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Business support

Becoming a vendor for the county

We buy goods and services through a cost-effective, competitive, and fair process accessible to all businesses. We seek vendors who share our commitment to equal opportunity and affirmative action.

Public bid opening

Public bids are opened virtually using Microsoft Teams every Tuesday at 2 p.m. Allow up to five minutes for the live bid opening to begin.

After bids are opened, the information read will be posted on Supplier Portal or ProcureWare.

Current contract opportunities

Goods and general services

All public opportunities are posted on the Supplier Portal.

Human services

All public opportunities are posted on the Supplier Portal.

Professional services

All public opportunities are posted on the Supplier Portal.

Some non-public professional services opportunities are also available through the County's roster programs. These programs streamline the contracting process and give first consideration to emerging and small businesses certified by Central Certification (CERT) Program.

Learn more about:

Facility construction

Current and upcoming opportunities can be viewed in ProcureWare. If you need help registering, visit the ProcureWare help page. More help guides are available once you are logged in.

Some non-public construction and related opportunities are also available through the county's roster programs. These programs streamline the contracting process and give first consideration to emerging small businesses certified by Central Certification (CERT) Program.

Learn more:

Transportation construction

Current and upcoming opportunities can be viewed in ProcureWare. If you need help registering, visit the ProcureWare help page. More help guides are available once you are logged in.

What we buy and how we buy it

Goods and general services

What they are

Goods are materials and equipment including:

  • Uniforms
  • Furniture
  • Office equipment
  • Vehicles

General services are services that can be purchased based on the lowest price including:

  • Snow plowing
  • Lawn maintenance
  • Planting
  • Interpreting
  • Translation
  • Janitorial
  • Electrical

How we buy them

Goods and general services are typically purchased using quotes or formal sealed bids. The contract is awarded based on the lowest quote or to the lowest responsive, responsible bidder.

Human services

What they are

Human services are services to individuals or families to enhance safety, stability, self-reliance, and well-being. For example:

  • Social programs (such as food support, emergency shelter, and cash assistance)
  • Protective services for adults and children
  • Services for persons with disabilities
  • Services for seniors
  • Services for veterans
  • Behavioral and chemical health services
  • Child support
  • Employment services

How we buy them

New service providers are typically added through a competitive vendor selection process. Methods of solicitation include:

  • Requests for Proposals (RFP)
  • Requests for Qualifications (RFQ)
  • Requests for Information (RFI)
  • Solicitations of Interest (SOI)

Contracts are awarded based on evaluation factors included in the solicitation documents, including price. Learn about Health and human services partners.

Professional services

What they are

Professional services are highly technical services that often involve licensing requirements and require the use of professional discretion in the performance of the contract. Examples include:

  • Architectural
  • Engineering
  • Medical
  • Accounting
  • Auditing
  • Legal
  • Real estate
  • Consulting

How we buy them

A competitive vendor selection process is typically used to purchase professional services. Methods of solicitation include:

  • Requests for Proposals (RFP)
  • Requests for Qualifications (RFQ)
  • Requests for Information (RFI)
  • Solicitations of Interest (SOI)

Contracts are awarded based on evaluation factors included in the solicitation documents, including price.

Facility construction

What they are

Facility construction includes alteration, repair, remodeling, rehabilitation, improvement, extension, conversion or demolition of buildings and other structures.

How we buy them

We purchase these services through formal sealed bids or requests for proposals (RFPs). Bids are awarded based on the lowest responsive, responsible bidder. RFPs are awarded to the vendor whose proposal is most advantageous to the county based on several evaluation factors (including price) included in the solicitation documents. 

Businesses providing facility construction work or services can introduce themselves to the Facility Services Department at 612-596-6949.

Project safety

We require contract vendors to complete one or more of these forms before starting applicable work:

Bidders should be aware of the Minnesota Pollution Control Agency's pre-demolition rule (PDF, 1MB).

