This is a Statewide Contract for Parts Inventory Management. Buyers can establish a “parts store” that is managed by NAPA Integrated Business Solutions (IBS). Typically, this is an on-site store, located within your facility; however, in some cases, an off-site location can be established.

NAPA IBS is a service for fleet Buyers, where the Buyer has a need to effectively manage the parts, supplies and materials to manage their fleet. Using NAPA IBS’s Total Automotive Management System (TAMS) software solution, NAPA monitors, manages and tracks the stock of auto parts and supplies that are customized based on the Buyer’s fleet needs, allowing for minimum downtime when vehicle service is required. NAPA IBS owns and manages the inventory, so the Buyer only pays for the parts used.

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

Benefits and Cost Savings

This contract offers the following benefits:

• Competitive Pricing: For convenience and customization, Buyers are offered three (3) different pricing options to fit their needs. NAPA IBS will work with Buyers to determine the best pricing model.
• Inventory Reduction: NAPA IBS offers their parts on a consignment model whereby Buyers only pay for the parts they use while having a full breadth of parts on site, eliminating the risk of overstock and waste.
• Staffing: NAPA IBS provides the staff to manage the buyer’s parts store during the hours the Buyer needs. The staff have expert knowledge and are 100% dedicated to the Buyer.
• Transaction Cost Reduction: Processing a single monthly payment for all parts and supplies used save on time and administrative costs.
• Integration with Existing Fleet Management Software: NAPA IBS’s Total Automotive Management System (TAMS) can be integrated with many software systems the Buyer’s fleet may already use, including Chevin’s FleetWave® offered on VEH118.
• Shop Productivity Improvement: NAPA IBS’s on-site store handles day-to-day productivity challenges, including paperwork, defects, and warranty claims. Regular reporting of on-demand fill rates and other Key Performance Indicators (KPIs) are developed with the Buyer to ensure limited downtime or delivery delays.

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
• Partnering with a pool of qualified and experienced vendors
• Accessing a wide range of environmentally preferable products and services 
  

This contract is intended to combine the fulfillment of auto parts and supplies with NAPA IBS’s inventory management solution. These services are not separable, meaning that Buyers may not purchase parts and supplies without the inventory management service, nor may they purchase the inventory management service using another supplier to fulfill their part and supply needs.

There is no Prompt Pay Discount (PPD) offered on VEH124. All discounts are built into the pricing. 

The following is a complete list of the types of organizations generally allowed to use the Operational Service Division’s (OSD's) Statewide Contracts (SWCs). Some SWCs may be open to additional organizations, and some are more restricted in usage.

• Cities, towns, districts, counties, and other political subdivisions
• Executive, Legislative, and Judicial Branches, including all departments and elected offices therein
• Independent public authorities, commissions, and quasi-public agencies
• Local public libraries, public school districts, and charter schools
• Public hospitals owned by the Commonwealth of Massachusetts
• Public institutions of higher education
• Public purchasing cooperatives
• Non-profit, UFR-certified organizations that are doing business with the Commonwealth
• Other states and territories and their cities, towns, districts, counties, other political subdivisions, and public institutions of higher education without prior approval from the State Purchasing Agent 
• Other entities when designated in writing by the State Purchasing Agent
  

Note: The price files and vendor catalogs are accessible through public view in COMMBUYS; therefore, buyers may access the price files and vendor catalogs without signing into a COMMBUYS account.

The pricing is customized for the Buyer factoring in product mix, volume discounts, market prices and more. Buyers should contact NAPA IBS as a first step for a customized price quote.

• Buyers establish one (1) of three (3) Contract Pricing Models:
  • All product costs are billed to the Buyer on a not-to-exceed pricing profile that builds monthly operational costs of service into the price of the parts
  • All product costs are billed to the Buyer on a cost-plus basis. All monthly operational costs incurred from NAPA’s services are billed separately to the Buyer
  • All product costs are billed at NAPA’s acquisition cost. Monthly operational costs are billed separately to the Buyer, as well as a Management Fee equal to 10% of the previous month’s net sales.

Note: Link to the contract vendor’s Master Blanket Purchase Order (MBPO), where product pricing may be found, are provided in the Vendor List and Information.

Buyers are billed monthly for the inventory management service, plus any parts that were purchased. Payment terms are Net 45. There are no leasing/financing options.

Direct Purchase of Non-Fixed Price Items ($0 Line Items) on Vendor’s MBPO: Initial contact must be made with NAPA to establish an account and pricing structure choice. Once service commences, Buyers will receive a monthly invoice that must be paid within 45 days.

Once an invoice is downloaded and reviewed the process is as follows:

1. Initiate a new requisition, making sure to select Release Requisition for Requisition Type.
2. Search for an item on the Items tab of the requisition; use VEH124 in the description field to narrow your search.
3. Select the appropriate catalog line.
4. Enter the total price.
5. Attach the vendor invoice. Enter only one invoice per release requisition.
6. Submit for approval.
7. When sent to PO, the requisition will become a Completely Received Purchase Order.

For more information, explore the How to Create a Release Requisition and Purchase Order (Contract Purchase) job aid.

Access the How to Make a Statewide Contract Purchase in COMMBUYSjob aid for more details.

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 VEH124 in the search tool and select Blankets from the drop-down list.
2. Select the Search icon. The related Master Blanket Purchase Orders (MBPOs) information opens in a table format. 
3. To view the associated contract documents, under the Blanket # column, select the applicable Purchase Order (PO) link. MBPO opens for the selected PO and the attachments can be found in the Agency Attachments or Vendor Attachments section. 

