Procurement Pulse - September 2025

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Procurement Pulse

Volume 1, Issue 7 | From the Office of Procurement and Contract management
Publication Date: September 11, 2025

Information Beat

Dan Ibarra - e-Procurement Administrator

Check Out the New Look

We have refreshed our procurement websites to make it faster and easier to find what you need, whether you are sourcing, contracting, or managing suppliers. Check out the latest:

Behind the Buy: The RFP You Didn’t See

Many campus purchases skip a new RFP because the competition already happened. Cooperative agreements (CPV) and statewide master contracts are competitively solicited once, then “piggybacked” by members. When you buy from these agreements, you leverage the original bid, terms, and pricing, saving weeks while remaining compliant.

Your local steps still apply: confirm the contract fits scope, is active for the full term of your need, and retain documentation. If multiple awarded vendors exist, obtain spot quotes to ensure best value. This is why requisitions sometimes ask for the contract ID and dates—it proves the invisible competition behind the buy.

From the Office of Procurement and Contract Management

Tim Anderson - System Director, Procurement and Contract Management

Understanding Income Contracts

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.

Why we use a “not-to-exceed” amount

Setting a clear cap is more than a financial detail; it helps us manage public resources responsibly.

  • Budget control & planning – keeps expenditures within approved limits.
  • Risk mitigation – reduces exposure to unforeseen costs or scope changes.
  • Accountability & transparency – clarifies financial boundaries for monitoring and audits.
  • Negotiation leverage – sets expectations that strengthen contract negotiations.
  • Compliance & governance – aligns with policy, statute, and public-sector standards.

📎 Learn more about income contracts: Internal SharePoint Resource Page

Procurement Data Access and Transparency

Minnesota State has finalized a contract with JAGGAER to obtain procurement data directly for system-wide reporting, audits, and public data requests.

What to expect next: While the contract is signed, data delivery and validation are underway. It may take a few weeks before data are fully received, processed, and available in system reports.
Why this matters
  • Improved transparency — data will be stored locally and accessible for system reporting.
  • Support for compliance — campuses can respond efficiently to requests under the Minnesota Government Data Practices Act.
  • Operational efficiency — centralized access reduces duplication and uncertainty across institutions.
Next steps
  1. Data transfer from JAGGAER to Minnesota State secure storage.
  2. Validation and reconciliation to ensure accuracy and completeness.
  3. Reporting enablement and guidance for campuses as datasets become available.

Supplier Diversity

Mo Yusuf - Supplier Diversity Manager

Research

2025 Minnesota Joint Disparity Study

Led by the Minnesota Department of Administration; conducted by Keen Independent Research

Sixteen state and local government entities collaborated on the 2025 Minnesota Joint Disparity Study to assess whether minority- and woman-owned businesses have faced systemic barriers in accessing procurement opportunities across Minnesota. The study examined public and private sector practices across construction, professional services, goods, and other services, and also considered marketplace conditions for veteran- and disability-owned firms.

Findings indicate that minority- and women-owned businesses (MWBEs) are significantly underrepresented in awarded contracts relative to their availability—especially in construction and professional services. The disparities were statistically significant, signaling systemic barriers to equitable access. Data visibility for veteran-, disabled-, and LGBTQ+-owned firms remains limited, but preliminary review suggests these businesses are largely absent from vendor rolls.

For Minnesota State Colleges and Universities, the study highlights challenges that can disproportionately impact smaller or newer firms: bonding and insurance hurdles, complex procedures that favor established vendors, capital constraints for competitive bidding, and a decentralized landscape with inconsistent outreach and supplier engagement.

Our commitment: Minnesota State will use these findings to strengthen governance, simplify participation, and invest in supplier engagement—turning insight into measurable progress. Learn more & view the study data.

Key Takeaways

  • MWBEs are underutilized relative to availability; disparities are statistically significant.
  • Barriers include bonding/insurance requirements, complex compliance, and capital limitations.
  • Decentralized processes and limited engagement reduce awareness and participation.
  • Data gaps persist for veteran-, disabled-, and LGBTQ+-owned firms.

Actions We’re Advancing

  • Streamlining solicitations and simplifying vendor onboarding and requirements.
  • Expanding targeted outreach, education, and supplier readiness programming.
  • Standardizing communications and timelines to reduce variability across campuses.
  • Improving data capture and reporting for all diverse supplier categories.

Spotlight

Supplier Spotlight: MLatino Media

Full-service advertising & communications | Minneapolis, Minnesota

Founded in 2014, MLatino Media delivers media placement, creative development, video production, and multi-channel advertising—helping organizations authentically reach Latino and multicultural audiences. Guided by Gustavo Mancilla, the agency’s work spans Minnesota, the Midwest, and national markets, partnering with state agencies, nonprofits, local businesses, and major brands.

While specializing in Hispanic marketing, MLatino Media supports inclusive, bilingual strategies that resonate across mainstream and ethnic markets—honoring each brand’s voice and community context. The firm also publishes El Minnesota de Hoy, a daily Spanish-language news portal serving Minnesota’s Latino communities.

