Minnesota Department of Transportation

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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 attest to fair and reasonable pricing on the invoice to MnDOT.

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, then
  2. Make purchases.
  3. Attest to fair and reasonable price determination (based on recent purchase, current price list/catalog/website, etc.) with your paid invoice in your reimbursement reporting to MnDOT.
  4. Maintain a file of these documents.
Forms Needed for Micro Purchase:

*No forms are needed beyond the invoice submitted to MnDOT*

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.

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:

(Use our Small Purchase process checklist to ensure you have completed all required steps before making a purchase.)

  1. Draft Request for Quotation Notice (template and sample), and RFQ Vendor Pricing Response form and submit to SRTS project manager.
  2. Receive notice to proceed to solicitation from SRTS project manager.
  3. Send Request for Quotation Notice and RFQ Vendor Pricing Response form to two or more vendors.
  4. After receiving vendor responses, use the questions in the Preferred Vendor Evaluation form to demonstrate your process for selecting preferred vendor. Then send RFQ vendor pricing response form, Preferred Vendor Evaluation form, and draft contract (purchase order, invoice, or contract) to SRTS project manager for review.
  5. Receive Notice to Proceed to Contract/Agreement from SRTS project manager. Both parties can now sign agreement.
  6. Submit invoice including expenses related to the vendor (including purchase order) to project manager for reimbursement.
  7. Maintain a file of these documents
Forms Needed for Small Purchase:
Form Examples for Small Purchases: