FAC118 Contract User Guide _07.2.25.docx

FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and SuppliesUPDATED: July 2nd, 2025

This Contract Contains: Environmentally Preferable Products, MBE/MWBE/WBE

*The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MMARS).

Table of Contents:

Contract User Guide for FAC118

(NOTE: To access hyperlinks below, scroll over desired section and CTL + Click) NOTE: Contract User Guides are updated regularly. Print copies should be compared against the current version posted on mass.gov/osd.

Updated: July 2, 2025 Template version: 8.0 Page 1 of 12 One Ashburton Place, Room 1608, Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 - 4527

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

Updated: July 2, 2025 Template version: 8.0 Page 4 of 12 One Ashburton Place, Room 1608 Boston, MA, 02108-1552 Tel: (617) 720 - 3300 | www.mass.gov/osd | TDD: (617) 727 - 2716 | Twitter: @Mass_OSD | Fax: (617) 727 - 4527

· Contract Summary

· Contract Categories

· Benefits and Cost Savings

· Find Bid/Contract Documents

· Who Can Use This Contract

· Supplier Diversity Requirements

· Pricing, Quotes and Purchase Options

· Instructions for MMARS Users

· Environmentally Preferable Products

· Contract Exclusions and Related Statewide Contracts

· Emergency Services

· Shipping/Delivery/Returns

· Additional Information/FAQ's

· Performance and Payment Time Frames Which Exceed Contract Duration

· Strategic Sourcing Team Members

· VENDOR LIST AND INFORMATION

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Contract Summary This is a Statewide Contract for Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies. This is a multi-state contract available to Connecticut, Maryland, New Hampshire, New York, and Rhode Island in cooperation with the lead state of Massachusetts. Other states are eligible to join FAC118 at any time. For contract overview please view FAC118 Promotional Video

The products on this contract must meet environmentally preferable specifications as outlined in Attachment A FAC118 Mandatory Specifications and Desirable Criteria. Many of the products, including but not limited to chemicals and janitorial paper products are required to be “Independently Third Party Certified” which means that the environmental claims, as well as the product performance, have been tested and certified by an established and legitimate, nationally recognized third-party certification program. Contract users do not have to analyze technical data and may be assured that the product will perform well. (The only chemicals without such certification are disinfectants and various sanitizers, for which no certification is available but must abide by safer active ingredient requirements). In addition, vendors were selected for their ability to aid in transitioning eligible entities to a green cleaning program.

COVID-19 Updates FAC118 contains a range of PPE available in Category 2 (Janitorial Supplies, Equipment and Services). Buyers are encouraged to engage with vendors for additional information. See vendor list and information table below.

As the CDC has found that COVID-19 is contracted primarily through airborne transmission, organizations may wish to reevaluate cleaning protocols and apply disinfectants to surface areas only as needed. Disinfectants used for this purpose should be listed on EPA’s List N: Disinfectants for Use Against SARS-CoV-2, and it is recommended to choose safer disinfectants (find more information about safer disinfectants on the Toxics Use Reduction Institute’s COVID-19: Safely Clean & Disinfect webpage) which may be found on the FAC118: Environmentally Preferable Cleaning Products, Programs, Equipment and Supplies contract. In addition, hand sanitizers must contain at least 60% ethanol per the Centers for Disease Control (CDC) guidance.

Safety:

It is against state and federal law to use disinfectants in a manner that is not intended by the instructions on the label (for example, wide area spraying of a chemical that is not specified for use in this way). The use of disinfectants does not require a license in Massachusetts, but purchasers should review OSHA guidance and standards, and ensure the individuals using disinfectants are aware of the guidance.

Contract Categories This contract includes 4 categories of products as listed below:

Contract Exclusions and Related Statewide Contracts Because this is an all green contract, all products must meet environmentally preferable specifications outlined in Attachment A FAC118 Mandatory Specifications and Desirable Criteria of the RFR. This document may be found in the FAC118 “Master Contract Record” Master Blanket Purchase Order (MBPO) for FAC118 and can be accessed directly in COMMBUYS by visiting: PO-22-1080-OSD03-SRC3-24779. The list below outlines some of the products which are available on other statewide contracts and are excluded from sale under this contract:

· Office paper/supplies (OFF47 - Office Supplies, Recycled Paper, and Envelopes Statewide Contract)

· Custodial/Janitorial Services (FAC114 - Janitorial Services, Environmentally Preferable Statewide Contract)

· Public Safety Equipment (except for PPE) (FIR04 - Public Safety Equipment, Supplies, Services and Repairs Statewide Contract)

· Furniture (OFF38 - Office, School and Library Furniture, Accessories & Installation Statewide Contract)

· Clothing (CLT08 - Clothing, Uniforms, Footwear, Accessories, Personal Care Products and Bedding Statewide Contract)

· Sharps and Medical Waste Disposal Equipment (FAC110) 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.

