Summary
Purchasing off cooperative contracts enables Minnesota State institutions to use competitively solicited agreements established by other public entities or cooperatives. This process streamlines procurement but does not exempt the institution from Minnesota State’s internal policies, approval thresholds, and documentation requirements.
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Process for Purchasing Off Cooperative Contracts in Minnesota State
Purchasing off cooperative contracts allows Minnesota State institutions to leverage competitively solicited agreements established by other public entities or cooperatives. However, using a cooperative contract does not exempt the institution from following Minnesota State’s internal procurement policies, approval thresholds, and documentation requirements.
Step-by-Step Process
1. Confirm Eligibility and Participation
- Ensure your institution is eligible to use the cooperative contract (e.g., CPV, NASPO, OMNIA, MHEC, University of Minnesota, etc.).
- Some cooperatives require enrollment or registration before use.
2. Identify an Available Cooperative Contract
- Search for contracts through the preferred order: State of Minnesota OSP/CPV, University of Minnesota, MHEC, then other cooperatives.
- Review contract documentation and confirm the contract covers the goods/services needed.
3. Review Contract-Specific Ordering Instructions
- Each cooperative contract will have its own ordering process, required forms, and pricing structure.
- Follow the instructions provided in the contract documentation or on the cooperative’s website.
4. Issue a Local Purchase Order or Contract
- Create a purchase order (PO) or contract in your institution’s procurement system (e.g., JAGGAER Marketplace (contracts) or Workday (POs)).
- Reference the cooperative contract number and attach all relevant documentation.
- Obtain all required internal approvals and encumbrances according to Minnesota State thresholds and policies.
5. Maintain Procurement Documentation
- Retain proof of eligibility, pricing/quote documentation, and a copy of the cooperative contract in your procurement file.
- Documentation must demonstrate compliance with Minnesota State policies and statutory requirements.
6. Additional Compliance Requirements
- All purchases, regardless of contract source, must comply with Minnesota State Board Policy 5.14, Procedure 5.14.5, and applicable statutes.
- For technology, IT security, accessibility, and data privacy reviews may be required.
- For contracts over $100,000, formal solicitation requirements and additional approvals may apply unless the cooperative contract is used appropriately.
Key Reminders
- Using a cooperative contract bypasses the need for a new competitive solicitation but does not bypass other Minnesota State contracting requirements.
- Always follow internal approval processes and maintain thorough documentation.
- If modifying a Minnesota State template contract or redlining terms, Office of General Counsel (OGC) review is required before approval.
Where to Find More Information
- Minnesota State Procurement and Contract Management SharePoint
- Minnstate.edu:
- Office of State Procurement (OSP) website:
- Minnesota State Cooperative Agreements page:
- For questions, contact your campus procurement office or the System Office Procurement Team.