VEH114 Contract User Guide_08.01.2024.docx

VEH114: Automotive Parts, Paint, Refined Motor Oil, Lubricants, and other fluids UPDATED: August 1, 2024

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

Table of Contents:

Contract User Guide for VEH114

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

Updated: August 1, 2024 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: August 1, 2024 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

· Emergency Services

· Shipping/Delivery/Returns

· Additional Information/FAQ's

· Strategic Sourcing Team Members

· VENDOR LIST AND INFORMATION

· Appendix A: Vendor Discounts

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Contract Summary This is a Statewide Contract for Automotive Parts, Paint, Refined Motor Oil, Lubricants, and other fluids. This contract replaces VEH96 and provides the purchase and delivery of OEM and Non-OEM motorized vehicle parts, re-refined motor oil, hydraulic oils, transmission fluids, specialty oils, greases, lubes, brake fluids, remanufactured antifreeze, and windshield washer solvent. Additionally, this contract now offers categories specifically dedicated to automotive batteries and related auto body parts and supplies. Reference the VENDOR LIST AND INFORMATION to view which vendors provide the products/service category you need and to which counties within the Commonwealth they service and offer delivery. In-store pickup is also an option for most vendors.

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

Category 1: OEM and Non-OEM Parts Category 2: Auto Body Parts and Supplies Category 3: Refined Motor Oil, Lubricants, and other fluids Category 4: Automotive Batteries

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.

· Significant discounts off list price

· Vast network of vendors with millions of parts in stock

· Fast delivery, in some cases same day

· No delivery charges

· All vendors offer Prompt Pay Discount (PPD) Find Bid/Contract Documents

· To find all contract-specific documents, including the Contract User Guide, RFR, specifications, and other attachments, visit COMMBUYS.com and search for VEH114 to find related Master Blanket Purchase Order (MBPOs) information. All common contract documents are located in the “Master Contract Record” Master Blanket Purchase Order (MBPO) for VEH114 and can be accessed directly by visiting Master Blanket Purchase Order PO-22-1080-OSD03-SRC3-25806.

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

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 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.

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

Purchases made through this contract will be direct, outright purchases Pricing Options

· Ceiling/Not-to-Exceed: Contract discounts and other pricing published under the contract represents “ceiling” or “not-to-exceed” pricing and may be further negotiated.

· Discount off of Manufacturers Suggested Retail Price (MSRP): Contract pricing is a specified discount off of the MSRP catalog price.

Product/Service Pricing and Finding Vendor Price Files Product pricing may be found by visiting the VENDOR LIST AND INFORMATION page, where links to all the vendors MBPOs should be provided. Each vendor’s MBPO contains a cost table that reflects contract pricing.

Note that new vehicle parts are produced on a continuous basis so the vendor should be contacted if the particular part you are seeking is not reflected in the cost table.

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 Per 801 CMR 21.00, Executive Branch Departments must use established statewide contracts for the purchase of commodities and services. Specifically, Executive Departments are required to use OSD’s statewide contracts, including designated statewide contracts, if available, for their specific commodity and service needs. Exceptions will only be permitted with prior written approval from the Assistant Secretary for Operational Services, or designee.

When contacting a vendor on statewide contract, always reference VEH114 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

· 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). Once a vendor is selected in COMMBUYS, you are 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.

· Directly purchase a non-fixed price item ($0 line item) through COMMBUYS Some vendor MBPO pages have a $0.00 line item for the product categories 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 it as a PDF file. Specific product pricing may be found via the Vendor MBPOs.

· Document items in COMMBUYS that have already been purchased This type of contract allows 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 Buyershttps://www.mass.gov/lists/job-aids-for-buyers-using-commbuys webpage, and select:

· The COMMBUYS Requisitions section and choose the How to Create an RPA Requisition 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) Antifreeze (Remanufactured): This contract provides recycled antifreeze made from 100%-recycled ethylene glycol in both ready-to-use and concentrated forms in one gallon, 55-gallon drums, and bulk quantities.

Bio-based Lubricants, Equipment and Automotive: Vegetable oils (bio-based products) are included in several oil/fluid products on this contract. These products, made from corn, canola, soy, and other vegetable oils, are used to produce a wide range of lubricants. The majority of companies manufacturing plant-based lubricants have focused primarily on industrial oils. Within this category, certain applications are best suited for plant-based lubricants, including hydraulic oils, total loss lubricants, metalworking oils, and other general oils.

The bio-based lubricants on this contract meet Original Equipment Manufacturer (OEM) product requirements and use the same American Society for Testing Materials (ASTM) standards as petroleum-based fluids.

