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This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and universities.

Chapter 123:5-3 | Community Rehabilitation Programs

 
 
 
Rule
Rule 123:5-3-01 | Definitions.
 

For the purposes of this chapter:

(A) "Agent" means an entity that the department of administrative services ("the department") has certified to perform those functions described in section 125.605 of the Revised Code.

(B) "Community rehabilitation program" has the same meaning as set forth in section 125.60 of the Revised Code.

(C) "Goods" means anything that can be purchased that is not a service or real property, including "products" and "supplies" as defined in section 125.01 of the Revised Code.

(D) "Government ordering office" has the same meaning as set forth in section 125.60 of the Revised Code.

(E) "Person with a work-limiting disability" has the same meaning as set forth in section 125.60 of the Revised Code.

(F) "Qualified nonprofit agency" means any community rehabilitation program that the department has certified pursuant to rule 123:5-3-02 of the Administrative Code.

(G) "State agencies" has the same meaning as in section 1.60 of the Revised Code, but does not include the elected state officers, the general assembly or any legislative agency, a court or any judicial agency, or a state institution of higher education.

Last updated April 26, 2024 at 7:55 AM

Supplemental Information

Authorized By: R.C.125.603
Amplifies: R.C. 125.60, 125.604, 125.605
Five Year Review Date: 3/16/2029
Prior Effective Dates: 7/17/2014
Rule 123:5-3-02 | Certification of a community rehabilitation program.
 

(A) Any community rehabilitation program seeking certification as a qualified nonprofit agency will apply to the department of administrative services ("the department") on a form provided by and in a manner prescribed by the department.

(B) To qualify for certification the community rehabilitation program will provide the department with the following:

(1) A completed application with the duly notarized signature of its chief executive officer;

(2) A copy of its mission statement and by-laws that document its purpose as providing employment and training opportunities for persons with work-limiting disabilities;

(3) A legible copy of certification by the Ohio secretary of state indicating that the community rehabilitation program is a nonprofit corporation according to Chapter 1702. of the Revised Code;

(4) A legible copy of a letter of determination issued by the United States internal revenue service indicating the community rehabilitation program's status as a tax exempt entity;

(5) A legible copy of a current, valid certificate issued to the community rehabilitation program by the United States department of labor's wage and hour division permitting the payment of wages that are commensurate to the productivity of a person with a work-limiting disability if applicable;

(6) A statement of assurance, with the duly notarized signature of its chief executive officer, of current and ongoing compliance with all applicable occupational health and safety laws, rules, standards, and codes promulgated by the federal government and this state;

(7) A statement of assurance, with the duly notarized signature of its chief executive officer, of the following:

(a) That the annual total of all direct labor furnished by the community rehabilitation program in the manufacture of goods and provisions of services whether or not related to the federal or state government set aside programs, is at a quota of not less than seventy-five per cent provided by persons with work-limiting disabilities.

(b) Direct labor provided at any work site that is separate from the community rehabilitation program's primary address, and is performed between the hours of seven a.m. and eleven p.m. is at a cumulative annual quota of not less than sixty per cent provided by persons with work-limiting disabilities.

(c) Direct labor provided at any work site that is separate from the community rehabilitation program's address, and is performed between the hours of one minute after eleven p.m. and six fifty-nine a.m. is exempt from consideration when computing compliance to the specific work site quota, or the cumulative annual quota regarding the provision of labor by persons with work-limiting disabilities.

(d) Direct labor provided at any work site that is separate from the community rehabilitation program's primary address, and is performed during the first sixty days of a newly awarded contract is exempt from consideration when computing the compliance to individual site quota regarding the provision of labor by persons with work-limiting disabilities.

(C) Upon receipt, review and approval of the application and other required documentation, the department will certify a community rehabilitation program as a qualified nonprofit agency. A certification may be issued for a period of three years.

(D) A community rehabilitation program may renew its certification by submitting a renewal application up to ninety days prior to expiration of its current certification on a form and in a manner prescribed by the department. Failure to apply for recertification in a timely manner may result in the denial of recertification and the need to submit a new application.

