How to Build Relationships With Procurement Officers

Published on: July 29, 2025

Practical steps for small and diverse businesses to connect with public buyers in Minnesota.

Why Relationships Matter

Many first-time vendors believe public procurement is fully automated—you submit a bid, and the lowest price wins. In reality, relationships still matter.

Procurement officers can't play favorites, but they can:

Remember which vendors are responsive and professional

Share information about upcoming opportunities

Recommend vendors for smaller quotes or pilot projects

For small and diverse businesses breaking into public contracting, relationship-building is a low-cost, high-impact strategy.

1. Start by Understanding Their World

Procurement officers work within strict rules. They must follow competitive bidding laws, evaluate proposals objectively, and ensure transparency. Understanding these limits helps you communicate more effectively.

Learn the basics:

Read the Minnesota Procurement Policy Manual to understand the process(mn.gov/admin/osp/purchasing-policy/)

Review state and local purchasing thresholds (e.g., small quotes vs. formal bids)

Learn who the buyers are at your target agencies

Find buyer contacts on:

Office of State Procurement (OSP) Vendor Info

City of Minneapolis Purchasing Department

Hennepin County Supplier Portal

2. Introduce Yourself Before You Bid

Too many vendors wait until a solicitation appears. By then, it's too late to make a strong first impression.

Smart ways to reach out:

Send a short introductory email (2–3 paragraphs) describing your services, experience, and certifications

Attach a one-page capability statement with your firm's NAICS codes, contact info, and relevant projects

Request to be added to the agency's vendor list or newsletter

Example:

The Minnesota Department of Transportation maintains a pre-approved vendor database for small contracts. Submitting early makes it easier for buyers to contact you when needs arise.

(MnDOT Vendor Info)

3. Attend Vendor and Buyer Events

Minnesota agencies and organizations host regular networking events where you can meet procurement officers face-to-face.

Top events to watch:

Procurement Fair & Small Business Expo—hosted annually by MnDOT and DEED

Hennepin County Small Business Expo—connects vendors with county buyers(hennepin.us/economic-development/business-support)

MEDA Procurement Connections—ongoing meet-the-buyer sessions for diverse firms(meda.net)

Association of Women Contractors (AWC) training events(awcmn.org)

When you attend:

Bring business cards or digital QR codes

Ask questions about upcoming contracts or purchasing categories

Follow up within a week with a thank-you email

Events are where long-term recognition begins.

4. Follow the "Helpful, Not Pushy" Rule

Procurement officers are busy. Strong relationships come from being reliable, not demanding.

Do:

Respond quickly to emails

Send updates when your certifications change or you add new capabilities

Share short success stories or relevant news

Don't:

Call repeatedly about specific awards

Argue over scoring decisions

Expect exceptions to deadlines or paperwork

Professional persistence leaves a positive impression.

5. Keep Your Vendor Profile Accurate

Most agencies use online vendor databases to find suppliers for quotes or small contracts. Outdated information means missed opportunities.

Checklist:

Update your contact info quarterly

Verify your NAICS codes reflect all your services

Add certifications (TGB, CERT, DBE) and renewal dates

Upload recent project examples if the portal allows

Example:

Vendors registered in the Minnesota Supplier Portal can edit profiles anytime. Accurate listings help buyers match you to the right bids.

6. Respond Even When You Can't Bid

If a procurement officer sends you a bid opportunity that doesn't fit, don't ignore it. Reply briefly to say thanks and explain why you're passing (e.g., timing, capacity, location).

This small courtesy shows professionalism and keeps you on their radar for future opportunities.

7. Deliver on Small Contracts First

One of the fastest ways to build credibility is completing a small job flawlessly.

Submit all paperwork on time

Communicate clearly about schedules and materials

Send invoices promptly and professionally

Procurement officers remember vendors who make their jobs easier. A track record of reliability can lead to referrals or invitations for bigger projects.

8. Participate in Post-Bid Debriefs

Whether you win or lose, ask for a debrief. It shows you're serious about improving.

You'll learn:

Which parts of your bid scored well or poorly

Whether your pricing was competitive

How your proposal compared to others

Take notes and apply the feedback next time. Buyers appreciate vendors who grow—and they remember those who handle rejection professionally.

9. Stay Visible Between Bids

Keep your name fresh without overdoing it.

Ideas:

Quarterly email newsletters with short updates (new services, safety awards, team highlights)

Social media posts tagging agencies when projects finish successfully

End-of-year thank-you notes recognizing your contacts' collaboration

Visibility builds trust, and trust builds opportunity.

10. Think Long-Term

Relationship-building isn't about winning the next bid—it's about becoming a consistent, dependable resource.

Procurement officers value:

Vendors who know the rules

Firms that communicate clearly

Partners who solve problems, not create them

Consistency over time turns small contracts into ongoing partnerships.