5.14 Procurements, Contracts and Supplier Diversity

Purpose

Riverland Community College serves as a good steward of tuition funds, state appropriations, and other resources entrusted to it by Minnesotans and the students we serve. In that pursuit, contracting and procurement practices and processes shall be transparent, fair, and consistent with the authorities afforded in state statute.

Riverland Community College commits to creating and maintaining a supply chain that resembles the diversity of the students and communities it serves and supports the use of its purchasing power to enhance and optimize business and contracting opportunities for Targeted Group Businesses.

Applicability

Pursuant to Minn. Stat. § 136F.581, Riverland Community College has authority for contracts and purchases consistent with Minn. Stat. § 471.345, the Uniform Municipal Contracting Law, and other pertinent statutes, as well as the authority to utilize any contracting options available to the commissioner of administration under Minn. Stat. Chapters 16A, 16B, and 16C.

Riverland Community College is responsible for procurement of necessary goods and services and the implementation of contracts that maximize the use of financial resources.

Riverland Community College procedures for procurement and contracts shall be consistent with Minn. Stat. § 471.345, the Uniform Municipal Contracting Law, as applicable, and in compliance with other pertinent state and federal laws. The procedures shall provide detailed instructions for campus and system implementation.

Riverland Community College President will be held accountable by the chancellor for complying with state and federal laws, board policy, and system procedures for all purchases and contracts.

Any contracts that do not adhere to system-approved contract templates must be reviewed in advance of signature by the Office of General Counsel or Attorney General’s Office.

The Minnesota State Board of Trustees must approve in advance:

  1. Contracts with a TCV of $3,000,000 or greater or contract amendments, renewals, extensions, or options to renew such contract that would increase the TCV of a contract to $3,000,000 or greater.
  2. Joint powers agreements that create a joint powers board, regardless of the dollar value.

Contracts, including real property leases, must not exceed five years, including renewals, unless a longer period is otherwise provided for by law, or approved by the Minnesota State Board of Trustees or by the chancellor or the chancellor's designee.

The following contracts are not subject to the approval process:

  1. Design and construction contracts associated with projects approved by the board as part of a capital bonding request or revenue bond sale.
  2. Purchase orders made under an umbrella contract of the Minnesota Department of Administration or MnIT.
  3. Federal grants and grants from Minnesota state agencies.
  4. On-going utility contracts for colleges and universities where the area provider is the only feasible source of services such as electricity, gas, and other energy sources (e.g., steam, propane, or fuel oil).

Annual reports on all contracts with TCV of $3,000,000 or greater must be provided to the board’s finance and facilities committee and be available on the Minnesota State website.

Scope

This policy applies to all employees.

Definitions

Contract or Agreement: An agreement between Minnesota State and another person or entity that creates a binding legal obligation upon Minnesota State and another party, regardless of the title or name of the document.

Targeted Group Businesses: Businesses that are majority owned and operated by women, persons with a substantial physical disability or specific minorities, pursuant to Minn. Stat. § 16C.16, subd. 5.

Total Contract Value (TCV): The total of all monetary commitments and obligations described within a contract, including any renewals, extensions, or options to renew such contract.

Procedure

Yes. Riverland Community College adopts the following Minnesota State Colleges and Universities’ system procedures.

Related Policies, Procedures, or Forms

Date Implemented: 1/01/2025

Responsible Division / Author: Finance / Vice President of Finance and Operations

Date Revised: January 2025