AppendixA
Ohio Manufacturing Extension Partnership Program
Program Years 2018-2021
RFP Process,Awards Processand MandatoryCompliance
AppendixA– RFP Process,Awards Process,and MandatoryCompliance
RequestforProposals Process:ThisOhioDevelopment Services Agency (“DSA”)Requestfor Proposals (RFP)processwill consistofthefollowingsteps:
I.Release ofRequestfor Proposal(RFP)
This RFP will be released by publication on the State of Ohio Procurement website at and the DSA website at
II.Pre-bid Conference
DSA will schedule an in-person pre-bid conference with teleconference capabilities. The event will be recorded and placed on the DSA website for future reference.
III.LetterofIntent
A prospective Lead Applicantmustsubmita LetterofIntentvia the online application portal, which may be accessed through the DSA website at (see e-mail backup in the proposal instructions),as aconditionto submitting a Proposal.The LetterofIntentshouldbe addressedto the StateDirector, Ohio Manufacturing Extension Partnership, with “MEP Letter of Intent” appearing in thesubject line.
TheLetterofIntentmustbe printed on the Lead Applicant organization’s letterhead and signed by an executive authorized to commit the organization. The letter mustinclude thefollowinginformation: the prospective Lead Applicant’s name,address,phone number,contactperson (first and last name),includinge-mail address forthe contact, region(s) to be served, proposed Partners, Federal funds to be requested, estimatedState Fundsto be requested, estimated cash Cost Share, estimated Donated (“In-Kind”) Services,andabriefsummaryoftheproposedProject.The Letter of Intent should not exceed two pages. DSAreserves the righttoprovide commentsbacktotheLeadApplicantonanyLetter ofIntent submitted, and to schedule a face-to-face meeting with the Lead Applicant to discuss the proposed Project.
Please note,no proprietaryortradesecretinformationmaybe included in theLetterof Intentastheserecordswill be posted tothe RFPwebsitein theiroriginalformat. While submitting a LetterofIntentdoesnotobligatetheprospective Lead Applicantto submita Proposal,aProposalwillnotbereviewed unless aLetterofIntent forsuchProposal has been submitted.
DSAwill assigneachLetterofIntentsubmittedan identificationnumberforthe anticipated Proposal.The identification numbermustappearontheApplication Information Page oftheProposal. SeeAppendixB –Application Forms.
IV.Questions andAnswers (Q&A)and Communications
a.Questionand AnswerPeriod
All questionsregarding thisRFPmustbesubmitted toDSAstaffin writingvia email. Allquestionsandinquiriesmustbesentto ith a subjectline of“2018 SpecialRFPQ&A”.
b.CommunicationduringProposal Period
Aftera Proposal issubmittedforthisprogramRFP,DSA reservestherighttorequestadditionalinformationfromanyorall LeadApplicantsto assistin itsevaluation process.However,no Lead Applicant,partnerorothers acting ontheirbehalfmaycontactanyDSA staff, State of Ohio Executive Branch members or DSA’sexternalevaluators (if any),outside of the Q&A process, regarding thesubmitted Proposalduring theProposalPeriod.The Proposal Period is consideredto bethedate ofProposal submissionforthisRFPthroughthe dateofDSA’saward/rejection decisionforthat Proposal.Current Lead Applicantsresponding tothisRFPare expectedto limittheircontacttothose DSAstaffwith whomtheyordinarily interactregarding theadministration of DSAprogramsandgrants.LeadApplicants,partnersand others acting ontheirbehalfaretoavoid directcontactwith Department of Commerce (NIST)orotherDSAstaffduring theProposal Period,otherthan thatwhich mightoccuratregularlyscheduled meetings, or with respect to programs other than MEP.
c.Ifa LeadApplicant,Partnerand/orothersactingontheirbehalfmakesprohibited contact,DSAin itsdiscretionmaysubjectthe Proposaltoeliminationfromthe RFPprocess.
V.SubmittalofProposal
Itistheresponsibilityofeach Lead ApplicanttoensurethatDSA’sOfficeof Small Business & Entrepreneurshipreceives Proposalsbythe submission deadline.LateProposalswill notbereviewednorconsidered.