Users are finding that vegetable oils may offer better performance than petroleum oils in some applications, with the added benefits of being less toxic, renewable, and biodegradable, posing a greatly reduced threat to human health and the environment.

Motor Oil, Re-Refined and Other Bio-based Lubricants: This contract includes re-refined motor oil, bio-based marine/specialty oils, hydraulic oil, gear oil, and brake fluids in addition to remanufactured antifreeze. Choose bio-based, remanufactured, and considered biodegradable and derived from non-petroleum sources.

Specifications

· Re-refined motor oils are certified by the American Petroleum Institute (API) and Society of Automotive Engineers (SAE) and meet International Lubricant Standardization and Approval Committee (ILSAC) requirements.

· Warranties must provide for the full-cost replacement of all equipment that is damaged as direct result of oil that does not meet the required performance specifications when used appropriately.

· Other oils and lubricants, including bio-based items, are certified to meet the appropriate American Society for Testing and Materials (ASTM) standards and manufacturers’ specifications and are available in various quantities.

· Vendors are required to take back empty drums at no additional charge.

· Vendors offer a variety of sizes, including 300-gallon storage tanks for motor oil products.

According to the US Environmental Protection Agency, re-refined oils are recycled, and, therefore, helps reduce the depletion of natural resources by using less crude oil; it only takes one gallon of used oil to make 2.5 quarts of re-refined oil; whereas it takes 42 gallons of crude oil to make 2.5 quarts of virgin oil.

Vehicle Parts, Remanufactured Motorized Parts: This contract establishes a list of vendors to provide motorized vehicle parts, accessories, and supplies. Many of these supplies are remanufactured. Ask the vendor about remanufactured parts when ordering.

The following is a list of motorized vehicle parts that are most likely to be remanufactured or have a remanufactured option:

Review the EPP Products and Services Guide for additional information.

EPP Requirements:

State buyers are reminded that Environmentally Preferable Products (EPP) Procurement Program requirements for the use of environmentally preferable disinfectants, and some cleaning supplies, has been waived due to the availability of the products impacted by the demand caused by COVID-19. As the EPP supply replenishes, buyers are reminded that these disinfectants and other third-party certified products remain recommended for use and are selected for public health and environmental standards.

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 charges are not authorized. Same-day delivery is available for parts in cases where they are stocked. The Contractors are required to deliver non-stocked goods as soon as available and at a mutually agreed upon time. All parts which are not in good condition upon delivery shall be promptly replaced by the vendor.

Additional Information/FAQs Geographical Service Area Contractors provide services based on region. Awarded regions are identified for each vendor in the vendor information section of this document. Appendix A contains a breakdown of the cities/towns that fall in each Region.

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 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.

If the Needed Product Can Not be Found If a product cannot be found in the vendor’s catalog, price sheet or PunchOut, it is recommended to contact the vendor directly to inquire if it is available for purchase on this contract. Vendor needs prior approval from the contract manager, if the product meets the scope of the product category, the vendor may be able to add it to their product offerings.

If the product is not listed in the scope of the product category, a buyer may contact the Strategic Sourcing Manager to inquire whether the product may be purchased.

Strategic Sourcing Team Members

· Doris Kupis, Department of Correction

· LT Frank Robles, State Police

· Sharon Rogers, Barnstable County Sherriff’s Office

· Joseph Suppa, Department of Transportation

· Ken Urato, Department of Transportation

· Sam Chan, Operational Services Division (Inactive)

· David Sargeant, Operational Services Division (Inactive)

· Sara Siddall, Operational Services Division (Inactive)

· Kelly Thompson Clark, Operational Services Division

Vendor List and Information

Fisher Auto Parts Inc.

(dba Allied Auto Parts)

3%

This Vendor has PunchOut available Don Lachance

2% < 15 Days; and 1% < 20 Days 1%

1% < 15 Days 1%

1% < 15 Days 5%

Parts Authority, LLC

FleetMA@partsauthority.com

and 1% < 15 Days 1%

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

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

APPENDIX A: Vendor Discounts

VENDORS

Automotive Paint & Equipment

Lubricants

Other Fluids

Volume Discounts

Purchase 1000+ gal. of oil = 5% added discount off inv.

Volume discounts may change due to product availability and sudden cost changes. Please inquire as to current volume discounts.

Volume discounts based on items and quantity being purchased.

Some commodity items have bulk rate discounts. Inquire at store for vol. discounts and store specials.

Automotive batteries purchased in counts of 36 receive an added 5% discount from above quoted price.

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