The VEH125 Telematics Statewide Contract offers telematics solutions and devices to track and monitor fleet vehicles and equipment data to maximize fleet utilization and efficiency. Telematics use Global Positioning System (GPS) and cellular networks to collect and transmit a variety of information, including vehicle and equipment location, utilization, engine diagnostic trouble codes, idling, fuel usage and driver behavior.

VEH125 is cooperative contract through Sourcewell Master Agreement #102924. The Statewide Contract provides telematics systems that can help agencies gain greater insight into vehicle and equipment utilization to help optimize longevity, reduce costs, support preventive maintenance and sustainability, and assess future fleet needs.
For more details and to access contract documents, including, Sourcewell Contract Documents, and other attachments, please visit the VEH125 Master Contract Record.

Note: This contract may be used to procure the goods or services described herein at any dollar amount.

This Statewide Contract replaces VEH116: Telematics

Benefits and Cost Savings

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

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

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

This contract includes six [6] categories of products and services listed as follows:

• Category 1: Hardware (Devices & Equipment) 
• Category 2: Installation & Professional Services 
• Category 3: Core Subscription Services (Per Vehicle / Per Month) 
• Category 4: Connectivity Services 
• Category 5:  Add-On Features / Modules
• Category 6: Camera / Video Telematics
• Category 7:  Asset Tracking Solutions
  

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

• This contract does Not include Fleet Management Software.
• Fleet Management Services - VEH113
• Vehicle Parts Inventory Management (expires 6/30/26) - VEH115
• Fleet Management Software - VEH118
• Advanced Vehicle Technology Equipment, Supplies and Services - VEH122
• Fuel and EV Charging Cards - VEH123
  

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 pricing options are outlined as follows:

• Vendor Price File: Awarded pricing information may be found in each Vendor’s attachments within COMMBUYS. Buyers may access the price files without signing into COMMBUYS.
• Ceiling/Not-to-Exceed: The contract’s published pricing, including discounts, is a maximum price or ‘not-to-exceed’ limit and may be subject to further negotiation. 
  

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

• Fee-For-Service contract
  • Database access and monthly monitoring services are fee-for-service
• Direct, outright purchases
  • An initial purchase must include a review of the vehicles and/or equipment to assess which hardware and monitoring are recommended; once finalized the purchase can proceed.
  • Hardware acquisitions made under this contract will either be direct, outright purchases, or made as part of a subscription agreement with the vendor

This contract provides for the following methods of purchase:

• Quote Solicitation: Buyers may solicit quotes from multiple vendors (refer to the Vendor List and Information for a list of eligible 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 may 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.

• 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. Refer to the Vendor List and Information for a list of eligible vendors. The buyer can submit a request for goods and services from a Statewide Contract (SWC) or a Designated SWC. 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. 

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

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 VEH125 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 may complete a detailed SOW when soliciting quotes. 

If applicable, use the SOW template in the VEH125 Master Contract Record MBPO under the Agency Attachments section.

The following are examples that provide additional information which your organization can include on the SOW (your organization may require more details):

• Fleet size (i.e., the number of assets that will require telematics solutions objective(s)):
  • Driver safety
  • Asset efficiency
  • Vehicle sharing
  • Domicile applications
  • Fuel usage/idling waste
• Data points required:
  • Location
  • Hard braking
  • Speeding
  • Equipment efficiency (e.g., usage of plows and refuse collection equipment)
• Frequency of updates (e.g., daily, hourly, every minute, constant)

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 Buyers should confirm warranty information on hardware purchases with vendors.

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

• The warranty for VEH125 shall be the manufacturer’s standard warranty starting from the date of acceptance by the Buyer.
• Equipment that is considered a “durable commodity” (a product that is intended to last for a long time) must carry a guarantee that service, service parts, and maintenance is available from the vendor for a period of at least one (1) year from the date of equipment acceptance by the Buyer.
• All equipment must be new, in excellent working conditions, and must include the new Original Equipment Manufacturer (OEM) equipment guarantee.
  

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 on VEH125 offer varying levels of technical support. Please see individual vendor price files for details.

• The maximum response time for technical support calls is four (4) hours from the initial request to on-scene arrival, unless otherwise agreed in writing between the buyer and the vendor.
  

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.
  

• Customer Support
• Responsiveness to customer inquiries
• Issue resolution
• System availability
• Billing accuracy
• Reporting timeliness
• Device reliability
• Compliance with Contract Terms and Conditions
• Buyers may establish additional fleet-specific KPIs based on their operational needs.
  

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

• Buyers should inform vendors to reference Statewide Contract VEH125 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.

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) (Kelly Thompson Clark) for approval. The new product or service requested must comply with the established specifications and scope of the contract.

When placing orders with a vendor, MOSAIC users must reference the contract ID number VEH125* 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).

The following UNSPSC codes are covered under VEH125. These codes are representative and not exhaustive of the goods and services that may be provided:

25-17-00 - Transportation components and systems

25-17-31 - Location and navigation systems and components

43-19-00 - Communications Devices and Accessories

43-20-00 - Components for information technology or broadcasting or telecommunications

43-23-15 - Business function specific software.