CLT08 Contract User Guide.pdf

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 1 of 10

Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

CLT08 Contract User Guide

CLT08: Clothing, Uniforms, Footwear, Accessories, Personal Care Products, and Bedding

Table of Contents:

(NOTE: To access hyperlinks below, scroll over desired section and CTL + Click)

Contract Categories Products Not Listed

Benefits and Cost Savings How to Purchase From the Contract in COMMBUYS

Who Can Use This Contract Emergency Services

Instructions for MMARS Users Performance and Payment Timeframes

Related Statewide Contracts Strategic Sourcing Team Members

Finding Contract Documents Inventory Tracking and Management Services (ITMS)

Pricing, Quote, and Purchase Options Vendor List and Information

Environmentally Preferable Products Vendor Categories List

Category Interpretations

TIP: To return to the first page throughout this document, use the CTL + Home command.

Contract Summary Statewide Contract CLT08 is for Clothing, Uniforms, Footwear, Accessories, Personal Care Products, and Bedding. This includes related clothing items as well as related services, such as embroidering and tailoring. The contract is currently awarded to 27 vendors across 15 categories.

UPDATED: 9/4/2018

Contract #: CLT08

MMARS MA #: CLT08*

Initial Contract Term: 5/1/2017 – 4/30/2020

Maximum End Date: Five x 1 year renewal options through 2025

Contract Manager: Stephen Lyons, 617-720-3373, steve.lyons@state.ma.us

This Contract Contains: Environmentally Preferable Products, Prompt Pay Discounts, and Supplier Diversity Office Vendors

UNSPSC Codes: 52-12-00; 53-10-00; 53-10-18; 53-10-23; 53-10-25;

53-10-27; 53-10-29; 53-11-00; 53-13-00 *The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MMARS).

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 2 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

CLT08 Contract User Guide

Contract Categories

1 – Uniforms 9 – Personal Care Products

2 – Footwear 10 – Clothing Rentals

3 – Athletic Wear 11 – Department of Correction Uniforms

4 – Undergarments, Hosiery, and Nightwear 12 – Massachusetts State Police Uniforms

5 – Outerwear 14 – Miscellaneous Items

6 – Inmate Clothing 15 – Miscellaneous Services

7 – Environmentally Preferable Clothing 16 – Inventory Tracking and Management Services

8 – Linens and Bedding

Benefits and Cost Savings Statewide contracts are an easy way to obtain benefits for your organization by leveraging the Commonwealth’s buying power, solicitation process, contracting expertise, vendor management and oversight, and the availability of environmentally preferable products.

The primary categories of CLT08 are awarded by a ceiling discount percentage from the Manufacturer’s Suggested Retail

Price (MSRP). That is, the vendor cannot charge more than X% off; but they may charge less. Because of this, most-all vendors are willing to negotiate pricing and can give better pricing for large orders or offer dock delivery discounts. Buyers are encouraged to review price files on COMMBUYS and reach out for quotes from multiple vendors in order to maximize your buying power on each order!

Who Can Use This Contract

Applicable Procurement Law Executive Branch Goods and Services: MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR 21.00;

Eligible Entities Please see the standard list of Eligible Entities on our Who Can Use Statewide Contracts webpage.

Instructions for MMARS Users MMARS users must reference the MA number in the proper field in MMARS when placing orders with any contractor.

Related Statewide Contracts Some other Statewide Contracts offer clothing and uniform elements, either through promotional purposes or through public safety and personnel protective equipment (PPE). The following contracts may be considered when looking for clothing and uniform related items.

OFF44 – Print, Copy & Mail Services, and Printed Promotional Products Statewide Contract

FIR04 – Public Safety Equipment, Supplies, Services and Repairs

HLS05 – Homeland Security, Public Safety, and Traffic Safety Supplies

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 3 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

Finding Contract Documents All contract documents and vendor price files are available for download on COMMBUYS.com.

A COMMBUYS account is not required for accessing contract information online.

