Minnesota State Forms and Contract Templates

Minnesota State is a public entity and enters into a high volume of contracts each year. Many of these contracts can be accommodated on the approved Minnesota State standard contract templates.

This page contains most of the standard templates which relate to contract matters. These forms have been approved by the Office of General Counsel and comply with Minnesota State policies and procedures. Any contract that is not on a Minnesota State standard contract form must be reviewed and approved by system legal counsel.

If you are looking for a document that is not listed, you may want to look at the forms library or you may contact us at: Sourcing@MinnState.edu.

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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:
Subject Matter: System Office Program Managers
Office of General Counsel: Mary Al Balber, MaryAl.Balber@MinnState.edu

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:
Subject Matter: Procurement Team, Sourcing@Minnstate.edu
Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu
Risk Management (Insurance): Keswic Joiner, Keswic.Joiner@MinnState.edu

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.
8/2023
3
This template is used to reserve space and/or catering at a hotel. Often used when meetings and conferences are held at hotels.
3/2021
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 Expenses Reimbursement. SeeBoard Procedure 5.14.2: $50,000(RFP), $100,000, 5 years, etc.
1/2024
5
This form is used to amend the original P/T Contract
1/2022
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.
3/2020
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.
1/2024
7
This template should be used if the college or university is providing a service or training to another party for money.
4/2024
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.
2/2024
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.
8/2023
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.

6/2022
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; and
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.
1/2024

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:
Subject Matter: Paul Harrington at Paul.Harrington@MinnState.edu
Office of General Counsel: Mary Al Balber, MaryAl.Balber@MinnState.edu

 

Number
Name
Description
Updated
1
InstructionsGeneral Use, On Campus
5/2018
2
InstructionsState Agencies, On Campus Only
5/2018
3
Instructions University of Minnesota on Minnesota State Campus Only
5/2018
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

It is Minnesota State's policy to bid on any goods or services that cost $50,000 or more. Competitive bidding allows Minnesota State to properly survey the marketplace and purchase goods and services as well as ensures it is compliant with federal, state, and Minnesota State regulations. Once you have received a request for a bid or proposal, carefully review the requirements as late bids will not be considered.

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:
Subject Matter: Celena Monn, Sourcing@Minnstate.edu
Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu

 

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 $100,000. The form is to be completed and signed by the institution and attached to contracts and requisitions over $100,000.
 
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).
6
11/2023