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 forms.

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 designer (architect/engineer), general contractor, construction manager, owner’s representative, and specialty consultants. See eManual on Finance webpage for design and construction forms and templates.

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

Point of Contacts:
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: Michael Noble-Olson, Sourcing@Minnstate.edu
Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu

 

Number
Name (MP Template)
Description
Updated
1
Grant Contract
Description
year
2
Transactions below $3,000. This form is used to compensate guest speakers, including expense reimbursement. If the amount is over $3,000, you must complete the Professional/Technical contract.
08/2020
3
This form is used to work with hotels in reserving space or catering with a hotel at its location
3/2021
4
For a consultant, professional, or technical services-not construction. Attach Commissioner's Plan Expenses Reimbursement.See Board Procedure 5.14.2: $50,000(RFP), $100,000, 5 years, etc.
2/2021
5
This form is used to amend the original P/T Contract
5/2021
6
Retainage/Insurance
7

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 2018)

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 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 process 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: Michael Noble-Olson,Sourcing@Minnstate.edu
Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu

 

Number
Name
Description
Updated
1
Minnesota Sales and Use Tax
3
 See Procedure 5.14.5 Purchasing Requirements, part 4 subp. C Purchases over $50,000. The form is to be completed and signed by the institution and attached to contracts and requisitions over $50,000.
 
4
Request for Proposal Template(please use materials in #9 if your college, university, and system office is listed as a supplier diversity pilot school)
If the response to the RFP is, or could be, in excess of $100,000 the vendor must complete the Affirmative Action Certification form
 
5
If the response to the RFB is, or could be, in excess of $100,000 the vendor must complete the Affirmative Action Certification form.
 
6
Non-Allied Health Programs
 
7
Request for Vice Chancellor Approval of Contracts & purchases over $100,000
 
8
This form is used to reimburse contractors for any expenses they may occur while working with Minnesota State on projects.
 
9
Supplier Diversity Pilot RFP materials(Please contact Sourcing@MinnState.edu if you have any questions)
Supplier Diversity Pilot Schools:
Bemidji State University
Dakota County Technical College
Hennepin Technical College
Inver Hills Community College
Metropolitan State University
Minneapolis College
MSU, Mankato
MSU Moorhead
North Hennepin Community College
Northland Community & Technical College
Northwest Technical College
Riverland Community College
St. Cloud Technical & Community College
System Office
2021
10