MINNESOTA STATE COLLEGES AND UNIVERSITIES
Maintenance/Service Master Contract - MnSCU034
(Not Building Construction or Remodeling)
Instructions to College/University
Contracts with an estimated maintenance/service cost of $50,000 or less over the anticipated life of the
contract may be bid without public notice.
Contracts with an estimated maintenance/service cost of greater than $50,000 over the anticipated life
of the contract must have bids solicited by public notice.
Funding:
Option #1 - The College/University must confirm that funds are available in an active Cost
Center for use in encumbering the contract.
Option #2 – The College/University may encumber zero (0) dollars at the time of executing the
contract. However, subsequent Purchase Orders at the time of award of work must be
executed to confirm that funds are available in an active Cost Center.
Obtain Written Quotes/Bids:
Anticipated Contract Value for less than $10,000 –
The College/University may obtain two quotes or use the open market. At least one of the
quotes is to be a qualified Targeted Group Business, if one is available. The College/University
should establish a system that enables local Contractors opportunities to submit quotes.
The College/University is to provide the following:
 a written description of the proposed Contract Work,
 an anticipated contract value of the work,
 attachment A (Fee Schedule Table) or equivalent for Contractors to use in preparing
their quotes, and
 a copy of the applicable Prevailing Wage Rate Determination Schedule, as published by
Minnesota Department of Labor and Industry for the Project county of record.
Information is available from the DOLI website for commercial construction at
www.dli.mn.gov/LS/PrevWageComm.asp
.
Anticipated Contract Value for greater than $10,000 up to and including $50,000 The College/University must attempt to obtain at least two quotes or use a sealed bid. At least
one of the quotes is to be a qualified Targeted Group Business, if one is available. The
College/University should establish a system that enables local Contractors opportunities to
submit quotes.
The College/University is to provide the following:
 a written description of the proposed Contract Work,
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MINNESOTA STATE COLLEGES AND UNIVERSITIES
Maintenance/Service Master Contract - MnSCU034
(Not Building Construction or Remodeling)
Instructions to College/University



an anticipated contract value of the work,
attachment A (Fee Schedule Table) or equivalent for Contractors to use in preparing
their quotes,
a copy of the applicable Prevailing Wage Rate Determination Schedule, as published by
Minnesota Department of Labor and Industry for the Project county of record.
Information is available from the DOLI website for commercial construction at
www.dli.mn.gov/LS/PrevWageComm.asp.
.
Anticipated Contract Value for greater than $50,000 up to $100,000 The College/University must inform the VC-CFO prior to executing a contract. The
College/University must solicit sealed bids through at least one public notice in a newspaper,
the State Register, Builder’s Exchange or Construction Bulletin not less than seven (7) days
before the final date of submitting bids. The College/University should establish a system that
enables local Contractors opportunities to submit quotes.
The College/University is to provide the following:
 a written description of the proposed Contract Work,
 an anticipated contract value of the work,
 attachment A (Fee Schedule Table) or equivalent for Contractors to use in preparing
their quotes, and
 a copy of the applicable Prevailing Wage Rate Determination Schedule, as published by
Minnesota Department of Labor and Industry for the Project county of record.
Information is available from the DOLI website for commercial construction at
www.dli.mn.gov/LS/PrevWageComm.asp.
Anticipated Contract Value greater than $100,000 The College/University must receive approval from the VC-CFO prior to executing a contract.
The College/University must solicit sealed bids through at least one public notice in a
newspaper, the State Register, Builder’s Exchange or Construction Bulletin not less than seven
(7) days before the final date of submitting bids. In addition, the College/University should
review with their OOC Program Manager the requirement for Payment and Performance Bonds.
The College/University should establish a system that enables local Contractors opportunities to
submit bids.
The College/University is to provide the following:
 a written description of the proposed Contract Work,
 an anticipated contract value of the work,
 attachment A (Fee Schedule Table) or equivalent for Contractors to use in preparing
their quotes,
 Affirmative Action Compliance forms and information for Contractors to use in
preparing their bids, and
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MINNESOTA STATE COLLEGES AND UNIVERSITIES
Maintenance/Service Master Contract - MnSCU034
(Not Building Construction or Remodeling)
Instructions to College/University

