Vendor Selection & COI — Ikhlas Solutions

OSG (Ohio Security Grant) NSGP (NSGP-S & NSGP-NSS) 📊 Procurement Process Guide

🏛️

Ohio Security Grant (OSG)

State-funded via Ohio EMA · Ohio Grants Partnership · ORC procurement rules apply

🎯 Vendor Selection Criteria

📌

OSG requires selecting the lowest responsible and responsive bidder for sealed bids, or the highest-scoring proposal when using an RFP with weighted criteria. Price alone is not always the deciding factor — qualifications and compliance matter.

💲

Total Price / Cost

Primary factor for sealed bids. For RFPs, price is weighted alongside technical criteria.

📜

Responsiveness to Specifications

Proposal must meet all minimum requirements in the RFP/RFQ. Non-responsive bids must be rejected.

🏆

Vendor Experience & Qualifications

Demonstrated experience with similar security installations. References from comparable projects.

🛡️

Licenses & Certifications

Ohio contractor license, security systems license (ESA/NBFAA), relevant manufacturer certifications.

📋

Technical Approach

Proposed methodology, equipment quality, and installation plan match the scope of work.

⏱️

Timeline & Availability

Vendor can complete work within the grant performance period.

🔧

Warranty & Service Terms

Equipment warranty (1–3 years minimum), ongoing maintenance/monitoring options.

🔒

Insurance Coverage

General liability, workers' compensation, and bonding requirements verified.

Source: Ohio Grants Partnership Procurement Manual; Ohio Revised Code §153.012

🚫 Disqualifying Factors (Must Reject Bid)

Bid submitted after the stated deadline
Bid does not meet minimum technical specifications
Vendor is debarred or suspended from state/federal programs
Required certifications or insurance not provided
Bid is materially incomplete or unsigned
Vendor has an undisclosed conflict of interest with a decision-maker

⚖️ Conflict of Interest (COI) Requirements — OSG

⚠️ What Constitutes a Conflict of Interest

An employee, officer, or agent participates in selecting a vendor who employs or pays them personally
A decision-maker has a financial interest in a vendor (ownership stake, stock, profit-sharing)
A decision-maker or their immediate family member is employed by or owns the vendor
A vendor was involved in drafting the scope of work / specifications for the same procurement
A personal relationship that gives a vendor an unfair advantage in the evaluation

✅

Required Action: COI Certification All individuals involved in procurement decisions must sign a COI certification form. If a conflict is identified, the individual must be recused from all evaluation and award decisions — document the recusal in writing. Retain signed certifications in the grant file.

🇺🇸

NSGP — Federal Nonprofit Security Grant (NSGP-S & NSGP-NSS)

2 CFR Part 200 (Uniform Guidance) · NSGP-S via Ohio EMA NSGP-NSS via FEMA GO

📌

NSGP-S and NSGP-NSS share identical vendor selection and COI requirements. Both are governed by 2 CFR Part 200. The only difference is the administrative channel: NSGP-S reimbursements and approvals go through Ohio EMA; NSGP-NSS goes directly through the FEMA GO system.

🎯 Vendor Selection Criteria — NSGP

📖

Per 2 CFR §200.318–200.327, all procurement must provide full and open competition. Selection must be based on documented, publicly stated criteria. Price is a primary factor.

💲

Price / Cost Reasonableness

Must determine price is reasonable. Competitive process establishes reasonableness by market comparison.

📜

Technical Responsiveness

Proposal must fully address all specifications. Non-responsive bids must be rejected per federal guidance.

🏆

Vendor Responsibility

Financial stability, performance record, technical resources, and ability to meet the delivery schedule.

📋

Past Performance

References from similar projects. Government or nonprofit client experience preferred.

🛡️

Licenses & SAM.gov Eligibility

State licenses, bonding, insurance. Vendor must be active and not excluded in SAM.gov at time of award.

⏱️

Delivery / Performance Schedule

Work completable within grant performance period. EHP-related delays must be accounted for.

Criterion	Suggested Weight (RFP)	Sealed Bid
Total Price	40–60%	Primary (lowest wins)
Technical Approach & Specs Match	20–30%	Pass/Fail
Qualifications & Experience	15–20%	Pass/Fail
Timeline & Availability	10–15%	Pass/Fail
Warranty & Service	5–10%	Pass/Fail

Source: 2 CFR §200.318–200.327; FY2024 NSGP NOFO; Ohio EMA Subrecipient Procurement Guidelines

🚫 Prohibited Procurement Practices (Federal)

Restricting competition to a single vendor without adequate written justification
Using geographic preference as an evaluation criterion (e.g., "Ohio vendors only")
Awarding to a vendor on the federal debarment/suspension list (check SAM.gov)
Using a vendor who helped write the specifications (organizational conflict of interest)
Splitting purchases to stay below procurement thresholds (artificial splitting)
Procuring items not in the approved budget without prior EMA/FEMA approval
Beginning work before EHP approval is received in writing

⚖️ Conflict of Interest (COI) Requirements — NSGP

📖

Regulatory Basis: 2 CFR §200.318(c) "The non-Federal entity must maintain written standards of conduct covering conflicts of interest and governing the actions of its employees engaged in the selection, award and administration of contracts."

⚠️ Federal COI Definition

Any employee, officer, or agent participating in procurement has a real or apparent financial or personal interest in the award
A decision-maker or immediate family member holds an ownership interest (>5%) in a vendor being considered
A vendor offered, gave, or agreed to give anything of value to a grant employee in connection with the procurement
A subrecipient officer is also an officer, director, or employee of a vendor being considered
A vendor was involved in drafting the specifications, SOW, or evaluation criteria for the same procurement (organizational COI)
Any relationship that creates even the appearance of bias in vendor selection

✅

Required: Written COI Policy + Individual Certifications The organization must have a written COI policy. All procurement decision-makers must sign individual COI certifications before award. If a conflict is identified, the individual must be formally recused and the recusal documented in writing. Retain all COI documentation in the grant file.

📝

Reporting Requirement NSGP-S Report identified COI to Ohio EMA.
NSGP-NSS Report identified COI to your FEMA program officer in writing. Any post-award discovery may require contract rescission.

🚨

Penalty for COI Violations Failure to properly identify and manage conflicts of interest can result in disallowed costs, award termination, and referral for investigation under federal law.

Quick Reference: COI Comparison

Requirement	OSG	NSGP-S & NSGP-NSS
Written COI Policy	Required	Required
Individual COI Certifications	Required	Required
Vendor-wrote-specs disqualification	Best Practice	Required
SAM.gov debarment check	Recommended	Required
Report COI to oversight agency	Ohio EMA (if material)	Ohio EMA (NSGP-S) / FEMA (NSGP-NSS)
Record retention	3 years post-closeout	3 years post-closeout