  • Services: media buying, creative, video production, traditional & digital advertising.
  • Focus: culturally grounded campaigns and community-informed content.
  • Location: Minneapolis, MN.
  • SWIFT ID: 0000907371

At-a-Glance

Founded
2014
Core Strength
Multicultural communications
Formats
Digital, print, video
Community
El Minnesota de Hoy

Marketplace Administration

Dan Ibarra - e-Procurement Administrator

Coming Soon: JAGGAER Contract Tab Updates

To streamline reviews and improve data quality, we are updating two JAGGAER contract tabs: Minnesota Secretary of State (SOS) and Board of Trustees (BOT). These changes are designed to clarify requirements and reduce back-and-forth during approvals.

Secretary of State Registration

What is changing:

The legacy yes/no question is being refined to capture the specific SOS file number when a supplier is registered.

New structure:
  • Is the supplier registered with the Minnesota Secretary of State?
    • If Yes: Enter the SOS File Number (found on the SOS registration record).
    • If No: Provide the reason the supplier is not registered.

Board of Trustees (BOT) Review

What is changing:

The BOT section now collects clear confirmation of approval status and supporting details.

New structure:
  • 10.1 Was the request approved by BOT? [yes/no]
    • If No: 10.2 Why was the request not approved? [text]
    • If Yes:
      • 10.3 Date of Board of Trustees approval [date]
      • 10.4 Did you provide a link to the BOT documentation? [yes/no]
        • If No: 10.5 Why is BOT documentation not linked? [text]
      • 10.6 Additional information [text]

What You Need to Know

  • No action is required until the update is live.
  • Once released, new entries and edits must follow the structures above to avoid delays.
  • Guidance and screenshots will be shared when the update goes live.

Sourcing Sync

Celena Monn - Procurement and Contract System Manager

Community

Stronger Together in Procurement

Public procurement is demanding work. It requires a unique blend of strategy, technical expertise, compliance, and attention to detail. Each of us brings valuable skills to the table, whether it is navigating complex regulations, analyzing data, crafting solicitations, or responding to suppliers. But the truth is, none of us can thrive in this work alone.

Procurement is also profoundly relational. Our greatest strength comes from the relationships we build, with colleagues, with suppliers, and with our community. When we share knowledge, collaborate across teams, and fill in the gaps for one another, we not only deliver stronger results but also create opportunities for growth. We receive a lot of questions every day, but how often do we ask a colleague from another campus the same question? OR teach a colleague something new we may have just learned?

Working in isolation limits what we can achieve. Working together expands our capacity, deepens our expertise, and builds resilience. Collaboration allows us to “share the wealth”, passing along lessons learned, offering support when challenges arise, and helping each other grow both professionally and personally.

As we move forward, we challenge you to learn about teamwork and connection. Each conversation, each shared insight, and each act of support makes us more effective and ensures that procurement is not just about processes; it is about people.

Together, we are stronger.

Challenge

Month of September Challenge

Collaboration in Action in Three ways.
Share a Resource

Forward a helpful template, article, or best practice that has worked for you.

Offer a Quick Consult

Take 15 minutes to help a teammate or learn from a teammate through a procurement challenge.

Celebrate wins and Share

Recognize a colleague’s effort or success, big or small, and celebrate it.

Share Your 30-Day Challenge

Please post your 30-day challenge ideas, photos, or documents to the Procurement Community Teams Channel.

Post in Teams Channel

Guidance

Cooperative Purchasing for Minnesota State

Minnesota State campuses have a powerful tool at their disposal to simplify procurement: the Cooperative Purchasing Venture (CPV). This program allows campuses to bypass the traditional solicitation process by leveraging pre-negotiated contracts established. However, while CPV streamlines vendor selection, it does not exempt campuses from the broader purchasing requirements set forth by Minnesota State policies.

Accessing CPV Contract Agreements

The full list of CPV members is available on the Minnesota State Connect SharePoint site. Campus must first identify an eligible contract.

This is done by:

  • Visiting each CPV member’s website individually. If you require a code or assistance, let us know.
  • Searching for contracts relevant to the purchasing need. If there is more than one supplier, consider reaching out to multiple to find the best deal.
  • Confirm that the contract is active and applicable to Minnesota State.
  • Retain documentation and refer to it in your contract and req.

While we understand that this requires some diligence, but it also offers flexibility, saves time, and adds efficiencies to Minnesota State standards.

Note: All purchases must follow the CPV begin and expiration timelines.

What Remains Required When Using a CPV contract

  • Encumbrance of Funds: Funds must be encumbered before any obligation is made.
  • Use of Approved Forms: All purchases must use Minnesota State-approved contract forms and or PO
  • Legal Review: Any modifications to standard forms require legal counsel review and VC-CFO approval.
  • Documentation: Records of quotations, bids, and awards must be retained per state retention schedules.
  • MDHR Requirements: For purchases exceeding $100,000, vendors must comply with the Workforce Certificate: Required for vendors with 40+ full-time employees in Minnesota or their primary state. OR Equal Pay Certificate: Required for contracts over $500,000 if the vendor meets the employee threshold.
  • Board of Trustees Approval: Purchases ≥ $3M: Require formal approval from the Board of Trustees prior to execution.

Visit the Contract Processing Guidelines for contracts and purchases based on the Minnesota State policies and procedures.

See Demo in August’s Procure-to-Pay forum (6 minutes in).

Procurement Planner

Upcoming training and professional development opportunities

Minnesota State Trainings

Department of Administration – OSP Vendor Trainings

Designed to help potential vendors navigate the portal and communicate effectively

NASPO Training 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 August 08, 2025!