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651-266-8041

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Procurement


Welcome
Procurement Team
Purchasing Opportunities
Master Contract Opportunities
Solicitation Requirements
Bond Requirements
Minnesota Secretary of State’s Office – Contractor Registration
Inclusiveness in Contracting
Purchasing Statutes
Debarred Vendor Report
Other Purchasing Information
Feedback

Welcome

Effective Monday, September 30th, 2013, Ramsey County will be handling all purchasing activities on behalf of the County.

The purpose of this webpage is to provide information regarding Ramsey County procurement.  The Ramsey County Procurement Manager leads Ramsey County’s centralized procurement management function within the County’s Finance Department.  Procurement includes the acquisition of all supplies, equipment, materials and/or labor services, construction and professional and client services made by or on behalf of the County, its agencies, departments, officials, and authorized agents.  County Procurement shall strive to acquire goods and services at the lowest cost, consistent with prevailing economic conditions, appropriate standards of quality and continuity of service, while establishing and maintaining a reputation for open access, transparency, fairness and integrity.  Acquisitions shall be made in a manner and method that provides efficient and effective expenditure of County funds with maximum protection of County taxpayer interests.  Procurement shall actively promote the County’s Small Business Enterprise (SBE) program and shall comply fully with all applicable Federal, State and Local laws, County Administrative Code, and Procurement rules, regulations, processes and procedures. 

Ramsey County Procurement Team

The Ramsey County Procurement Team is comprised of two Senior Procurement Specialists, one Procurement Specialist, and one Administrative Assistant led by the Procurement Manager.  If you would like further information regarding which team member to contact for particular commodities and/or services, please refer to the Ramsey County Commodity and Services Assignment Listing:

High Level and Detailed Commodity and Service Assignments

Location:     Suite 210 Court House (map)
                   15 West Kellogg Boulevard
                   Saint Paul, MN 55102

Hours:         8:30 - 4:30 Monday - Friday

If you would like further information regarding Ramsey County purchasing, please feel free to contact the Ramsey County Procurement Manager or the Procurement Administrative Assistant: 

Dana Baker (email)
Procurement Manager
Phone:  651-266-8075
Fax:  651-266-8070

Mary Bach (email)
Procurement Administrative Assistant
Phone:  651-266-8072
Fax:  651-266-8070

Gov Delivery LetterSubscribe to Ramsey County Procurement Updates


Purchasing Opportunities

Ramsey County uses Onvia DemandStar ("DemandStar"), an internet purchasing network, to post competitive solicitations.  DemandStar offers Contractors immediate and automatic notification of purchasing opportunities, solicitation documents and results, and prior solicitation information 24 hours a day, 7 days a week.  Subscription to DemandStar is free and is currently used by over 400 public agencies.

DemandStar Registration
Click here to register for DemandStar online.  Click here for DemandStar Registration Instructions.

  • If you would like to register for your free notification service of purchase solicitations issued by Ramsey County through DemandStar, once you are registered, select the Onvia DemandStar FREE AGENCY option.
  • On the form that opens, furnish the pertinent information for your business and be sure to enter Ramsey County in the Agency Name field.

If you have questions or need technical assistance with DemandStar, call (800) 711-1712.

Current Ramsey County solicitations available via DemandStar  Solicitations

Master Contracts Opportunities

A Master Contract is a contract put in place for specific goods and/or services that are frequently purchased by one or more departments.  The contract sets the pricing and terms for the lifetime of the contract.  Contracts that are established by the State of Minnesota, the City of Saint Paul, Ramsey County, other Public Entities, or other associations and cooperatives may be Master Contracts and used by Ramsey County as long as they have been competitively bid according to MN Statutes and the solicitation includes language stating that the resulting contract will be a master contract that will be made available to other public entities.  All master contracts, with the exception of State Master Contracts, must be approved for use by Ramsey County Procurement.

Master Contract renewals are the responsibility of the sponsoring agency.  Ramsey County cannot renew a master contract for another agency.  Contractor awareness of expiring contracts and initiation of contract renewals, as allowed by the contract, will ensure continuation of purchasing activities in accordance with the contract.

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Solicitation Requirements

Ramsey County strives to make procurement of supplies, equipment, materials, and/or labor services, construction, and professional and client services transparent and equitable to all Contractors using the following established direct purchase or competitive solicitation requirements.

