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Transactions in excess of $40,000

 
For transactions estimated to cost in excess of $40,000 including anticipated amendments, a competitive process is required in which all contractors are provided an opportunity to submit a proposal to perform the work.
 
1. An agency/member must complete and electronically submit a Request for Offers (RFO) 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. (If a CPV member does not wish to use the standard RFO form, the member may submit a similar originating document providing the same information.)
2. OSP will assign a RCX tracking number and review and return the originating RFO document and certification (state agencies only) with the tracking number to the agency/member via e-mail. OSP will identify any required modifications to the RFO at this time.
Submitting Originating RFO Document to Contractors – Following receipt of the originating RFO document and tracking number from OSP, agency/member shall issue the originating RFO document to all contractors.
3. Following receipt of the above documents from each contractor, the agency/member shall score and evaluate the proposals, applying the state’s or CPV member’s evaluation criteria. Following the evaluations, the agency/member shall commence negotiations with the highest scoring responder.
4. If negotiations are successful, the agency/member may proceed to create a Work Order Contract (state agencies) or CPV Work Order Contract (CPV members) if the agency/member decides to proceed with the project. The work order must thoroughly identify the contractor’s duties and negotiated cost.
5. Work Order Contracts require the signature of the contractor, agency/member, and the Commissioner of Administration. A signature verifying the encumbrance of funds should also be included. Once all signatures are obtained on the Work Order Contract, the agency member must transmit a copy of the fully-executed work order, originating RFO document and certification (state agencies only) to PT.Contracts@state.mn.us. The contractor should also be sent a copy of the fully-executed work order for its file.
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