All Green Contract All products in this contract (where applicable) have an independent third-party certification in order to validate and substantiate their environmental claims as well as the product performance.

Cost Savings Opportunities

· Competitive pricing across all categories

· Vendors offer a range of Prompt Pay and Volume Discounts.

· Product Consolidation: A single green cleaning product may permit the end-user to eliminate the need to purchase multiple standard cleaning products.

· Product Elimination: Some green cleaning equipment eliminates the need to purchase chemicals.

Approved Products List This contract includes a consolidated list of all approved products, from all vendors, in one searchable spreadsheet called the Approved Products List. This list may be found in the Master Contract Record in COMMBUYS under the MBPO PO-22-1080-OSD03-SRC3-24779.

Technical Assistance and Training Vendors on this contract were chosen for their ability to provide training, technical assistance and relevant materials that will enable customers to make the transition more easily to green cleaning products and practices and track their progress and success.

Find Bid/Contract Documents

· To find all contract-specific documents, including the Contract User Guide, RFR, specifications, the Approved Products List, price sheets and other attachments, visit COMMBUYS.com and search for “FAC118” to find related Master Blanket Purchase Order (MBPO) information.

· All common contract documents are located in the “Master Contract Record” MBPO for FAC118 and can be accessed directly by visiting the MBPO PO-22-1080-OSD03-SRC3-24779.

· To find vendor-specific documents, including price sheets, see links to individual vendor MBPOs on the Vendor Information page.

· To link directly to the solicitation enabled MBPO visit PO-22-1080-OSD03-SRC3-25011.

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 Eligible Entities Which May Use Statewide Contracts webpage.

Supplier Diversity Requirements

When selecting vendor(s) without soliciting quotes or a statement of work, Executive Departments should follow the guidance below:

When selecting contractors and placing orders, Executive departments shall utilize diverse and small businesses to the extent possible based on contract terms, SDO and departmental policies, laws, and regulations. Additionally, departments shall make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

When selecting vendor(s) from multiple quotes and statements of work, Executive Departments should follow below guidance:

Requirements of the Small Business Purchasing Program for Small Procurements (expected annual value of $250,000 or less) or the Supplier Diversity Program for Large Procurements (expected annual value exceeding $250,000) apply to the Executive Departments soliciting quotes or issuing statements of work.

Small Business Award Preference: In accordance with the Supplier Diversity Office’s SBPP Policy, Departments must award contracts for Small Procurements to SBPP-participating small business bidders if both of the following conditions are met:

· The response is received from an eligible small business; AND

· The response meets the Department’s best value criteria as defined in the RFR or RFQ.

SDP Commitment: Businesses awarded large Commonwealth contracts for goods and services (also called prime contractors or prime vendors) are required to make measurable financial commitments to do business with one or more diverse businesses (often called SDP Partners). This business-to-business relationship requirement applies to all Large Procurements for goods and services, which were historically defined as those expected to exceed $150,000 in total spending. Effective July 1, 2021, Large Procurements will be defined as those expected to exceed $250,000 in annual spending.

Executive departments should take into consideration contracted vendors SDP commitments when evaluating responses. Specifically, the following fields of the new SDP Plan Form correspond to the goals stated above:

SDP policy link or attachment (if any)

Additional creative initiatives (if any)

SDP commitment – subcontracting

Evaluate the bidder’s SDP commitment.

SDP commitment – ancillary

SDP commitment – total

Company prior year spending with the list of partners (if available)

Key Evaluation Requirements The following key requirements apply to the evaluation of submitted SDP Plans:

· At least 25% of the available evaluation score must be dedicated to the evaluation of the bidder’s SDP Commitment.

· Much of the SDP evaluation score should be dedicated to the bidder’s SDP commitment.

· bidders offering more value in their SDP Plan submissions must receive higher scores.

Other Requirements:

· Include SBPP contract language and place it prominently within the RFQ. See SDO Template Language.

· Evaluate bids received from, and award a contract to, an SBPP-participating small business that meets the department’s best value criteria.

· Award to a large business only if there is no SBPP participating in business meeting departments’ best value criteria.

· Conduct a clarification/BAFO/negotiation before disqualifying an SBPP-participating business based on price or desirable criteria.

· See the Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams for additional guidance.

· Make a preference for contractors with higher SDP commitments and/or performance whenever such information is available (or is requested from contractors by the department) and the preference is feasible.

· See the Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams for additional guidance.