(E) The department will inform each community rehabilitation program of a decision of certification or recertification, in writing. If the department determines that a community rehabilitation program does not adequately demonstrate that it meets the certification provisions set forth in this section, the department will state the basis for the decision in writing to the affected community rehabilitation program.

(F) The department may suspend or revoke a current certification, or deny renewal of a community rehabilitation program's certification as a qualified nonprofit agency, if any of the following circumstances occur:

(1) The community rehabilitation program no longer meets the criteria set forth in this section, and in sections 125.60 to 125.6012 of the Revised Code;

(2) The department determines that the community rehabilitation program is not adequately performing its responsibilities pursuant to all applicable contract terms;

(3) The community rehabilitation program fails to timely provide the department with any reports set forth in rules 123:5-3-04 and 123:5-3-05 of the Administrative Code;

(4) The department determines that suspension, revocation or denial is in the best interest of the state;

(5) The community rehabilitation program fails to satisfactorily respond to or cure all complaints to vendor filed by a government ordering office; or

(6) The community rehabilitation program intentionally misrepresented material facts in the application or recertification process.

(G) Suspension or revocation of certification as a qualified nonprofit agency may cause the immediate cancellation of all contracts or agreements to purchase goods or services from the community rehabilitation program.

(H) The department's determinations concerning certification are final.

Last updated April 26, 2024 at 7:55 AM

Supplemental Information

Authorized By: R.C. 125.603
Amplifies: R.C. 125.60, 125.603, 125.604
Five Year Review Date: 3/16/2029
Prior Effective Dates: 7/17/2014
Rule 123:5-3-04 | Quarterly report.
 

(A) Each qualified nonprofit agency and each agent will file a quarterly report with the department of administrative services ("the department") by October fifteenth, January fifteenth, April fifteenth, and July fifteenth of each year. The quarterly report will summarize the procurement activity of each government ordering office with the qualified nonprofit agency or agent for the previous quarter. Each certified entity will provide the quarterly summary report on a form provided by and in a manner prescribed by the department and include the following as is appropriate to each entity:

(1) As to qualified nonprofit agencies

(a) The total dollar value of purchases made by a government ordering office during the preceding quarter for goods and services where the qualified nonprofit agency was the contractor of record.

(b) Any other information the department deems necessary.

(2) As to agents:

(a) A list of all qualified nonprofit agencies that the agent has contracted with the provide agent services.

(b) The total dollar value of purchases made by a government ordering office during the preceding quarter for goods and services where the agent of a qualified nonprofit agency was the contractor of record.

(c) Any other information the department deems necessary.

(B) The department will provide written notice to each qualified nonprofit agency and each agent that has not submitted the quarterly report as set forth in paragraph (A) of this rule that the entity has thirty days to submit the report. The department may suspend or revoke the certification of any entity that fails to comply with the reporting requirements set forth in this rule.

Last updated April 26, 2024 at 7:55 AM

Supplemental Information

Authorized By: R.C. 125.603
Amplifies: R.C. 125.603
Five Year Review Date: 3/16/2029
Rule 123:5-3-05 | Annual report.
 

(A) The department of administrative services ("the department") may request annual information from a government ordering office including:

(1) An overview of the government ordering office's purchasing process related to the procurement of goods and services and any safeguards that assure compliance with sections 125.60 to 125.6012 of the Revised Code.

(2) The total dollars expended during the preceding fiscal year for purchase of goods and services that appear on the procurement list, from a qualified nonprofit agency.

(3) Any other information the department may determine advantageous.

(B) Each certified agent, named as the contractor of record, will file an annual report with the department by August fifteenth of each year summarizing that agent's activity for the preceding fiscal year. Each agent will submit the annual report on a form provided by and in a manner prescribed by the department and will include the following information:

(1) A list of all qualified nonprofit agencies with which the agent contracted during the preceding fiscal year to produce goods or provide services, and

(2) The total dollar value of purchases made by a government ordering office during the preceding fiscal year for goods and services where the agent of a qualified nonprofit agency was the contractor of record, and

(3) Any other information the department determines necessary.

