For transactions estimated to cost up to and including $25,000 (including anticipated amendments), State Agencies and CPV Members must follow the following the process:
An agency/member must complete and electronically submit an Engagement Request (ER) and Work Order Certification form (Certification form is not required for CPV Members) to the P/T Unit at the Department of Administration Office of State Procurement (OSP). The forms must be e-mailed to PT.Contracts@state.mn.us. Certification form is required for engagements anticipated to be over $5,000.
OSP will assign a 22ADR tracking number and review and return the originating SOW document and certification (state agencies only) with tracking number to the agency/member via e-mail.
Following receipt of the originating ER document and tracking number from OSP, agency/member shall submit the ER document to the pre-identified contractor. The originating ER document will direct the contractor to contact the agency/member within two business days of receipt of the originating ER document or earlier if instructed by the agency/member.
Following discussion about the project, including the proposed contractor's duties and cost, the agency/member must create a Work Order contract if the agency/member decides to proceed with the project. The work order must thoroughly identify the contractor's duties and negotiated cost. If the work order does not contain any changes to the terms and conditions of the contractor's master contract or does not add any terms and conditions, the only signatures required are those of the contractor and the agency/member; and the agency/member may route the work order to the contractor for signature.
If the work order does contain any changes to the terms and conditions of the contractor's master contract or adds new terms and conditions, the Department of Administration's review and signature is required prior to obtaining the signature of the contractor. It is recommended proposed work order drafts be submitted electronically to OSP for review and approval by e-mailing them to PT.Contracts@state.mn.us. Following approval by the Department of Administration, the agency/member may route the work order to the contractor for signature.
Once all signatures are obtained on the work order, the agency/member must transmit a pdf copy of the fully-executed work order, and originating ER document PT.Contracts@state.mn.us. The contractor should also be sent a copy of the fully-executed work order for its file.