Each vendor and category has a Master Blanket Purchase Order (MBPO) page. To find each page:

1. Go to COMMBUYS.com

2. Click Contract & Bid Search under the Browse by Category section

3. Click Contracts/Blankets

4. Type “CLT08” into the Contract/Blanket Description field

5. Click Find It towards the bottom

6. Results appear in the following order:

1. Solicitation Enabled category pages used for quoting multiple vendors in COMMBUYS.

2. Inventory Tracking and Management Services pages. Unique to Category 16.

3. CLT08 MASTER FILE – contains RFR, MASTER Price File, and this user guide

Pricing, Quote, and Purchase Options

Purchase Options

Purchases made through this contract will be direct, outright purchases

Pricing Options Pricing for CLT08 was awarded based on a Discount off of Manufacturers Suggested Retail Price (MSRP). The resulting award with each CLT08 vendor is Ceiling/Not-to-Exceed pricing. Published contract pricing in vendor price files represents a “ceiling” or “not-to-exceed” price and may be further negotiated.

Vendor Price Files Price files are downloadable from each vendor’s MBPO page on COMMBUYS. A MASTER Price File also exists on the CLT08

MASTER FILE MBPO. Customers may search for each page or click on the MBPO links in the Vendor List section.

Obtaining Quotes Contract users should always reference CLT08 when contacting vendors to ensure they are receiving contract pricing.

Quotes from CLT08 vendors should be awarded based on best value.

Delivery All products purchased from CLT08 are Free On Board (FOB) Destination. Awarded vendors may not charge fees or surcharges for delivery. Orders are expected to be delivered and completed with 30 business days after receipt of order, unless another timeframe is agreed on between customer and vendor. Expedited delivery options may be available, but vendors may not charge additional fees for expedited delivery unless given written authorization from the customer.

Returns If any product is damaged or deemed unacceptable by the purchasing entity then the awarded vendor will offer a full refund or replacement product at no additional cost.

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 4 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

Environmentally Preferable Products (EPP) Several vendors offer Environmentally Preferable Products and contract users may always reach out to vendors and the

CLT08 Contract Manager to inquire about getting EPP products.

Additionally, CLT08 awarded Category 7 for Environmentally Preferable Clothing. This category is exclusive to vendors who manufacturer their own products using recycled contents.

Category Interpretations For the purposes of CLT08 the following category interpretations may be considered by Eligible Entities:

“Uniforms” may be interpreted to encompass a variety of uniform elements that are needed to outfit personnel.

“Inmate Clothing” may be interpreted to encompass a variety of clothing for inmate facilities, hospitals, and other temporary or confined populations.

“Personal Care Products” include, but are not limited to, soaps, hair care products, feminine care products, toothpaste, toothbrushes, and grooming products.

“Miscellaneous Items” include, but are not limited to, badges, pins, collar ornaments, patches, hand cuff buckles, whistle chains, field scarf retaining pins, duty belts, holsters, cuff cases, cloth ranks, Velcro rank badges/bars, hats, mourning pins, and mourning bands.

“Miscellaneous Services” include, but are not limited to, sizing and fitting, tailoring, embroidering, screening, adding patches/logos, dry cleaning, and laundry services.

Products Not Listed If the product or brand you are looking for is not available on CLT08 please contact the CLT08 Contract Manager to see about getting that product or brand added to the contract. Awarded vendors have the ability to add new manufacturers to their awarded categories and offer more products that fit the scope of the contract and their award.

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 5 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

How to Purchase From the Contract in COMMBUYS

Setting up a COMMBUYS Account COMMBUYS is the Commonwealth’s electronic Market Center supporting online commerce between government purchasers and businesses. If you do not have one already, contact the COMMBUYS Help Desk to set up a COMMBUYS buyer account for your organization: (888)-627-8283 or COMMBUYS@state.ma.us.

Solicit quotes and select and purchase quoted item in COMMBUYS

CLT08 has “Solicitation Enabled” category MBPO pages on COMMBUYS. This feature allows COMMBUYS users to obtain quotes from multiple vendors at once from the same category. The buyer would create a Release Requisition, and then convert it to a Bid. After approval by the buyer approving officer, the bid is then sent to selected vendors to request quotes.

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

The COMMBUYS Purchase Orders section, and choose the How to Create a Solicitation Enabled Bid Using a Release

Requisition job aid or one of the quick reference guides.

Directly purchase a non-fixed price item ($0 line item) through COMMBUYS All vendor MBPO pages have a $0.00 line item for each category they are awarded. When placing an order in COMMBUYS a contract user needs to type in the total cost of the order and may add invoice/quote information as reference either by typing in the information or attaching as a PDF file.