Road and bridge construction

What they are

Road and bridge construction services include alteration, repair, remodeling, rehabilitation, improvement, extension, conversion or demolition of roads, bridges, bike paths, and other transportation related structures.

How we buy them

These services are purchased through formal sealed bids and are awarded to the lowest responsive, responsible bidder.

Road and bridge construction businesses can introduce themselves to the Transportation Department at 612-596-0420.

Preparing and submitting a bid or proposal

Find an opportunity that seems right for your business on the Supplier Portal or ProcureWare. For an overview of the opportunity, click the event name. Follow our best practices guide, (PDF, 1 MB).

Step 1

Review the important dates and contact information.

Step 2

Carefully review the bid or Request for Proposal (RFP) documents.

Step 3

Let us know you are interested in a bid or RFP to receive notifications of any changes.

Step 4

Attend the pre-bid or pre-proposal meeting that is typically held virtually or at a local library.

  • This is an opportunity for prospective vendors to learn more about the solicitation and to ask clarifying questions.
  • A short presentation is often made to highlight important aspects of the bid or RFP
  • Attending is a good idea, but it is not required.
  • Questions and answers from the meeting are usually captured in an addendum and posted in the online systems.

Step 5

Submit any questions in writing by the date and methods specified in the bid or RFP.

  • All vendor questions and the answers will be posted in an addendum in the online systems.
  • If you indicated you are interested in the bid or RFP, you will receive an email notification when the addendum is posted.
  • Questions asked after the deadline may not get answered.

Step 6

Prepare your bid

Plan ahead and read the bid documents carefully. Every solicitation is different, and the required forms change.

  • Make sure you are registered in the online system a day or two before you are ready to bid.
  • Often you only need to provide pricing for bids in the online systems. Gather that information when you are ready to submit.
  • Bid documents usually require that your unit price includes ALL costs to provide the good or service. Make sure you consider this before determining price.
  • Submit your bid prior to the bid end date. Once the date and time passes, the bid will disappear. You will not be able to submit a bid after that.
  • Complete all required forms. Failure to submit a properly completed form may result in no further consideration of the bid by us.

Prepare your proposal

Plan ahead and read the RFP documents carefully. Every solicitation is different, and the required forms change.

  • Watch this 10 minute video on using plain language to improve your proposal (Video)
  • Make sure you are registered in the online system a day or two before you are ready to bid.
  • Proposals take longer to prepare and usually require you to complete documents outside of online system. Plan ahead and allow enough time.
  • A good proposal clearly explains how it meets the technical requirements and demonstrates it is the best solution for the county.
  • Differentiate your proposal from your competitors. General marketing and sales literature may detract from your proposed solution. Your proposal should be creative, not appear as a “canned” response.
  • The order of your proposal contents should follow the order of the requirements in the RFP. This allows the evaluators to know that you have addressed all aspects of the RFP requirements.
  • Complete all required forms. Failure to submit a properly completed form may result in no further consideration of the proposal by the county.

Step 7

Log in to the online system and complete the bid or proposal. Before submitting, review and acknowledge all addenda. Make sure your bid or proposal responds to any changes.

After selection - what to expect

If you are selected to move forward in the contracting process, we will verify some information about your business. You may be asked to provide additional documentation prior to contract award. These requirements vary by type of contract. If you fail to meet the verification requirements or provide requested documents by the due date, the county may not award you the contract.

Secretary of State registration

Every non-government vendor that contracts with the county must be registered with the Minnesota Secretary of State, regardless of the vendor’s location. Your company must appear as “Active/In Good Standing”.

The legal address where your company is registered is the address that will be listed in the header of your contract.

Debarment checks

There are federal and state requirements that an organization must not be suspended or debarred from doing business with the government. The county will verify this by checking the federal exclusions database and the state debarred vendor report. If your company appears on the list, you will not be awarded a contract.

