Board of Trustee Contract Approval Guidelines

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

• Procurement (Non-Construction): Tim Anderson — timothy.anderson@minnstate.edu
• Facilities (Construction): Brian Swanson — brian.swanson@minnstate.edu