Board of Trustees Contract Approval — Quick Introduction
Any contract, lease, or amendment with a total value of $3 million or more must receive Board of Trustees (BOT) approval before execution. This requirement is established under Board Policy 5.14 and applies to both non-construction and construction-related contracts.
Policy Overview
- BOT approval is required prior to signing any agreement valued at or above $3 million, including any extensions that push the total value to that threshold.
- BOT review ensures transparency, oversight, and alignment with Minnesota State’s procurement and contracting policies.
Scope of Approval
- All contracts for goods, services, or real estate exceeding $3 million.
- Real estate gifts and property sales exceeding $250,000.
- Both construction and non-construction agreements meeting these criteria.
Non-Construction Contracts
- Complete all sourcing activities before submitting to the Board.
- Use the BOT Narrative Form with details such as purpose, cost, duration, vendor, and sourcing process.
- Submit materials at least three weeks before the Finance and Facilities Committee meeting.
- Ensure a representative is available to present or answer questions during the meeting.
Construction Contracts
- Send requests through the Associate Vice Chancellor for Facilities per the published schedule.
- Use the Narrative Form (GEN.72) from the eManual.
- Include policy references, project scope, costs, drawings, and supporting documentation.
- Provide background, procurement details, funding sources, and any student consultation if required.
Contacts for Questions
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