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State Accounting Information PO Number: ________________
<br />(d) Match Requirements Met. All match requirements must have been fulfilled by the Grantee prior to final
<br />payment by the State.
<br />(e) Federal Funds. No Federal funds will be used.
<br />6.3 Work assigned to the State. The Grantee may provide portions of the proceeds of this contract to the
<br />State. Work done by the State must be so specified in the Work Plan. A letter shall be sent to the State’s
<br />Authorized Representative and include: the specific area of the Work Plan authorizing the work; the
<br />portion of the proceeds to be used by the State; the name, title, address, phone number and e-mail
<br />address for the State’s representative assigned to accomplish the work; the expected completion date of
<br />the work; and a brief description of the nature of the work sufficient as the basis for judgment of
<br />whether or not the work was accomplished. If the work authorized by the Grantee is acquisition of land
<br />or an interest in land, the amount made available to the State shall include the Grantee’s proportionate
<br />cost of professional services to complete the acquisition. The Grantee’s proportion shall be determined
<br />by the ratio of its contribution to the acquisition price as a portion of the whole acquisition price. The
<br />Grantee’s proceeds available under Clause 8, Payment Procedures, of this contract shall be reduced by
<br />the amount provided for State use.
<br /> 6.4 Contracting and Bidding Requirements.
<br /> (a) Municipalities. Per Minn. Stat.§471.345, grantees that are municipalities as defined in Subd. 1 must
<br />do the following if contracting funds from this grant contract for any supplies, materials, equipment or
<br />the rental thereof, or the construction, alteration, repair or maintenance of real or personal property.
<br />i. If the amount of the contract is estimated to exceed $175,000, a formal notice and bidding process
<br />must be conducted in which sealed bids shall be solicited by public notice. Municipalities may, as a best
<br />value alternative, award a contract for construction, alteration, repair, or maintenance work to the vendor
<br />or contractor offering the best value under a request for proposals as described in Minn. Stat.§16C.28,
<br />Subd. 1, paragraph (a), clause (2).
<br /> ii. If the amount of the contract is estimated to cost between $25,000 and $174,999, the contract may
<br />be made either upon sealed bids or by direct negotiation, by obtaining two or more quotations for the
<br />purchase or sale when possible, and without advertising for bids or otherwise complying with the
<br />requirements of competitive bidding. All quotations obtained shall be kept on file for a period of at least
<br />one year after receipt thereof. Municipalities may, as a best value alternative, award a contract for
<br />construction, alteration, repair, or maintenance work to the vendor or contractor offering the best value
<br />under a request for proposals as described in Minn. Stat.§16C.28, Subd. 1, paragraph (a), clause (2) and
<br />paragraph (c).
<br /> iii. If the amount of the contract is estimated to be $25,000 or less, the contract may be made either
<br />upon quotation or in the open market, in the discretion of the governing body. If the contract is made upon
<br />quotation it shall be based, so far as practicable, on at least two quotations which shall be kept on file for a
<br />period of at least one year after their receipt. Alternatively, municipalities may award a contract for
<br />construction, alteration, repair, or maintenance work to the vendor or contractor offering the best value
<br />under a request for proposals as described in Minn. Stat.§16C.28, Subd. 1, paragraph (a), clause (2).
<br />(b) Nonprofit Organizations.
<br />i. Any services and/or materials that are expected to cost $100,000 or more must undergo a formal
<br />notice and bidding process.
<br />ii. Services and/or materials that are expected to cost between $25,000 and $99,999 must be
<br />competitively awarded based on a minimum of three verbal quotes or bids.
<br />iii. Services and/or materials that are expected to cost between $10,000 and $24,999 must be
<br />competitively awarded based on a minimum of two verbal quotes or bids or awarded to a targeted
<br />vendor.
<br />iv. The grantee must take all necessary affirmative steps to assure that targeted vendors from
<br />businesses with active certifications through these entities are used when possible:
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