Due-diligence-posting-PA VRM Support -Final.docx

Commonwealth of Massachusetts

OPERATIONAL SERVICES DIVISION

Request for Response Title: NOI Maintenance and Support for VRM Number: OSDNOI-VRM26

COMMBUYS Bid Number: BD-27-1080-OSD10-OSD10-134573

October 19, 2026

IN ACCORDANCE WITH M.G.L. C. 66 AND M.G.L. C. 4, § 7 (26), THIS RFR/NOI AND ALL RESPONSES HERETO SHALL BECOME PUBLIC RECORD, AND CAN BE OBTAINED FROM THE OPERATIONAL SERVICES RECORDS ACCESS OFFICER BY SUBMITTING A REQUEST AT https://www.mass.gov/operational-services-division-prr . ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. All Respondents are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Respondents may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk County holidays.

Due Diligence Posting of Notice of Intent to Purchase a Proprietary Product or Service

The Operational Services Division (“OSD” or “Department”) of the Commonwealth of Massachusetts announces its intent to purchase a proprietary product or service pursuant to the Commonwealth’s Due Diligence Posting policy, to contract for the following with B2GNow (“Offeror”), with payments processed through a reseller, pending the results of this Notice of Intent (“Notice”):

Description OSD is releasing a Notice of Intent to secure support and maintenance services for the agency’s Vendor Report Management (VRM) application. Services will be provided by B2Gnow, with payments to be issued through a reseller on statewide contract ITS86.

VRM is a proprietary application, customized by B2GNow from their baseline system and an additional Vendor Management Module, in accordance with the SOW fully executed by OSD, B2GNow and SHI International Corp., the original reseller, on March 7, 2018. The application provides full management of vendor sales reports, submitted quarterly by most of the agency’s approximately 1,900 vendors. The application allows multiple access types, supports a vendor portal and allows report view, approve or reject actions by the assigned contract manager.

The system also calculates a one-percent Administrative Fee, based on payments received by vendors in the most recent quarter per their reported sales, and allows vendors to complete online ACH payments through an interface with the agency’s payment processor. The Administrative Fee functionality was an enhancement; together, the original vendor sales reporting functionality and the administrative fee enhancement constitute the OSD VRM application.

The agency hereby provides notification that OSD will request a quote for continued maintenance for a twelve-month service period, beginning December 5, 2026, the end of the current three-month maintenance agreement. For the period of one year, B2G will provide services that are substantially equivalent to the description in the Software Service Agreement executed by the parties on March 7, 2018. In accordance with that agreement, B2G will be asked to provide a quote that includes:

With this Due Diligence post, OSD confirms the agency’s intention to procure a successor system for vendor report management, and further that B2GNow is not precluded from bidding on any future OSD VRM procurement. In the interim, the agency may request additional services from B2G at any time during the service period for work related to the transfer to a successor system, including analysis, cost and effort estimates, implementation, and will negotiate with the vendor on the services that can be provided under the annual service agreement versus effort that will require a separate fixed price or time and materials agreement.

The value of the twelve-month contract is estimated at $133,780.28, based on annualization of the agency’s current three-month service agreement, at a cost of $33,445.07. The final amount of the annual maintenance to be paid will be based on the quote received from the reseller, which will be requested at the end of the bid-available period for this Notice of Intent. Additional services related to enhancements and/or transfer to a successor system may also be requested during the service period, and may incur an additional cost.

OSD will request a quote from the current reseller, Insight Public Sector Inc.; however, in the event that organization is unable to complete the engagement, OSD may work with any other reseller on Category 1 of the ITS86 contract.

The Department is posting this Notice rather than conducting a full procurement because the Department believes this opportunity represents best value to the Commonwealth and is utilizing this Due Diligence Posting to ensure that the process is open, fair and competitive.

Determination of Other Interested Vendors The intent of this posting is to determine if there are any other interested and qualified vendors. Any such vendors must submit documentation that they can also provide the same proprietary product or service or customize an application at no additional expense to OSD, arrange the transfer of data from the existing system, and provide ongoing maintenance and support, at a cost equal to or less than the estimated cost of annual maintenance for the existing system.

Response Requirement and Deadline All Interested Vendors and Offerors interested in responding to this Notice, regardless of prior communications with the Department, must submit a Response to this posting containing evidence of their qualification and interest. At minimum, bidders must provide a thorough description of their SaaS offering, including capacity, configuration and interface options, cost and examples of successful implementations. Quotes must also include a description of the organization, and resumes of the principals. All required information must be submitted by 4:00PM (prevailing Eastern Time) on Friday, October 30, 2026.

If, after the posting deadline has passed, interest is generated by this Notice, the Department will review all Responses and will determine whether they will: (i) accept the offer from the Offeror or (ii) accept an offer from another vendor offering a comparable or better value than the Offeror in their Response.

Additional Terms Required for Doing Business with the Commonwealth

Quote Submission Method Online Quote Submission via COMMBUYS is required. All Interested Vendors and Offerors must submit Quotes online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All Interested Vendors and Offerors who are awarded a contract resulting from this Notice, if any, will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining its accuracy.

COMMBUYS Quote Submission Training and Instructions The following resources are provided to assist Interested Vendors and Offerors in submitting Quotes:

· An online job aid on How to Create a Quote;

· Webcast video on How to Find Bids (Solicitations) and Submit Quotes (Responses) through COMMBUYS;

· Instructor-led trainings (ILT) and live webinar sessions on “How to Locate and Respond to Bids” may also be available. Check the OSD Training Courses schedule for Sellers/Business Entities for available locations, dates and times. Note that space is limited and pre-registration for trainings is required to attend. Follow instructions on the course schedule to register.

COMMBUYS Support Technical assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

· Website: Go to www.mass.gov/osd/commbuys and select the COMMBUYS Resource Center link offered under Key Resources.

· Email: Send inquiries to the COMMBUYS Helpdesk at COMMBUYS@state.ma.us

· Telephone: Call the COMMBUYS Help Desk at 1-888-MA-STATE (1-888-627-8283). The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Interested Vendors and Offerors are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

Revised: February 12, 2025 image1.jpeg