The COMMBUYS date and time is displayed in the bottom right corner of the COMMBUYS dashboard. Once the system time passes the Bid Opening Date/Time, the ability to respond with a quote is disabled.

A few recommendations...

• Take advantage of our Training classes, in particular, Demystifying the RFR: Understanding the Importance of the Request for Response and Locate and Respond to Bids in COMMBUYS. Link to the Vendor Training Schedule for available dates;
• Thoroughly read and digest the Request for Response (RFR) documents or quote request upon receipt or, at a minimum, well in advance of the deadline to understand what is required by the buyer;
• Gather all information and documentation before entering your response in COMMBUYS. Time needed to prepare bid response documents varies widely based on the complexity of the bid and the vendor's experience with the process. Collect information, prepare, and finalize your bid response documents well before the deadline;
• To ensure that all documents are uploaded successfully prior to bid close - particularly for those that have not previously submitted bid responses via COMMBUYS - vendors are recommended to begin uploading their quote response at least 24 hours* in advance of the Bid Opening Date/Time and at a time when COMMBUYS Help Desk staff are available for questions or concerns. COMMBUYS Help Desk hours are 8:00 a.m. to 5:00 p.m., Monday through Friday: 888-MA-STATE or [email protected].

Please plan accordingly to ensure your quote response may be considered.

 

* Note that some requests for response, such as quotes off an existing Statewide Contract, may require vendors to respond in COMMBUYS within 24 hours, in which case a more accelerated timetable is required.  

Recently launched is our instructor-led class to help Statewide Contractors confidently manage contract activity through the COMMBUYS portal. Learn about catalog types, how to respond to bid solicitations, and how to adjust your COMMBUYS account setup for optimal business process flow.   

Three classes are currently scheduled:

Date	Time	Sign Up!
Monday, June 26, 2017	1:30 - 4:00 p.m.	Register
Tuesday, August 8, 2017	9:30 a.m. - noon	Register
Thursday, September 28, 2017	1:30 - 4:00 p.m.	Register

        
Send questions to [email protected]. 

As a reminder, Administration Fee payments are due quarterly in accordance with the schedule below:

Quarter	Payment Period	Quarterly Payment Due Date
First Quarter	January 1 - March 31	May 15
Second Quarter	April 1 - June 30	August 15
Third Quarter	July 1 - September 30	November 15
Fourth Quarter	October 1 - December 31	February 15

Shortly following the end of the Payment Period, contractors are sent an email that includes an attachment wherein contractors receive a link to the Secure Payment Center, along with a Control Number to be used for that Payment Period and for that specific contract only. Contractors will use this information to enter their sales activity and associated Administration Fee, if any. If you are not receiving these quarterly notifications, contact your Strategic Sourcing Lead.

Failure to provide Secure Payment Center reporting and applicable fees may result in the Contractor being found in default of their contract and subject to the penalties described in the Statewide Contract Administration Fee Policy.  

For additional information, visit our Administration Fee Frequently Asked Questions page or send an email to [email protected].