Department of AdministrationMaterials Management Division

Brenda Thielen Willard; CPPO, CPPB

Purchasing Authority

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What the State BuysTotal value of State

purchasing is approximately $4 billionWide Range of GoodsNon-Prof/Tech ServicesProfessional/Technical

ServicesConstruction

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Procurement OverviewOne time PurchasesLong Term Contracts

About 1700 contracts1 – 5 year contract terms are typicalApproximately 1000 contracts are

offered to CPV members

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Cooperative Purchasing Venture(CPV) Program

Allows other governmental entities to procure goods and services from state contracts, when allowed by the contract

Political Subdivision must be a current CPV member – no cost membership

Ability to leverage better prices due to increased volume (saves time and money)

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Who is Eligible to Join?All governmental units A “governmental unit” is defined by statute as any

city, county, town, school district, political subdivision, licensed nonprofit hospital, or any agency of the State of Minnesota, another state or United States government. (Minn. Stat. 471.59 Subd. 1.)

See our website to see additional groups that may participate in our program.

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Procurement MethodsRequest for Bid (RFB)

Best Value: Award to lowest responsive/responsible bidder meeting all terms, conditions, and specifications

Request for ProposalAbility to Negotiation Best Value: Award based on

price as well as other criteria

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Request for Bid/ProposalAdvertising Required

Over $25,000 for goods & non-P/T servicesOver $25,000 for construction

Sealed Bids/Proposals RequiredOver $50,000 for goods & non-P/T servicesOver $50,000 for constructionProfessional Technical Services

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Authority for Local Purchase (ALP)

Delegated to individuals in state agencies by Dept. of Administration

Levels of Delegation of Authority$10,000$25,000/$50,000Special delegations

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Small Business PreferencesTargeted Groups (TG)

Must be certified, eligible, and approved for the specific products and services

Up to 6% preferenceEconomically Disadvantaged (ED)

Up to 6% preferenceExcept for Construction: up to 4%

Veteran Owned (VO)Up to 6% preference

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Small Business ProgramTargeted Groups (TG)Small businesses owned, operated and

controlled by the following groups:Minorities

(A) Asian (I) American Indian(B) African American (E) Alaska Native(H) Hispanic

Disabled (D)Women (W)

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Small Business Procurement ProgramEconomically Disadvantaged (ED)

(L) Labor Surplus AreaCounty designated by US Dept of Labor

(M) Low Median Income CountyCounty designated by MN Planning

Certified Rehab. Facility or Extended Employment provider (Minn. Stat. 268A)

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Commodity Purchase Requirements$0 - $5,000

Minimum of one solicitation to TG/ED/VO within normal purchase area

$5,000.01 - $10,000Minimum of two solicitations Contact a TG/ED/VO vendor, when reasonably

available

$10,000.01 - $25,000/$50,000Minimum of three solicitationsContact a TG/ED/VO vendors, when availableAdvertised on MMD’s Website

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Veteran’s Owned (VO) PreferenceIn accordance with

Minnesota Statutes 16C.16, subd. 6a, eligible verified veteran-owned small businesses with their principal place of business in Minnesota may receive up to 6 percent preference when responding to solicitations. The preference is applied only to the first $500,000 of the response.

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Vendor OpportunitiesSolicitation Announcements are

posted on MMD’s website and/or Vendor Portal: www.mmd.admin.state.mn.usAdvertised RFBs/RFPs for goods and non-P/T

services Construction projectsSome Prof/Tech servicesUpdated real-time

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“Services that are intellectual in character; that include consultation, analysis, evaluation, prediction, planning, programming or recommendation, and result in the production of a report or the completion of a task. Professional or technical contracts do not include the provision of supplies or materials except by the approval of the commissioner or except as incidental to the provision of professional or technical services.”

Minn. Stat. § 16C.08

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Professional/Technical Requirements$0 - $5,000

Contact a minimum of one vendor$5,000 - $50,000

Advertisement required either in State Register and/or on MMD website

Other advertising encouragedOver $50,000

Advertisement required in State Register and/or Vendor Portal

MMD website or other advertising encouragedFormal RFP 17

Vendor Opportunities – Professional/TechnicalState Register

Advertised RFPs for professional/technical services

Published each Mondaywww.comm.media.state.mn.us

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Who to contact?Agency Procurements

Contact agencies directlyState Procurements

See solicitation postings on MMD’s websitewww.mmd.admin.state.mn.us

Professional/Technical ProcurementsContact Agency Also view MMD’s website, Vendor Portal, and

State Register19

Vendor’s Common ErrorsError’s when responding to a

Solicitation Did not get their response in on timeFailed to read the solicitation documentDid not sign properlyDid not respond to all requirementsTaking exception to the terms, conditions, or

specifications that make it a material deviation20

Vendor’s Common Errors (con’t)

Did not initial strike-overs properlyPricing in vendor’s response completed in

pencilNot providing proper attachmentsNot providing all the information that was

required

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MMD Websitewww.mmd.admin.state.mn.us

Solicitation AnnouncementsVendor Management informationList of Acquisition Management SpecialistsSmall Business (TG/ED) Program

InformationOn Line Vendor Registration

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Registrations/CertificationsOnline Vendor Registration is on MMD’s

WebsiteVendor list used centrally and state wideVendors can view and change their own

informationSmall Business Procurement Program

Certified company info available viaMMD website (public) Internal automated purchasing system (state

employees)23

MMD Helpline 651-296-2600 Quick Access

General Information

Small Business Program Information

Bid Request/Bid Results Line

How to Register as a Vendor

MMD Switchboard www.mmd.admin.state.mn.us

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Contact InformationMMD Helpline

651.296.2600Bid Results Available

Assistant DirectorBrenda Thielen Willard; CPPO, CPPB651.201.2402

Vendor Management SpecialistSheila Scott651.201.2428

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