(C) Each qualified nonprofit agency will file an annual report with the department by August fifteenth of each year summarizing that qualified nonprofit agency's activity for the preceding fiscal year. Each qualified nonprofit agency will submit the annual report on a form provided by and in a manner prescribed by the department and will include the following information:

(1) The total number of all individuals who worked to manufacture goods or provide services whether furnished directly to or furnished on behalf of an agent of the qualified nonprofit agency to government ordering offices.

(2) The total number of persons with a work-limiting disability who worked to manufacture goods or provide services whether furnished directly to or furnished on behalf of an agent of the qualified nonprofit agency to government ordering offices.

(3) The total number of all direct labor hours worked to manufacture goods or provide services whether furnished directly to or furnished on behalf of an agent of the qualified nonprofit agency to government ordering offices.

(4) The total number of direct labor hours worked by persons with a work-limiting disability in the manufacture of goods or provision of services to government ordering offices.

(5) The total dollar value of purchases made by a government ordering office during the preceding fiscal year for goods and services where the qualified nonprofit agency was the contractor of record.

(6) Any other information the department deems necessary.

(D) The department will notify each certified agent and each qualified nonprofit agency that has not submitted an annual report as set forth in paragraphs (B) and (C) of this rule that the agent or qualified nonprofit agency has fifteen days to submit the report. The department may suspend or revoke the certification of any agent or qualified nonprofit agency that fails to comply with the reporting provisions set forth in this rule.

Last updated April 26, 2024 at 7:56 AM

Supplemental Information

Authorized By: R.C. 125.603
Amplifies: R.C. 125.603, 125.604, 125.605
Five Year Review Date: 3/16/2029
Prior Effective Dates: 7/17/2014
Rule 123:5-3-07 | Release of a government ordering office from purchasing requirements.
 

(A) A government ordering office may apply for a waiver from the requirement to procure particular goods or services or a category of goods or services on a form provided by and in the manner prescribed by the department of administrative services ("the department").

(B) The department may grant a government ordering office a waiver from the requirement to procure particular goods or services or a category of goods or services if the department determines:

(1) There is no qualified nonprofit agency available or willing to provide the requested goods or services; or

(2) There is a qualified nonprofit agency that is willing to provide the requested goods or services, but is not qualified or capable of providing the goods or services; or

(3) The government ordering office is or has been dissatisfied with substantially similar or same goods or services provided by the willing qualified nonprofit agency and has reported its dissatisfaction to the department or the department possesses specific information indicating such dissatisfaction; or

(4) The government ordering office made a good faith effort to reach agreement with the willing qualified nonprofit agency regarding price, terms and specifications but could not reach such agreement.

(C) The department may deny the request for waiver. If denied, the government ordering office may submit its request to the department director. The director's determination will be final.

Last updated April 26, 2024 at 7:56 AM

Supplemental Information

Authorized By: R.C. 125.603
Amplifies: R.C. 125.607, 125.609
Five Year Review Date: 3/16/2029
Prior Effective Dates: 1/1/2007, 7/17/2014
Rule 123:5-3-08 | Release from purchasing requirements for failure to perform.
 

(A) The department of administrative services ("the department") may release a government ordering office from the requirement to purchase goods or services when the government ordering office or its duly appointed designee requests a waiver and demonstrates that all of the following conditions exist:

(1) The government ordering office or its duly appointed designee determines that the qualified nonprofit agency is failing to properly perform its contractual obligations.

(2) The government ordering office or its duly appointed designee provides the department and the qualified nonprofit agency with a detailed notice of the deficiencies or failure to properly perform.

(3) The government ordering office or its duly appointed designee and the department agree to an appropriate period of time to allow the qualified nonprofit agency an opportunity to cure the deficiencies or failures. After the period to cure has ended, the government ordering office or its duly appointed designee provides the department with a detailed report outlining the results of the qualified nonprofit agencies' attempt to cure the deficiencies or failures.

(B) The department will review all information provided pursuant to paragraphs (A)(1) to (A)(3) of this rule and determine whether the qualified nonprofit agency cured the performance issues within the designated time frame. If the department determines that the qualified nonprofit agency properly cured the deficiencies or failures, the department will not release the government ordering office from the purchasing requirements unless the department determines that it is not advantageous to the state for the government ordering office to continue to purchase the goods or services from the qualified nonprofit agency or agent.

