Overview
The vendor overview is a general guide to assist new or returning vendors learn how to navigate the vendor registration process. The following guide breaks down the process of becoming a registered vendor with the State of Minnesota into three major sections (Registering, Responding to Solicitations, and Compliance Documents) and provides step-by-step instructions for each section. The sections are each a tab listed on this window above and provide helpful information, links, and documents to assist vendors interested in registering and responding to state solicitations or bids. After reviewing the steps and tabs, if you have any questions please contact us via the Vendor Assistance Help Desk: 651-201-8100 (choose option 1, and option 1 again).
Step 1: Register as a Vendor. To learn more about registering as a vendor click the Step 1: Register tab above. If you are a returning user, here is the Supplier Portal.
Step 2: Responding to Solicitations. To learn more about how to respond to solicitations or bids click Step 2: Responding to Solicitation above. If you are a returning vendor, you may view current solicitations and bids.
Step 3: Compliance Documents. To ensure you have the required forms to be a registered vendor of the state of Minnesota click the Step 3 Compliance Documents tab above.
Registering as a Vendor
New Users
The first step in order to perform business with the state of Minnesota is to register through the state's Supplier Portal: State Supplier Portal.
Before you log into the Supplier Portal for the first time you will need the following information on hand when you register through the Supplier Portal:
- Federal Employer Identification Number. Click here for information on finding your Federal Employer Identification Number.
- Minnesota State Tax Identification Number. You can look up or register for a Minnesota State Tax Identification Number here.
- W-9 Form (www.irs.gov)
- SWIFT Vendor Resources. This link can assist you with information when registering through the state's Supplier Portal link as either a Bidder or Supplier.
- Supplier Portal. To register as a new Bidder or Supplier click here . When registering please ensure you select the appropriate option for your business.
Registering as a Bidder
Use this option to register with the State of Minnesota if you are interested in quickly bidding on a solicitation event available on the Supplier Portal. Registering as a bidder will allow you to select commodities or services you have an interest in providing to the State of Minnesota. During the registration process, you will receive email notifications of opportunities based on the categories you selected when initially setting up your account. These categories can be changed at a later date or time if your commodities or services change, but please remember any changes to the selected category codes will impact notifications you will receive for future opportunities.
Register as a Supplier
Use this option to register with the State of Minnesota if you have been in contact with someone in the state and will be receiving payment or if you have been asked to register to receive a contract or purchase order from the state.
If you have problems or questions about the Supplier Portal you may send in your questions to Minnesota Management and Budget - Vendor Team or by calling 651-201-8106.
Questions regarding a specific solicitation can be directed to the OSP Help Line (osphelp.line@state.mn.us).
Returning Users
Step 3: Compliance Documents
When conducting business in the State of Minnesota there will be several forms to ensure your business addresses applicable laws or policies.
Current vendors can check their Workforce and Equal Pay status through the Minnesota Department of Human Rights (MDHR) site at the following link.
Workforce
Workforce Certificates require contractors to actively work to hire, train, promote, and retain people of color, Indigenous people, women, and/or people with disabilities to ensure that Minnesota’s workforce reflects Minnesota’s demographics.
Workforce Certificates must be obtained through the Minnesota Department of Human Rights (MDHR) and are valid for four years.
Requirements:
Contractors that meet the criteria below must apply for a Workforce Certificate.
- Business Size: 40 or more full-time employees in Minnesota or in the state of its primary place of business for at least one day in the 12 months prior to executing the contract.
- Contracting Entities: Contracts with Minnesota state departments and agencies, the Metropolitan Council, the Minnesota Sports Facility Authority, the Minnesota Airports Commission, and the Minnesota Metropolitan Mosquito Control Commission.
- Contact Dollar Amount: A contract for goods and services likely to exceed $100,000.
- Annual Compliance Report: All contractors who have a Workforce Certificate must complete an Annual Compliance Report (form).
