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.
Minnesota State has templates for clinical affiliation agreements for nursing and other allied health programs. The templates below should be used as a starting point for all clinical affiliation agreements. The "nursing" template can be modified by the campus to include other allied health programs (i.e. dietician, dental, occupational/physical therapy, etc.) as needed. There should be only one clinical affiliation agreement for the college/university with a facility. Before establishing a new agreement with a facility, or amending an agreement, please check internally at your campus to determine which allied health programs should be included in the agreement.
Any changes or modifications to the template need to be reviewed by system legal counsel at the Office of General Counsel or the Attorney General's Office.
Additionally, Minnesota State legal counsel has negotiated a number of memorandum of agreement (MOA) templates for specific healthcare organizations. Samples of these negotiated MOA templates can be found on the Office of General Counsel's clinical agreements webpage.
Please remember that the MOA's found on the Office of General Counsel's website are to be used for reference and comparison purposes only. Guidance on use of pre-negotiated templates can be found on the Office of General Counsel's webpage.
Contact:
- Mary Al Balber, Assistant General Counsel: MaryAl.Balber@minnstate.edu
- Amanda Bohnhoff, Legal Assistant: Amanda.Bohnhoff@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:
- 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
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.
- IT Security and a person with delegation of authority determined low risk regarding private data,
- 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,
- the purchase is not for hardware, credit card or payment card processing services (PCI), or if purchasing software through a reseller, and,
- the contract value is less than $10,000.
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
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:
- Subject Matter: Celena Monn, sourcing@minnstate.edu
- Office of General Counsel: Heidi Slegers, Heidi.Slegers@MinnState.edu
More information on single source can be found: Single Source Supplier Process Connect Page
User ID = yourstarid@minnstate.edu
Password = your starid password
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