(C) If upon review of the information provided pursuant to paragraphs (A)(1) to (A)(3) of this rule, the department determines that the qualified nonprofit agency did not adequately cure the deficiencies or failures, , the department may release the government ordering office from compliance with the purchasing requirements.

Last updated April 26, 2024 at 7:56 AM

Supplemental Information

Authorized By: R.C. 125.603
Amplifies: R.C. 125.603, 125.609
Five Year Review Date: 3/16/2029
Rule 123:5-3-09 | Updating procurement list: adding an item to the procurement list.
 

(A) The department of administrative services ("the department") will not consider adding goods or services to the procurement list available for government ordering offices unless and until the following conditions are met:

(1) The government ordering office or its duly appointed designee provides the department with a detailed description of the goods or services being requested.

(2) A qualified nonprofit agency or an agent representing a qualified nonprofit agency willing to provide the requested goods or services furnishes detailed information to the department describing other similar or same goods or services currently being provided, or any other information that serves to demonstrate their current capabilities.

(3) The qualified nonprofit agency or agent representing a qualified nonprofit agency furnishes information on how it proposes to provide the specific goods or services being requested.

(4) The government ordering office or its duly appointed designee and the qualified nonprofit agency or the agent representing a qualified nonprofit agency provides the department with a negotiated and agreed upon cost to provide the requested goods or services.

(B) If the government ordering office or its duly appointed designee and the qualified nonprofit agency or the agent representing a qualified nonprofit agency are unable to reach a mutually agreed upon price, upon the request of one of the entities, the department may attempt to establish a fair market price for the goods or services.

Last updated April 26, 2024 at 7:56 AM

Supplemental Information

Authorized By: R.C. 125.603, 125.607
Amplifies: R.C. 125.607
Five Year Review Date: 3/16/2029
Rule 123:5-3-10 | Selection of qualified nonprofit agencies.
 

(A) When more than one qualified nonprofit agency desires to provide requested goods or services to a government ordering office, the department of administrative services ("the department") shall select a qualified nonprofit agency to provide the requested goods or services. The department can consider any of the following:

(1) The stated preference for the selection of a particular qualified nonprofit agency by the government ordering office.

(2) Geographic proximity of the qualified nonprofit agencies to the specified work site for a requested service.

(3) The dollar value of any other contracts held by the interested qualified nonprofit agencies at the time of the request.

(4) The lowest and best cost to provide the requested goods or services as submitted by each of the interested qualified nonprofit agencies.

(5) Past performance of the qualified nonprofit agencies on any other contract with a government ordering office.

(6) The projected number of employees of the individual qualified nonprofit agencies who are persons with work-limiting disabilities.

(7) Any other criteria the department deems necessary and appropriate to assure the selection of a qualified nonprofit agency that is in the best interest of the state.

(B) After the department selects a qualified nonprofit agency pursuant to the criteria set forth in paragraph (A) of this rule, the department will inform the governmental ordering office and each of the interested qualified nonprofit agencies of the selection decision.

(C) The department's decisions concerning the selection of a qualified nonprofit agency to provide goods or services are final.

Last updated April 26, 2024 at 7:56 AM

Supplemental Information

Authorized By: RC 125.603, 125.607
Amplifies: RC 125.607
Five Year Review Date: 3/16/2029
Prior Effective Dates: 1/1/2007
Rule 123:5-3-11 | Authority to audit.
 

(A) The department of administrative services ("the department") has full authority to audit or cause to be audited any contract or agreement, and all records associated with or related to those contracts or agreements, between a qualified nonprofit agency or its agent and a government ordering office. Failure to permit the requested audit or failure to provide access to all records, documents, or files may be grounds for suspension or revocation of the certification.

(B) The department of administrative services may periodically and routinely review and monitor the purchasing practices and activities of state agencies and their duly appointed designees for compliance.

Last updated April 26, 2024 at 7:57 AM

Supplemental Information

Authorized By: R.C. 125.6012
Amplifies: R.C. 125.6012
Five Year Review Date: 3/16/2029
Prior Effective Dates: 1/1/2007