Minnesota State Forms and Contract Templates

Minnesota State, as a public entity, enters into a significant number of contracts each year. Many of these contracts can be accommodated using the approved Minnesota State standard contract templates.

This page provides access to the majority of standard templates related to contracting. These forms have been approved by the Office of General Counsel and are in full compliance with Minnesota State policies and procedures. Any contract that does not utilize a Minnesota State standard contract template must be reviewed and approved by system legal counsel.

If you require a document not listed here, please consult the forms library or contact us at Sourcing@minnstate.edu.

 

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 designers (architect/engineer), general contractors, construction managers, owner’s representatives, and specialty consultants. See eManual on Finance webpage for design and construction forms and templates.

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

Point of Contact:

Strategic Sourcing is a disciplined, 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 processes 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:

Number
Name (MP Template)
Description
Updated
2
This template is used to compensate guest speakers and entertainers including expense reimbursement, up to $3,000 if the campus determines there is low risk of injury or other liability arising from the contract. If the amount is over $3,000 you must use the Professional/Technical template.
08/2023
3
This template is used to reserve space and/or catering at a hotel. Often used when meetings and conferences are held at hotels.
03/2021
4

This template is for non-construction services that require specialized intellectual, educational, or creative expertise. Such services may include analysis, planning, consultation, evaluation, recommendations, reports, etc. Examples include graphic design services, editorial services, technology-related services, research services, and consultants. P/T contracts generally do not include the provision of supplies or materials. Must also be used for speakers/entertainers above $3,000. Attach Commissioner's Plan for expense reimbursement. See Board Procedures 5.14.2 and 5.14.5 for sourcing requirements (e.g., contracts and purchases ≥ $100K requires an RFP), ≥ $100K and or > 5 years requires VC-CFO approval, etc.

05/2024
5
This form is used to amend the original P/T Contract
01/2022
6a
This template should be used for contracting services such as elevator maintenance, equipment maintenance, snow removal, lawn care, window washing, security, sign language, food service, etc. This template should only be used for non-construction related services.
03/2020
6b
This template includes prevailing wage provision requirements for applicable projects. "Project" means demolition, erection, construction, remodeling, or repairing of a public building, facility, or other public work financed in whole or part by state funds or when the acquisition of property, predesign, design, or demolition is financed in whole or in part by state funds. If the prevailing wage is not applicable, use the standard services contract template. Prevailing Wage FAQ.
01/2024
7
This template should be used if the college or university is providing a service or training to another party for money.
04/2024
8
Used by Continuing Education/Customized Training programs to contract with a company, government, or other party for Minnesota State to offer training for the employees of a third party, either on site or at a campus.
02/2024
9
Used when you expect to use a vendor repeatedly or intermittently over the course of a year or other defined period of time. It will often contain a work order or purchase order. Most frequently used for providing facilities services. E.g., periodic rug cleaning, snow removal or lawn care, electricians, plumbing, etc.
08/2023
10
Used by Continuing Education/Customized Training programs to hire an individual, consultant, or company to provide training to a third party. e.g., a campus agrees to provide training to ABC Company for OSHA compliance, and then uses this contract to hire a consultant to provide the training.

06/2022
11
The Minnesota State Software Addendum can only be used if all four conditions are met:
  1. IT Security and a person with delegation of authority determined low risk regarding private data,
  2. the software is for Software-as-a-Service (SaaS), Cloud Service, or On-Premise software solution that does not require customization or integration with ISRS,
  3. the purchase is not for hardware, credit card or payment card processing services (PCI), or if purchasing software through a reseller, and,
  4. the contract value is less than $10,000.
07/2024

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. (Facilities Use FAQ, April 2024)

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:

 

Number
Name
Description
Updated
1
InstructionsGeneral Use, On Campus
05/2018
2
InstructionsState Agencies, On Campus Only
05/2018
3
Instructions University of Minnesota on Minnesota State Campus Only
05/2018
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

Minnesota State policy requires competitive bidding for any goods or services costing $100,000 or more. This process enables Minnesota State to thoroughly evaluate the marketplace, procure goods and services efficiently, and maintain compliance with federal, state, and internal regulations. 

The mission of the procurement unit is to oversee and facilitate the purchasing processes across all colleges and universities within the Minnesota State system, ensuring accountability and adherence to purchasing policies and procedures. We achieve this by leveraging the collective buying power of our system.

Point of Contacts:

 

Number
Name
Description
Updated
1
Minnesota Sales and Use Tax
3
Instructions for Single Source in Marketplace See Procedure 5.14.5 Purchasing Requirements, part 4 subp. C Purchases over $50,000 from only one supplier because of its uniqueness. The form is to be completed and signed by the institution and attached to contracts and requisitions over $50,000 with only one quote OR $100,000.
More information on single source can be found: Single Source Supplier Process Connect Page
 
4
All RFPs must include the RFP,  terms and conditions, and sample contract. Sourcing Resources
 
5
If the response to the RFB is, or could be, in excess of $100,000 the Responder must complete the Affirmative Action Declaration Page.
 
6
Non-Allied Health Programs
 
7
Request for vice chancellor's approval of contracts & purchases over $100,000
 
8
This form is used to reimburse contractors for any expenses that may occur while working with Minnesota State on projects.
 

Number
Name
Description
Updated
3
Not for shared employees
4
Intra-Agency Agreementlinks to HRIS Connect site
For sharing employees

User ID = yourstarid@minnstate.edu
Password = your starid password

06/2021
5
Used for agreements with other governmental entities (e.g., cities, counties, or tribal nations) when they are jointly sharing their powers or resources (not creating new powers). Used when both parties have shared responsibilities and obligations (as opposed to only one party performing the duties).
05/2024
6
This contract should only be used when Minnesota State is granting to a third party.
11/2023
8
This work order is used to contract off one of four master contracts for immigration services. To locate current immigration services contracts:
  • search Marketplace
    • enter "Immigration Services" in the contract name field
    • select Executed: In Effect from the Contract Status field
    • select search button
09/2024

Board Policy 5.14, Contracts, Procurements, and Supplier Diversity, requires Board of Trustees approval of any procurement, lease agreement, or professional, technical, or consulting service contract with a value in excess of $3,000,000 or contract amendment that would increase the total value of a contract to more than $3,000,000. As such, any contract that requires this approval must be submitted in advance to the office of the Vice Chancellor for Finance and Facilities for review before it can appear on the Finance and Facilities Committee agenda.

Contact:

  • Don Haney, Executive Assistant to the Vice Chancellor for Finance and Facilities 
Number
Name
Description
Updated
1
Due Monday three weeks before Board of Trustees meeting date
10/2023
2
Fiscal Year Meeting Dates
09/2024