A Lead Applicantmustensurethata Proposal submitted inresponsetothisRFPcomplies withall therequirementssetforth inthisRFP. AllLead Applicantsare advised toreadthis RFPcarefullyto ensurea complete understanding oftheProposalrequirements.In particular,theform,format, and contentofall Proposalsmustfollowthe directionsprovided in Sections 2,3and 4and usetheformspresented inthe Appendices.TheLeadApplicantissolelyresponsible to ensure itsProposaliscomplete, accurate,responsive to the requirementsofthis RFP,andreceived byDSA’sOfficeof Small Business & Entrepreneurshipbythe deadline provided onthe coverofthisRFP.
Note: All costsincurred in preparation ofaProposalshall be bornebytheLead Applicantand itsteam.Proposalpreparation costsand/orProposal consultancycostsare notrecoverable fromDSAfundsnorwill theybe considered as Cost Shareto theProject.The Stateshall nototherwise contributetoorbe liable forthecostsofProposalpreparation.
Awards Process:DSA’sAwardsProcesswill consistofthefollowingsteps:
I.ProposalReviewand Evaluation Procedures
DSAusesa competitive,objective,and transparentprocesstomake awards to projectsbased onproposalsthatreflectmeritoriousstatementofworkcontent,sound businessplans,andthe potentialforpositive impactson economic conditionsinOhio.
Upon receiptofproposals,DSAstaffwill conductanadministrative reviewusingan established written protocoltoscreen proposalsforcompliance with the objective content requirementsdefined in the RFP. Examples ofproposal elementschecked in thescreening process include Lead Applicanteligibilityand proposalcompleteness. Proposalsfoundnotto complywith thisRFP’srequirementsmaybeeliminatedfromthecompetition andnot reviewed further.
Proposals that are deemed to be compliant will be ranked using the criteria outlined in Section 4 of the RFP. In order to ensure the highest quality of service for the state as a whole, DSA staff may contact Lead Applicants to request modifications to the services offered or funds requested.
II.Award Decision
DSA staff will recommend to the Director of DSA (“Director”) for funding a proposal or set of proposals that in combination represent the highest quality and the best coverage of the state’s regional MEP program needs. DSA staff will notify Lead Applicants whose proposals have been recommended for funding, as well as those whose proposals have not been selected,shortly after the evaluation is complete.
Thedecision of the Directorregarding funding of any and all proposals is final, subject to any modifications directed by theControlling Boardas described in paragraph III below.
III.Controlling Board Approval
Followingselection byDSA,anawardofMEP fundsmust be approved bythe state’sControlling Board,a legislative bodythatreviews appropriations of statefunds.DSAwill requestControlling Boardreviewassoon as possible afterthefundingdecision. Ifrequested,Lead ApplicantsselectedbyDSAforfunding mustattendthe ControllingBoardmeeting at which theirapplicationsforfundingareto beconsidered.The ControllingBoard processnormallytakes aminimumof45to60 daystocomplete.
IV.Award andAgreementPreparationandExecution
AwardsofOhio MEP fundswill be made based onproposalsassubmitted (includinganysuchmodificationsthatmaybe identified during thereviewand evaluation processand asmaybeagreed bytheLead Applicant),the Projectbudget,andany conditionssetforth bythe Director or NIST.The Grantwillremain openfor the duration of the Project,plus a reportingperiodtobe determined byDSAduring which annualreportsarerequiredtobesubmittedtoDSA.
DSAwill prepare aGrantAgreement,a legalagreementsettingforththetermsand conditionsupon which MEP fundsareawarded andtherespective rightsand obligations ofthe LeadApplicantandthe StateofOhio with respecttoDSA funds, federal fundsandthe Projectforwhich theyaretobe used.The GrantAgreementwill incorporate the proposaland Projectbudget,aseithermayhave been modified byevaluationfindings, funding decisions,orothertermsorconditionsconsistentwith the approvalof DSA.DSAmayrequiretheLead Applicantto provide cash flowprojectionson aquarterlybasis.
GrantAgreementsaresentto LeadApplicantsforreviewand signature.DSA executes GrantAgreementsonbehalfofthe State afterthe Grant Agreementisacceptedbythe Lead Applicant.AfterDSAexecutesthe Grant Agreement,the Grantisenteredonthe state’saccounting systemand invoices maybe submitted.OncetheGrantAgreementisfully-executed,theLead Applicantwill be considered andreferredto asa“Grantee”.
