Tip of the Month: Bremer Bank

Bremer Bank has officially become a division of Old National Bank as of May 1, 2025. While the legal merger is complete, Bremer will continue operating under its current name until a full systems and brand transition occurs later this fall. During this interim period, you can continue banking as usual with no immediate changes to accounts, services, or branch teams. The full integration, including account migration and rebranding, is expected to be completed by mid-October 2025. We will existing contracts and election forms when we get closer to the transition.

Behind the Buy: Fun Fact

The word "contract" comes from the Latin contractus," which means drawn together. Fitting, right? Because at its core, a contract is about bringing two (or more) parties together with shared expectations, responsibilities, and outcomes. Whether it's a multimillion-dollar RFP or a simple purchase order, every contract starts with that common goal—alignment.

If you have ever managed an RFP or RFB, you know how much work goes into defining the right terms upfront; scope, pricing, deliverables, timelines, and more. But all that work only pays off if those terms actually carry through into the contract. It is important that the critical handoff does not get overlooked, and the result is a contract that does not quite match what was competitively sourced. That is a problem.

Why It Matters

When we run a competitive event, vendors are responding based on the terms we published. Those terms represent what we said we needed and how we said we would evaluate it. If the final contract introduces something different, whether it is new deliverables, modified timelines, or different pricing structures, it opens the door to confusion, disputes, and compliance issues.

Bottom line: the contract must reflect what was outlined in the sourcing event. It protects both Minnesota State and the vendors by ensuring we are operating on shared expectations. It also preserves the integrity of the competitive process, which is required under state policy and law.

What Can Go Wrong

When contract terms do not match the sourcing terms, the risks are real:

• Disputes with vendors. If expectations shift after the award, vendors may challenge the contract or walk away.
• Audit findings. Misaligned documents are easy targets for auditors, especially when it looks like the process deviated from what was publicly bid.
• Scope creep. If the contract is vague or inconsistent, work can expand beyond what was competitively approved, bringing cost overruns and policy issues.
• Loss of trust. Vendors rely on us to run clean, fair processes. If we change the terms after selection, it hurts our credibility for future events.

Watch Those Amendments

Contract amendments are sometimes necessary, especially on long-term or complex projects. But they should never be used to rewrite the original deal. A few things to keep in mind:

In short, amendments are a tool, not a workaround. Always check the original sourcing document before you proceed.

• If you are extending the contract beyond the original term, check whether that extension was included in the solicitation. If not, you may need a new event.
• If you are increasing the total value beyond what was bid, that too can cross into non-compliant territory.
• Amendments that significantly change deliverables, timelines, or pricing can turn into material changes, and that could raise red flags.

Best Practices to Keep You on Track

To help avoid surprises and keep your documentation clean:

• Cross-check the awarded vendor’s proposal with your draft contract, line by line if needed.
• Do not add terms, conditions, or requirements that were not included in the original solicitation.
• If you are unsure whether something is "material," reach out to Procurement or the Office of General Counsel.
• Track amendments carefully, both value and duration, and flag anything that pushes beyond the original scope.
• Document everything. If there is a change, explain the "why" clearly in writing.

Finding Diverse Suppliers

Expanding access to contract opportunities for diverse suppliers is a key priority at Minnesota State. Supplier diversity promotes economic inclusion and strengthens local communities, ensuring businesses from underrepresented backgrounds have a fair opportunity to participate in procurement processes.

At Minnesota State, all staff involved in purchasing or contracting should familiarize themselves with resources that help identify and engage diverse suppliers. These suppliers can be found through organizations such as:

• The State of Minnesota Department of Administration's TGB directory is a resource designed to facilitate equitable procurement by listing certified Targeted Group (TG), Economically Disadvantaged (ED), and Veteran-Owned (VO) vendors.
• The Women’s Business Enterprise National Council (WBENC) directory is a valuable resource that connects certified women-owned businesses with corporations and government entities committed to supplier diversity. The directory, known as WBENCLink2.0, provides access to a national database of women-owned businesses.
• The National Minority Supplier Development Council (NMSDC) directory is a resource for connecting certified minority-owned businesses with organizations committed to supplier diversity.
• The Central Certification (CERT) Program directory connects small, women-owned, and minority-owned businesses with contracting opportunities in Minneapolis, Saint Paul, Hennepin County, and Ramsey County. The directory serves as an online marketplace where businesses can be easily found by government agencies.

These directories help Minnesota State staff find diverse suppliers for direct purchases and sourcing events, ensuring women-, minority-, and veteran-owned businesses have fair access to procurement opportunities. By engaging these suppliers, Minnesota State fosters economic inclusion, community growth, and a more resilient business ecosystem.

If you have any questions about our diverse supplier directories, please contact Mo Yusuf.

Supplier Spotlight: Koech Engineering

Founded in 2022 by husband-and-wife team Stephen and Karrah Cheruiyot, KOECH Engineering has quickly emerged as a trusted name in power system engineering. Based in Apple Valley, Minnesota, has earned the confidence of high-profile clients including Amazon, the Minnesota Department of Veterans Affairs, Killmer Electric (MCES Lift Stations), Ingevity Corporation, and General Dynamics, among others. With a commitment to technical excellence and responsive service, KOECH Engineering is proud to bring innovative power engineering solutions to public and private sector projects.

KOECH Engineering specializes in power systems engineering, including Power Studies, Arc Flash Studies, Infrared Thermography, Power Quality Analysis, Third Party Equipment Evaluation, creating Lockout-Tagout procedures for electrical equipment and machines, and supporting organizations in achieving OSHA safety requirements and NFPA 70E compliance and operational reliability.

What sets KOECH Engineering apart is its personalized approach, using the latest software tools, and commitment to high-quality engineering services. Led by Stephen Cheruiyot, P.E., the firm brings both depth and agility to every project. By combining technical expertise with a collaborative ethos, KOECH Engineering helps clients power their facilities safely, efficiently, and sustainably.

KOECH Engineering is located in Apple Valley, Minnesota
SWIFT - 0001149844

Disclaimer: Departments and employees are encouraged to review all available options and follow established procurement guidelines when considering vendor solutions.