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Standard Contract Form

An updated version of the Standard Contract Form is now available and should be used for all new contracts. The form is available in Fillable PDF format and now includes a section regarding Supplier Diversity Program (SDP) obligations and commitments. Additionally, the Standard Contract Form has been updated to clarify options for interim contracts. The updated Standard Contract Form should be used for all new contracts executed on or after December 2, 2024.

Standard Contract Form

The updated Standard Contract Form should be used for all new contracts executed on or after December 2, 2024.

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Electronic Submission of Contracts, Amendments, and Interdepartmental Service Agreements (ISA)

Commonwealth of Massachusetts departments are now able to submit condensed packages for New Contracts, Amendments, and Interdepartmental Service Agreements (ISA) electronically through email to the CTR Contracts Team. This process does not negate applicable state finance law or applicable regulations and policies but offers a streamlined method to facilitate the review and retention of submissions and eliminates mailing or hand deliveries of paper documents.

Acceptable attachment formats are PDF, Word, and Excel. Other formats and images or cloud files like Google Docs should first be converted to a PDF before submitting to CTR.​

Instructions for Electronic Submission

Categories D, E, G, and H

These require a condensed contract package sent to [email protected]. Each contract submission should include a complete Encumbrance/Contract Transmittal Form with only one contract package per mail. Acceptable attachment formats are PDF, Word, and Excel. Other formats and images or cloud files like Google Docs should first be converted to a PDF before submitting to CTR.​

Send to [email protected].

New Contract (non-construction)

  1. Encumbrance/Contract Transmittal Form – One submission per form
  2. Fully Executed Standard Contract Form
  3. Award Letter (if applicable)
  4. Scope of Services – Attachment A
  5. Budget or Rate Sheet – Attachment B
  6. POS Attachments, if applicable
  7. Vendor Response or Grant Application (condensed)
  8. Public Notice of Competitive Procurement i.e. COMMBUYS Posting or equivalent
  9. No MMARS Screen Prints

Amendment (non-construction)

  1. Encumbrance/Contract Transmittal Form
  2. Fully Executed Standard Contract Form
  3. Amended Scope of Services, if applicable
  4. Budget related to the modification
  5. POS Attachments, if applicable

Lease Agreement – RPO

  1. Encumbrance/Contract Transmittal Form – One submission per form
  2. DCAMM Form 3

Construction

Contact the Office of the Comptroller Contracts Team at [email protected] for instructions.

Paperless transactions

These only require the Encumbrance/Contract Transmittal Form and should be sent to [email protected]. Effective April 2020: Category B1 transactions Departmental Master Service Agreement Vendor Specific workflow to Final at the department level as long as the referenced MA is properly set up in MMARS. Please review Job Aid: Create a Departmental Master Agreement (MA) [PowerDMS login required].

Interdepartmental Service Agreements

1. Send to [email protected]

2. Encumbrance/Contract Transmittal Form – One ISA per form

3. Email Subject should be the MMARS Document ID#

4. Scan Fully Executed ISA

5. Do not send ISA instructions (pages 6, 7, and 8) or MMARS screen prints

6. Only send Attachment C if funding is from a federal grant

7. Buyer / Seller departments are required to have wet signatures and other relevant attachments on file to support the ISA

Master Agreements (MA)

Statewide contracts are procured on behalf of all departments by the Operational Services Division (OSD) or by a department OSD designates to conduct the procurement on behalf of all departments. OSD is responsible for entering all statewide contracts in MMARS. A department is able to purchase an item or service from a vendor identified under a statewide contract without having to conduct a separate competitive procurement. Departments are also able to conduct procurements to create their own Master Agreements for products and services unique to their mission.

A list of all statewide contracts and guidance is available on the OSD website.

View Job Aid: Find Statewide Contract, Reference a Statewide Contract and Departmental Master Agreement [PowerDMS login required].

Resources

Please direct questions regarding MMARS issues and encumbrance guidance to the CTR Solution Desk.

Job Aid: Goods and Services, Grants, Subsidies, and Interdepartmental Business

This job aid provides quick reference details on Contracts - Goods and Services, Grants, Subsidies, and Interdepartmental Business.

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Expenditure Classification Handbook

This Handbook includes the object code descriptions, instructions, and regulations regarding the encumbering and expenditure of all funds. The object code descriptions are brief explanations of the goods and/or services for which funds are encumbered and expended.

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Encumbrance Overview Diagram

A diagram of the flow of documents from the pre-encumbrance to the payments level.

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9C Contracts Reductions Guidance

Comptroller guidance on 9C contract reductions

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Resources

Contracts Forms

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Job Aids

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Resources for Vendors

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