Ohio Security Grant (OSG) & NSGP (Federal) — State and Federal Procurement Requirements
| Purchase Amount | Method Required | Min. Quotes | Documentation |
|---|---|---|---|
| Under $10,000 | Micro-purchase — direct buy | 1 | Receipt or invoice |
| $10,000 – $25,000 | Simplified Acquisition / Small Purchase | 3 quotes | Written quotes, price comparison, selection justification |
| Over $25,000 | Formal Competitive Sealed Bid / RFP | Open competition | Published RFP/RFQ, bid tabulation, award letter, contract |
Security system installations typically exceed $25,000 — the formal RFP process applies to most OSG purchases.
Write a detailed description of the security system — equipment specs, installation requirements, warranty, and service expectations. Attach site walkthrough notes or floor plans as appendices.
Distribute RFP to at least 3 qualified vendors. Include: submission deadline (10–14 days minimum), evaluation criteria, required certifications and insurance.
Invite all vendors to a walkthrough before bid submission to ensure accurate pricing. Document attendance.
Collect all proposals by the deadline. Complete a Bid Tabulation Sheet comparing all vendors — name, bid amount, compliance with specs, notes on non-responsive bids.
Minimum 2 bids typically required. If fewer respond, document outreach efforts.
Award to the lowest responsible/responsive bidder (sealed bids) or highest-scoring proposer (RFP). Write a brief Vendor Selection Justification referencing the evaluation criteria.
Confirm no conflicts exist between decision-makers and the selected vendor. See COI requirements →
Written contract must include: scope of work, price and payment terms, performance period, termination clause, and required state certifications.
Some OSG expenditures require EMA pre-approval before work begins. Check your award agreement.
Keep on file for at least 3 years after grant closeout: RFP/RFQ, all bids received, bid tabulation, selection justification, signed contract, invoices, COI certifications.
| Purchase Amount | Method | Requirements |
|---|---|---|
| ≤ $10,000 | Micro-purchase | Equitable distribution among qualified suppliers; no competition required |
| $10,001 – $250,000 | Small Purchase | Price/rate quotes from adequate sources — typically 3+ |
| Over $250,000 | Sealed Bids or Competitive Proposals | Full competitive process — publicly advertised, formal evaluation |
Confirm with Ohio EMA NSGP-S or your FEMA program officer NSGP-NSS that EHP review has been submitted. You may solicit bids while EHP is pending — but do not award or begin work.
Scope of work must be detailed enough for accurate pricing. Required content:
NSGP-NSS only: confirm each item has an applicable FEMA Authorized Equipment List (AEL) code before writing specs.
Before awarding, verify the vendor is not debarred or suspended at sam.gov. Print and retain the search result.
Distribute RFP to qualified vendors. Allow adequate response time (10–21 days). Document all vendor communications.
Compare all proposals against stated criteria. Document in a formal Bid Tabulation sheet. Determine price reasonableness.
All individuals involved in the procurement decision must certify no COI exists. See federal COI requirements →
Wait for written EHP approval before proceeding to award or contract execution.
Do not sign contracts or issue purchase orders until EHP is approved in writing.
Select the responsible, responsive lowest-cost bidder (or highest-scored proposer). Contract must include required federal clauses per 2 CFR §200.327 and Appendix II.
NSGP-S Submit to Ohio EMA per sub-award reimbursement process.
NSGP-NSS Submit directly in the FEMA Grants Outcomes (GO) portal. Attach invoices, proof of payment, and all procurement documentation.
| Requirement | OSG | NSGP-S & NSGP-NSS |
|---|---|---|
| Written Scope of Work | Required | Required |
| Minimum 3 Quotes (small purchase) | Required | Required |
| Bid Tabulation Document | Required | Required |
| Vendor Selection Justification | Required | Required |
| COI Certification | Required | Required |
| SAM.gov Debarment Check | Recommended | Required |
| EHP Approval Before Work | N/A | Required |
| Written Contract | Required | Required |
| Record Retention | 3 years post-closeout | 3 years post-closeout |
Generate standardized bid tabulation forms and RFQ templates for OSG and NSGP procurements. Required documentation for all formal procurements.