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.
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.
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 on file 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 not current (should not be older than 2 months from current date)
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.
Some contracts may also require vendors to submit financial records, proof of licensing, registrations, or employee qualifications.
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.
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 getting paid.