowing vendors to add the cost of ferry use to their billing invoices.
• Please note, “quotes” are considered an estimate of what a project may cost and required man hours.  Unforeseen or unexpected issues or conditions may dictate a change order. Change orders are allowed and do not impact the original due diligence in seeking or providing quotes.  OSD strongly suggests keeping change orders filled with complete project information.

Note:

• Operational Services Division (OSD) recommends that buyers refer to a vendor's Bidder Response Form for their specific mark-up percentages and charges for emergency services. Access the form from the Master Blanket Purchase Order’s (MBPO's) Vendor Attachments section in COMMBUYS.
• It is essential to clearly define and agree upon the percentage markups for each category within the contract or agreement. This language provides a clear framework for vendor pricing based on prevailing wage regulations in Massachusetts.

Note: Contact, markups, and pricing information along with industry categories and counties they service can be found in the Tradespersons Contract Index also accessible from the COMMBUY homepage.  

Buyers should refer to the following when soliciting quotes from awarded vendors:

Buyers must solicit quotes when using this contract.

For purchases of $10,000 and above, Buyers are required to solicit a minimum of three (3) quotations from eligible vendors and obtain a minimum of three (3) responses. Two of the responses must be actual dollar quotes.  If you receive a “No thank you, we choose not to bid” response, that can count toward one of your three responses. After conducting your RFQ process and you do not receive two actual dollar quotes, contact the TRD Category Manager for recommendations.

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.

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

• Purchases made through this contract will be made on a fee-for-service basis. If needed, associated materials may be included in the fee for service cost.  
• Purchases made through this contract will be direct, outright purchases.

The purchase methods are described as follows:

• Quote Solicitation: Buyers can solicit quotes from multiple vendors, 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.

See the How to Request Quotes from Vendors on Statewide Contracts job aid for more details.

To identify awarded vendors based on your service requirements, please refer to the Vendor MBPO Listing and click the relevant links for each category.

Note: As a term of the RFR, Contractors must respond in writing to all requests for quotes from Eligible Entities. If the Contractor is unable to provide the services being requested, the Contractor still must respond to the Eligible Entity that they will not be bidding. If a buyer experiences issues with vendors not responding to quotes, they should notify the category manager(s) (Richard Levesque or Miranda Beaudet).

• Direct Purchase of Fixed Price Items on COMMBUYS: Used for products and services with fixed pricing and is 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 Purchase of Non-Fixed Price Item ($0 Line Item) on Vendor’s MBPO: Applicable to products and services that may require customized quoting. See the Vendor MBPO Listing for a list of eligible vendors. The Buyer can create a Release Requisition in COMMBUYS, submit the requisition for approval in COMMBUYS, and then send the vendor a Release Purchase Order.

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

All vendor MBPOs include a $0 Line Item. This line item acts as a placeholder for purchases where the exact price isn't fixed. When placing an order in COMMBUYS, a contract user needs to enter in the total cost of the order and may add invoice or quote information as reference either by typing in the information or attaching supporting documentation. 

• Document Items in COMMBUYS That Have Already Been Purchased: This contract enables buyers to retroactively record a previously made contract purchase within the COMMBUYS system. This is done through a Request for Payment Authorization (RPA) Release Requisition, which also allows MOSAIC users to easily keep track of spending.
  For a description on how to complete this purchase in COMMBUYS, see the How To Record a Contract Purchase Previously Made (RPA Release) job aid.

Note: MOSAIC and COMMBUYS do not interface. Payment request and invoice must be reported in both MOSAIC and COMMBUYS.

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 twelve (12) 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.
  

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 TRD01 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.

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

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

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

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

Construction Thresholds

Please refer to the following requirements:

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

Construction projects exceeding these limits are not permitted under this contract. Additionally, G.L. c. 7C, § § 44-57, Design Services for Public Building Projects, is outside the scope of this statewide contract.

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

Solar Thresholds

• Per G.L. c. 25A, §15, state agencies, building authorities or local governmental bodies may purchase solar panels, associated equipment, and installation services from OSD statewide contracts if:
  • the total cost of the project is less than $100,000, and
  • the project is for onsite use of the energy generated.
• The construction procurement statutes (Sections G.L. c. 149, §§44A to 44M, inclusive, and G.L. c. 30, §39M) do not apply to contracts entered under G.L. c. 25A §15.
  

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.

• 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). 

Vendors on this contract may be required to provide products or services in cases of statewide emergencies. The 801 CMR 21.05(3) defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Vendors' performance is measured by several factors, including the following:

• Buyers provide actionable feedback on vendors for this contract to optimize performance through the Procurated platform. On the Procurated website, click "Search for a Massachusetts Vendor to Review", then search for the vendor by name and select them from the list. Once you enter your professional email address, you will be forwarded to the review screen.
• Buyers are encouraged to reach out to the Category Manager(s) (Richard Levesque or Miranda Beaudet) if vendors are not meeting their contractual obligations and buyers may be surveyed for vendor performance feedback.
• Vendors will be evaluated on their current performance and may be asked to work with the Commonwealth toward improvement.
• Vendors must meet all contractual requirements throughout the life of the contract, including requirements for timely and accurate report submission, to remain in good standing under the contract.
  

