Minnesota Department of Transportation

511 Travel Info

Safe Routes to School

Grantee Guidance: Procurement

The following guidance will explain our procurement process, answer frequently asked questions; provide procurement templates and set you up to get more youth in Minnesota walking, biking and rolling to school, and in daily life.

This guidance is provided to ensure that all recipients and/or grantees are aware of and comply with procurement requirements and conduct procurement transactions in a manner that provides full and open competition. The MnDOT Office of Transit and Active Transportation (OTAT) provides the same level of guidance and requirements for all procurements, regardless if granted with federal or state funds.

Procurement processes will vary based on the type and amount of the supply, equipment, product or service.   Each method for procurement is listed below, by clicking on the specific method sample documents are provided to complete your procurement.  Prior to soliciting vendors and signing contracts with vendors, sub-recipients and/or grantees must provide their completed documents for MnDOT's Safe Routes to School staff to review and then wait for a Notice to Proceed.

Purchasing/Procurement FAQ (updated January, 2020)

How to Make Purchases Large and Small

How to Make a Micro Purchase  (Up to $10,000)

A micro purchase is the acquisition of supplies, services and construction up to $10,000 or less. When purchasing goods or services within the micro purchase threshold, the grantee is not required to solicit for quotes. Grantee can reach out to obtain pricing from two or more vendors using any method they choose, and submit fair and reasonable price determination form with their paid invoice.

Typical SRTS related purchases under the micro purchase threshold might include:

  • Purchasing a bulk supply of stickers or items of value at $5 or less
  • Seeking a vendor to print brochures, flyers, or maps
  • Purchasing a fleet of bikes
  • Purchasing bike supplies, such as bike blenders, bike stands
  • Purchasing a bike trailer or constructing a bike storage unit
  • Seeking a vendor to conduct a study, audit or assessment
  • Purchasing approved bulk supplies or resource materials
  • Seeking a vendor to create and provide video media for public awareness

Follow these steps to start a micro purchase process:
  1. Acquire and document price estimate from 2 or more sources, use the fair and reasonable price determination form to decide on vendor
  2. Make purchases
  3. Submit the fair and reasonable price determination form with your paid invoice in your reimbursement reporting to MnDOT.
  4. Maintain a file of these documents.
Forms Needed for Micro Purchase:
Form Examples for Micro Purchase:

How to Make a Small Purchase ($10,000 to $250,000)

A small purchase, using state funds, is the acquisition of supplies, services and construction in amounts ranging from $10,000 to $250,000. When purchasing goods or services within the small purchase threshold, the grantee is required to solicit for quotes from 2 or more known vendors. Grantee conducts an informal solicitation and selection process. The approved process must be documented with the Independent Cost Estimate form, the informal solicitation and supporting documents.

Typical SRTS related purchases within the Small Purchase range might include:

  • Purchasing a large fleet of bikes
  • Purchasing bike trailers or constructing bike storage units
  • Seeking a vendor to conduct a study, audit or assessment
  • Purchasing approved bulk supplies or resource materials
  • Seeking a vendor to create and provide video or web media for public awareness
  • Consultant work

Follow these steps to start a Small Purchase process:
  1. Use our Small Purchase process checklist to ensure you have completed all required steps before making a purchase.
  2. Complete and submit the Independent Cost Estimate form and draft Request for Quotation Notice to SRTS project manager.
  3. Receive notice to proceed to solicitation from SRTS project manager.
  4. Proceed with process in ICE form for Step 3: Release of solicitation and determination of preferred vendor(s).
  5. Submit to SRTS project manager for review: quotes from preferred vendor and evaluation process along with Step:4 Draft Agreement.
  6. Receive Notice to Proceed to Contract/Agreement from SRTS project manager. Both parties can now sign agreement.
  7. Submit ICE form and vendor invoice for reimbursement.
  8. Maintain a file of these documents
Forms Needed for Small Purchase:
  • Small Purchase check list - supports grantee in completing all steps required for making a Small Purchase (over $10,000).
  • Independent Cost Estimate (ICE) form - provides the outline of the project purchase with estimated cost and sources in obtaining those costs. The ICE plans for the type of solicitation being followed and is used to verify expense with MnDOT project manager.
  • Request for Quotation Notice- provides the information needed to solicit potential vendors, outlining the project specifications, the request for pricing, and any requirements.
  • Sample Request for Quotation Response Form - that could be used in obtaining quotes from potential vendors. Grantees may use this form or some other type of document to obtain quotes
Form Examples for Small Purchases: