Procurement Pulse - October 2025

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Procurement Pulse

Volume 1, Issue 8 | From the Office of Procurement and Contract management
Publication Date: October 09, 2025

Information Beat

Dan Ibarra - e-Procurement Administrator

Staff Update: Mo Yusuf Transfers to Saint Paul College

Minnesota State extends its sincere appreciation to Mo Yusuf, who has transitioned from the System Office Procurement and Contract Management team to Saint Paul College, effective this month.

Mo joined the System Office as Supplier Diversity Manager, where he played a pivotal role in advancing Minnesota State’s supplier diversity strategy. His leadership helped strengthen partnerships with key organizations such as the National Minority Development Council (NMDC), the Small and Disadvantaged Business Opportunity Council (SADBOC), and other national and regional entities dedicated to expanding opportunities for diverse suppliers.

Through his efforts, Mo enhanced collaboration between colleges, universities, and community partners—raising the visibility of supplier inclusion within Minnesota State’s procurement practices.

Please join us in thanking Mo for his dedication and meaningful contributions across the system, and in wishing him continued success in his new role at Saint Paul College.

Behind the Buy: The Hidden Life of a Pencil

A simple pencil might cost only a few cents, but behind that small purchase lies a surprisingly complex supply chain. From the cedar harvested in California to the graphite mined in Sri Lanka and the clay processed in Germany, every pencil is a global collaboration in miniature.

For procurement professionals, that pencil is more than a writing tool — it’s a symbol of how purchasing decisions connect people, industries, and economies. When we consolidate orders, negotiate fair pricing, or choose sustainable suppliers, we’re influencing far more than budgets. We’re shaping where resources come from and who benefits from the buy.

So next time you jot a note or sign a contract, pause for a second. That pencil in your hand traveled thousands of miles and involved dozens of hands — a reminder that even the simplest buys have a remarkable story behind them.

From the Office of Procurement and Contract Management

Tim Anderson - System Director, Procurement and Contract Management

Guidelines for Public Data Requests

Introducing the New Data Request Process

Minnesota State has introduced a streamlined process for requesting procurement-related data. The new approach clearly distinguishes between purchase order (PO) data requests and contract research requests, ensuring that each type of inquiry is directed to the team best equipped to respond.

  • Purchase Order Data – Use the centralized online form for system-wide or multi-institution PO data requests. The form gathers key information needed to generate a detailed Excel report containing supplier, pricing, and purchase details.
  • Contract Research – For institution-specific contract inquiries, contact the college or university directly through their local public records process.

This improvement simplifies data access, reduces turnaround time, and ensures compliance with the Minnesota Government Data Practices Act (Minn. Stat. §13) while maintaining transparency across the system.

Which path should I use?

Choose your path based on the type of information you need:

  • Purchase Order (PO) data: Use the central request form linked in the Purchase Order Data tab.
  • Contract research (e.g., “Does our institution use a specific supplier solution?”, “Provide copies or details of contracts at our campus”): Contact your institution directly. These requests are campus-specific and handled locally.

At a glance

PO data source
Central request form
Contract research
Institution/campus processes
Scope
PO data can be cross-institutional; contract research is institution-specific

The Power of a State Contract

Minnesota State colleges, universities, and the system office frequently enter into income contracts, agreements that bring money into the institution. Common examples include customized training programs, facility or equipment rentals, and certain grant agreements.

Office of State Procurement (OSP) Contracts

When you purchase through a state contract, you’re not just buying — you’re leveraging Minnesota’s collective purchasing power. These contracts are competitively bid by the Department of Administration and vetted for compliance, risk, and value.

For Minnesota State, using these agreements means campuses can save time and money while ensuring purchases meet statutory and policy requirements under Minn. Stat. §16C.10. From office supplies to technology solutions, state contracts provide pricing transparency, built-in protections, and consistency across our 33 colleges and 7 universities.