Document items in COMMBUYS that have already been purchased CLT08 is setup to allow buyers to document a contract purchase in COMMBUYS that already has taken place through a

Request for Payment Authorization (RPA) Release Requisition. It also allows MMARS users to easily keep track of spend.

NOTE: MMARS and COMMBUYS do not interface –payment request and invoice should be reported in both MMARS and

COMMBUYS separately.

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

The COMMBUYS Requisitions section, and choose the How to Create an RPA Release Requisition job aid.

Quick Search in COMMBUYS Log into COMMBUYS, and use the Search box on the COMMBUYS header bar to locate items described on the MBPO or within the vendor catalog line items. Select Contract/Blanket or Catalog from the drop-down menu.

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 6 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

Emergency Services Many statewide contracts are required to provide products or services in cases of statewide emergencies. ML - 801 CMR

21 defines emergency for procurement purposes. Visit the Emergency Contact Information for Statewide Contracts list for emergency services related to this contract.

Performance and Payment Time Frames Which Exceed Contract Duration All term leases, rentals, maintenance or other agreements for services entered into during the duration of this Contract and whose performance and payment time frames extend beyond the duration of this Contract shall remain in effect for performance and payment purposes (limited to the time frame and services established per each written agreement). No written agreement shall extend more than three (3) months beyond the current contract term of this Statewide Contract as stated on the first page of this contract user guide. No new leases, rentals, maintenance or other agreements for services may be executed after the Contract has expired.

Strategic Sourcing Team Members Stephen Lyons, Operational Services Division, Contract Manager

Dana Cerrito, Operational Services Division

Erin Powers, Operational Services Division

Jodi Paris Anastos, Operational Services Division

Julia Wolfe, Operational Services Division

Sam Cham, Operational Services Division

Jason Silva, Department of Conservation and Recreation

Michael Dix, Department of Correction

Paula Daggett, Department of Correction

Alan Simons, Department of Youth Services

Tammy Coe, Hampshire Sheriff Department

Kimberly DeSiata, Massachusetts State Police

Sgt. Peter Cooke, Massachusetts State Police

Robert Kelley, Massachusetts State Police

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 7 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

Inventory Tracking and Management Services (ITMS) The CLT08 ITMS category is setup uniquely in COMMBUYS. Each awarded vendor has a separate COMMBUYS MBPO page specifically for the ITMS category with RPA Release enabled. The RPA Release functionality in COMMBUYS allows contract users to pay for goods and services rendered during the timeframe negotiated between the purchasing entity and vendor.

The purchasing entity will negotiate a reporting timeframe with the vendor and will make payments to the vendor based on the reports/invoices received. RPA Release will allow the purchasing entity to issue the payment to the vendor through

COMMBUYS based on periodic invoicing as determined between the purchasing entity and the vendor, as opposed to a purchase order issued with a pre-set purchase amount.

Once an invoice is received, follow the directions in the RPA Release Job Aid located at Job Aids for Buyers in entering the information into COMMBUYS. Use the guidance below for entering items off of the paper invoice and into a Release

Requisition in the “Items” Tab:

1. Follow directions in Release Requisition Job Aid until you come to the Search field in the “Items” tab.

2. In the “Items” tab search field type in the following to get the items: contract description “CLT08.”

o Locate the awarded vendor’s MBPO page by “Vendor Name” in the results.

3. Select the catalog line item.

4. Input the sales data from the vendor report(s)/invoice(s) into the zero dollar line item.

5. Enter invoice numbers in the mandatory Invoice Number field for each item.

6. Attach scans of all reports pertaining to order placement, the receipt of goods or services, and the final invoice in the “Attachments” section.

The reported amount/final invoice amount should match the Release Requisition total on the Summary tab. Enter only one invoice per Release Requisition.