1. Note: Departments may ask the prime Contractor for an additional SDP commitment specifically related to the Department’s purchase or engagement. SDP spending on such a purchase or engagement must be reported by the Contractor using the SDP Reporting Form directly to the Department and may not be included in any other SDP reporting filed by the Contractor.

OSD provides up-to-date information on the availability of diverse and small businesses on statewide contracts through the Statewide Contract Index available on the COMMBUYS home page. See the “Programs (SDO and SBPP)” tab for current certification and small business status of contractors on this contract.

Pricing, Quote and Purchase Options Purchase Options The purchase options identified below are the only acceptable options that may be used in this contract:

· Purchases made through this contract will be direct, outright purchases Pricing Options Pricing on FAC118 is intended to be derived by accessing the FAC118 Approved Products List. This document is available for download from COMMBUYS here by visiting Master Blanket Purchase Order # PO-22-1080-OSD03-SRC3-24779.

Product/Service Pricing and Finding Vendor Price Files Product pricing may be found in the FAC118 Approved Products List or by visiting a vendor’s price file within their MBPO posted in COMMBUYS. Links to vendor PO’s can be found on the vendor information page. Contract discounts and other pricing published under the contract represent “ceiling” or “not-to-exceed” pricing and may be further negotiated.

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 OSDhelpdesk@mass.gov.

When contacting a vendor on statewide contract, always reference FAC118 to receive contract pricing.

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.

How To Purchase from The Contract Only items contained within the FAC118 Approved Products List should be purchased under this contract.

· Select items from a PunchOut catalog and purchase through COMMBUYS PunchOut catalogs offer the convenience of selecting Statewide Contract products from a vendor’s e-commerce website. The PunchOut or Government to Business (G2B) catalogs are available via COMMBUYS only (login to COMMBUYS and select the settings option in the upper right-hand corner [] and choose the G2B PunchOut option). G2B PunchOut can now also be accessed directly on COMMBUYS Landing Page when signed in. Click on Icon on left hand side of the page. Select a vendor on the dropdown in COMMBUYS, you are then taken to the vendor’s e-commerce site. After shopping is complete on the vendor’s e-commerce site, selected items are pulled back into COMMBUYS, summarized on a COMMBUYS release Requisition, and are ready to submit for approval. Once approved, it is released to the vendor for processing and fulfillment.

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

· The Quick Reference Guide (QRG) section and choose the QRG – Creating a Punch Out Order job aid

· The COMMBUYS Purchase Orders section and choose the How to Purchase from a COMMBUYS PunchOut job aid.

Please see below for the list of FAC118 Vendors who currently have PunchOut Catalogs:

· Likarr Inc

· Next-Gen Supply

· Select items from Marketplace and purchase through COMMBUYS Marketplace is an easy new tool for users set up to purchase from COMMBUYS. It allows users to search for goods and services offered under FAC118, add them to the shopping cart, and send cart items to requisition using one of the following options:

In the search bar at the top of the page, enter FAC118. Select the magnifying glass. Once in Marketplace, you can search by suppliers, product descriptions, SKUs, and more.

An alternative search option is to click on the Marketplace Icon located on the left side of the home page.

For detailed user instructions, select the appropriate job aid for your organization below.

· Non-Executive Agencies

· Executive Agencies If you have questions about Marketplace purchasing on COMMBUYS, please contact the OSD Help Desk at 888-MA-State (627-8283) or if you need COMMBUYS access, please contact your organization’s administrator.

Please see the list below of FAC118 Vendors which currently have Marketplace Catalogs:

· Aramsco

· C&C Janitorial

· Corrs Distributors

· Filo Cleantech

· Milhench

· Top Notch

· Directly purchase fixed price items through COMMBUYS This contract allows buyers to find and quickly purchase specific products/services with pricing within COMMBUYS. In other words, it allows you to create a Release Requisition in COMMBUYS, submit the requisition for approval, and send the vendor a Release Purchase Order.

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 Make a Statewide Contract Purchase in COMMBUYS job aid.

Obtaining Quotes Contract users should always reference FAC118 when contacting vendors to ensure they are receiving contract pricing. Quotes, not including construction services, should be awarded based on best value. Only items contained in the FAC118 Approved Products List are eligible for purchase under this contract. Buyers may also request quotes from vendors for additional discounts by using Solicitation Enabled MBPO PO-22-1080-OSD03-SRC3-25011 .

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

· The COMMBUYS Purchase Orders section and choose Request Quotes from Vendors on Statewide Contracts job aid.

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

Environmentally Preferable Products (EPP) This is an all-green contract, meaning all products on this contract have been reviewed to meet the required specifications found in Attachment A: Mandatory Specifications and Desirable Criteria. Buyers may view products approved on this contract in the Approved Products List located in the Master Contract Record in COMMBUYS.