📎 Learn more about income contracts: Internal SharePoint Resource Page

New P/T Services Contract Template with Data Security & Privacy Provisions

Office of General Counsel (OGC) recently released a new P/T Services Contract Template that includes Data Security and Privacy Provisions designed for non-construction services involving specialized intellectual, educational, or creative expertise. The updated template is now available on the Minnesota State Contract Templates webpage.

This version is intended for technology-related projects such as software development, system design, or IT consulting. It incorporates official data-security and privacy clauses to ensure institutional compliance and to safeguard sensitive information handled by suppliers.

Institutions are encouraged to use this template when engaging suppliers in place of supplier-provided agreements to maintain consistency and protection across the system.

For questions or assistance, please contact Melitta Drechsler in the Office of General Counsel (OGC).

Supplier Diversity

Mo Yusuf - Supplier Diversity Manager

Connecting Communities: Southwest Minnesota Supplier Outreach Event

Minnesota State Southwest will host the Southwest Minnesota Supplier Outreach Event on Thursday, November 13th. a gathering designed to strengthen local business connections, promote supplier diversity, and open new doors for collaboration across the region.

Organized in partnership with regional economic development agencies and procurement leaders, the event will bring together small businesses, minority-owned enterprises, and local suppliers with representatives from the Department of Administration’s APEX Accelerator and Minnesota State Colleges and Universities

The event will feature a variety of engaging opportunities designed to support and connect local suppliers. Attendees can participate in networking sessions where they’ll meet procurement officers, institutional buyers, and fellow entrepreneurs eager to collaborate. Informative workshops and panel discussions will offer practical guidance on navigating supplier registration, understanding bid processes, and meeting compliance requirements.

By connecting small and minority-owned businesses directly with regional buyers, the event helps break down barriers that often prevent local suppliers from accessing larger contracts. This not only empowers entrepreneurs but also strengthens regional supply chains, making them more resilient and responsive. Encouraging supplier diversity brings fresh perspectives and innovative solutions to the table, reinforcing Minnesota’s commitment to equitable economic development.

If you would like to participate in this event, please contact George Bass or Tim Anderson.

Supplier Spotlight

Chef FLO-K Foods

Afric Sauce | Minneapolis, Minnesota

Born from a cherished Nigerian family recipe and crafted with natural ingredients, Afric Sauce (by Chef FLO-K Foods) delivers bold, comforting flavor with everyday convenience — bringing the warmth of heritage to the table without hours of prep.

With Afric Sauce, meals like Nigerian jollof rice can be ready in under 30 minutes (instead of 2–3 hours). It’s made with fresh, clean ingredients — no artificial preservatives, MSG, gluten, or coloring — and it’s versatile as a sauce, gravy, or marinade.

Founder and CEO Florence Karp grew up cooking alongside her mother in a local Buka, learning that food is culture, connection, and love. Bringing Afric Sauce to market meant solving tough challenges — shelf stability, licensing, co-manufacturing, and customer education — but the mission remains the same: bring people together through flavor, culture, and convenience.

Chef FLO-K Foods is located in Minneapolis, MN and is WBENC Certified.

Marketplace Administration

Dan Ibarra - e-Procurement Administrator

Troubleshooting Adobe Sign Integration in Jaggaer

As Minnesota State continues to deepen its understanding of Adobe Sign and its integration with Jaggaer, several recurring issues have been identified that can disrupt the contract signature process. Although the error messages may appear vague, experience has revealed consistent patterns and reliable solutions. The following best practices help prevent common errors and ensure a smoother signing experience.

“Error Launching Sign” Blank Page

One of the most frequent issues is the cryptic “Error Launching Sign” message, which often appears as a blank page after selecting Launch for eSignature. This error usually points to a problem with the signatory setup in Jaggaer’s eSignature section.

