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Our procurement and contract management team may be small (just four mighty folks!), but we are here to support all of Minnesota State. To keep things moving quickly and make sure your request does not get stuck in one inbox, please submit a ticket through our service desk: Support Ticket. It is the fastest way to get your questions answered, and it puts your request on the radar for our whole team!

Behind the Buy: Fun Fact

The World's First Recorded Procurement Contract? Procurement is not new, it dates back over 4,000 years! The oldest known written contract is from ancient Mesopotamia, where Sumerians used clay tablets to record the procurement of livestock, grain, and even beer. While we have moved on from clay, the goal remains the same: get the right goods, at the right time, from the right source!

In public procurement, it's not uncommon to hear phrases like “This has always been a single-source supplier” or "We have used them for years." While continuity and historical relationships are important, procurement decisions—especially those involving limited competition—must be routinely reevaluated to ensure they still align with current needs, market conditions, and procurement policy.

Defining the Terms: Sole Source vs. Single Source

Understanding the distinction between sole source and single source is key to managing supplier relationships appropriately:

• Sole Source: A sole source procurement occurs when only one supplier in the marketplace is capable of providing the required goods or services. This is typically due to the supplier’s exclusive ownership of intellectual property, a patent, or a unique ability that no other vendor can match
• Single Source: A single source procurement, on the other hand, is based on a decision to award a contract to a specific supplier, even though other suppliers may be capable of providing the same product or service. This may be due to factors such as integration with existing systems, continuity of service, or specialized expertise. Single source decisions must be justified and documented appropriately.

When Single Source Designations Should Be Reassessed

Procurement professionals must remember that a supplier’s single source designation is not permanent. What may have been true at the time of the original procurement could easily change:

• New competitors may enter the market.
• Technology may advance, introducing new options.
• Licensing arrangements may shift.
• Supplier performance may decline.
• Business needs may evolve.

A once-valid justification may no longer hold under current circumstances. Regularly reviewing the basis for single source decisions helps ensure compliance with policy, promotes transparency, and supports equitable competition.

Best Practices

• Revalidate Routinely: Establish a practice of reexamining single source suppliers during contract renewals, amendments, or when new needs arise.
• Document Justifications: Ensure any continued use of a single source supplier includes current, objective, and well-documented justification.
• Engage the Market: When in doubt, consider conducting a limited market analysis or request for information (RFI) to assess whether alternative sources exist.

Final Thought

Single source designations should not be treated as permanent labels. Like any procurement decision, they must be based on current facts, changing landscapes, and policy requirements. By reevaluating supplier relationships periodically, we ensure that procurement remains strategic, competitive, and in the best interest of the organization.

A single source designation is not a lifetime contract; it must be earned, justified, and reevaluated over time. Steve Jobs

Read More About Single Source Guidelines for Minnesota State {internal link}

Expanding Opportunity: Equity Select

Minnesota State proudly upholds its commitment to equitable procurement practices through the Equity Select Program, an initiative designed to foster fair and inclusive opportunities for historically underrepresented businesses. This program aligns with Minnesota Statute 16C.16, Subdivision 6(b), ensuring that state contracts contribute to a more diverse, competitive, and representative marketplace.

Through the Equity Select Program, certain contracts valued at up to $100,000.00 can be exclusively awarded to certified Targeted Group Businesses (TGBs), including those owned by women and people of color. By limiting competition within this group, the program removes barriers that may have historically disadvantaged Minority-Owned and Women-Owned Businesses (MBEs/WBEs) in securing government contracts.

The program operates under a restricted competition model, ensuring that bidding is limited to similarly situated certified vendors only when at least two qualified businesses are available, willing, and capable of fulfilling the request. This intentional structure enhances participation while encouraging certified businesses to remain engaged with state procurement opportunities.

To maximize the program's effectiveness, Contract Administrators and Project Managers are encouraged to actively seek out certified vendors and utilize the Equity Select process whenever applicable. This includes searching through the four approved certification databases (Admin, CERT, WBENC, and NMSDC) to identify eligible businesses.

At its core, the Equity Select Program is more than just a procurement initiative—it is a strategic commitment to economic equity and representation. By prioritizing underrepresented businesses, Minnesota State is actively fostering a more inclusive procurement environment, one contract at a time.

Supplier Spotlight

Keystone Interpreting Solutions (KIS) is a Minnesota-based, certified small, disadvantaged, disabled, and woman-owned business dedicated to inclusive interpreting services. Founded in 2011, it is co-owned by one deaf and one non-deaf individual, emphasizing equal representation. KIS actively promotes employment opportunities for deaf individuals, with an all-deaf office staff, including five managers and full-time Deaf interpreters. CEO Patty McCutcheon has over 25 years of experience in accessibility in higher education, while COO Jimmy Beldon has contributed extensively to interpreter training.

Community engagement is central to KIS, prioritizing relationships over profits. It provides on-site and remote interpreting services with a deaf-centered approach, ensuring interpreter quality and consumer preferences. KIS uses advanced technology to expand access in underserved areas and maintains a 24/7 scheduling team for continuous availability. Employing 17 full-time ASL interpreters, 2 full-time Deaf interpreters (CDI), and contracting with over 300 ASL interpreters, KIS also collaborates with spoken language agencies to offer multilingual interpretation. Its secure Video Remote Interpreting (VRI) software serves Minnesota State agencies with trained interpreters.

Committed to diversity, KIS recruits ASL talent from Deaf, DeafBlind, and Hard of Hearing individuals across racial and ethnic backgrounds. It partners with state and local organizations to provide vital ASL translations, including for COVID-19 updates. Through high standards and a community-driven approach, KIS remains a leader in the interpreting industry.

KIS is located in Saint Paul, Minnesota
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Disclaimer: Departments and employees are encouraged to review all available options and follow established procurement guidelines when considering vendor solutions.