Response to Data Request from Star-Tribune The state of Minnesota contracts with vendors to provide services and goods. By statute, the commissioner of Administration is authorized: To supervise, control, review and approve all state contracts and purchasing; and, To perform all contract management and review functions for contracts, except those functions specifically delegated to be performed by the contracting agency, the attorney general, or otherwise provided for by law. The responsibility of the department begins at the point the agency makes a decision that a contract is required to fulfill its needs and ends when the contract is complete. Contracts that are encumbered must be entered into the state’s contract computer accounting system known as CFMS (Contract Financial Management Subsystem) or the state’s financial management system, MAPS (Minnesota Accounting & Procurement System). The following are descriptions of the contracts that are entered into with vendors. Professional/Technical Services Contracts are for services that are intellectual in character, including consultation, analysis, evaluation, prediction, planning, programming, or recommendation, and result in the production of a report or the completion of a task. Professional or technical contracts do not include the provision of supplies or materials except by the approval of the commissioner or except as incidental to the provision of professional or technical services (Minn. Stat. § 16C.08, subd. 1). A Master Profession/Technical Services Contract is an umbrella document that provides the general framework for using services of multiple contractors. The contract document identifies in detail, rates, conditions and products for each kind of service defined for multiple contractors. A master contract program is not set up with just one vendor. A master P/T contract accomplishes generally identifiable tasks for which no reasonable determination of actual need can be made. For example, some agencies know they will eventually need court reporter services sometime during the fiscal year; however, no one can reasonably predict exactly when or where. A master P/T contract is an unencumbered contract with a single vendor where a maximum dollar limit is identified. Funds are encumbered through the work order contract that is issued by the using agency. A Service Contract is a contract for any nonprofessional or technical services (Minn. Stat. § 16C.02, subd. 16). Examples include snow plowing, copy machine repair, maintenance, and housekeeping. Unlike professional/technical service contracts, there is no general statutory authority for agencies to enter into service contracts with private vendors. It is the commissioner of Administration that enters into all service contracts, unless specifically provided by statute or delegated by the commissioner of Administration. However, when one agency needs services that can be provided by another agency, an interagency agreement should be used to obtain those services. An example would be an agency that was experiencing unusual protest activities may contract with the agency that provides protection services. A Commodity Contract is a contract for products or services established by the Materials Management Division of the Department of Administration to be used by one or more state agencies. These contracts are non-encumbered contracts. Funds are encumbered for both service and commodity contracts through orders that reference those contracts. These orders are entered in MAPS. Information, in the form of records, is extracted from both CFMS and MAPS to the state’s data warehouse, the Information Access Warehouse on a daily basis. Following is a description of the data elements included in the information retrieved in response to the request from the Star-Tribune. Tables in Database Table Name Description of Data CFMS Contracts The data in this table reflects all contracts for professional/technical services entered in CFMS and that were active, at some point, from January 1, 2000. Commodity Contract The data in this table reflects contract header information for goods or Header services entered in MAPS and that were active, at some point, from January 1, 2000. Commodity Contract The data in this table reflects line detail information corresponding to the Line contracts entered into MAPS. Data Dictionary This table includes a description of all fields used in the above tables. Contract Type Descriptions* Contract Title Description Type APK Annual Plan Contract These contracts are used to pre-establish authority to obtain professional/technical (P/T) services (not consultants) on demand. These contracts contain the authority to spend up to specific amounts (generally $500) with any given vendor in a specific category. ASC Agency Service Contract These contracts are used by state agencies for services ASK such as snow removal, rubbish removal, linen services, septic cleaning, etc. Contracts may be for $5,000/year or less. This does not include maintenance services. BCC Building Construction These contracts are used by state agencies to BCK Contract construct, erect or remodel a building by or for the state or an agency. BLK Blanket Contract These contracts are “blanket” documents that allow the vendor number to be input payment time, much like the BPM. During contract setup the vendor number used is 999999999 99; vendor number to be input at time of payment. When using this document type, a T-Number is required. CSS Office Supply Connection This document type is used for the Central Stores Contract catalog and is entered in MAPS. DEC Direct Entry Contract A general contract for goods or services, not P/T, created for use by a specific agency. EAK Easement Agreement Contracts that involve the acquisition of specific land rights, whether for conservation or construction purposes. LOC Equipment Lease- A lease contract containing a purchase option in Lease/Purchase which the lessee’s periodic payments or parts thereof may be applied to serve both as the rental obligation and as installments for acquiring ownership of the property upon lessee exercising the purchase option. LPC Land Purchase Agreement Contracts that involve the purchase of land. LPK LSC Commercial Real Estate Lease These contracts are for leases of square footage (e.g., LSK office), acreage (e.g., land), and use leases (e.g., radio tower) that involve the state as the lessee and an outside vendor as the lessor. MLK Master Lease Contract These are contracts that involve the lease purchase financing for equipment MRK Master Roster Contract These contracts must be used with contracts written from the Department of Administration’s Information Technology Master Roster. MRK contracts cannot exceed a total of $500,000 MSC Master Service Contract Professional/technical contracts that were entered into MAPS prior to the implementation of CFMS. MWK Master P/T Work Order Used to place an order for specific job with vendors identified on a Master Professional/Technical Contract OCC Other Construction Contract These contracts involve construction other than OCK highway or building construction. OEC Order Encumbrance Contract This document type is used when the solicitation, award and contract process is accomplished outside MAPS. The pre-encumbrance and encumbrance of funds occurs in MAPS. PKF Finance Contract This document type is used when a contract from a closed fiscal year is incorrectly cancelled or closed because of change in vendor, accounting information, etc. The contract can be re-established by the Department of Finance. PPC Public Private Partnership Contracts that are a combination of PPK professional/technical services and material goods. Mn/DOT is the only agency authorized to use this type of contract at this time. PTC P/T Services Contract All consultant, professional, and technical service PTK (intellectual in natures) contracts to which the state is a party. RLK Real Estate License This document type is for agreements to use spaces Agreement that are non-exclusive. These agreements are normally for a longer period of time than SSK documents, and do not include auxiliary services (maintenance is considered part of the use agreement). Examples include space for antennas, and testing sites that may be used by others on days when the state isn’t using them. SAC Software License/ Contracts that involve the licensing or maintenance of SAK Maintenance Contract computer software. SCC State Commodity Contract A contract for products or services, not P/T, generally established by the Materials Management Division to be used by one or more state agencies. SSK Short-Term Space Agreement This document type is used by state agencies for a short-term use of space that includes auxiliary services, such as a conference center hosting a seminar. SSC State Services Contract A contract that calls for a contractor’s time and effort, such as janitorial services or rubbish hauling, rather than for a product. The term as defined here does not include professional/technical services, employment agreements or collective bargaining agreements. STC State Use Contract This document is used for items supplied by any state agency for use by other agencies. UMP U of M – P/T Used when purchasing P/T services from the University of Minnesota. *As a general rule, contract types that end in a “C” are entered into MAPS. All others are entered into CFMS, unless otherwise noted.
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