Supplies, Equipment, Materials, Labor (including installation)and Construction:

  • Departments place orders directly with Contractors for small purchases equal to or less than $5,000.
  • Departments place orders directly with Contractors for purchases from $5,000.01 up to and including $25,000 from a CERT SBE after completing a SBE Quote.
  • Departments place orders directly with Contractors for purchases on existing State Master Contracts available to CPV members and existing Ramsey County Contracts.
  • Departments place orders directly with Contractors for purchases on other public entity (including the City of Saint Paul and other public entities) or Cooperative Master Contracts as approved by the Procurement Manager. 
  • Procurement performs a minimum of three (3) Requests for Informal Quotes (RFIQ) for purchases from Non-CERT SBE Contractors from $5,000.01 to $25,000.  
  • Procurement performs a minimum of three (3) Requests for Quotes (RFQ) for purchases from $25,000.01 to $100,000.
  • Procurement performs a Request for Bids (RFB) for purchases over $100,000.

Professional and Client Services:

  • Departments place orders directly with Contractors for small purchases equal to or less than $5,000.
  • Departments place orders directly with Contractors for purchases from $5,000.01 up to and including $25,000 from a CERT SBE after completing a SBE Quote.
  • Departments place orders directly with Contractors for purchases on existing State Master Contracts available to CPV members and existing Ramsey County Contracts.
  • Departments place orders directly with Contractors for purchases on other public entity (including the City of Saint Paul and other public entities) or Cooperative Master Contracts as approved by the Procurement Manager.
  • Procurement performs a minimun of three (3) Requests for Informal Quotes (RFIQ) for purchases from Non-CERT SBE Contractors from $5,000.01 to $25,000.
  • Procurement performs a minimun of three Request for Quotes (RFQ) forpurchases from $25,000.01 to $100,000.
  • Procurement performes a Request for Proposals (RFP) for purchases over $100,000.

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Bond Requirements

Some purchases require a Contractor to obtain bonds in conjunction with the submission of bids or execution of a final contract with the County. 

Bid Bonds:  A Bid Bond is a guarantee that the Contractor will honor its bid and sign all contract documents and provide the performance and payment bonds, as and if applicable, if awarded the contract.  Bid Bonds shall be required in the RFB for all purchases of supplies, equipment, materials and/or labor service and construction with an anticipated contract value over $100,000.  A Bid Bond shall be submitted by the Contractor with its bid response and in accordance with the RFB response requirements.  Submitted Bid Bonds shall equal 5% of the Contractor's bid amount; however, some Bid Bonds (for example janitorial and security services) shall be in an amount equivalent to the monthly payment times the number of months estimated to replace the Contractor if the contract were terminated for cause. 

If a Bid Bond is not submitted in accordance with RFB requirements, a bid shall be rejected.  If a Contractor withdraws its bid before the due date as permitted by the terms of the RFB, no action shall be taken against the Contractor or the Bid Bond.

Performance and Payment Bonds: A Performance Bond is a guarantee that the Contractor will complete the project in accordance with the contract terms including price and time.  A Payment Bond is a guarantee that the Contractor will pay subcontractors and suppliers the money they are due.  Performance and Payment Bonds shall be required for all Public Works projects that include labor services and have an anticipated contract value of over $100,000. 

Public Works:  Any new construction, alteration, repair, improvement to, or demolition of, any structure, building, road, bridge, viaduct, pipeline, or any other public improvements, but does not include routine maintenance, repair, or operation of existing real property.  Public Works may be completed by any appropriate Ramsey County department, including, but not limited to, the Ramsey County Public Works Department.

Performance and Payment Bonds shall be submitted using Ramsey County's forms; equal 100% of the Contractor's bid amount (unless otherwise stated in the solicitation); be signed by both the awarded Contractor and the Surety with notarized signatures; and be submitted within ten (10) business days from the date the Notice of Intent to Award letter was sent to the Contractor. 

An assignment, modification, or change of the contract, or change in the work covered by the contract, or an extension of time to complete the contract, does not release the Sureties on the Performance and Payment Bonds.  If Performance and Payment Bonds are not submitted within the required timeframe, Ramsey County may choose to cancel the Notice of Intent to Award and award the contract to the next lowest Responsive and Responsible Contractor.  Ramsey County will not sign a contract with a Contractor until appropriate Performance and Payment Bonds have been received.  Ramsey County Performance and Payment Bond forms include language that binds the Surety to the full contract amount, including the original contract amount and amounts included in all subsequent Change Orders and/or amendments. 