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 8 of 10

Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

Vendor List and Information*

Vendor Master Blanket Purchase Order #

MMARS

Vendor Code Vendor Line

Contact Person

Phone # Email Categories

**Conversion Vendor CLT08 MASTER FILE PO-17-1080-

OSD03-SRC3-10545

N/A N/A N/A N/A N/A

Action Apparel Inc. PO-17-1080-

OSD03-SRC3-10505

VC0000721700

Jack Losco 781-224-0777 jlosco@actionapparelinc.com 1, 2, 3, 14, 15

All Sports – Heroes Uniforms SDO Certified WBE

PO-17-1080-

OSD03-SRC3-10516

VC6000189332

Mike McAtamney 978-452-1976 mmcatamney@allsportsheroes.com 1, 2, 3, 5, 15

Amercare Products, Inc. PO-17-1080-

OSD03-SRC3-10506

VC6000264095

Julie Siegel 800-556-6322 admin@amercareproducts.net 9

Andrea's Police and Fire Supply SDO Certified WBE

PO-17-1080-

OSD03-SRC3-10508

VC6000182612

Erica Huckins 508-821-5815 contracts@andreaspolicesupply.com 1, 2, 4, 6, 11, 12, 14, 15

Aramark Uniform Services PO-17-1080-

OSD03-SRC3-10520

VC0000586412

Diane MacMillan 800-785-2299 macmillan-diane@aramark.com 1, 2, 5, 6, 15

Bob Barker Company Inc. PO-17-1080-

OSD03-SRC3-10496

VC6000253420

April Pasziewicz 888-772-0250 ext. 2171 aprilpaszkiewicz@bobbarker.com 4, 6, 8, 9, 14

Body Armor Outlet, LLC PO-17-1080-

OSD03-SRC3-10497

VC0000766104

Ray Bellia 781-296-8076 cdrake@bodyarmoroutlet.com 2, 14

Charm-Tex PO-17-1080-OSD03

-SRC3-10500

VC6000210733

Katherine Bittner 718-252-8100 ext. 101 katherine@charm-tex.com 6, 8, 9

Cintas Corporation No. 2 PO-18-1080-OSD03-

SRC3-11816

VC0000438875

Jeff Sumwalt 631-664-5991 sumwaltj@cintas.com 10, 15

Creative Touch Designs, LLC PO-17-1080-OSD03

-SRC3-10502

VC0000105079

Marianne Cyr 978-499-4444 mcyr@ctdemb.com 1, 2, 3, 4, 5, 14, Darter Specialties, Inc.

SDO Certified WBE

PO-17-1080-OSD03

-SRC3-10519

VC6000200960

Guy Darter 203-699-9805 sales@darterpress.com 1, 3, 5, 15

Dilaura Naturals SDO Certified WBE

PO-17-1080-OSD03

-SRC3-10503

VC0000876880

Tunzala Eynula 413-433-4828 tunzala.eynula@gmail.com 9

Doughboy Police and Fire Supply PO-17-1080-OSD03

-SRC3-10511

VC6000178232

Ryan Barry 781-878-0302 sales@doughboyuniforms.com 1, 2, 3, 4, 5, 11, 12, 14, 15, 16

First Defense Supply, Inc. PO-17-1080-OSD03

-SRC3-10495

VC6000177315

James Averso 978-343-0019 javerso@firstdefensesupply.com 1, 2, 3, 4, 5, 11, 12, 14, 15

Goaltex Corp. PO-17-1080-OSD03

-SRC3-10498

VC6000210926

Robert Grubman 516-682-5775 robert@goaltex.com 8

Graphic Productions, Inc. PO-17-1080-OSD03

-SRC3-10513

VC6000169540

Maryann Gabriele 781-749-8828 graphicspro@msn.com 6, 14, 15

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 9 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

