Contract Amendments

Importance of Keeping Contracts Updated

It is extremely important to keep contract information up to date, and it is the responsibility of the Community Partner to notify SSB of changes such as:

• Address
• Phone number
• Email
• Staff Contacts
• Authorized Representative(s)
• Cancellation of Contract or Retirement
• Change in your business name

Community Partners also need to keep correct contact information updated in the SWIFT Supplier Portal. Some changes may require a contract amendment or other necessary adjustments to ensure compliance.

Keeping contracts updated will help ensure accurate record-keeping and compliance with the necessary requirements. It also helps prevent service disruptions caused by outdated contract terms and fosters transparent communication between SSB and Community Partners.

Amendment Requests

Community Partners may request to amend their P/T Contracts to adjust their contact information or service offerings in accordance with their business needs, the needs of the individuals they work with, and the needs of SSB. 

SSB evaluates amendment requests based on the need for a particular service, the provider's capacity to deliver the service, and the proposed rate for the service. A service need may include the needs of SSB individuals, the state SSB program, and/or the business needs of Community Partner organizations. When Community Partners requests an increase in the rate for a service already on their contract, they must provide a rationale for the rate increase. The requested rate increase must be acceptable to DEED's Administrative and Financial Services and the Minnesota Department of Administration's Office of State Procurement. When asking for a rate change some questions to consider are:   

• Is there a change in the external cost of the service?   
• Is there a change in the regulatory environment?   
• Is the provider changing or enhancing the service that makes the rate increase necessary?  

Contract amendments to a Master Contract must be in writing and will not be effective until it has been executed and approved by the authorized parties or their successors. Amendments should occur when there are changes such as the business name, business address changes, authorized representative, fee schedule adjustments, and services the contractor is providing. Amendments keep information and records up to date.  

Amendment Request Evaluation

• DEED evaluates amendment requests based on three assessments: 1) the need for a particular service, 2) the provider's capacity to deliver the service, and 3) the proposed rate for the service.
• "Service need" may include the needs of SSB individuals, the needs of the state SSB program, and/or the business needs of Community Partner organizations.
• Rate Increases: If a Community Partner requests an increase in the rate for a service already on their contract, the Community Partner organization must provide a rationale for the rate increase. The requested rate increase must be acceptable to DEED's Administrative and Financial Services and the Minnesota Department of Administration's Office of State Procurement. Some questions to consider are: Is there a change in the external cost of the service? Is there a change in the regulatory environment? Is the provider changing or enhancing the service that makes the rate increase necessary?

Amendment Request Review and Amendment Development Process Step-By-Step

Detailed steps for processing an amendment request are described below. Some of these steps can take approximately 2 weeks and the whole process often takes about 2 months.

• SSB staff prepares each request and amendment for review by SSB leadership - who approves or declines amendment proposal based on service need, provider's capacity, and proposed rates.
• DEED-Administrative Fiscal Services (DEED-AFS) conducts a careful review of Community Partner's existing P/T contract and proposed amendment. If approved by DEED-AFS, DEED-AFS returns the contract amendment to SSB.
• SSB sends P/T contract amendment to Community Partner for signature from SSBContracts.DEED@state.mn.usemail address. Partner returns signed amendment to SSB by email SSBContracts.DEED@state.mn.us.
• SSB secures SSB Director's signature on P/T contract amendment and sends to DEED-AFS.
• DEED-AFS submits the amendment to Department of Administration's Office of State Procurement for review and approval.
• Office of State Procurement returns fully executed P/T contract, as amended, to DEED-AFS. DEED-AFS encumbers funds in SWIFT. DEED-AFS returns the fully executed amendment to SSB.
• SSB Contract Specialist sends the fully executed P/T Contract, as amended, to Community Partner.
• SSB requests DEED Communications upload the contract to DEED's external website. SSB updates WF1 with new amendment information. SSB notifies all SSB staff of new amendment.