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 Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Shipping/Delivery/Returns Delivery All deliveries are FOB destination; no additional freight and/or delivery charges can be added to invoicing Shipping FOB Destination. No transportation, fuel, energy, insurance, or any other surcharges will be allowed throughout the duration of the contract(s).

Returns Vendors must offer a minimum of a 90-day return policy and acknowledge all return requests within 2 business days.

Non-custom items: If the buyer orders the wrong item, it is their responsibility to pay for its return. If the vendor delivers the wrong item, it is their responsibility to pay for the returns.

Custom items: A restocking fee may be charged if the item was ordered at the request of the buyer. If the item was ordered at the advice of the vendor, no charge will be assessed to the buyer.

Additional Information/FAQs Geographical Service Area See the Vendor List and Information for states covered.

Importance of Third-Party Certification “Independent/Third-Party Certified” means that cleaning products have been certified by an established and legitimate, nationally recognized program developed with the purpose of identifying environmentally preferable products. Any such certification program shall verify all green claims and test for the actual performance of the product. This final point is essential as it provides clear assurance to purchasers that the products really work.

Alternative Approval for New or Innovative Products Existing vendors may receive an alternative approval for specialty products or innovative technologies or services to allow for use on FAC118 which OSD has established in cooperation with the Toxics Reduction Task Force. To be eligible for review, the product/technology/service must have a compelling reason to be considered for an alternative approval – it either falls outside the existing specifications or specific categories. The product/technology/service must be in existing use in the marketplace. Additional information regarding this process may be found on the Toxic Reduction Task Force webpage including the Alternate Approval Form located at the bottom of the page.

Warranties For all equipment offered, vendors must provide at least a one (1) year warranty or the maximum manufacturer’s warranty, whichever is greater. Extended warranties are available for most equipment.

Other Discounts

· Prompt Pay Discounts: A discount given to the buyer if paid within a certain time period. These discounts may be found in the Vendor List and Information section below. All discounts offered will be taken in cases where the payment issue date is within the specified number of days listed by the vendor and in accordance with the Commonwealth’s Bill Paying Policy. Payment days will be measured from the date goods are received and accepted / performance was completed OR the date an invoice is received by the Commonwealth, whichever is later to the date the payment is issued as an EFT (preferred method) or mailed by the State Treasurer. The date of payment “issue” is the date a payment is considered “paid” not the date a payment is “received” by a Contractor.

· Volume Discounts: Many vendors offer volume discounts on various products.

· Dock Delivery Discounts: Discount is provided if product is delivered directly to the loading dock.

· Tiered Discounts: Many vendors offer tiered discounts based on quantity or multiple product purchases.

If the Needed Product Can Not be Found If a product cannot be easily found on contract it is recommended to contact vendors directly to inquire if it is available under this contract. If the product meets the scope of the product category, which means that it meets all the specifications identified in Attachment A FAC118 Mandatory Specifications and Desirable Criteria of the RFR, then it may be added with OSD’s approval. Vendors are permitted to add products that meet the required specifications during their twice annual catalog updates.

If the product is not listed in the scope of the product category a buyer may contact the OSD Contract Manager to inquire whether the product may be added.

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 12 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

Vendor List and Information*

(PPD,

Dock Delivery, Other)

Volume & Dock Delivery Discounts Available

18%

C & C Janitorial Supplies, Inc.

Volume Discounts Available

16%

(Except NY) PPD: 1% 15 Days Volume, Dock Delivery & Tiered Discounts Available

25%

Volume & Dock Delivery Discounts Available

30%

3%

Volume, Dock Delivery & Tiered Discounts Available

11%

15%

back-up Diane Eames Chris O:800-836-4455, C: 518-448-4056, Diane 518-627-4458 EXT 3089 ctraver@hillnmarkes.com deames@hillnmakes.com

Volume & Tiered Discounts Available

30%

15%

10%

Likarr Inc

Punchout Catalog Available

PO-22-1080-OSD03-SRC3-24773

G2B Punchout:

PO-23-1080-OSD03-SRC3-26506

15%

(Except NY)

Next-Gen Supply Group LLC Punchout Catalog Available

PO-22-1080-OSD03-SRC3-24766

G2B Punchout:

PO-22-1080-OSD03-SRC3-24835

Volume & Dock Delivery Discounts Available

11%

Volume, Dock Delivery & Tiered Discounts Available

6%

Volume & Dock Delivery Available

3%

508-846-1490

Volume & Dock Delivery Available

3%

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

**The Master Contract Record MBPO is the central repository for all common contract files.

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