Most common causes include:

  • Incorrectly formatted email addresses for one or more signatories
    • Example – missing “@” symbol or a trailing period such as sample@domain.edu.
  • Non-sequential signatory numbering
    • For example: 1, 2, 4 or 1, 2, 2 instead of 1, 2, 3.

While the error itself gives little direction, it generally means the signatory list needs review before relaunching the document.

Activate eSign Connection Error

A workflow stuck at the “Activate eSign Connection” step may display a flag without details. By reviewing the contract’s approval history, users can often uncover the full message.

process flow image for requiremnets busting

In nearly every case observed, the issue related to file size: “The document is too large to send to the electronic signature provider.”

This indicates the combined size of all documents printed to the main document exceeds 10,000 KB. To resolve, confirm that the total of all attached files is below this threshold, then restart the signature process.

Incorrect Name Displayed in Adobe Sign

Occasionally, the name displayed in Adobe Sign differs from the name entered in Jaggaer. For instance, Jaggaer may show “John Doe,” but Adobe Sign displays “John Deer.” This mismatch typically occurs when the signer’s Adobe Sign account contains outdated profile information.

Recommended actions:

  • Verify the email address belongs to the intended signer (e.g., john.doe@sample.edu vs jane.deer@sample.edu).
  • Ask the signer to log in to Adobe Sign and update their profile name.
  • If urgent, replace the “name” field with a standard “text” field so the signer can manually enter their correct name.

Sourcing Sync

Celena Monn - Procurement and Contract System Manager

Supplier Communication During Open Solicitation

To ensure fairness, transparency, and openness during a sourcing event, all supplier communication must follow established best practices. Keep communication centralized through designated procurement contacts, avoid informal/off-record conversations, and maintain strict confidentiality throughout evaluation.

  • Use the designated procurement contact for all questions and clarifications.
  • Avoid one-off discussions with vendors during open solicitations.
  • Protect the confidentiality of proposals and evaluator deliberations.

Not following guidance may lead to compliance issues, perceived favoritism, disqualification, or conflict-of-interest risks. Reinforce these practices if your campus is conducting a local solicitation or participating in a systemwide event.

Current Master Solicitations

 

  • Food Service Management (6 Universities) Open for Bidding
  • Enterprise Contract for CRM Solution Open for Bidding
  • Enterprise Online Safety Data Sheet Management & Access System Under Evaluation
  • Enterprise Content Management System Under Evaluation
  • Business Process Management Suite Recently Awarded

Guidance

Introducing the Sourcing_Eval Role in Marketplace

To enhance integrity and security in sourcing events, Minnesota State is introducing a dedicated evaluator role: Sourcing_Eval. This role provides the exact access evaluators need to score proposals—without unnecessary permissions.

How to Request

  1. Submit a request in ISRS Security Administration for the web role PC_MARKETPLACE_SOURCING_EVAL. See instructions.
  2. Once granted, the event’s sourcing manager will add evaluators as stakeholders on the event.

What Changes

  • Permission cleanup: The former “Sourcing Read Only” at the parent stakeholder level will be removed to reduce risk.
  • October cleanup: System Office Procurement will work with campuses this month to ensure appropriate Marketplace roles.
  • All other sourcing roles are unaffected.

Procurement Planner

Upcoming training and professional development opportunities

Minnesota State Trainings

Department of Administration – OSP Trainings

  • None noted this month

NASPO Training Opportunities

FREE Center for Procurement Excellence (CPE) Hosted Professional Development Opportunities

Stay Connected

Questions or Ideas? Email us at procurement@minnstate.edu.
Resource Hub: Access policies, templates, and training materials on our Procurement Community Site (internal employee access only).
Suggest a Topic: What would you like to see in future editions? Share your feedback procurement@minnstate.edu.

Thank you for being part of Minnesota State’s procurement community. Together, we are building a more efficient, equitable, and resilient supply chain that reflects the diversity of our students and communities. Stay tuned for our next edition on November 06, 2025!