Signature authority confirmation

Before a contract is awarded, you may be asked to provide documentation showing who has authority to sign contracts for your company. Documentation varies and may depend on how your company is organized (i.e., LLC, corporation, or partnership). Examples of documentation include:

  • A resolution from a board of directors, board of governors, or partnership
  • Corporate bylaws
  • Operating agreement
  • Partnership agreement

Signature authority documentation is not required for a sole proprietor.

Insurance

Vendors must have the appropriate level of insurance in place to enter into a county contract. Standard insurance requirements and terms vary by contract type. Any exemptions or variances to standard insurance requirements must be approved by our County Risk Manager prior to the contract being awarded. For more information see the Standard contract terms section.

A certificate of insurance will need to be filed with the county before the contract can be fully executed. This level of insurance must be maintained throughout the entire contract term.

Avoid these common certificate errors:

  • Failure to list Hennepin County as additional insured
  • Failure to list Hennepin County as the certificate holder
  • Certificate is not signed by the insurance agency
  • Date on the certificate is within the policy period

To learn why insurance is required, what types of coverages may be needed and how to avoid common pitfalls when submitting your certificate of insurance, review the insurance best practices guide (PDF, 1MB).

Diversity and inclusion

Contracts over $100,000 have diversity and inclusion requirements, which vary by contract type. You may be asked to provide documentation that are you meeting the requirements. For more information see the Reducing disparities through contracting section.

Payment and performance bonds

Many construction contracts require payment and performance bonds issued by a licensed surety. Bonds must be:

  • Completed on bond forms provided by Hennepin County,
  • Signed by the surety and an authorized signer for your company,
  • Notarized by a notary public, and
  • Accompanied by a completed power of attorney form.

Upon receipt, the county will verify the bond by emailing the surety.

Additional documentation

Some contracts may also require vendors to submit financial records, proof of licensing, registrations, or employee qualifications.

Contract performance

It is a good idea to reread the contract documents before performing work. Make sure you understand the requirements and have a plan to meet them. For more complicated contracts, the county may schedule a kick-off meeting with you to facilitate staff introductions and review the key elements of the contract.

Good communication is key to a successful contracting relationship. Make sure to check in with your county contract manager, meet contract deadlines, and submit any reporting requirements on time.

Getting paid

Before contract award, you may be asked to submit a W-9 to us. The county uses the information on this form to make payments to the vendor and report those payments to the IRS when required. After a contract is awarded, the county will issue a purchase order. A purchase order is required for almost all purchases. Invoices should reference the county’s purchase order number. Learn more about vendor payments.

Standard contract terms

Goods and general services

Bid documents, along with the winning vendor’s bid, become the contract document. Bid documents include:

Professional services

Professional services standard terms and conditions (PDF, 1MB)

Human services

Contracting guide (PDF, 1MB)

Facility construction

AIA 201 – General conditions (PDF, 9MB)

Road and bridge construction

Road and bridge construction standard terms and conditions (PDF, 21MB)

Need additional help?

If you still have questions after familiarizing yourself with the steps to do business with Hennepin County, you may schedule a contracting navigation consult. These are one-on-one, 30-minute sessions with the contracting navigator to support vendors who need further assistance understanding the county’s contracting process.

These consults are ideal for vendors who:

  1. Have reviewed the Contracting with Hennepin County page and available resources
  2. Are seeking clarity on specific steps or contracting requirements
  3. Need help identifying capacity building support or small business resources

Topics commonly covered in these consults include:

  • Supplier Portal registration
  • Overview of small business certifications
  • Understanding the RFP process
  • Referrals to business support services

Before booking a consult:

  1. Carefully review the resources on the main Contracting with Hennepin County page
  2. Prepare your specific questions

Book your Contracting Navigation Consult

Related pages

Community engagement rosterchevron_rightContracting with diverse vendorschevron_rightHealth and human services partnerschevron_rightIT consulting services rosterchevron_rightProfessional technical services rosterchevron_rightVendor paymentschevron_right