Preparing Annual Plan Agreements

Using the standard Annual Plan Agreement (contract), the process of "ordering" the needed services is also quick and legal. The commissioner of Administration and Attorney General's Office have determined, in accordance with Minn. Stat. § 16C.05, subd. 2(b), that as long as the agency is using the standard Annual Plan Agreement form to "order" services under an approved annual plan, the commissioner of Administration does not need to sign the form. The template documents needed for an Annual Plan Agreement include the annual Plan Agreement.

Pre-Contract Processes

Develop Scope of Work and Deliverables

Contractor Selection

The selected contractor should not be currently debarred or suspended from eligibility to enter into a contract with the State. See the Suspended/Debarred Vendor Report.
Send Scope of Work and Deliverables to selected contractor(s) for written proposal
Receive written proposal, must include cost estimate
Select contractor using Best Value (see Minn. Stat. § 16C.02, subd. 4)
Complete New Hire Reporting Form for Independent Contractors

Negotiation and Contract Drafting

Determine negotiation approach, prepare, and conduct negotiations. Contact our general inbox PT.Contracts@state.mn.us for assistance with vendor negotiations.
Draft contract using the Annual Plan Agreement template
Send draft contract to contractor for review
Send draft contract to Agency Contract Coordinator for review
Encumber funds and fill in SWIFT block on the contract form

Contract Execution

Route contract for signatures in the following order: Encumbrance, Contract, and Agency
Review signatures for legality, completeness, and accuracy
Distribute executed copies to: Contractor, Agency, and Project Manager
Send written authorization to the contractor that work may begin

Annual Plan Agreements do not require Admin’s signature. Do not route to Admin for review or approval.