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

• Buyers should inform vendors to reference Statewide Contract TRD01 on all quotes and invoices.
• No prepayment should be made for products not yet delivered or services not yet rendered.
• No sales tax should be applied to invoices.
• No fees or surcharges (including travel, fuel, delivery) should be applied to invoices.
• Special order fees must be agreed upon by both parties upfront.
• Payments for products or services provided must be paid within 45 days per Massachusetts Bill Payment Policy, or sooner if applying Prompt Payment Discount.
• Buyers are not required to sign additional agreements with vendors that conflict with the Request for Response (RFR) Terms and Conditions. Contact the Category Manager(s) (Richard Levesque or Miranda Beaudet) for guidance. 
• Vendors must notify buyers of product substitutions.

Buyers are encouraged to request, to the greatest extent possible, products and materials that are environmentally preferable:

Choose EPPs: Given the wide range of product categories covered by this Contract, the EPP Program has curated a list of relevant third-party certifications and standards for products that may be used on this contract to support informed purchasing decisions. These resources may be found on the EPP Products and Services Guide’s Building Materials and Supplies webpage. Buyers are strongly encouraged to reference EPPs in any bid or SOW.

Charging Station Installation: A list of TRD01 electricians who provide electric vehicle charging station installation services is available in the VEH102 Master MBPO, under the “Agency Attachments” section.

Solar Equipment Service: For solar array servicing needs, refer to the TRD01 Master MBPO, which includes electricians authorized to service solar equipment. These listings can also be found under “Agency Attachments.” 

Appliance Energy and Water Efficiency Standards: Buyers must comply with the Massachusetts Appliance Energy and Water Efficiency Standards. Effective January 1st, 2023, products in the covered categories (there are a number of products applicable to this contract) may only be sold or installed in Massachusetts if they are certified by their manufacturer as compliant with 225 CMR 9.00.  To ensure compliance, check DOER’s Compliance for Sellers and Installers page for detailed instructions for how to comply.

Waste Minimization: To minimize environmental impact, all worksite waste should be reused, donated, or recycled to the greatest extent practicable before considering disposal. Refer to the MassDEP Recycling and Reuse website or the MassDEP Managing Construction and Demolition Waste for additional information.

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 TRD01* 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).

Vendor Licenses and Certifications

The Tradespersons contracts are awarded as qualifying lists by OSD. It is the responsibility of the Eligible Entity to ensure that they obtain copies of all the proper employment requirements including but limited to licenses, certifications, insurance, OSHA, etc. from the Contractor for all employees working on a project prior to engagement. 

Permits

Vendors are responsible for obtaining and submitting all required permits from any Federal, State or Local agency.  Vendors are responsible for the payment of all permits. Eligible Entities will not pay for any permits of any kind unless this is specified and agreed upon by the purchasing entity in writing prior to the start of work. 

Security Deposit or Additional Insurance

Vendors may not charge an Eligible Entity a security deposit or additional insurance for any commodity or service under this Statewide Contract.  

No Minimum Charge

Vendors are paid only for hours worked on location. Labor charges begin at the job location and end at the job location. Eligible Entity will not pay for any additional labor charges away from job location unless agreed upon prior to work being done (i.e. sheet metal work, fabrication/prep in need of specific machinery). The Commonwealth considers regular working hours to be, M-F, 7:00 am – 5:00 pm. 

Other Expenses

No meal charges, commuting expenses, fuel surcharges, lodging, incidental expenses, or other expenses can be billed to the purchaser. If any fees or charges are needed, those charges must be disclosed and agreed upon by the purchaser prior to work being performed. Buyers on the Cape and Islands should consider allowing vendors to add the cost of ferry use to their billing invoices.

Purchase Order (P.O.) For One-Time Services

• Once a service and price are determined, the ordering process is as follows:
• Initiate a new requisition
• Search for an item (Use TRD01) in the description
• Select the vendor you will be placing an order with
• Select the appropriate catalog line
• Enter “1” in the Quantity field and the total price in the Unit Cost field
• Attach the vendor quote and/or a detailed order summary
• Submit for approval

For a description of how to complete this purchase in COMMBUYS, visit the Job Aids for Buyers webpage, and select:  

P.O. for Ongoing Services

If the price is estimated for ongoing services, then you may enter a PO for the full amount of the estimate, as per the instructions above, and place partial receipts as you receive billing from the vendor. In such purchase orders insert the following language in the special instructions box of the PO: “This Purchase Order represents the total estimated expenditure for this engagement (insert brief description), against which (identify department) will execute partial receipts in COMMBUYS upon receipt and approval of invoices, to record the work accomplished according to the agreed upon engagement terms. All estimated expenditures are subject to reconciliation based on invoices rendered for agreed-upon delivery of goods and/or services.”

Further direction is available in the “How to Complete a Partial Receipt in COMMBUYS” Job Aid.