A Grantee isrequiredtocompletetheProjectasdescribed intheGrantee’sProposal as submitted andwith onlythose modificationsasagreed bytheGrantee andDSAin finalizingtheGrantAgreement.DSAwillassign aProgramManagerwho willwork with the Granteethroughoutthe ProjectPeriod.DSAstaffandthe Granteewill develop a series ofperformancemetricsthatwillbe usedtomeasure progressontheGrant Agreement.
All Granteeswill be requiredto submittoDSAquarterlyprogressand semi-annual metrics reports,as well as invoices and expendituresreports,to documentachievementofProject milestones,toreportProject-relatedsuccessstories,andtosubmitpost-Projectcompletion annualreportsforaperiod oftimeto bedetermined byDSA.All reportsand invoices will be submitted in theformandformatrequired byDSA,which may changefromtimetotime.
Fromtimetotime during theTermoftheAgreement, a Granteemayorganize conferencesor othereventsopento industryrepresentatives orthegeneral publicrelatedtotheProject,the subjectmatteroftheProjectorassociatedworkofthe Granteeoritspartners.In consideration ofthe Grant, uptotwo representatives oftheGrantormayattendsuch conferencesandeventsforthepurposesofsharing informationbetweentheGrantee,its partnersandotherconstituents,andthe Grantor. The Granteeshallprovidethe Grantorreasonableadvance noticeofanysuch conferencesandevents.The Grantorwill notbechargedregistrationfeestoattendsuch events.
MandatoryCompliance:Thefollowingrestrictions applyto allDSAProjects:
I.Human and AnimalResearch
ForanyProposalthatincludes use ofhumansubjects, theLeadApplicant’sand each partner’s human subjectpolicies and proceduresmustcomplywith the Code ofFederal Regulations,Title 45,Part46.Forany Proposalthatincludes useofanimalsubjects,the Lead Applicant’sand each Partner’sanimalsubjectpolicies and proceduresmust complywith USCode,Title 7, Sections2131-2156.
II.Obligationstothe State;Compliancewith Laws
Granteeswill be requiredtocertify in theGrantAgreementthattheydonotowe:1)any delinquenttaxes tothestateorapoliticalsubdivision ofthe state;2)any moniestothe stateorastate agencyforthe administration orenforcementofanyenvironmentallawsof the state;and3)anyothermoniestothe state,astate agency,ora politicalsubdivision of the statethatarepastdue,whethertheamountsowed arebeing contested in a courtoflaw ornot.
GrantAgreementswill require Granteesto comply with all applicable federal,state,and local lawsin the performance oftheProject.Granteesmustacceptfull responsibilityfor paymentsofall unemploymentcompensation,insurance premiums,workers’ compensation premiums,all incometaxdeductions,socialsecuritydeductions,and anyand all othertaxes orpayroll deductionsrequiredforall employeesengagedbyGranteeson the performance ofthe workauthorized bythe GrantAgreements.
III.CompliancewithGovernor’s ExecutiveOrder2011-03K
In accordancewith ExecutiveOrder2011-03K,Grantee,by itssignature on theGrantAgreement, certifies1)ithasreviewed and understandsExecutive Order2011-03K,2)hasreviewed andunderstandstheOhio ethicsand conflictofinterestlawsincluding,withoutlimitation, Ohio Revised Code §§ 102.01etseq.,§§2921.01,2921.42,2921.421and 2921.43,and§§ 3517.13(I)and(J),and3)will take no action inconsistentwith those lawsand theorder,as anyofthemmaybe amended orsupplementedfromtimetotime. TheGrantee understands thatfailuretocomplywith theOhioethicsand conflictofinterestlawsis,in itself,groundsfor termination oftheGrantAgreementandthegrantoffundsmadepursuanttotheAgreementand mayresultin the loss ofothercontractsorgrantswith theState ofOhio. The Executive Ordercanbefoundat
IV.OtherCompliance
Statefunds maynotbeusedforresearch involvingtissue obtainedfrom abortedfetuses.(See Ohio Revised Code Section 2919.14)