The Procurement Manager may require Performance and Payment Bonds on Public Works contracts under $100,000 when circumstances warrant.                                                

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Minnesota Secretary of State's Office Contractor Registration

Prior to entering into a contract with Ramsey County, a domestic corporation must submit a Certificate of Good Standing issued by the Office of the Minnesota Secretary of State pursuant to Minn. Stat. §5.12, and a foreign corporation must submit a Certificate of Authority issued by the Minnesota Secretary of State's Office pursuant to Minn. Stat. §303.03. All contractors shall maintain a Certificate of Good Standing or a Certificate of Authority, throughout the term of the contract, including amendments to renew. 

Do we need to be registered prior to participating in a Ramsey County solicitation?

No.  Contractors do not need to register with the Office of the Minnesota Secretary of State or have a Certificate of Good Standing or a Certificate of Authority prior to participating in a Ramsey County solicitation.  However, an awarded contractor must be registered with the State prior to Ramsey County executing a contract.  Ramsey County will not reimburse costs related to the Office of the Minnesota Secretary of State registration process.

If a contractor is not yet registered with the Office of the Minnesota Secretary of State and is the awarded contractor resulting from a Ramsey County solicitation, Ramsey County will issue a Notice of Intent to Award to the contractor.  When applicable, the Notice of Intent to Award will request that a Certificate of Good Standing or a Certificate of Authority be submitted to Ramsey County within ten (10) business days of the date of the Notice of Intent to Award.  The awarded contractor must supply the required documentation within the requested timeframe in order for Ramsey County to execute a contract.

How often do I need to recertify?

Certification lasts for a calendar year (i.e., January – December).  Contractors that hold multi-year contracts with Ramsey County are required to re-certify with the Minnesota Secretary of State’s Office at the beginning of each calendar year for each year included in the contract term (including renewals).  Additionally, Contractors shall provide proof of active registration to the appropriate Ramsey County contact.  Failure to recertify with the Minnesota Secretary of State’s Office for each year of the contract term will be grounds for termination of the contract.

What is a Registered Agent?

As part of the registration process, all foreign corporations will need to designate a Registered Agent located in Minnesota. This is a person or business that accepts services of process (any notices or documents sent from the Secretary of State Office, or legal papers (i.e., Summons, Complaint, etc.) on behalf of the foreign corporation. The Registered Agent receives and reviews all correspondence, forwards to the foreign business and follows-up to assure action has been completed. Registered Agents can be found by contacting the Office of the Minnesota Secretary of State.

Who do I contact regarding additional questions?

If you have questions or require assistance for registration, contact the Office of the Minnesota Secretary of State Business Services Division during their regular business hours of Monday thru Friday from 9:00 am to 4:00 pm CDT.

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Inclusiveness in Contracting

Ramsey County delivers equal access and contracting opportunities to all Contractors including certified small business enterprises and the under-utilized labor market.  Ramsey County will continue to support the IICP and demand the same of other businesses that contract with the County.  For more information, please refer to Small Business Guide To Ramsey County Procurement and Small Business Enterprise Resource Guide.

In support of Ramsey County’s IICP commitment, Ramsey and Hennepin Counties, along with the City of Saint Paul, sponsor the Central Certification (CERT) Program.  CERT makes it easier for participating businesses to access jobs and contracts available with the participating counties and cities by providing a centralized certification process.  The City of Saint Paul currently acts as the lead agency for the CERT Program.  For more information, please click on the appropriate links directly below.  Questions regarding the CERT Program should be directed to the City of Saint Paul CERT contact.

CERT IntroductionCERT Eligibility Criteria | CERT New and Renewal Certification Application l CERT Business Size Standards

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Purchasing Statutes

The following is a list of many of the state laws that govern purchasing by the County:

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Debarred Vendor Report

There are currently no contractors Debarred by Ramsey County.

Federal and State Debarment Websites

Federal: https://www.sam.gov/portal/public/SAM/#1

State: http://www.mmd.admin.state.mn.us/debarredreport.asp

County/City Links

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Feedback

We invite you to email us with any feedback you have about Ramsey County procurement.