MassDEP tells applicants to register on COMMBUYS, watch PRF 76/77 for prequalified vendors

MassDEP staff used the webinar’s Applicant 101 session to tell prospective applicants and engineering firms how to avoid common procurement errors and to get notified about grant opportunities.

"Every grant RFR is posted to COMMBUYS. It's a requirement," Courtney Starling said, noting applicants should register, use UNSPSC codes for better notifications and keep multiple valid email addresses for their entity account.

Speakers walked through core contract documents required after award — the standard contract form, scope of work, the Massachusetts W‑9 substitute (not the federal W‑9), EFT/W‑9 requirements, and settlement release documentation. "The Massachusetts form is the only W9 that MassDEP will accept," one presenter said, and staff warned that using a federal W‑9 can delay processing because the state form lacks a UEI field the department requires for payment setup.

MassDEP explained how firms become preapproved vendors on statewide contracts used for procurements (PRF 76 and PRF 77): the Office of the Comptroller issues periodic solicitations; firms submit qualification packages to be admitted to those statewide contracts and then may be selected for work by DEP staff. The agency urged engineering firms and consultants to watch the PRF cycle (PRF 77 opened recently; PRF 76 expected to open in 2027). Staff also recommended subscribing to the drinking water grants newsletter and monitoring COMMBUYS advanced searches for environmental services solicitations.

The presentation included practical tips: answer stated questions completely, respect page limits, use provided templates, factor reimbursement timing (advance vs. reimbursement), and build meaningful partnerships to increase competitiveness. MassDEP said it will post the slides and the webinar recording after the event and that program staff maintain mailing lists to supplement COMMBUYS notices.