Minnesota State is a public entity and enters into a high volume of contracts each year. Many of these contracts can be accommodated on the approved Minnesota State standard contract forms.

This page contains most of the standard templates which relate to contract matters. These forms have been approved by Office of General Counsel and comply with Minnesota State policies and procedures. Any contract that is not on a Minnesota State standard contract form must be reviewed and approved by system legal counsel.

If you are looking for a document that is not listed, you may want to look the forms library or you may contact us at: Sourcing@MinnState.edu.

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All design and construction projects, regardless of funding source, are required to be managed in e-Builder web-based project management software used for facilities projects. Project management includes executing agreements and processing payments for all vendors involved in design and construction projects. Vendors include: designer (architect/engineer), general contractor, construction manager, owner’s representative and specialty consultants. See eManual on Finance Connect for design and construction forms and templates.

NOTE: StarID@minnstate.edu and password needed to sign in.

Point of Contacts:
Subject Matter : Heidi Myers, Heidi.Myers@MinnState.edu
Office of General Counsel: Mary Al Balber, MaryAl.Balber@MinnState.edu

Strategic Sourcing is a discipline, efficient and modern approach to the way Minnesota State purchases more than $700 million in goods and services. Our mission is to provide oversight and facilitation of all colleges and university purchasing process to ensure accountability and responsibility in purchasing policies and system procedures. We accomplish this by leveraging the buying power of the enterprise-wide system.

Point of Contacts:
Subject Matter: Michael Noble-Olson, Sourcing@Minnstate.edu
Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu

 

Number
Name (MP Template)
Description
Updated
1
Grant Contract
Description
year
2
Transactions below $3,000. This form is used to compensate guest speakers, including expense reimbursement. If amount is over $3,000, you must complete the Professional/Technical contract.
3/2015
3
This form is used to work with hotels in reserving space or catering with hotel at its location
3/2015
4
Agreement amounts: up to $100,000, over $50,000 RFPs, and Under 5 years. This form is for transactions in compensation for consultant, professional, or technical services for a short-term basis - does not include construction activities. May needCommissioner's Plan Expenses Reimbursement form. 
4/2015
5
This form is used to amend the original P/T Contract4/2015
6
Retainage/Insurance
7
10

The Minnesota State system operates approximately 28 million square feet throughout the state of Minnesota. As a general rule, use of college or university facilities by a third party requires a written agreement governing such use. Likewise, a written agreement is required whenever a college or university seeks to lease property off campus.

Facilities Use Agreements are primarily designed for short term use and possession of land or facilities (one year and less) either on or off-campus.

Lease Agreements are primarily designed for longer-term use and possession of land or facilities (longer than one year) either on or off-campus.

Easement and Licenses are interests in land most often requested by municipal or utility companies across or on our campuses. An easement or license should be used whenever a person or entity requests the placement of utilities (electrical, gas, stormwater, sewer), road right of way, wetlands, etc. on our campuses. Our standard easement agreement is revocable.

Point of Contacts:
Subject Matter: Greg Ewig at Gregory.Ewig@MinnState.edu and Paul Harrington at Paul.Harrington@MinnState.edu
Office of General Counsel: Mary Al Balber, MaryAl.Balber@MinnState.edu

 

Number
Name
Description
Updated
1
InstructionsGeneral Use, On Campus
5/2018
2
InstructionsState Agencies, On Campus Only
5/2018
3
Instructions University of Minnesota on Minnesota State Campus Only
5/2018
5
To be used between Minnesota State Campuses; Short Term (less than 1 year)
06/2018
7
Campus-to-Campus
12/2012
8
Minnesota State as Landlord
12/2012
9
Minnesota State as Tenant with Leasehold Improvements
12/2012
10
Minnesota State as Tenant without Leasehold Improvements
12/2012
11
Transfer of Ownership
12
in lieu of easement

It is Minnesota State's policy to bid any good or services that cost $50,000 or more. Competitive bidding allows Minnesota State to properly survey the marketplace and purchase goods and services as well as ensures it is in complaint with federal, state, and Minnesota State regulations. Once you have received a request for bid or proposal, carefully review the requirements as late bids will not be considered.

Our mission is to provide oversight and facilitation of all colleges and university purchasing process to ensure accountability and responsibility in purchasing policies and system procedures. We accomplish this by leveraging the buying power of the enterprise-wide system.

Point of Contacts:
Subject Matter: Michael Noble-Olson,Sourcing@Minnstate.edu
Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu

 

Number
Name
Description
Updated
1
Minnesota Sales and Use Tax
3
Documentation for single source exception reasons and certification. Signed form must be attached to the request for vice chancellor approval for single-source contract or purchase.
 
4
If the response to the RFP is, or could be, in excess of $100,000 the vendor must complete the Affirmative Action Certification form
 
5
If the response to the RFB is, or could be, in excess of $100,000 the vendor must complete the Affirmative Action Certification form.
 
6
Non-Allied Health Programs
 
7
Request for Vice Chancellor Approval of Contracts & purchases over $100,000
 
8
This form is used to reimburse contractors for any expenses they may occur while working with Minnesota State on projects.
 
9
 
10
 
Number
Name
Description
Updated
3
Not for shared employees
4
For sharing employees

This links you out to System Office SharePoint siteTo access the site:User ID = yourstarid@minnstate.edu Password = your starid password

Shared Employee Flow Chart and Shared Employee Guidelines and HR Hiring SharePoint