a copy of the applicable Prevailing Wage Rate Determination Schedule, as published by
Minnesota Department of Labor and Industry for the Project county of record.
Information is available from the DOLI website for commercial construction at
www.dli.mn.gov/LS/PrevWageComm.asp.
Preparation of Contract Forms and Issue Letter of Award:
After quotes have been received, the College/University determines which is the lowest quote
that complies with the written description of the Contract Work. If sufficient funds are available
and the College/University decides to proceed with the Contract, the College/University
prepares and forwards the contract forms to the Contractor with the Letter of Award. See
“Instructions to College/University – Preparing Form MnSCU034” and “Instructions to
College/University - Preparation of Form MnSCU001” for additional requirements.
Contractor Signature:
The Contractor must sign the Agreement first before the College/University signs.
Insurance:
When awarded the contract (non-dependent on the amount encumbered in the Master
Contract), the Contractor must provide certification of insurance as described in the Master
Contract.
The College/University must review the completed insurance certificate(s) to confirm the
Contractor has obtained the required insurance before the College/University signs the
Agreement.
Issue Notice to Proceed:
After the Contractor has signed and returned all of the contract forms and the
College/University has reviewed and confirmed that the contract forms are correctly
completed, the College/University signs the Agreement. The College/University then issues the
Notice to Proceed letter. The Contractor shall not begin Work until the written Notice to
Proceed letter has been issued.
Prevailing Wage Rate Collection Requirements:
For all system facilities repair and/or remodeling contracts executed after July 1, 2007, that are subject
to prevailing wage requirements, contractors and subcontractors must submit payroll information to
the college/university or Office of the Chancellor project manager or designee as required by Minn.
Stat. §§ 177.42 and 177.43 except for contracts or work under a contract where:
 The estimated total cost of completing the project is less than $2,500.00 and only one trade or
occupation is required to complete it; or
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MINNESOTA STATE COLLEGES AND UNIVERSITIES
Maintenance/Service Master Contract - MnSCU034
(Not Building Construction or Remodeling)
Instructions to College/University

The estimated total cost of the project is less than $25,000.00 and more than one trade or
occupation is required to complete it.
A. Information to be Collected. For projects subject to the state prevailing wage law, the
following information shall be collected from each contractor and subcontractor:
i. The name, (home) address, and occupation of each employee working on the project;
ii. The rate of pay, and the amount paid each pay period to each employee;
iii. The hours worked each day and each workweek by the employee; and
iv. The prevailing wage master job classification of each employee working on the
project for each hour worked.
B. Recommended Collection Form. MnSCU has developed a recommended spreadsheet
Form MnSCU073, Prevailing Wage – Payroll Information Form (see the eManual Section
10.1 – Construction Project Forms). This form includes all the information required to be
collected under Minn. Stat. § 177.30.
C. Medium of Collection. Colleges/universities and the Office of the Chancellor may choose to
collect payroll information strictly in an electronic format or give contractors the option of
paper or other media. Colleges/universities and the Office of the Chancellor should
consider their capacity to handle records in both forms, and the anticipated ability of
contractors to comply with an electronic record requirement.
i. Incomplete Data. Colleges/universities and the Office of the Chancellor who are
aware of missing, late or incomplete forms should contact the contractor (preferably
in writing) and request follow-up by a specified date.
D. Maintaining Payroll Records. The College/University shall maintain prevailing wage payroll
information for a minimum of three years after final payment has been made on the
project, or longer if required by your institution’s records retention schedule.
Requirement for Final Payment:
The College/University cannot issue final payment until the Contractor and all Subcontractors (if
any) have submitted to the College/University original copies of Form IC134, Withholding
Affidavit for Contractors, signed by the Minnesota Department of Revenue.
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