If applicable, to find vendor-specific documents, view the links to the individual vendor MBPOs on the Vendor Information page, and follow these steps:

1. On the Vendor Information page, select the applicable Purchase Order (PO) link. The Master Blanket Purchase Order (MBPO) opens for the selected PO.
2. If applicable, on the MBPO, scroll down to the Vendor Attachments section to find the vendor-specific documents.
3. To view, select the desired document link.

Please refer to the following guidelines:

• Executive Departments must use diverse and small businesses to the extent possible based on contract terms, Supplier Diversity Office (SDO), and departmental policies, laws, and regulations.
• The Small Business Purchasing Program (SBPP) applies to small procurements ($250,000 or below annually), while the Supplier Diversity Program (SDP) applies to large procurements (over $250,000 annually). Executive Departments must consider these requirements when soliciting quotes or issuing Statements of Work (SOWs).
• Operational Services Division (OSD) provides a list of SDO businesses through the Statewide Contract Index. Refer to the Programs (SDP and SBPP) tab on the index (scroll to view the tab).

• In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment.
• For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.
• Vendor SDP commitment percentages may be found on the Vendor List table.

• If available, departments must notify at least two certified small businesses capable of providing the product or service. Bids received from SBPP-participating small businesses must be evaluated, and if one meets the department’s best value criteria, the contract must be awarded to that vendor.
• For more information, refer to Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams.
• Vendor SBPP Certification status can be found on the Vendor List table.

In nearly all cases the cost of parts and service is inclusive of all shipping and delivery charges. An exception can occur in the event a Buyer requires a special item that is not available in one of NAPA’s distribution centers and must be sourced from a vendor out of state. In those cases, NAPA IBS will furnish a freight approval form and only ship upon approval by the Buyer.

New part returns, core returns and warranty returns are tracked through NAPA IBS’s TAMS system and full credit is issued upon receiving the returned item and a return request from the authorized technician.

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) (Kelly Thompson Clark) 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 VEH124 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) (Kelly Thompson Clark) for guidance. 
• Vendors must notify buyers of product substitutions.

This contract can help buyers advance EPP goals by offering access to re-refined, recycled-content, remanufactured, biobased, synthetic and energy-efficient vehicle parts and related supplies. Buyers should work with NAPA IBS to customize the parts and supplies used  under this contract to maximize environmental benefits without compromising operational needs, OEM specifications, or fleet performance. These include, but are not limited to:

• Antifreeze (Recycled Content): made from 100%-recycled ethylene glycol.
• Bio-based and Synthetic Lubricants and Oils:
  • Bio-based: made from corn, canola, soy, and other vegetable oils are included in several products on this contract. Common applications include hydraulic, total loss, metalworking, and general industrial oils. They must meet OEM requirements and follow the same ASTM standards as petroleum-based fluids.
  • Synthetic: engineered oil that lasts significantly longer than conventional petroleum-based oils, often supporting longer drain intervals and reducing the number of oil changes required. This can help lower maintenance frequency, reduce used-oil generation, and decrease overall waste, while maintaining required vehicle and equipment performance standards.
• Re-refined Motor Oil: purified from used oil and offers comparable performance to virgin oil while conserving resources, reducing waste, and minimizing environmental impact. The oil must be certified by the American Petroleum Institute (API) and Society of Automotive Engineers (SAE) and meet International Lubricant Standardization and Approval Committee (ILSAC) requirements.  According to the US Environmental Protection Agency, re-refined oils conserve natural resources by recycling used oil. One gallon of used oil produces 2.5 quarts of re-refined oil—compared to 42 gallons of crude oil needed for the same amount of virgin oil.
• High Efficiency Air Filters: Reusable filters that improve engine performance and reduce emissions.
• LED Lighting: Headlights, taillights, and interior lights that consume less energy and last longer than traditional bulbs, helping reduce replacement costs, maintenance time, and waste.
• Recycled Plastic Components: Interior panels, bumpers, and trim made from post-consumer recycled plastics.
• Remanufactured Parts: Remanufactured motorized vehicle parts are rebuilt to meet original performance standards, often cost less than new parts, and significantly reduce environmental impact by conserving materials and energy.

Buyers are encouraged to prioritize these environmentally preferable options whenever they meet operational, safety, warranty, and performance requirements

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 VEH124 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).

Establishing Service

Buyers must contact Matthew Falewicz at IBS Solutions as a first step to discuss account setup and pricing structure. Sixty (60) days from the time a contract is signed is the typical turnaround time to implement the service. NAPA IBS makes every effort to establish the parts store within an existing space of the fleet management’s facility and in most cases, can make do with fairly limited space. However, in cases where adequate space is not available, Buyers may work with NAPA IBS to establish an offsite store. In these cases, NAPA IBS facilitates the setup and ongoing operation of the offsite store and the cost of operating the selected space will be billed to the Buyer as part of their monthly operational costs.

Parts Room Setup

NAPA IBS requires a phone line and internet connection in order to operate the Parts Room. Typically, both of these can be provided by the Buyer, however NAPA IBS has the ability to establish a phone line and/or internet connection if needed. In this case, the cost of service(s) will be reflected in the Buyer’s monthly operational costs.

Geographical Service Area

As part of this cooperative agreement with Sourcewell, NAPA IBS’s products and services are available nationwide.

Product Specifications, including Environmental Standards and Requirements

NAPA IBS manages any product Buyers need them to handle, including NAPA and Non-NAPA Automotive/Truck/Ground Support Equipment (GSE) parts, Original Equipment (OE) parts, office supplies, safety material, tires, bulk fluids and more.

UNSPSC for VEH124:

25–17–00–00: Transportation components and systems

43–23–15–08: Inventory Management Software