Purchasing Opportunities
Master Contract Opportunities
Solicitation Requirements
Bond Requirements
Vendor Registration
Inclusiveness in Contracting
Purchasing Statutes
Top Purchase Order Commodities Report
Other Purchasing Information
Feedback
Welcome
The purpose of this webpage is to provide information regarding Ramsey County purchasing. The Ramsey County Procurement Manager leads Ramsey County’s centralized purchasing management function within the County’s Finance Department. Purchasing includes the acquisition of all goods and services made by or on behalf of the County, its agencies, departments, officials, and authorized agents in accordance with state statutes and County purchasing policies and procedures. Acquisitions are done in a manner and method that provides efficient and effective expenditure of County funds with maximum protection of County taxpayer interests. Ramsey County partners with the City of St. Paul’s Division of Contract and Analysis Services (CAS) for many purchasing-related services.
If you would like further information regarding Ramsey County purchasing, please feel free to contact me.
Dana Baker (email)
Ramsey County Procurement Manager
4412 Metro Square
121 Seventh Place (map)
St. Paul, MN 55101-5001
Phone: 651-266-2270
Fax: 651-266-2264
Subscribe to Ramsey County Procurement Updates
Ramsey County uses CAS for open and competitive solicitation postings. Ramsey County and CAS use Onvia, an internet purchasing network, to post competitive solicitations. Onvia offers vendors immediate and automatic notification of purchasing opportunities, solicitation documents and results, and prior solicitation information 24 hours a day, 7 days a week. Vendor subscription to Onvia is free.
Onvia Registration Instructions l Solicitations
Construction Projects - Future
Community Human Services - RFP Opportunities
A Master Contract is a contract put in place for specific products 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, CAS, or other associations and cooperatives may be established as Master Contracts for Ramsey County as long as they have been competitively bid according to MN Statutes. Vendor awareness of expiring contracts may lead to future opportunities.
State of Minnesota - Expiring Contracts
Contract and Analysis (CAS)
Contracts to be Rebid
Contracts to be Renewed
Contracts to be Reviewed by Buyer
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Ramsey County strives to make procurement of supplies, equipment, materials, and/or labor services and professional and clients services transparent and equitable to all vendors using the following established solicitation requirements.
Supplies, Equipment, Materials, Labor (including installation):
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Departments place orders directly with vendors for small purchases equal to or less than $5,000.
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Departments place orders directly with vendors for purchases from $5,000.01 up to and including $25,000 from a CERT SBE after completing a SBE Quote.
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Departments place orders directly with vendors for purchases on existing State Master Contracts available to CPV members and existing Ramsey County Contracts.
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Departments place orders directly with vendors for purchases on existing Cooperative Master Contracts as approved by the Procurement Manager.
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CAS performs a minimum of three (3) Requests for Quotes (RFQ) for purchases from Non-CERT SBE vendors from $5,000 to $25,000.
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CAS performs a minimum of three (3) Requests for Quotes (RFQ) for purchases from $25,000 to $99,999.99.
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CAS performs a Request for Sealed Bids (RFB) for purchases $100,000 and over.
Professional and Client Services:
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Departments place orders directly with vendors for small purchases equal to or less than $5,000.
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Departments place orders directly with vendors for purchases from $5,000.01 up to and including $25,000 from a CERT SBE after completing a SBE Quote.
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Departments place orders directly with vendors for purchases on existing State Master Contracts available to CPV members and existing Ramsey County Contracts.
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Departments place orders directly with vendors for purchases on existing Cooperative Master Contracts once approved by the Procurement Manager.
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The County recommends CAS perform a Request for Proposal (RFP) for any professional service over $15,000.
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Some purchases require a vendor 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 vendor 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 with an anticipated contract value of $100,000 or more. A Bid Bond shall be submitted by the vendor with its bid response and in accordance with the RFB response requirements. Submitted Bid Bonds shall equal 5% of the vendor's bid amount; however, Bid Bonds for janitorial and security services shall be in an amount equivalent to the monthly payment times the number of months estimated to replace the vendor 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 vendor withdraws its bid before the due date as permitted by the terms of the RFB, no action shall be taken against the vendor or the Bid Bond.
Performance and Payment Bonds: A Performance Bond is a guarantee that the vendor will complete the project in accordance with the contract terms including price and time. A Payment Bond is a guarantee that the vendor 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 $100,000 or more. Performance and Payment Bonds shall be submitted using Ramsey County's forms; equal 100% of the vendor's bid amount; be signed by both the awarded vendor 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 vendor. 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 vendor. Ramsey County will not sign a contract with a vendor 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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If you would like to be added to the CAS vendor database, please fill out the Vendor Registration and W9 form, following instructions on the forms.
Ramsey County delivers equal access and contracting opportunities to all vendors 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.
In support of Ramsey County’s IICP commitment, Ramsey and Hennepin Counties, along with the cities of St. Paul and Minneapolis, 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.
CERT Introduction l CERT Eligibility Requirements
CERT Certification Application lCERT Recertification Application
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The following is a list of many of the state laws that govern purchasing by the County:
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The following resources may be of assistance to interested vendors.
State of Minnesota Environmentally Preferred Goods and Services List
County/City Links
External Links
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We invite you to email us with any feedback you have about Ramsey County purchasing.
