We buy goods and services through a cost-effective, competitive, and fair process accessible to all businesses. We seek vendors who share our commitment to equal opportunity and affirmative action.
Public bids are opened virtually using Microsoft Teams every Tuesday at 2 p.m. Allow up to five minutes for the live bid opening to begin.
After bids are opened, the information read will be posted on Supplier Portal or ProcureWare.
Goods are materials and equipment including:
General services are services that can be purchased based on the lowest price including:
Goods and general services are typically purchased using quotes or formal sealed bids. The contract is awarded based on the lowest quote or to the lowest responsive, responsible bidder.
Human services are services to individuals or families to enhance safety, stability, self-reliance, and well-being. For example:
New service providers are typically added through a competitive vendor selection process. Methods of solicitation include:
Contracts are awarded based on evaluation factors included in the solicitation documents, including price. Learn about human services contracting.
Professional services are highly technical services that often involve licensing requirements and require the use of professional discretion in the performance of the contract. Examples include:
A competitive vendor selection process is typically used to purchase professional services. Methods of solicitation include:
Contracts are awarded based on evaluation factors included in the solicitation documents, including price.
Facility construction includes alteration, repair, remodeling, rehabilitation, improvement, extension, conversion or demolition of buildings and other structures.
We purchase these services through formal sealed bids or requests for proposals (RFPs). Bids are awarded based to the lowest responsive, responsible bidder. RFPs are awarded to the vendor whose proposal is most advantageous to the county based on several evaluation factors (including price) included in the solicitation documents.
Construction contracting with Facility Services (VIDN) (YouTube) – brief video introducing construction contracting with Facility Services. It goes beyond the terms and conditions of the construction contract to help you understand how to manage your project when doing business with Facility Services.
Businesses providing facility construction work or services can introduce themselves to the Facility Services Department at 612-596-6949.
We require contract vendors to complete one or more of these forms before starting applicable work:
Bidders should be aware of the Minnesota Pollution Control Agency's pre-demolition rule (PDF, 1MB).
Road and bridge construction services include alteration, repair, remodeling, rehabilitation, improvement, extension, conversion or demolition of roads, bridges, bike paths, and other transportation related structures.
These services are purchased through formal sealed bids and are awarded to the lowest responsive, responsible bidder.
Road and bridge construction businesses can introduce themselves to the Transportation Department at 612-596-0420.
Find an opportunity that seems right for your business on the Supplier Portal or ProcureWare. For an overview of the opportunity, click the event name.
Review the important dates and contact information.
Carefully review the bid or Request for Proposal (RFP) documents.
Let us know you are interested in a bid or RFP to receive notifications of any changes.
Attend the pre-bid or pre-proposal meeting that is typically held virtually or at a local library.
Submit any questions in writing by the date and methods specified in the bid or RFP.
Plan ahead and read the bid documents carefully. Every solicitation is different, and the required forms change.
Plan ahead and read the RFP documents carefully. Every solicitation is different, and the required forms change.
Log in to the online system and complete the bid or proposal. Before submitting, review and acknowledge all addenda. Make sure your bid or proposal responds to any changes.
If you are selected to move forward in the contracting process, we will verify some information about your business. You may be asked to provide additional documentation prior to contract award. These requirements vary by type of contract. If you fail to meet the verification requirements or provide requested documents by the due date, the county may not award you the contract.
Every non-government vendor that contracts with the county must be registered with the Minnesota Secretary of State, regardless of the vendor’s location. Your company must appear as “Active/In Good Standing”.
The legal address where your company is registered is the address that will be listed in the header of your contract.
There are federal and state requirements that an organization must not be suspended or debarred from doing business with the government. The county will verify this by checking the federal exclusions database and the state debarred vendor report. If your company appears on the list, you will not be awarded a contract.
Before a contract is awarded, you may be asked to provide documentation showing who has authority to sign contracts for your company. Documentation varies and may depend on how your company is organized (i.e., LLC, corporation, or partnership). Examples of documentation include:
Signature authority documentation is not required for a sole proprietor.
Vendors must have the appropriate level of insurance in place to enter into a county contract. Standard insurance requirements and terms vary by contract type. Any exemptions or variances to standard insurance requirements must be approved by our County Risk Manager prior to the contract being awarded. For more information see the Standard contract terms section.
A certificate of insurance will need to be on file with the county before the contract can be fully executed. This level of insurance must be maintained throughout the entire contract term.
Avoid these common certificate errors:
Contracts over $100,000 have diversity and inclusion requirements, which vary by contract type. You may be asked to provide documentation that are you meeting the requirements. For more information see the Reducing disparities through contracting section.
Many construction contracts require payment and performance bonds issued by a licensed surety. Bonds must be:
Upon receipt, the county will verify the bond by emailing the surety.
Some contracts may also require vendors to submit financial records, proof of licensing, registrations, or employee qualifications.
It is a good idea to reread the contract documents before performing work. Make sure you understand the requirements and have a plan to meet them. For more complicated contracts, the county may schedule a kick-off meeting with you to facilitate staff introductions and review the key elements of the contract.
Good communication is key to a successful contracting relationship. Make sure to check in with your county contract manager, meet contract deadlines, and submit any reporting requirements on time.
Before contract award, you may be asked to submit a W-9 to us. The county uses the information on this form to make payments to the vendor and report those payments to the IRS when required. After a contract is awarded, the county will issue a purchase order. A purchase order is required for almost all purchases. Invoices should reference the county’s purchase order number. Learn more about getting paid.
Bid documents, along with the winning vendor’s bid, become the contract document. Bid documents include:
Standard terms and conditions (PDF)
AIA 201 – General conditions (PDF)