Vendor Master Blanket

Purchase Order #

MMARS

Vendor Code Vendor Line

Contact Person

Phone # Email Categories

Howard Uniform Company PO-17-1080-OSD03

-SRC3-10501

VC6000248839

Manish Butani 800-628-8299 sales@howarduniform.com 12

Kenai Sports, LLC PO-17-1080-OSD03

-SRC3-10518

VC0000624257

Charlie Bogoian 617-651-0697 cbogoian@gmail.com 1, 3, 5, 7

Lane Printing & Advertising SDO Certified WBE

PO-17-1080-OSD03

-SRC3-10510

VC6000174327

Carolyn Lane 781-767-4450 mail@laneprint.com 1, 2, 3, 4, 5, 6, 8, 9, 14, 15, 16

Mag & Son Clothing PO-17-1080-OSD03

-SRC3-10507

VC6000201119

Nathan Mag 888-847-4422 nmag526@aol.com 1, 3, 5, 6, 10, 14, 15, 16

MassCor PO-17-1080-OSD03

-SRC3-10525

VTCORRECIND

Denise Raynor 508-850-1070 ext. 1071 draynor@doc.state.ma.us ALL***

MG Products, LLC SDO Certified WBE

PO-17-1080-OSD03

-SRC3-10509

VC0000411073

Leanne Goddu 866-524-8851 leanne@mgproducts.net 1, 2, 3, 4, 8, 9, 14, 15

Neptune Uniforms & Equipment, Inc. PO-17-1080-OSD03

-SRC3-10499

VC6000159714

Mitchell Cohen 978-372-8812 info@neptuneuniforms.com 11, 12

OD Taragin & Bros. PO-17-1080-OSD03

-SRC3-10514

VC6000224198

Jonathan Shapiro 410-276-7570 odtaragin@gmail.com 4, 6

Proforma Eagle Print & Promotion PO-17-1080-OSD03

-SRC3-10504

VC0000823235

Jack Foley 781-545-5356 jackm.foley@proforma.com 1, 2, 3, 5, 9, 14, 15, 16

Razz-m-Tazz Promotions, LLC SDO Certified WBE

PO-17-1080-OSD03

-SRC3-10512

VC0000359308

Gail Sabettini 978-874-0502 gail@razz-m-tazz.com 1, 2, 3, 4, 5, 8, 9, 14, 15

Trippi's Uniforms PO-17-1080-OSD03

-SRC3-10517

VC6000182459

Frank Trippi 508-755-4721 frank@trippisuniforms.com 1, 2, 4, 14, 15, Uniforms Manufacturing, Inc. PO-17-1080-OSD03

-SRC3-10515

VC6000241316

Yanise Saustin 480-368-9616 ext. 102 y.saustin@umidirect.com 4, 5, 6, 8, 9, 15

*Note that COMMBUYS is the official system of record for vendor contact information.

**The Conversion Vendor CLT08 MASTER FILE is the central repository for all contract documents.

***MassCor is awarded to all primary CLT08 categories. Executive Agency customers are required to solicit quotes from MassCor on any CLT08 order.

NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: September 4, 2018 Page 10 of 10 Operational Services Division | One Ashburton Place, Suite 1017 | Boston, MA 02108 | 617-720-3300 | www.mass.gov/osd

CLT08

Vendor

Categories

- U ni fo rm s

- F oo tw ea r

- A th le tic W ea r

- U nd er ga rm en ts

- O ut er w ea r

- I nm at e Cl ot hi ng

- E

PP

C lo th in g

- L in en s

- P er so na l C ar e

Re nt al s

D O

C

M

SP

M is c.

It em s

M is c.

S er vi ce s

IT

M

S

Action Apparel Inc. x x x x x

Al l Sports - Heroes Uni forms x x x x x

Amercare Products , Inc. x

Andrea's Pol ice and Fi re Supply x x x x x x x x

Aramark Uni form Services x x x x x

Bob Barker Company Inc x x x x x

Body Armor Outlet, LLC x x

Charm-Tex x x x

Cintas Corporation No. 2 x x

Creative Touch Des igns , LLC x x x x x x x

Darter Specia l ties , Inc. x x x x

Di laura Natura ls x

Doughboy Pol ice and Fi re Supply x x x x x x x x x x

Firs t Defense Supply, Inc. x x x x x x x x x

Goaltex Corp. x

Graphic Productions , Inc. x x x

Howard Uni form Company x

Kenai Sports , LLC EPP EPP EPP x

Lane Printing & Advertis ing x x x x x x x x x x x

Mag & Son Clothing x x x x x x x x

MassCor* x x x x x x x x x x

MG Products , LLC x x x x x x x x

Neptune Uni forms & Equipment, Inc. x x

OD Taragin & Bros . x x

Proforma Eagle Print & Promotion x x x x x x x x

Razz-m-Tazz Promotions , LLC x x x x x x x x x

Trippi 's Uni forms x x x x x x

Uniforms Manufacturing, Inc x x x x x x

* MassCor is an awarded to all primary CLT08 categories.

Executive Agency customers are required to solicit quotes from MassCor on any CLT08 order.