Standard P/T Contract Process: $5,001-$25,000

 Pre-Contract Processes

• Develop Scope of Work and Deliverables
• Prepare draft of Quick Call for Proposals (Quick Call)
• Are you seeking an exemption from the competitive process (i.e. single source, Joint Power Agreements, or emergency)? If yes, the Quick Call process is not applicable
• For a single source, prepare the Professional/Technical Certification Form and Single Source Request Form for Department of Administration review and approval
• For Joint Power Agreements, prepare the Professional/Technical Certification Form
• For emergency authorization, prepare Request for Emergency Purchasing Authorization Form
• A Quick Call may be solicited in the following ways;
• Send Quick Call to at least three (3) vendors (with at least 1 TG/ED/VO vendor, if applicable)
• A query can be run on SWIFT to locate potential vendors under a specific category code
• Use the query name: M_CG_GBL_VND_REG_BY_UNSPSC
• A directory of Targeted Group vendors can be found here
• If three (3) vendors are not able and available for the required services, you may contact the Office of Equity in Procurement to confirm whether there are any TG/ED/VO vendors that can perform the work
• If no vendor is identified, submit a written request for an exception to be approved by your Agency Contract Coordinator

Alternatively, publicly advertise the Quick Call on the OSP website or SWIFT for a minimum of 7 days

• Develop evaluation sheets in preparation for scoring proposals. View the Evaluation documents here
• Receive written proposals from vendors; each should include a cost proposal
• The selected vendor is not currently debarred or suspended from eligibility to enter into a contract with the State. See Suspended/Debarred Vendor Report

 Contractor Selection

• Select evaluation team
• Evaluate proposals using Best Value (see Minn. Stat. § 16C.02, subd. 4)
• Evaluate cost using objective formula - minimum 30% of score unless the P/T Team approves an exception
• Complete New Hire Reporting Form for independent contractors (see Minn. Stat. § 256.998)

 Negotiation and Contract Drafting

• Determine negotiation approach, prepare and conduct negotiations. Contact our general inbox PT.Contracts@state.mn.us for assistance with contractor negotiations
• Draft the contract using the Professional/Technical Services Contract template 
• Obtain evidence of Workers' Compensation coverage (if contractor is a sole proprietor, it may take exception to workers’ compensation requirements) 
• Send draft contract to Attorney General’s Office for review and comment if negotiations altered the Intellectual Property clause 
• Send draft contract to contractor for review
• Send draft to Agency Contract Coordinator for review
• Encumber funds and fill in SWIFT Contract Number on contract form

 Contract Execution

• Complete 16A/16C Reporting Form regardless of whether work has started or not:
• Fill Box I if no work has started
• Fill Box II if work started before funds were encumbered
• Fill box III if work started before the contract was fully executed (signed by all parties, including Department of Administration)
• Prepare Quick Call Cover Sheet 
• Route contract for signatures in the following order: Encumbrance, Contractor, Agency, Department of Administration
• Include supporting documents with the contract when routing to the Department of Administration, such as: Quick Call Cover Sheet, copy of Quick Call, 16A/16C Reporting Form, Insurance Adjustment Form, etc.  
• Review signatures for legality, completeness, and accuracy
• Distribute executed copies of the contract to: contractor, Agency and Project Manager
• Send written authorization to contractor that work may begin

Contract Work Completion

• Department of Administration Certification Form
• Informal Solicitation (OR formal RFP and State Register notice, if used)
• Copies of any ads placed in other publications
• Single Source Request, if used
• Selection documentation (includes all evaluation sheets)
• Proposals of all responders
• New Hire Reporting Form for independent contractors
• Contract negotiation documentation
• Fully executed contract
• Approved Request for Emergency Authorization form, if required
• 16A.15/16C Memo
• Federal Authorization Document (if federal funds are paid under the contract)
• Evidence of Workers' Compensation coverage (not for sole proprietorships)
• Evidence of other required insurance coverage
• Exception approval documents, if any
• Resolution or other evidence of approval required for local government units