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The Operational Services Division (OSD) revised and updated the OSD Quality Assurance (QA) Program to ensure that Executive Departments’ procurement files are accurately captured and maintained in COMMBUYS. These changes went into effect on July 1.

The QA Program is a key element in the success of the procurement and purchasing policies established by OSD. The purpose of the program is to assist Departments in achieving and maintaining compliance with 801 CMR 21.00 and the related OSD policies and guidance, including use of COMMBUYS.

Complete OSD policy provisions for the QA Program and guidance regarding creating and maintaining a procurement file may be found in the Conducting Best Value Procurements Handbook (Handbook).

In accordance with the regulation, policies, and guidance, Departments are required to maintain a paper or electronic file for each procurement. At a minimum, the procurement file for each procurement must be kept electronically in COMMBUYS to be considered a “Complete Procurement File” and it also must include the following items:

  • RFR
  • Bidder Q&A
  • Amendments
  • Bid responses
  • Evaluation criteria and final scores
  • Awarded vendor list

Starting on July 1, and on an ongoing monthly basis, OSD will calculate and track the following items for all Departments:

  • “Overall COMMBUYS Compliance” in COMMBUYS, which is defined as the percentage of bids open when compared to bids closed and/or awarded.
  • Maintaining a Complete Procurement File. Complete Procurement File percentages for each Department will reflect the percentage of awarded bids which contain a complete procurement file when compared to those bids missing essential documentation.

This information will be shared with Executive Departments on a timely basis.

Future Best Practices Procurement Folder
Additional Required Documents

To reduce the use of paper and allow for full remote electronic storage and access, all Departments must have a fully populated electronic “Procurement Folder” in COMMBUYS, starting in the fall of 2021. The “Procurement Folder” must include everything in the procurement file, including the following items for each awarded vendor:

  • SDP Plan forms
  • Evaluation forms
  • Fully executed copy of the Standard Terms and Conditions
  • Contract amendments
  • W-9
  • Contract authorization form
  • Prompt Payment form
  • Electronic Funds Transfer form
  • Bid bond and/or performance bonds, if applicable

Full Policy and Repercussions
Agencies with less than 50% Overall COMMBUYS Compliance may be flagged for remedial training. Continued failure to maintain Overall Compliance shall result in the removal of an agency’s OSD delegated procurement authority.

Questions?
Contact the OSD Help Desk with questions related to managing bids in COMMBUYS (from bid posting to award to purchasing). Staff are available during normal business hours (8:00 a.m. to 5:00 p.m. ET, Monday – Friday) and may be reached by email at osdhelpdesk@mass. gov, or by calling 1-888-627-8283 or 617-720-3197.

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