Equal Pay
The 2014 Women's Economic Security Act aims to reduce pay gaps between women and men and may affect your business with the State.
| If... |
And... |
Then... |
you had 40 or more employees on a single day in the past year in Minnesota;
or
you had 40 or more employees on a single day in the past year in your primary state of business... |
you plan on executing a contract with the State for over $500,000... |
you must obtain an Equal Pay Certificate from the Minnesota Department of Human Rights (MDHR). |
Affirmative Action Requirements
Minn. Stat. 363A.36 may affect your ability to bid on state purchases.
| If... |
And... |
Then... |
| your company employed 40 or more full-time employees in this state or a state where the business has its primary place of business on any single working day during the previous 12 months… |
you want the State to award you a contract for over $100,000... |
you must have a current Workforce Certificate issued by the Minnesota Department of Human Rights (MDHR) or obtain one before the contract is executed. |
| your company is exempt because it did not employ 40 or more full-time employees on a single working day in Minnesota or any state where it has its primary place of business during the previous 12 months… |
you want the State to award you a contract for over $100,000... |
you must fill out a Workforce Certificate Information form to attest that you are exempt and, if awarded a contract provide information to MDHR within 5 business days after the contract is fully signed, if requested, with the names of your employees during the previous 12 months, the date of separation, if applicable, and the state in which the persons were employed. |
The Human Rights Department is authorized to charge a fee for each Certificate of Compliance it issues. Contact the Human Rights Department for more information: https://mn.gov/mdhr.
E-Verify
State law requires that "contracts for services valued in excess of $50,000 must require certification from the vendor and any subcontractors that, as of the date services on behalf of the state of Minnesota will be performed, the vendor and all subcontractors have implemented or are in the process of implementing the federal E-Verify program for all newly hired employees in the United States who will perform work on behalf of the State of Minnesota."
E-Verify is a federal system established by the Department of Homeland Security to determine the immigration and work-eligibility status of prospective employees.
You can find detailed E-Verify program information at http://www.dhs.gov/e-verify.
E-Verify requirements became a part of all applicable State of Minnesota service contract templates on July 1, 2011. In addition, contractors are required to obtain certification from all subcontractors working for them on service contracts in excess of $50,000. The state has prepared an E-Verify Subcontractor Certification form that prime contractors can use to confirm subcontractor compliance. E-Verify Subcontractor Certification forms are to be kept on file with the prime contract vendor and made available to the state upon request.
Prevailing Wage Reporting Requirements
For each State Contract or Purchase Order that is covered by Prevailing Wage requirements, contractors and subcontractors must provide the following payroll information to the State:
- State of Minnesota Prevailing Wage Payroll Report—submitted in Excel format; and
- Statement of Compliance—opens in Word, and save and submit it in a PDF format.
You must email these forms within 14 days after the end of each pay period to the contracting Agency's Prevailing Wage email address. The appropriate email address can be found in the solicitation or obtained by contacting the contracting Agency. For each form click on the links below:
Sales Tax Information
If your company sells goods or services that are subject to sales tax in Minnesota, you must register with the Minnesota Department of Revenue to collect sales tax. Minnesota state agencies pay sales tax directly to the Revenue Department under the terms of a Direct Pay Permit.
Minnesota Workforce Centers
Vendors are encouraged to list their open positions with the Minnesota Workforce Center System. For more information, call the Workforce Center System toll-free at 1.888.GET.JOBS, or visit their website at Minnesota Works.
Registering to Conduct Business in Minnesota
Depending on the structure of your business and the nature of your contract with the State, you may have to register with the Office of the Secretary of State. Find more information here.
Minnesota New Hire Reporting
Federal and State law requires employers to report newly hired and re-hired employees in Minnesota to the Minnesota New Hire Reporting Center. For information about these reporting requirements, visit the Minnesota New Hire Reporting Center.
Vendor Payment Questions
Once you are a registered vendor your business's information is entered into the state's accounting and procurement system SWIFT (Statewide Integrated Financial Tools) System. The following link will assist you in finding answers to your questions involving your vendor profile within SWIFT: SWIFT Vendor Resources.
