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Ohio Administrative Code (Last Updated: January 12, 2021) |
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4115 State Committee for the Purchase of Products and Services Provided By Persons with Severe Disabilities |
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Chapter4115-6. Approval of Central Nonprofit Agencies |
4115-6-01. Approval of central nonprofit agency(ies)
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(A) An applicant for approval as a central nonprofit agency shall complete and submit to the executive director of the committee a notarized application prescribed by the committee establishing all of the following:
(1) Certification by the secretary of state as a nonprofit corporation according to sections 1702.01 to 1702.58 of the Revised Code.
(2) Certification by the "Internal Revenue Service" indicating that the organization has been accepted as a nonprofit agency for taxation purposes.
(3) Employees and/or consultant(s) sufficient in numbers, qualifications, and knowledge to provide services required to carry out the responsibilities in rule 4115-5-03 of the Administrative Code.
(4) Practical knowledge of the state use program, including but not limited to:
(a) Operation of qualified nonprofit agencies;
(b) Experience in political subdivision contracting activity;
(c) Experience in state government contracting activity.
(5) Federal identification number.
(B) The application for approval shall also include all of the following:
(1) The organization's financial statement for the past two years.
(2) A business plan which clearly demonstrates the organization's ability to provide the following:
(a) To publish and distribute an annual catalog of goods and services on the committee's procurement list;
(b) Accounting and record keeping capabilities sufficient to meet the responsibilities in rule 4115-5-03 of the Administrative Code including, but not limited to, a well-documented background in cost accounting including experience in the following:
(i) Interpreting specifications.
(ii) Preparing, documenting and justifying bills of material and the associated costs.
(iii) Preparing, documenting and justifying bills of labor and associated costs.
(iv) Preparing, documenting and justifying bills of equipment and associated costs.
(v) Providing support documentation demonstrating competitiveness of costs.
(c) Ability to implement a compliance program including, but not limited to, the following:
(i) Comparing actual cost to the original cost proposal and/or budget.
(ii) Tracking and assessing compliance on hours worked by employees of the qualified nonprofit agency.
(iii) Assessing compliance to labor budgets or estimates.
(iv) Explaining how the applicant will perform an audit of supplies and equipment.
(v) Detailing the manner in which compliance reviews will be performed in all sites throughout the state.
(vi) Detailing the proposed frequency of compliance reviews.
(vii) Detailing the manner in which noncompliance will be reported to the qualified nonprofit agency, ordering office and committee.
(viii) Detailing the manner in which noncompliance situations will be resolved.
(d) Computer/data processing capability sufficient to perform all the responsibilities in rule 4115-5-03 of the Administrative Code.
(e) Sufficient communication systems and written procedures to perform the responsibilities in rule 4115-5-03 of the Administrative Code.
(f) A plan for developing and marketing products, services priced as products and services on a statewide scale within the context of a noncompetitive, socioeconomic set aside program.
(g) A plan for public relations programs to educate government entities on the availability of, and advantages to, purchasing products and services through the state use program.
(h) A plan for providing technical assistance and training programs to qualified nonprofit agencies. Technical assistance shall include, but not be limited to:
(i) Product and site-specific service cost accounting;
(ii) United States department of labor requirements;
(iii) Occupational safety and health administration requirements;
(iv) Competitive sourcing of supplies and equipment;
(v) Product and service development;
(vi) Committee requirements;
(vii) Quality management;
(viii) Contract site compliance;
(ix) Invoicing procedures.
(i) A plan for continuous quality improvement.
(j) A detailed line item budget.
(k) A statement, signed by an authorized person, committing the applicant to recruit and employ qualified people with severe disabilities.
(1) A statement, signed by an authorized person, that representatives of the applicant will attend all meetings of the committee and that the applicant will notify all qualified nonprofit agencies and ordering offices of the date, location and time a pertinent business item will be brought before the committee.
(m) A statement signed by an authorized person that the applicant's board shall welcome no more than two representatives of the committee, as appointed by the committee chair, to attend all board meetings, with the opportunity to present matters to the board.
(n) A statement, signed by an authorized person, that the applicant will provide services on a statewide basis.
(C) The applicant shall have a fully functional office geographically located in central Ohio capable of meeting all the needs and requirements of the state use program.
(D) Initial approvals of central nonprofit agency(ies) shall be valid for up to five years from the date of issuance, contingent upon passing annual evaluations pursuant to rule 4115-6-04 of the Administrative Code.